When Andrew asked me to share, I was honoured.  Andrew accesses very cool people in business and tech, and asks them the deeper questions we all wonder about. Luckily, I was only doing a “how-to” interview, haha.

I hope my contribution of information furthers what Andrew is working to put out there. I can’t recall picking a Mixergy interview to watch and being disappointed. It’s quality stuff.

One skillset that I’ve learnt and and continued to develop over the last 12 years is systemizing and automating things in businesses.  I hope you enjoy it and future posts on systemizing and automating in a business.

http://mixergy.com/jas-panesar-damaag-interview/

So much writing.  Documenting.  Trying it out.  Make sure it works.

It’s seems easier and faster just to do it yourself, right?

In your business, is it your job to do everyone else’s job?   Or is it your job to help figure out how to best do something?

Take a look at your actions.  We go off figuring out the latest item we need to get running smoothly for ourselves.  We want to make our own lives easier.  So you decide to document it, scribble down some notes, and know that in a few months you’ll have enough to go back on.  Bask in satisfaction of a job well done.  Kind of.

Are you really finished? Or did you just systemize a process into being more efficient for just yourself, and not for your business?  Don’t know what I mean?  Systemize yourself so you can pass your expertise into your business to become systemized, and run that one thing without you.

Every single item you systemize is a step towards having one of those dream businesses that runs without the owner. In those businesses, the owner is free to work on growing the business, instead of working in the business just to satisfy the day-to-day needs of that business.  Sound familiar?  It does for everyone. It doesn’t matter if you’re a bricks and mortar business, consulting, or an internet startup.

Think about it this way:  Isn’t doing something yourself, over, and over,  no matter how much you’ve made it easier for yourself, incredibly repetitive?  So boring?  Actually a waste of your time?  Don’t have time to work on the new things that excite you and you love?

By not systemizing, or only doing it enough for yourself, are you creating more boring and repetitive and dreadful tasks for yourself?  Isn’t that worse than systemizing beyond yourself?

Remember that what you find repetitive and boring today was likely a challenge and something new once.  You were figuring it out for the first time, with fresh eyes, not so long ago.  There’s one important step after, though.

When it keeps coming up to take your time, ask yourself, “Am I done with figuring this out?  Do I need to be doing this? Should I be moving onto the next thing to figure out?”

By the time you’re doing it over and over and not thinking about it, it means you’ve probably figured out enough to get someone else on it.  Good job.  Now be a friend to your future self and your future business.

It’s time to double your investment of figuring it out the first time.  Interested?

Empower someone else in your organization to do it.  Don’t have anyone?  Get a virtual assistant.  Seriously.

Take the accomplishment of figuring out how to do something efficiently and get someone else doing it exactly as you do it, with the understanding of why you do it that way.

What should you commit to today?  Make that list of things that you need to systemize. Things only you know how to do.  Things only someone else knows how to do.  It might be scary.  You won’t have the answers for all of them, that’s okay.  You just need to know what you’re looking at, so you can have something to work at.

Not sure of how your list will turn out?  It’s okay, I’ll share one in a future post and you can compare how well you actually will end up doing.

Start making a list!

So, you have a business.  Like any business, you need answers from every system in your business.  The funny part? Every business wants the same answer from their data.

Every system in every business constantly looks to answer one question.

WHERE IS EVERYTHING AT!?

That’s all anyone cares to know. On demand.  Get good at it and there’s a future for you.

When we systemize, we just want to get an answer. On Demand. Automatically.

Systemization hides the complexity of getting that answer under the covers, where a lot more goes on.

Automatically presenting this answer by systemizing is what I do as a Systems Integrator.  I first make it simple to use what you click and read.  Then under the covers, the complexity of what you do is busy working away for you 24/7.

If you’re looking for for meaty, applicable experience, here’s the first post in hopefully many.  If more software was built like this, or better, we wouldn’t have so much bad, time consuming, hard to use software.

MY LAW: WHY BEFORE HOW.

- If you don’t understand the data, you don’t understand the business. Find and learn the dots and how they connect.
- Be Datacentric. The data is actually the system. Software simply presents it.  No meaningful data, no meaningful system. Understand the data in each of it’s states and how it interacts, or find someone who can.
- People manage the system. The system manages the details. People should never be the tools or the system.  Use Virtual Assistants where software can’t do it until you find a way.
- Avoid premature systemization. If you don’t know your data and process inside out, you’ll rebuild and bypass incomplete systemization with manual processes anyways.

DISCUSS. DESIGN. DEVELOP. DELIVER. – How I systemize any business with a web-based tool:

- Listen before talking. Learn the customer’s business from their staff, and why they do things the way they do.
- Make checklists. All requests, responses. All the steps.  Have anyone do them.  Find the leaks and document.
- Map the checklists on a flowchart. Find what’s missing.
- Prioritize. Systemize most complex, time-consuming, profit eating checklists first.
- Timeline. Turn your prioritized list sideways and you have a timeline of what gets done first.  Apply dates.
- Build. Build the software to fit customer’s competitive advantage.  Don’t be an SAP dampener.
- Review, Improve, Repeat. See if it helped you get more done with less effort.  Build what you see based on new perspectives.

FOR ANYONE WHO THINKS SYSTEMIZING IS A WASTE - Why you must systemize:

- Get more done with less effort. Don’t push work onto someone else’s plate.  Systemization makes it easier for everyone.
- Monitor, notify and act. Get the computer to monitor, notify and take action as you find and define scenarios.  Bake it into the bread.
- People cost more than systems. The #1 cost in any business is time, of staff and customers. Let staff deal with people and solve problems, not computers.
- As your data increase, so do requests and needs of dataset. Manual can’t keep up.
- Maintain & Enhance your competitive advantage. Do it your way, not SAP’s (no offence). SAP just requires customization instead of doing it the SAP way.

Me: I’m a systems integrator. I systemized my customer’s businesses (SMB to enterprise) for 15 years before getting into products. Manufacturing, Legal, Shipping, Logistics, Retail, “eServices” and more.  Workflow management, Reporting, labelling, mobile, web, custom hardware, monitoring.

We’ve all heard it: The ability to learn and apply how to communicate with skill is priceless, no matter what we do. At the top of most fields we will often find the best communicators.  The jury might be out on other things, but they do know how to share their message.

Being limited to 140 characters per message in Twitter, I’ve had to get very good at expressing my thoughts and ideas simply and clearly for maximum impact.  It doesn’t have to be bold, or brash, just clear. In this way, Twitter has become one pencil sharpener of expressing my thoughts and ideas.  How does it do that?

The long and short of it is this: When working on a project, product, business, or startups, we’re in the boat of having to communicate a lot, clearly and quickly.  Twitter helps us to develop the habit of communicating with less distracting noise, and more punchy signal.

Like the web, we all need to define what Twitter will do for us based on how we use it. For me, Twitter participates in introducing and sharing ideas that better help us define and navigate the world around us.

Twitter promotes quitting the brain dump to communicate. As a developer of projects and products, be it someone’s startup idea, or my own, I have to learn to cut through the tendency to take the easy way out and “write everything” to “cover it all”.  This is known as the brain dump.  Whether an email, on a website, or in your product, brain dumping as a way of communicating only increases complexity. It reduces focus. It makes people work to find the nuggets they are looking for.  (They won’t and they’l leave) Worse, brain dumps to communicate leave more questions than it answers, and a greater sense of confusion than it began with.

More signal, less noise. Less is definitely more. With all projects, products and startups, we often wear an extra hat of copywriters.  Write less, cut in half, and half again, right?  We often know the most about the product, how it works, and the market fit, and being able to find and speak to it with a lot of impact is a huge thing that the lean startup approach has emphasized.   Learning to find the essence and knowing what message to amplify is critically invaluable.

Training ourselves to speak about benefits instead of features. Since we’re focused on building features, we can have a tendency on communicating the features at length, and not always the benefit.  On Twitter, answering “How does this relate to me” is how information travels quickly.  “What it does” doesn’t seem as interesting.  Always developing our skill to communicate benefits is invaluable in all projects and products.

If we examine “How does this relate to me” about the relevancy of Twitter itself, we can notice some interesting things.

First there were opinions about what twitter was about.

“Twitter just IRC on the web.”
“Twitter is the wall chat of BBS (bulletin board systems) in the 1990’s”

There were the opinions where everyone wondered how is this useful to me.

“Twitter makes it hard to interact in so few characters.”
“Twitter seems like a popularity contest.”
“Who cares about typing everything you’re thinking or doing every second of the day.”

From this, a few things have become apparent about Twitter to me.

Twitter shares something with the web of the 1990’s.  It’s anything, and everything, to anyone and everyone. Tweeting about every moment, thought and whatever, is the equivalent of having flashing text on your website in the 90’s.  Cool to some at first, painful for everyone.  When we were new to Twitter, we were feeling things out.  What’s too much? what’s too little?  How do I participate in sharing?  How do I find what’s important to me?

We had Geocities in the 90’s.  Sites weren’t the greatest, but everyone was involved in consuming, expressing and sharing information with each other.  Blinking text lost out on the web, just like sharing your every thought at every second has (hopefully) on Twitter.  Search engines became a relevant way to link strangers with information that they wouldn’t know about.

Twitter has become a live, searchable stream of benefits to me. How we learned and evolved in expressing and sharing information has lead to a huge impact in the last 10 years.  Everything and everyone is becoming more, and more connected, and we’re having to deal with too much information.

Twitter helps us deal with massive information overload. Those who learn to share and communicate in 140 characters become more and more relevant as information overload and bombardment increases every year.  Conveniently, being able to write good copy for your projects or product is also very, very, powerful.

For now, the best signal to noise adjuster is people.  Computer’s can’t exactly put together the information stream we are trying to piece together ourselves as we go. We need to be able to tune things in, or out, as easily as changing an order at a restaurant. So, we pay attention to those who have a clear, consistent stream of knowledge so it can become a part of ours. Rinse, repeat with others to create our own meal from the buffet of information overload.

While it might be foolish to say there won’t be anything like it again, Twitter has, increasingly found it’s way into our lives as a communication format like email, fax, or phone. Consume it in many different ways.  Participate in just as many. Except, Twitter is a community like Facebook at the same time.  That’s unique.  And I’ll keep working to make the most of it.

So, if you made it this far, take the one benefit from the ideas above, or your own, and share how you’ll apply it.

Every business needs cashflow (and profit) to survive like the body needs oxygen, food, and air.  Just because a business has cashflow, doesn’t mean it’s a success, much like we aren’t a success in life just because we sat around and survived.

If you have to mislead to make a dollar, it’s like tricking a girl into liking you.  You might make some money/trick her for a while, but it won’t last.

The better the mutual fit, the better the relationship.  As is often the case it’s best to see if you can work well together.  The client, or the vendor, alone, can’t make the relationship work.  Both have to be present.

As for finding the right work..

Know your product.  Know the value you deliver.  Know the clients it will benefit.  Only sell to them and you’ll have a lasting business.

Always generate more value than which you are paid. Otherwise your client turnover rate after they feel “had” will be much higher than it needs to be.

It’s easy to try and be someone else in business.  The problem is it always comes back full circle.  If you like honesty, and integrity, and when people eat their own cooking before giving it to you as advice, do it yourself.

Not every customer values it, but not every customer is for you.  There’s a big difference between a good dollar and a bad dollar.  It’s tough in the start but it’s worth it.

Be a defender of keeping goodness and kindness fashionable.    Your startup is your declaration of your moral and professional independence.

Check out the slide show here, my thoughts below.

No One Cares About Your Stupid Little Startup

I have often wondered how a relationship between specialist (Web, designer, programmer, etc.,) can sometimes turn into the customer believing they understand everything better than the specialist, and how to do it.

This is when phrases like:

“Couldn’t you just..”

“All you have to do..”

“It should be pretty simple..”

“Can’t we make it really simple on the screen?  Why would that be more work to do it all behind the scenes?”

become more, and more common.

Problem? I don’t know. If you ignored everything clients say in this case, and only look at what they were doing, the client is basically saying they know better than you.  One could argue there’s something missing in the requirements phase.  Even when clients are the ones  that hired you to help them meet that impossible deadline that they didn’t know was a ton more work than they ever imagined?

Still, I’m not sure if it’s entirely the client’s fault for being this way.  I think it might be a mix of both client and specialist.  Clients tend to oversimplify and over-trivialize anything to make it something they can feel confident about so they don’t get taken advantage of.

What is true is this.

It is hard to make the complex simple, and easy to make the simple into something more complex.

Would we second guess or suggest doctors do something differently, or that engineers build a bridge differently (and without a plan) because we feel it shouldn’t be complicated?  I don’t know.

This leads back to the oft-referred issue of what color to paint the bike shed.

Why? Well, the less you involve and empower your clients, the more they will feel your craft is a magical dark science.  Of course, I’m the first guy to say I want to build systems and tools for people, not BE the system and tool through which they maintain their systems.  So, I’m forever doomed to try and involve clients as much as they would like to be and educate them.  It is already a luxury to feel understood by anyone, and it’s nice when you clients are able to join you if they so wish.

With that being said, I have a responsibility to first learn, and then demonstrate that I understand the needs of my client and how to best solve them in the way that best serves the client.  Maintaining or enhancing the clients competitive advantage is critical. It’s not about making my life easier, it’s about making life easier for my clients, and their clients.  This rings very true even when working on a startup.

I get it.  I’m pretty good at what I do and can reasonably be thrown down a well and come out okay.  Do I make it look easy?  I don’t know.  I have 15 years of experience and 4 vacations to show for it.  I read 2-3 hours a day on technologies and problem solving approaches.  I keep the saw sharp and keep busy sawing.  All to keep my value high to myself and the projects I work on, and to ensure my clients receive the best possible outcome.

Still, I hear, “well, can’t you just do this”.  I have accepted that this on some levels will always be the case.  I think helping clients understand that what I can do in 1 hour is only possible after 15 years of experience doing what I do, and that 1 hour of their time, while likely very valuable in the needs requirement of it, likely would not compare, must like I would be lost in their business.

I think I am going to explore the idea of “highest and best use” and incorporating that in to my working philosophy on all projects.  When we focus on everyone’s highest and best use and simply keep our nose out (or in) no more or less than it’s needed, it’s where 1 + 1 = 11 in terms of gains in productivity.

I put a lot of time on my 15″ Macbook Pro.  An average of 8-10 hours a day.  Every day.  The last 3 years since I switched back to Mac (since we all started on Apples in elementary school) have been incredible.  No longer have I been tied up dealing with Windows to do the smallest things like connect a new camera to get a photo to fight with drivers.  For the most part Mac just works, gets out of the way and let’s you focus on the task at hand.

Then, there was the day the music died.  November 16th, 2009, for me, to be exact.  I remember it, like it was yesterday.  I am working at the office, no problems.  Arrive at a clients, and the screen won’t turn on.  Try to reboot, no luck.  Everything seems to be turning on, except the screen.  Strange.

The HP/Compaq technician in me from the late 90’s speaks up and tells me this might be that nasty Nvidia chip failure affecting the Santa Rosa Macbook Pros, which I own.  But was it?  I’ve seen a video card or twenty fail in my life and its usually a graceful fit of annoying colors, lines, pixels not showing correctly that leads to an eventual death.

A screen just to go black with that?  I didn’t even get to say goodbye, or try to copy off my latest working files. What would I do if I didn’t have a recent backup?

Enter AppleCare.  You see, for years I was happy that Compaq (and then HP when they acquired Compaq) had nearly the world’s best extended warranty. They did, and likely still are very high.    AppleCare, I had heard was another beast.

I get on the phone and get booked into my local Apple store with an appointment 60 minutes later.  Total fluke, as they’re always booked up.  It was a cool feeling walking in and seeing my name as the next customer in line.  It was even cooler as the Apple concierge wondered how I hacked myself to the top of the list without having been in the store.  Nothing an AppleCare rep can’t put you on hold and get done, I guess.

After speaking with the knowledgeable rep, they ordered me a new system board.  Problem, I’m leaving town 2 days later.  They manage to pull it off and I make it rain chocolates at the store.  Everything is back and running.

Until it died again.  I got the dreaded spinning wheel on grey screen.  I felt like throwing my laptop into the water, pulling it out, and then throwing it in again.  But I didn’t.  Called AppleCare and they tried to help.  No luck.

On my way back to Edmonton, I was in Vancouver for the day.  I stopped by the AppleCare store and they had the part I needed.  And they would change it for me before my flight left!  Two flukes?  I doubt it.  There’s no way this kind of service is to be expected or reasonable, but I’m so glad they stepped up.

I’m tired, and fly back home. The repaired laptop awaits it’s glorious return to productivity. I turn it on in the next morning.  Same problem.  Did someone forget to turn on the computer fully?

My heart sank, to the bottom of my feet.  I could have just bought another Macbook Pro, smashed this one up, made a video for Youtube and mailed it to Apple stating I couldn’t handle 2 bad system board replacements in addition to my original failure.

I called AppleCare like someone might call an counseling hotline.  I spoke of the great help I received, but the poor results.  Brian, my original contact, quickly escalated me to a senior adviser.  He took a few minutes to read everything I had endured and at this point likely noticed I should have been screaming and foaming from the mouth, but wasn’t.  He got how frustrated and let down, and paralyzed I was.  Running a backup of your mac on a mac mini isn’t the same.  Yes, I didn’t lose anything, but I wasn’t gaining either.

The senior advisor said I had gone through enough.  He wanted to heal my shattered heart with the warmth of a replacement machine. I was skeptical.  I told him I had been hurt before.  What if this replacement had issues because it was the new macbook?  I might be crazy to turn down new equipment, but I like what I have and it works well.  He assured me he felt comfortable reccomending it so I decided to take the plunge to a new Macbook Pro, at a reasonable cost.

Now I wait.  Hurry up China.

Why your IT Sucks.

This was a follow up to the previous article of The unspoken truth about managing geeks and I must say it clearly presents some great points.

1. GIGO GIGO GIGO.

Can’t say it enough.  It’s so true.

Garbage

Back in the fifth grade, I was in a school musical, The GIGO Effect, in which the evil Glitches attempted to corrupt a computer named Mabel with “dirty power.” The point of the show was that technology is unable to produce intelligent results without intelligent direction, a truism encapsulated in the formerly popular computer acronym GIGO, “garbage in, garbage out.”

So, if you don’t begin with the end in mind, you will fail.

Doesn’t make sense?  Let’s start with this passage from the article.

Information technology is the art of managing an organization’s processes by establishing and maintaining computing frameworks.

If we can agree on that definition of “IT”, that means IT touches and deals with the entire business.  It is the electricity, the power, the force, the connector, and the enabler of achieving your business goals much, quicker, better, and more profitably.

For an IT strategy to succeed, everyone needs to see the use of Information and Technology in Business, what I call Business Technology as a critical enabler and vehicle for delivering the results of the business.  Gone are the days of “my mouse isn’t working.”  The more integrated the view of IT with the rest of your business, the further IT will help you succeed.  IT alone is not a magic bullet.  Technology needs business.  Business needs Technology.

Getting all parties, executives, IT, staff, managers to see one strategy that IT is meant to help everyone succeed at getting more done with less effort, and not offset workload from one person or group or another is the foundation of a great IT presence.

Check out the article, I’m sure you’ll find it to be great.