Category: business advice

Quitting our email addiction

What can we do to reduce the size of our electronic inboxes?

This post originally appeared in the Xero Accounting Blog on December 9, 2011.

With 74,000 staff, you’d expect the CEO of French technology company Atos to be buried in email, but Thierry Breton hasn’t sent an electronic mail message for three years.

As the US ABC news service reports, Atos and Breton are implementing a zero email policy for their employees, steering them to use instant messaging and collaboration tools that reduce the need to send attachment heavy messages.

Breton claims only one in ten of the 200 messages his employees receive each day are useful and 18 percent is spam which – given some security companies estimate over 90% of world email traffic is unsolicited messages – shows Atos has a pretty good spam filter.

Email has been one of the main applications of business technology for the last twenty years, so how feasible is it really to move away from the inbox as being the first and last thing you check each day?

Instant Messaging

The ability to send quick messages between computers has been around since they were first networked in the 1950s but consumers and business largely ignored these clunky features until they were made popular in the late 1990s by the web based AOL and MSN Messenger services.

Most business communications platforms like Microsoft Office, Google Apps and  Novell Groupwise have an Instant Messaging (IM) tool built in which can be easily turned on.

None of this is new technology and it’s probably one of the most used business features in the Skype Internet telephone service.

A downside with IMs is they generally demand immediate attention and can distract someone from their work. They also leave detailed logs so don’t for a minute think your rant about a customer or staff member hasn’t been recorded.

Social media

Many of the social media tools have their own built in instant messaging with LinkedIn, Facebook and Google+ having their own services with Google’s service offering the Hangouts feature to create impromptu video conferences.

By definition Twitter is an instant messaging service offering both public and private channels. The Yammer platform is a grown up corporate tool that offers all the social media functions for a business environment.

The downside with using social media platforms as mission critical business tools is their reliance on the best efforts of external providers that can raise security and reliability issues.

Wikis

Atos makes specific mention of their company wiki. Simply put, a wiki is a website that can be easily updated by anyone with permission to do so.

It’s possible to lock wikis, restrict access or to undo any changes that aren’t suitable so all the information is controlled and subject to review. These can be run on your own office server or hosted on an outside cloud service.

Wikis are a fantastic tool for building a corporate memory and developing standardised procedures and policies across an organisation.

Collaborative tools

One of the big changes in the modern office is the rise of cloud office software services like Google Docs, Basecamp and – of course –Xero Accounting that allow people to work together on the same files at the same time.

In the past, office software has locked individual documents while one person used them and that aspect alone has probably been responsible for many of the emails spinning around corporate offices.

Another benefit of the new breed of collaborative tools is they make it easy to control documents as all team members are working only one version of a file, meaning there’s no uncertainty of who has the latest version.

External risks

There are some outside risks with some of these services as they are cloud based so Internet access is important and there can be some questions of security and reliability with trusting processes to outside providers.

Email itself is evolving into a cloud based commodity as many businesses move to Gmail or hosted solutions rather than running their own email servers.

If those external risks are a concern, then it is possible to run these services on your own networks although most businesses are comfortable with outsourcing their technology.

Discovery

One of the first things that jumps to mind from a business IT point of view is that moving to a non-email environment reduces the risk of having to provide masses of data in the event of a legal dispute.

Many organisations have been caught out by a “smoking gun” message hidden within the pile of emails sent within an organisation every day.

The reality is that instant messaging, wikis and collaborative tools all leave their own “digital fingerprints” and if anything the non-email platforms may make it harder to hide evidence from a determined investigator.

Outside parties

Atos aren’t banning electronic mail with outside parties though, with a company spokesman quoted saying their goal is focused on internal emails rather than those from outside the company.

This makes sense as email is still a key business communication tool and not using it to talk to suppliers and customers wouldn’t make sense. For most organisations such a ban would make it impossible to send invoices.

Email is a key part of business and probably will continue to be, what we are seeing though is an evolution of how it is used in the workplace as new tools are developed.

The last word goes to Thierry Breton who said when announcing the policy, “We are producing data on a massive scale that is fast polluting our working environments and also encroaching into our personal lives”. He has a point.

How are you managing your business email and would you abolish it if you could?

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Pity the poor IT worker

Just because social media and the web use computers, it doesn’t follow your IT folk have the answers

“Our IT guy has been looking after our social media strategy,” grumbled the boss, “we don’t really know much about that stuff.”

A constant in business is that anything that vaguely involves electricity gets flicked to the IT guru – setting up a phone’s speed dial, clearing a jammed photocopier or resetting the office burglar alarm are all things tech support gets called to fix. They breathe a sigh of relief that electric typewriters aren’t around anymore.

In the early of the Internet, it was the techs who were asked to set company web sites – which is like asking your plumber to run a cafe because making coffee involves water.

Of course some IT folk turned out to be good at designing websites – just as some plumbers turn out to be world class baristas – but it’s a gamble finding out.

Today the poor tech support teams in the less proactive organisations find themselves lumbered with the social media duties, something most of them don’t care about and barely understand themselves.

For those businesses, the problem is the corporate social media accounts are now the shopfront along with customer support and, with most journalists using social media, the PR department as well.

If you’re happy with your geeks looking after your media relations, sales and customer support then ask the IT department to look after the website and social media. Otherwise, you might want to take things a bit more seriously.

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Failing our customers fast

Does fail fast mean we get ahead of our customers?

The New York Times suggests the new Amazon Kindle Fire could be the Edsel of electronic devices, Twitter’s new interface is met with dislike and accounting software company MYOB’s latest update receives a universal thumbs down.

At a time when software tools, online publishing platforms and contract manufacturing mean we can get products quickly to market, it’s easy to get ahead of our customers and even our own quality control.

Having the ability to get a something new out at low cost has given rise to the “fail fast” philosophy.

While “failing fast” is changing the way industries work while giving rise to a whole new breed of innovations and entrepreneurs, we want to make sure we don’t fail our customers too badly or too often.

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Fading markets, falling margins

Are we fast enough to recognise when our business is changing?

“They don’t pay for us to go to trade shows anymore,” lamented a journalist at a recent industry PR event. The era of international trips and freebies is over for most technology journalists and its passing is mourned by many of them.

Media junkets, industry conferences in exotic locations and management retreats to exclusive resorts are what businesses with fat profits can afford. Most of the tech industry is past that point as most of the sector becomes commoditised.

Slowly, vendors come to understand what a commoditised market means as Acer have with their announcement they will stop selling cheap systems while others, like Apple, have managed to avoid that trap entirely.

As technology changes, cheaper manufacturing locations appear and consumer preferences change many businesses will find their markets change. Some will identify those changes early and change course while others will wonder what has happened to their fat margins and why they can’t afford management, client or media trips to the Pacific or the South of France anymore.

That’s good for consumers, but a terrible thing for those managers who are little better than corporate bureaucrats and their friends in the media.

Interestingly, it’s the jobsworths and the overfed incumbents who are the slowest to recognise when their businesses are changing which is why there’s so much opportunity for smaller, smarter enterprises.

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Who the hell do you think you are?

The romantic delusions of managers and entrepreneurs

“We have a startup ethos,” proclaimed the manager of a huge organisation funded by the government.

It was the third time this month I’d heard about a “start up ethos” from managers of ventures backed by government or corporate money and it’s interesting that this thinking like a cash hungry startup has become a badge of honour among those who have never really lived or worked that way.

At a time when we’re glorifying twenty something entrepreneurs it’s understandable a middle aged manager of a large, conservative and bureaucratic business might want to grab some of that glamour.

Where does this idea of being a start up take an organisation that is anything but entrepreneurial?

The entrepreneur myth

Right now we’re obsessed with the cult of the entrepreneur; many people are getting rich on selling the idea if liberate yourself from the corporate cubicle and buy your doughnut franchise then in a few years time you’ll be sipping daiquiris with Richard Branson on his private island.

For most of us, the tough reality of a building a new business is we are going to work very hard and the odds are stacked against us succeeding; that’s the risk-reward equation that underpins the free market economy – you take the risks and if you’re successful you reap the rewards.

Many people though don’t have the appetite for taking those risks; they are happy working for a wage, paying off a mortgage and getting a nice safe pension at the end of their career. There’s nothing wrong with that.

Similarly, the majority of business people have no desire to be the next Richard Branson – most are quite happy for their doughtnut franchise, computer repair company or dog walking service to create a decent living and saving for their family. If the business is worth a few bob when they retire that’s a bonus.

Bureaucrats matter

The success or otherwise of a society depends upon the mix of established institutions and the ability of entrepreneurs to realise new ideas, take the balance too far either way and you have either an inflexible or unstable economy.

Bureaucratic managers, their processes and their established procedures have their role in a modern society, as do the risk takers, the business buccaneers and even the snake oil merchants selling dodgy ideas to frustrated corporate employees.

The danger of business delusions

Misunderstanding who, or what, you and your organisation fits into this spectrum is a risk in itself; the manager of a big corporation or government agency who thinks they can pivot a business the way a start up can, is probably risking their own career and by falling for the romance peddled by snake oil merchants they are risking their savings.

Similarly the small business or real entrepreneur that acts like a government department is probably squandering their market advantages by being slow and unresponsive.

In many ways, seeing a manager in a big corporate environment indulging in Walter Mitty like fantasies of running a start up is somewhat touching – the real danger for those bigger organisations is when their leaders start believing they are something they aren’t.

Romantic delusions are never a good asset when managing a business.

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The online business playground

This article originally appeared as The Business Playground on Smart Company.

Last week, I was lucky to be invited to talk about digital citizenship with school kids and their parents in the Griffith area.

The concept of “digital citizenship” is pretty simple – your behaviour online should be no different from how you’re expected to conduct yourself in the playground or business world.

When talking to some of the parents about the issues their kids face, it stuck me just how seriously most of the concepts like being accountable for your behaviour, safe computing and avoiding bullying are as applicable as much to business as the schoolyard.

Bullying in the workplace is pretty common and – as the tragic case of a young waitress who killed herself after being bullied at a Melbourne café shows – employers are directly responsible if they don’t control it.

While the Melbourne case didn’t have a digital aspect, what employees put up about their co-workers on social media sites or on blogs or in emails can be bullying as well.

Making things worse when social media or the web is involved is that most of the evidence is in writing and difficult to erase.

Safe computing, such as creating strong passwords and not sharing them, is one important part of being safe online.

Just as kids get into trouble by sharing their passwords with their friends, so too do businesses that common login details for their key systems and services.

Some weeks ago there was the story of a Texas waterworks that was hacked because their systems had a simple password.

No doubt the login was kept simple to make things easy for staff and management, just like a 12-year-old sharing their Minecraft or Moshi Monster accounts with their big brother or best friend.

Being accountable for your behaviour is probably something both kids and business people struggle with; just as kids don’t understand that taunting their friends through a Facebook page has real life consequences, many managers and entrepreneurs forget that laws and professional standards apply online as much as they do in any other area.

Of course in business, it’s not just ourselves that can cause problems – our staff can get us in trouble too. Employees need to know that upsetting co-workers, customers, suppliers and competitors is unprofessional and can cost them their jobs.

Having a staff acceptable computer use policy makes it clear employees are responsible for work related comments they make even on their personal accounts outside of working hours is now essential for all enterprises.

In many ways, business is just like being in the playground. It’s usually fun, but when things go wrong it can be painful in many ways.

Just as schools are on the look out for digital trouble among students, watch out for similar pain points among your staff.

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The auctioneer’s dream

“One day I’m going to buy a whole pile of junk PCs from a company that’s gone bust and sell them at an auction like this,” said Mark, an old business partner, as I lost a bet that a group of almost valueless laptops wouldn’t be sold for more than $10 each.

The media release behind yesterday’s article on protecting USB data found on attracted criticism about Cityrail’s attitude towards privacy – which is fair enough as good manners, if not privacy laws, dictate you’d wipe someone else’s data before giving a drive away.

More notable in the IT News article is the comment that Paul Ducklin, chief technology officer at Sophos, “was shocked when the auction price was nearly twice the average retail value of the USBs.”

Paying over the odds for second hand technology is a trap many fall for, the average consumer doesn’t comprehend just how much technology depreciates or the risks, such as malware or defective hardware, that could be found when you finally take that computer bought at auction home.

The main attraction of auctions is that people believe they are getting a deal, the idea things were dirt cheap on eBay drove the service’s growth for much of its first ten years.

Of course that hasn’t been the case for some time and many people paid a lot of money for junk they didn’t need even when things were “cheap”.

The only way to really get a deal at auction is to know the retail price, then factor in realistic depreciation and the risk of buying a dud.

My rule of thumb at those IT auctions I used to attend with Mark was that when the bids passed more than a third of the retail price, people were overpaying. I rarely bought anything except office chairs and the odd filing cabinet.

I haven’t heard from Mark for a while, I suspect his business plan didn’t work out when he overpaid for some surplus equipment from a liquidator.

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