An Ensemble Cast

Have you ever noticed how Stephen King has dozens of characters in most of his novels? That guy has more characters in him than just about any author I know. In the first couple of chapters I wonder if I’ll ever be able to keep track of who’s who. I get frustrated when he starts giving them nicknames, in addition to their proper names, and I tell myself I’m going to quit if it doesn’t get easier by the next chapter. Yet I keep reading. Mr. King has that effect on me. And halfway through, I’m amazed at how I know that Dylan (aka Mr. D) is the canine office mascot, Orville is the guy who takes ole D home on weekends, Sandy Dearborn (Gramma Sandy) isn’t a girl, and Carl and his son Ned both hit their foreheads with the heels of their hands when they figure out something.

Maybe one of the reasons I feel overwhelmed by the huge ensemble casts in Stephen King’s novels is that I’m an introvert. Not exactly a loner, just someone who needs long periods of time to figure things out in private, before I’m ready to start brainstorming with the human race. But without both, I’d go crazy.

Whoever said “there’s no I in TEAM” never met my team–and that’s his loss. I wouldn’t want to work with him. In my experience, being a good team member is all about my “I” co-existing with the other “I”s I meet at work every day. Sometimes my “I” doesn’t behave as I’d like her to, but if I wasn’t allowed to be “I” on my team, I’d be unhappy. And if any of my other teammates decided not to bring part of their “I” to the table, I’d feel bereft. Like most of Stephen King’s stories, if any one of the characters was eliminated, the story wouldn’t be the rich and many-layered confection that most of his stories are.

Next time I have to face a big, scary monster (aka project), I sure hope I don’t have to do it without a full cast.

Posted in Motivation | Comments Off on An Ensemble Cast

If eLearning courses are a dominant tool for learning, why aren’t more people taking them here at the Institute?

When I first came to DFCI from MGH nearly 7 years ago, I was told that people here do not like eLearning. It was a surprising revelation. While eLearning courses certainly weren’t at the same saturation point as they are now, they were still in abundance across businesses. And who wouldn’t want to take a course on their own time, at their own pace?

As I started to dig in, I quickly discovered why DFCI staff didn’t like eLearning. I found one course that consisted of 80 PowerPoint slides where the learner had to watch, with absolutely no interaction. While it had lots of animation, which I suspect was meant to engage the learner, it required nothing of them. The course was for a commonly used system but gave them no hands-on experience. There’s no way I’d want to learn (and could be expected to retain) information that way.

Over the last several years I’ve worked hard to show what else is possible for eLearning – rich experiences that allow the learner to choose what they want to learn, such as free navigation within courses. I’ve investigated how people want to learn (demos, hands-on simulations), and I’ve tried to engage them through relatable stories and scenarios. While these generally succeed in wowing the business owner who requested the course, they still sometimes fail at getting staff to complete the course. Why is that?

In my last post I asked whether or not training manuals are extinct and I asked your preferences for getting information. Now I want to know more about how you prefer to learn. Do you prefer classroom or online training? If online, do you want a real-time synchronous course where you can ask questions of an instructor, or do you prefer a hands-on asynchronous course that you can complete at your convenience? What motivates you to take time to attend training, either in person or online? From any online courses you’ve taken, which stood out to you as memorable and why? Why do you think more people do not take online courses offered at the Institute?

Posted in Learning, Motivation, Training | 5 Comments

Risk Planning

As the year anniversary of the Tōhoku earthquake, tsunami and the Fukushima nuclear disaster is nearing, the subject of risk management and planning is a recurring theme in news programs and podcasts.  One scenario that I found very interesting was surrounding the Fukushima nuclear plant’s response to the loss of power.  When the earthquake hit on March 11, 2011, Fukushima lost the primary power and the backup power generators kicked in.  Shortly after the earthquake, the tsunami hit the mainland, and the plant lost the backup power.  Without power, there was no way to flow water across the spent nuclear fuel rods, and without water the rods would continue to heat up and eventually melt.  A meltdown at this scale would cause an evacuation so large, it would have included Tokyo.

As the fuel rods sat in the stagnant water, they started to heat up and boil the water around them, causing steam and pressure to build up within the reactor.  The team decided that the only option was to vent the radioactive steam into the atmosphere to prevent the reactor from exploding.  However, when the team reviewed the documentation on how to vent the chamber, there were no instructions on how to do so without power.  It was a simple procedure with power; push a few buttons, and voilà.  But the team had no idea how to do so without any electricity.  They had to spend time developing a way to vent the chamber manually by looking at blueprints etc.  Eventually they did find a way, but it was hours or even days later. The point is they had to do this on the fly instead of just following a plan.

What is interesting about this particular scenario is that all of the decisions had to be made in the midst of a disaster.  In this critical situation, time was not a luxury.  If they had a more detailed risk plan, how would it have changed the events that happened that week?  Had they planned for scenarios without power and put such documentation in place, this could have saved the team much needed time in a disaster scenario.

Obviously, our IT project risk plans don’t have the same consequences as a nuclear power plant, but it made me think, how detailed should they be?  How much risk are we willing to accept? Do we periodically review our risk plans to ensure that they are kept up to date and accurate?

Posted in Risk Management | 1 Comment

My Path to Project Management

What do you want to be when you grow up? As I walked to the train on my one-year anniversary at DFCI, I was reflecting on my career path and my mind wandered back to my earliest memories.

Typically, when we visited my father’s side of the family, I suffered through the usual, “You are growing like a weed!” We didn’t get too far beyond the weeds when they’d hit me with “the question” about my career aspirations.

Up until around age 6, I consistently replied, “A farmer.” You might imagine the pause that followed. Breathing stopped and I am pretty sure that time stood still… but then their eyes would light up in awe of my nearly terminal cuteness, followed by a sly smile. Little did they know that this little farmer-to-be was feeling bruised at being likened to a WEED!

I stuck to this career choice until I met Miss McQue in first grade and then, you guessed it, the answer changed to, “A teacher.” This was much less evocative, and unlike “the farmer”, held firmly for many years. It wasn’t until I had to make choices around colleges and curriculum that my dreams of teaching came to a halt. There was a glut of teachers at the time, so to make a long story short, I abandoned the idea of teaching and began the search for something I was good at that was enjoyable and would pay the bills.

Let’s face it. How many children you know would say that they want to become a project manager when they grow up? I have this vision of a child prodigy at age four – without training, playing with 3M sticky notes to create a work breakdown structure, and then without training, getting on their parents’ computer to create a brilliant project schedule in MS Project, full of predecessors and with all resources leveled. Henry Gantt reincarnated…

If I remember correctly, way back in 1972, Clinton High School guidance suggested nursing, accounting, bookkeeping, teaching, etc. as possible career paths. I don’t recall mention of anything to do with computers or project management. I reluctantly headed to UMass where initially, my only direction in life was Route 2 west and Route 202 south to Amherst.

Between office work, waitressing jobs, and bouncing around UMass taking courses from astronomy to accounting to Basic programming, I learned that I had an aptitude for computer programming. I dove back into school full time, and in 1984, I landed a position in information technology. It was a blast! I couldn’t believe I was being paid to do something I loved so much. I moved rather quickly around the organization – from programmer, to Tier 2 Product Support, to implementation consultant, and eventually project manager.

It’s interesting to me – there have been and still are tons of TV shows glamorizing the law and medical professions – too many to name. There was even “Welcome Back Kotter!” I ask myself: What about project management, for cryin’ out loud?! I suppose you have Donald Trump and “The Apprentice,” but I don’t see this as a fair representation of the day in the life of a project manager, thank goodness! For one thing, we don’t dress like that – cat suits, cowboy hats, miniskirts, stiletto heels, fancy hair, glitter, and tons of makeup, although it would be interesting to see the reaction if I showed up like that for my next executive project review meeting. Another thing, we typically don’t get a million dollar paycheck upon successful project completion. But on the flipside, we don’t get fired as frequently – double thank goodness!!

So here I am, an IS project manager. It has been an interesting journey – never dull, always challenging, and providing many growth opportunities. Who would have thought back in my “farmer” days that this is where I would find myself?

I think there are two types of people when it comes to career planning – those who know what they want to be early on and stay the course. Then, there are those of us who go where the winds take us and if we are lucky, land in a fulfilling career. What has your journey been? I’d love to hear your story!

Posted in Uncategorized | 1 Comment

Life’s stress

A few weeks ago while taking the commuter rail to work, I was abruptly reminded of how stressful our lives and jobs can be. A lady sitting directly across from me had gotten up from her seat to get off at her destination. All of a sudden, she collapsed on the floor, began shaking, and turned very pale.

Several passengers and the train conductor ran to her assistance. After a few minutes, she came to but was very shaken and distraught. As we began asking her questions to determine if she was alright, the lady informed us that she was ok but was under a lot of stress related to her job. She had been thinking about work all weekend and finally on Monday morning, the stress was just too much for her.

As we pulled into the next station, an ambulance that the train conductor had called was waiting. The lady was assessed by the medical staff and was then taken off to a Boston hospital.

All of this got me thinking about how fragile our lives are and how much stress we put on ourselves. I have often read that stress can be more deadly than many other diseases and that we need to keep it under control. Experts recommend that we find things in our lives that give us pleasure and distract us from our daily jobs.

Having interests outside of work is not only healthy but vital! Some of the things that I do that help with this include cycling, gardening, soccer, and yes, raising and caring for a flock of chickens. There is nothing more relaxing for me than cycling on country roads on a crisp autumn morning or seeing the sun rise over the ocean as you cycle along the salt marsh. Being in the garden and tending to plants, vegetables, flowers, and fruit trees can also be very rewarding and relaxing. Although I really enjoy my chickens and the daily fresh eggs they lay, I’m still trying to determine if they add to my stress levels or are a distraction to all the daily hustle and bustle.

When things become hectic and life’s stresses become overpowering, take a moment to reassess your priorities. Get out there and enjoy the great outdoors, read a book, play a sport, or whatever it takes.

Posted in Work Life Balance | 4 Comments

Not Taking Credit

On December 20, on the radio on my way home from work, I heard that Jack Goldman died. I knew that name, but why? Oh yeah—the guy who worked at Ford when I was a teenager growing up in Detroit. We talked about him in my earth science class because he was a physicist who worked for a car company and invented a battery for an electric car that went over like a lead balloon.

That’s all I remembered at first. But the story went on to tell how Goldman left Ford to become head of research at Xerox, which had just purchased the computer company Scientific Data Systems. He formed a research center called PARC (Palo Alto Research Center) that developed computer technologies. Some examples of the crazy ideas they came up with: the laser printer, object-oriented programming, Ethernet, the mouse, the graphical user interface—pretty much the personal computing world as we know it.

Xerox never pursued these developments commercially, but Goldman’s work did inspire Steve Jobs’ Macintosh computer and Bill Gates’ Windows operating system. So how come Jack Goldman died quietly in Connecticut without the fanfare that accompanied Steve Jobs’ death in Palo Alto a couple of months earlier?

It just proves the old saying: “It is amazing what you can accomplish if you do not care who gets the credit.” I, of course, am not as good a person as Harry Truman or whoever it was who said that. I hate it when someone else takes credit for something I’ve done or fails to acknowledge my <ahem> “truly exceptional abilities”.  Kind of makes me wonder what I could have accomplished if I hadn’t wasted so much time and energy fuming and trying hard not to show it. Well, at least I hope to get credit for not showing it . . .

Posted in Accomplishments | 3 Comments

Does Grammar Matter?

On a recent flight, I watched Contagion – complimentary (not complementary) thanks to a late departure. In the movie, Elliott Gould’s character says, “Blogging isn’t writing. It’s graffiti with punctuation.” Besides being funny, it also made me think about the role of punctuation, grammar (not grammer), spelling, and writing in different formats. I probably think about this more than others, but bear (not bare) with me.

In school, correct grammar, spelling, source citations, and other rules benefit you via a good grade, assuming your content is meaningful. But once you crossed the tassel on your graduation cap, did the need for English rules disappear? With specification documents replacing term papers, email (not e-mail) replacing memos, instant messaging (IM) replacing phone calls, and texting replacing face-to-face conversations, did all the rules change?

Communications are prevalent for most business roles. Statistics for two (not 2):

  • Leaders spend 80% (not eighty) of their time communicating.
  • Project managers spend 90% (not ninety) of their time communicating.

Some of this is verbal, thus oral communication skills are key. However, since you can’t be everywhere, the best leaders and PMs can also express themselves in writing.

Writing enables you to form ideas, share messages, and shape conversations. It’s (not its) an opportunity to reinforce a message again and again. However, if people don’t read your message, you’ve lost that chance. Master the art of writing by doing it often – find your voice and hone the mechanics.

Cardinal rule: Read what you wrote, read it again, and reread! Crafting a useful message takes a long time. As Mark Twain said, “I would have written a shorter letter if I’d had more time.”

Refine your ideas; edit for grammar, spelling, and punctuation; ensure the meaning is accurate and reflects your thoughts; and check your tone.

Business documents: Clear, accurate writing is non-negotiable. How confident would you be of an author’s (not authors’) other skills if a document was full of poor English? Proofreading, peer reviews, and spell- and grammar-check will clean up most errors.

Email: A more casual voice is acceptable and typos happen, but pay attention to tone and always read, edit, and run spell-check before sending. Today I received an email that was sent to a large distribution that said, “…we thank you for your patients and cooperation.” Although I work for DFCI, I do not have any patients, only patience.

IM and Texts: These methods are as close to talking as you get, are temporary, may have length limits, and get immediate responses. “i am here. where R U? will grab table 4 2” can seem awkward but is perfectly acceptable. Just consider your recipients’ styles.

Blogs: Where does that leave blogs, which sparked this topic? Blogs are casual and conversational. They are online, so short paragraphs are preferred. But they are published and have your name and reputation on them, so don’t ignore good habits. Get people to comment on your thoughts instead of getting confused, distracted, giving up, or judging you based on your grammar.

BONUS: English rules learned in this one blog:

  1. Homophones are words that are spelled differently but sound the same:
    Complimentary = given as a free gift or courtesy; polite flattery
    Complementary = completes; enhances; reciprocal
  2. Grammar is spelled with a second “a”, not an “e”.
  3. Bear and bare, also homophones, are often confused. Bare means uncovered, naked, or exposed, so misusing it can be embarrassing.
  4. The AP Stylebook, the de facto style and use guide for most media, announced last March that they officially abbreviated electronic mail from e-mail to email. That followed their update the previous year of “Web site” to “website”.
  5. Numbers 1-10 are spelled out in a sentence (e.g., two statistics); above ten, use numerals (e.g., 90 days until spring, which – by the way – is not capitalized). Some exceptions apply.
  6. “It’s” is a contraction for “it is”, whereas “its” shows possession.
  7. Use commas to separate more than two listed items. Use semicolons to separate lists of three or more compound items, such as phrases that include verbs.
  8. While many people consider the last comma (or semicolon) optional before the “and” in lists of three or more, using that comma is safest to avoid any confusion.
  9. When showing singular possession (e.g., author’s other skills) use ’s. When showing possession for many (e.g., recipients’ style) use s’.
  10. Patients are people under medical care. Patience is something you have; the ability to avoid annoyance. Ironically, patience is the quality of being patient (adj.), not a patient (noun).
  11. The Latin abbreviation e.g. stands for “for example”, whereas i.e. stands for “that is” or “in other words”. They are not interchangeable and using a comma after each is good practice.
  12. The em dash, named as such because it is about the length of an m, may replace commas, semicolons, colons, and parentheses to indicate added emphasis, an interruption, or an abrupt change of thought in informal writing.
  13. Sentences should only have one space between them. In today’s era of proportional fonts, kerning, and typesetting programs, publications have switched to single spaces after periods, as supported by style guides.
  14. Bullets are used when sequence or amount doesn’t matter (e.g., the leader and PM statistics); otherwise numbers are used for listing (e.g., these 15 awesome rules).
  15. Strunk and White’s The Elements of Style is a great reference, along with The AP Stylebook and the The Chicago Manual of Style, all available on Amazon.
Posted in Communication, Documentation | 4 Comments

Communication and the T

I take the train to work. For four years, I’ve parked at a commuter rail station that has free parking. It is a popular lot; people will drive a few extra miles to park for free. The lot does involve small compromises. It is unlined, so parking is a bit of a free-for-all. It also is not plowed, so during periods of heavy snow, it can be inaccessible for days. In the scheme of things, a small price to pay.

Recently, an ominous change loomed – a parking fee collection machine was installed at the entrance. No signs, just the machine. By the following Monday, parking lines were painted in the lot and each parking space was numbered to match it to a numbered box on the collection machine. This caused a lot of commotion among the regular parkers. What were they doing to our beloved free parking lot? Do we have to start paying today? Everyone assumed no.

I, and apparently others, called the Mass DOT to try to find out when we would have to start paying and how much it would cost. The person who answered did not think they managed the lot, and did not have any answers. She called back later that day and reported that they do manage the lot after all and the parking fees would be $4 per day starting January 1st. So they had allowed plenty of time before the transition, but had not been proactive in explaining that.

This episode reinforced for me the importance of a communication plan that addresses the needs of all stakeholders. In this case, we parking regulars were taken by surprise and our reactions ranged from mild annoyance to anxiety. If those managing the effort had put themselves in our shoes, they may have installed a temporary sign at the parking lot entrance supported by more information on the MBTA web site. That could have softened the blow and prevented a number of calls to the support desk.

Empathy is indeed a valuable ingredient in communication.

Posted in Communication | 2 Comments

On the Verge of Extinction?

Is the training manual or reference guide becoming extinct? For anyone who knows me, you know I am a Training Specialist, which means I create many training manuals, reference guides, or user guides – whatever you want to call them. I think I do a pretty good job of making sure the guides I create are thorough, usable, visually appealing, and consistent. I also do my best to encourage trainers to reference these in class so learners know they are useful and will turn to them following class. However, when I sit back and reflect on my own learning, I find that most of my guides, binders, and books just sit on a shelf. Is it just me and my style of learning, or does it reflect the change in how we get information these days?

Where do you turn for help or information? My impression is that many people like to talk to someone directly for help, while others like to feel in control and find the answers on their own – easily. When we are curious about something new, we don’t go to the library to look it up; we look on our phones and computers. We go to Google, Wikipedia, or IMDB – the sites we frequent. If I have a question about how to do something in PowerPoint or Word, I don’t take time to find the answer in a book. I look at the online help.

So where does that leave us when we need instructions for an internal system or process? Do you pull out guides or binders from past training you’ve attended? If so, what about those guides makes them so useful? In the PMO, we have all our process docs and templates in an online help system that we created. Do you use the online resources? Is that the direction we need to go for all training guides?

Posted in Documentation, Training | 7 Comments

Blogging about Blogging

The term blog (derived from web log) is a prevalent buzz word on the internet these days.  And, even though it hasn’t been added to most dictionaries yet, blogging is very much a part of popular culture. Everyone seems to have a blog: celebrities, teenagers, business executives, photographers, introverts, extroverts, moms… I’ve even seen blogs for pets!  People (or pets) blog to share information for various reasons — to share a personal life journey, for educational and informational purposes, to make business connections, to market something or someone, to discuss technology, and a multitude of other motives depending on interests. It’s time for the DFCI PMO to join in on the fun!

We have a diverse group of individuals with varying skill sets, passions, and experiences.  A blog is a perfect tool for our colleagues to get to know us and for us to communicate tips, tricks, tools, or ideas that others could find useful and interesting. We plan to post twice a month. A different team member will write each posting, and we hope you will comment using this interactive tool so we can get to know you, too.

Source: bamablogunite.blogspot.com

Posted in Communication | Comments Off on Blogging about Blogging