Don’t forget the people, or should you?

In my previous blog, I defined my view of Digital Transformation (DT) and highlighted the four areas to consider, these being: your people and empowering them, creating better efficiencies in your operations, transforming your products or services and serving your clients better using digital means. I also stated that you should first internalize DT before considering taking this approach external. One of the key areas that keeps getting attention is the people and is probably the most important. Without people, none of this would have been possible.

 I have recently seen some statistics and reports that states in, as soon as 2018, certain jobs and people will be governed by Robo-Bosses and roles are going to become obsolete. I believe this statement is slightly harsh and I believe a better approach is that: roles and jobs will be re-invented and people will be applied where more value can be added to the business. This is imperative, specifically where the DT journey has also ready begun or being planned.

People should not be left behind and this is a simple fact! However, I do believe we need to consider how do we optimally utilize their skills in the business to focus on value added services to the business and its clients or services rather than doing repetitive non-value adding activities. Before you consider replying and taking me out by the knees on this statement, I fully understand some jobs are just braindead things that must happen in the business and no technology or digital capabilities might ever replace it, but those typical jobs are also not the ones that are critical to the business and ultimately the bottom line.

 Let’s look at a practical example of where DT can be applied to ensure people don’t get impacted but rather provided an opportunity to grow and add more value to the business. Let’s say you have a clerk in your business, and their main purpose is to capture invoices received from suppliers. Let’s assume they receive the invoice in multiple ways, these being delivered by hand, emailed or faxed. They would process this by capturing the information in the financial or ERP system. This is their job. So, in a digitally enabled workplace the invoices might all come electronic as they are being delivered in multiple ways but ultimately gets scanned and provided electronically to the clerk. On receipt of this a collaboration area, available through any device, gets created with all parties involved in the specific stock order, and they can validate, check and properly manage the information received.

 The reason I refer to information and not data is because certain analysis was applied to the data through predictive analysis and the clerk could immediately action tasks like: chatting to the supplier in real time for queries, validate stock shortages and engage for re-ordering or even consider re-routing stock that was just received as her Digitally enabled business system would have advised her that certain of her stores has needs for the specific items due to the real-time information she would have received. What you now have done is changed the Clerk from just capturing to processing certain key business processes and you did this by enabling them with the right data for the right process at the right time and communication tools to act on this.

 This is one of many examples you can think of for your business and more importantly you people will now add more value to the business cutting costs on processing time and making a difference to the bottom line.

 Check back in shortly when I publish the next in the series. This one will focus on creating better efficiencies in your operations.

 

 

Project and portfolio management for the mobile manager

So much has been said around mobility and project and portfolio management as two specific individual topics but I was struggling to find some references of a combination of these two topics. For this reason, I decided to share some views and thoughts around this very interesting topic that in my experience is creeping up more and more in discussions.

For starters I think we need to get an explanation around what is the context of this piece and what is the meaning of the 2 topics. I got this from Wikipedia and I quote “Project Portfolio Management (PPM) is the centralized management of processes, methods, and technologies used by project managers and project management offices (PMOs) to analyze and collectively manage a group of current or proposed projects based on numerous key characteristics. The objectives of PPM are to determine the optimal resource mix for delivery and to schedule activities to best achieve an organization’s operational and financial goals ― while honouring constraints imposed by customers, strategic objectives, or external real-world factors.”

Mobility in my mind is not a mobile technology or a specific cellular technology to be used for communications, I believe this to be an aspect of everyday work. Mobility means the ability to be mobile, i.e. do my work without being in the office. So the technology I use or the way that I do it is irrelevant, it is what functions I need to perform that is the most important and not what device I have.

So let’s take the two topics and combine them. I need to have access to my project management office (PMO) to analyze and collectively manage a group of proposed or current projects based on certain constraints while I am not in the office… This is going to be very interesting as we need to investigate a couple of functions that I would require to do this task. There is a couple of key role players required in any scenario involving project management so assume for a minute that I have 3 role players that forms part of this, the sponsor or executive, the project manager and team members. The sponsor is ultimately responsible for the accountability of the project and typically is the one paying for this. The project manager has been appointed to ensure that the project gets successfully delivered and is responsible for the delivery while the team members are people that have to interact or deliver on this project.

The Sponsor:

The sponsor is typically someone that doesn’t have the time to sit every day and go and find information, this individual wants to have information delivered to him so he knows how his investment is tracking and if there is anything he needs to be worried about or action. The sponsor is typically also someone that is very mobile and typically doesn’t just sit in an office all day, so time is of the essence and information should be filtered to ensure optimal use of the time required from the sponsor. The challenge is that the communication technology to be considered cannot be sms, email or even phone call, but why? Simply put cost and time constraints. Image sending sms’s for every notification update on a project, the cost will sky rocket and chances are that this cost was never catered for in the original budget. Email is just a waste of time as no-one today has the time to read and action every single email that gets send especially if it runs into the 100’s or 1000’s per day. Phone calls, this will typically be put through to the secretary and at some stage a message will reach the sponsor and then it might be too late. The other concern is that there is such a diverse range of technologies being used by sponsors that changes are you develop an app for this you need to have this running on all different mobile platform to really add value and except maybe for Skype, not a lot off apps has proven to provide cross platform compatibility. Bottom line is that non-intrusive notifications with access to live data is required so that the sponsor can see at the glimpse what is happening. Think of is almost a live tile with direct feeds but drill down capability if required.

 

The Project Manager:

The project manager is the key person in this scenario as the responsibility sits here and hence they need to know everything, always and they need to know the latest now! The biggest challenge is that project managers is also as diverse as our universe. Everyone follows their own best practice ideas and if you lucky a methodology or processes to govern this is followed if enforced through technology and doing it otherwise is simply not going to cut it. They need access to information in real time but also need to act and contribute towards this information and more specifically the process being followed if enforced. They also sit with the same problem the sponsor might sit with, an overload of information or simply too many projects to run at the same time. In specific industries, this might also be more challenging as in mining as an example, there are simply not sufficient communication technologies available to perform these duties as the mines can literally be in areas where technology is simply not available or it so limited that it does not help using it. The easiest way to resolve this to enable them to, if there is communication technologies available, to use it but to potentially have access to offline data that will synchronize if and when communication becomes available. Doing all of this on a piece of paper or worse trying to remember to do this when you have access is simply the worse thing to do.

The Team Member:

The team member has to deliver on this project and needs to be able to report to the project manager that in turn will report to the sponsor. Mobility for them is typically more challenging as they have to perform their duties without having to worry about some project management system that they need to replicate their data in as it simply does not integrate to what they use every day. They need technologies that will enable them to do seamless interact with an environment that they are familiar with and can very easily provide updates and status on the work / deliverables they are busy with. If the project is a delivery of a IT type project, the team members will typically be people working on laptops, tables or other mobile devices but what if the team member is the guy laying the cables for this project or in the construction industry, they guy throwing the cement into the form that forms part of the building foundation. I cannot see a builder running with a laptop around but funny enough, most people have access to a cell phones and unfortunately not all of these are smartphones with the capabilities to interact with organization’s sophisticated systems.

 

The end result of these issues highlighted is that mobility for these role players is potentially only possible for 2 of the key people involved in PPM unless someone comes up with a serious brainy idea of how the builder can communicate in real-time with a phone that can at best send sms’s and make phone calls. I believe the solution is to provide a project automation solution that automates most of the processes or methodologies used to ensure the system takes care of most of the actionable items required in this environment. Even the team member can report back using whatever means and the systems should cater for this. Reporting and progress updates should be automated and available when required so whomever needs to interact with them has the ability to act accordingly and most important is that team members can do the job at hand without having to worry about how they are going to provide feedback on his device.

Why plan to switch off when you can always be off but still productive?

I read an interesting post the other day about when to switch off and when not to, not using social networks blah blah blah. I have a different view on this…

Consider the following hypothesis. Being with your family, spending real quality time with them but still having the ability to interact and perform certain duties, i.e. the epiphany of productivity ! Social networks cannot be ignored in todays chaotic business world. Business are in absolute turmoil across the globe, economies are suffering but still technology innovations are launching at an unrivalled pace. How can you marry these 2 worlds creating almost a perfect storm?

Social networks have become a lot more than sending that aunty you never see or want to see a quick message or update what the kids look like. Social networks provide real business value and this cannot be ignored anymore. The problem comes in, in how to use it, I believe awareness is everything. “Spread the word” . Making people aware of who you are and what you stand for. I use this almost on a daily basis. Example: Someone coming for an interview, a quick search will share various information pieces that says so much more than a 5 page CV does. Same goes in business, when offering a service to customers and you trying to showcase why you should be used rather than your competitors, imagine that when searching for your organisation or for you specifically, many things about you got shared like that family picnic you had with the company, perhaps that event you hosted or your stance on the eating habits of eastern European rabbits. Bottom line is that this is the perfect channel to share information that your website or profile brochure can never reveal, it makes business more personal and ultimately humans deal with humans !

So how do we tie this to productivity, very easy. Using real productivity solutions, you can utilize social networks to “spread the word” while actually visiting that Aunty you never actually want to see but while there, a quick 20 second interaction on your mobile device, being phone or slate / pad, can let you quickly approve an order, or action a task you have to respond to or check on the status of the deployment that is going live this weekend. What makes this action any different than quickly checking who posted what on Facebook or the latest tweet etc. Reality is that our worlds are merging, personal and business is becoming blurred and hence while you sit at work quickly you check Facebook or other social networks, so why not have the same capability when you not at work. My suggestion is focus on using the same things you are use to in your personal / social life and apply that to your business. you will be pleasantly surprised that you don’t have to switch off, you should rather be switched on while being off.

Maverick Fox enters the ICT chicken coop

FOXit (Pty) LTD. (FOXit) is an established South African provider of products, solutions, service and support focused on Project and Portfolio Management (PPM) in business.

It was founded by a group of like-minded individuals who believe that when it comes to operating a business, everything hinges on effective project management.

The focus of the business is on the design, implementation, consultation and support of the automation of PPM processes and procedures. It also specialises in providing products and consulting services to South Africa’s mining industry and related industries.

In its short existence the company has reinforced its reputation as a Microsoft-technology powerhouse and Gold Certified Microsoft Partner – its dedication and commitment to solution development and integration rewarded by Microsoft with this accreditation.

It is also currently the only EPM Certified local distributor of various International acclaimed Microsoft certified solutions with all solutions based on Microsoft Business Productivity Stack.

Challenging the norm

Executive management have adopted a non-conformist approach to service delivery within Enterprise Project Management (EPM) and Project and Portfolio Management (PPM).

They believe that whilst many technology service providers claim to ‘think out of the box’, FOXit has made this a foundation principle and the backbone of its service and product delivery to a growing market.

“Agility is really the main thing. When you are following an agile approach, it does not necessarily mean that you are following an agile methodology. We are more flexible than that. What comes first, the process and methodology or the technology? Does the process and methodology define the technology to be used or does the technology assist in defining the process and methodology? Our model ensures that we adapt to the client and adopt what they have,” says Aldo van Tonder, CEO at FOXit.

“Our concentration is on user experience, this is where we differentiate ourselves. While we are positioned on the bleeding-edge of solution development to rollout infrastructure that makes running a business easier, we are able to communicate and effectively engage with customers. We understand the businesses of our clients and the industries in which they operate,” he adds.

For too long the broader market, particularly those industries that are not necessarily IT focused but rely heavily on technology to operate, has been conditioned to relate to technology in a specific way claims van Tonder.

Generally the experience is in throwing money at the latest technology, which is often supplied with little or no true value in partnership or reliable support.

As part of a young, vibrant team, van Tonder believes FOXit serves as a catalyst for change when it comes to this view of IT procurement.

“Our question is ‘why can’t you have technology that looks good, that feels good and that actually works?’

Reaching for the clouds

As an example of how FOXit is redefining standards in service delivery and operation, the company, together with a globally established partner, has developed and introduced an EPM in the cloud offering that management says surpasses expectation.

Although there are certainly perceived benefits to investment in cloud-based services, van Tonder also believes misperceptions continue to create mist in the market.

“For example, it is simply not true that bandwidth restriction makes it impossible to benefit from cloud services,” he says.

Whilst FOXit management is reluctant to divulge too much now about the company’s latest offerings, they describe the solutions as a drag-and-drop, one touch offering that does not require coding and allows for workflow and processes to be managed on-premise or in the cloud with a user experience that will change the way day-to- day work is perceived.

It is accessible to any sized business that operates according to projects and related parameters.

“If you think about it that criteria covers any credible business across any sector. We will go very big with this. As I have said, we never know what tomorrow might bring, so dream for the long-term but live for today.”

FOXit believes it has the experience and respect for agility within technology service delivery to both outrun and outsmart the competition.

Getting starting with Social Media–the companies guide

I was going through a proposal last night for a branding exercise we want to embark on and to my absolute shock and disgust I now see how companies are exploiting the social media age and tools that is available for everyone to use and how they make serious money out of it.

Couple of simple examples:

• WebPr – 2.5k per month to integrate into Facebook and Twitter (this is free)
• Blog – Create a blog 5k and to post 2 articles per month 3.75k per month (this is free)
• PR Office on web – R8.5k (this is free)

I have inserted below some easy to use samples on how to do this yourself (for free).

For Facebook, on your home page, click create a group, give it a name and click create. From now on your group page will appear on your own home page navigation and by simply selecting it, you can edit and start sharing information exactly as you would in Facebook.

For Twitter, create an account and start tweeting away.

For LinkedIn, on you own home page, click the tab companies and then select Add a company. Step through the wizard and start creating the Overview, Careers and Services that you offer.

Another tip is to add the Facebook, Twitter and LinkedIn icons to your distributable stationary as well as email signatures as shown below.

This gives the capability for anyone that you interact with on mail to easily click on your Social Network icon of choice and immediately be routed to you Social pages.

Blogs are free and you can register at many that is available, like Blogger, WordPress etc. The best part of it all is that most social networks can easily share information. So what does this mean? Let me try and explain the ideal process flow that works !

Write a blog on WordPress or use it to paste information you want to share. Preview and then post it to the web. When selecting the blog post, you have the facility to share this with Facebook or Twitter. Select the one you want to share with and that is about as difficult as it gets. Twitter can also be setup to share information with LinkedIn so by originating the blog and sharing it, all your Social pages are updated at once.

Social collaboration in the office

So we all know that collaboration and interaction through IM solutions have become part of our daily lives, but with so many to choose from where do we start. With the creation of SkyNet (Spyke and Microsoft) or least our rendition of the name, we hope that it will not be the end of the world as in the famous Terminator series.

I have recently discovered the true power of Windows Live Essentials 2011 and in all fairness, except for the added value of VoIP in an integrated Unified Communication solution and possible Live Meetings, this product set is awesome. Giving the capabilities with this free, yes FREE, product with Windows 7 it helped improve communication, collaboration and productivity in our organization. The 2 best feature in my mind is:

• the integration capabilities with other social media platforms like Facebook and LinkedIn and the ability to interact with friends and colleagues through Live Messenger even if they using Facebook chat or other IM products
• Live Mesh and the ability to synchronize 5gb of data in the cloud between devices. Add the 25gb of free online storage you get with your Live account and this makes for a pretty useful environment to share with friends or colleagues

I was very skeptical at first cause the usual questions prevails… what about the bandwidth and to say the honest truth, I have had no serious issue with it and it is not like I have my own satellite with unlimited and uncapped bandwidth. Will gladly get some feedback on your experiences or preferences…