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Adoption and Change

Available Now: Communications Tips for Everyone

Talking to people is hard. Talking to lots and lots of people is so hard that there are entire fields of study and job titles devoted to it. However, many of us weren’t trained to do this duty. It’s our job to get the information people need to them, but they don’t seem to be listening.

A few months ago, we released our User Engagement video series. We realized that part of the problem with getting users engaged is getting them listening in the first place. How do you get people aware of the exciting new technologies? How do you deliver the useful info when people just skim your subject line?

That’s why we compiled a whole set of communications tips for anyone to be able to use and understand. From the modest memo to the company-wide communications, you don’t have to be professionally trained in the art of conversation to get people to perk their ears up and pay attention. Each five minute video delivers a tip or trick that you can use immediately in your corporate communications.

The first one here discusses what to do when you have to deliver some sensitive subjects to your organization. Check it out:

Just like with our user engagement series, we’ll be slowly releasing all of these videos on YouTube. However, you can sign up and get these videos delivered to you every week, ad-free. All you have to do is click here to sign up today.

Then, if you decide that you want to use these videos internally, you can license it for use in your organization. With no ads, branding, or bumpers, you’ll get all the videos at once, even those that we haven’t made public yet. Click here to support us and your communicators.

Out of Order Information

We like things to be in their proper place, but sometimes what we think is proper is different than what other people think. Luckily, we can get our information in order just how we like it, as we explain in this engagement video.

If you want to share this video, you can get it ad-free. All you need to do is click here to sign up, and we’ll send all our engagement videos to you via email.

Listing Excel Sheets

User frustration boils when they enter data one place and must enter it again someplace else.  In this user engagement video, we explain how to export SharePoint list data into Excel, where it can be shared and reused.

If you want to share this video, you can get it ad-free. All you need to do is click here to sign up, and we’ll send all our engagement videos to you via email.

Dropping Files is Good

A consistent complaint from users is how difficult it is to work with files that are on websites, including the intranet.  In this engagement video, we explain how working with files on the intranet is as easy as dropping files.  Dropping files in real life is not all that fun. Dropping files online is easy, as we explain in this video.

If you want to share this video, you can get it ad-free. All you need to do is click here to sign up, and we’ll send all our engagement videos to you via email.

Rogue Revision Rewind

One of the frequent concerns of users that prevents adoption is what happens when you accidentally delete or corrupt a document. It used to be that, if you accidentally deleted something from a file and saved over it, there was no going back. SharePoint makes recovering from this a breeze, as we explain in this video.

If you want to share this video, you can get it ad-free. All you need to do is click here to sign up, and we’ll send all our engagement videos to you via email.

Content Tamper Alarm

In this engagement video, which you can share with your organization, we explain how we like to know when people enter our physical space.  We’ve got doorbells and “please knock” signs and security systems. However, SharePoint allows us to figure out when someone enters your virtual space.

If you want to share this video, you can get it ad-free. All you need to do is click here to sign up, and we’ll send all our engagement videos to you via email.

Book Review-Advice Not Given: A Guide to Getting Over Yourself

I didn’t really intend to spend so much time investigating Buddhism. Mark Epstein was recommended reading for me as I tried to integrate Western thoughts on positive attachment and Buddhist beliefs that attachment is the root of suffering. As I read Advice Not Given: A Guide to Getting Over Yourself, I began to see how both traditional Western psychotherapy and Buddhism revolve around finding a way to align our thoughts with reality. It’s not that we don’t need ego, and that it should be crushed or destroyed – nor does it mean that we should necessarily inflate it to be bigger than it should be.

In The Trauma of Everyday Life, Epstein looks at a few small components of Buddhism centered around the concept that life is suffering. In Advice Not Given he walks, chapter-by-chapter, through the Eightfold Path, introducing the traditional thinking and integrating Western psychology. However, he starts by framing the primary work of the path: our ego.

Our Ego

It’s the one affliction that we all have in common. We all have egos. We’re constantly tending to the size and shape of our ego – or it’s running amuck and causing havoc to us and to others in our lives. Unrestrained, the ego implores us to be bigger, better, stronger, richer, more attractive and more. The result is a constant nagging fear that we won’t be enough. It’s a self-doubt that is hard to shake. (See I Thought It Was Just Me (But It Isn’t) for more on being enough.)

Conversely, some degenerate the ego and believe that it’s bad. John Dixon in Humilitas says, “One of the failings of contemporary Western culture is to confuse conviction with arrogance.” That is, those whose ego is sufficient to operate with conviction are confused with those whose ego is out of control. (See The Wisdom of Not Invented Here for a collected set of ego references.)

Enlightenment

A Hunger for Healing quotes a Zen (Buddhist) saying: “After enlightenment, draw water, chop wood.” Advice Not Given repeats this as, “after ecstasy, it is said, comes the laundry.” That is that while the Eightfold Path – and all self-reflection may lead to enlightenment– it doesn’t alleviate our need to be in the world and attend to our material needs and duties. After all, enlightenment (or awaking) doesn’t make the ego disappear, it changes our relationship to it.

The Eightfold Path to enlightenment is:

  • Right View
  • Right Motivation
  • Right Speech
  • Right Action
  • Right Livelihood
  • Right Effort
  • Right Mindfulness
  • Right Concentration

Before looking at each component, it’s important to pause and address the use of the word “right.” Epstein makes a point that the word doesn’t have to be translated to right as in “correct.” The original word could also mean “realistic” or “complete.” Epstein shares that he thinks of it as balanced, attuned, or fitting. This is important, because there’s no one “right” way to walk the path. There is a way of walking the path that is balanced or attuned to you, your needs, and the needs of the world around you.

Let’s walk the path as Epstein did.

Right View

Accepting reality as it is – not as we want it to be – is hard. It is, however, necessary to be in harmony with it. The right view has us constantly seeking to accept reality for what it is. The Serenity Prayer includes, “Taking, as Jesus did, This sinful world as it is, Not as I would have it.”

Too often, we see something unpleasant or discomforting, and we turn away from it. We seek to avoid the suffering of this life and only make it double. Right view isn’t eliminating suffering, but it’s changing how we approach it, so that it’s no larger and no smaller than it should be. It’s recognizing that both happiness and suffering – and everything else – is temporary. We don’t need to grasp onto it too tightly.

Right Motivation

We all have unconscious desires that drive us. Right motivation suggests that we don’t have to be at the mercy of our neuroses. By shining light into the dark places of our soul, we can come to know them – and address them in healthier ways. We must, of course, admit that the dark places exist. We must accept that there are parts of ourselves that we don’t yet know and some that we may not like.

Motivation also means a balance between the need to develop wisdom and the need to cultivate compassion. Epstein recounts more than one situation where a hermit was admonished for not living in the world. Buddha made a point of having his monks go out into the community each day to keep them connected to the world and realize that they weren’t above or apart from the rest of the world.

Right Speech

Traditionally, right speech is about refraining from harmful talk, like lying, gossip, and such. However, it can have a deeper meaning about not just the talk that we share outwardly with others but also with the talk whispered under our breath and our self-talk. If people heard what we say to ourselves about ourselves, they would be appalled. We speak to ourselves in such a compassionless and unfair way – and we continue to allow it.

Right speech leads us to pay attention to the space between thought and action to create more space and give us greater opportunity to intervene before harmful words or actions occur. Sometimes that intervention is to prevent us from adding more meaning than is there. (See Choice Theory and Argyris’ Ladder of Inference for more on how we add meaning.) Sometimes that intervention is to assess whether what we’re thinking is just a thought or whether it is reality. Too often, we believe that we know reality, when we’re just making a series of assumptions.

We can create a space where we’re open, accepting, and inquisitive about our inner lives and the inner lives of others. In this space, we can process our thoughts and emotions, comparing them with reality and enabling us to prevent past hurts from being borne out into the future.

Right Action

Right action is about not acting destructively. This means many of the things that make God’s top ten list (also known as the Ten Commandments): killing, stealing, etc. It also includes things like excessive drinking, which didn’t make God’s top ten list but are addressed in the Bible. It’s important to recognize, as the Dalai Lama has pointed out, that all religions fundamentally operate in the same direction – towards love. (See The Book of Joy for more.)

Much of right action could be compared to The Marshmallow Test. It’s denying our selfish, immediate needs in the service of greater rewards in the future. It’s difficult to delay our gratification and be willing to confront difficult decisions when they don’t fit with our previously established ideas or vows.

We have to live in the world – even when what is happening to us in the world isn’t what we planned. If our lives aren’t going along the script that we had planned, we have to accept that and only take the actions that we can to move us forward – without an attempt to overcontrol things.

Right Livelihood

Everyone has to make a living –but you don’t have to do it in a way that is deceitful or exploitative. The heart of right livelihood is finding a way to live which enriches your life – and the life of others. Making money is necessary. However, making money while preying on others isn’t.

Right Effort

The middle way – neither living in self-denial or indulgent materialism – is what right effort is about. It reflects the nature of life where both extremes on a continuum are bad. Only a middle path balances discipline and love. Children, as Donald Winnicott noted, need “good enough” parenting that doesn’t over indulge nor neglect the child for them to develop normally. Children need challenges, but, at the same time, they need to know that they’re supported.

Like strings on an instrument that can be too tight or too loose, we need to find the right grip on the things we work at so that we neither over- nor under-control. This delicate balance – the middle way – isn’t easy, but the result of the rightly-tuned string is good music. The result of the rightly-tuned life is happiness.

Right Mindfulness

Mindfulness is a bit of a misnomer. The word used is sati – which means “remembering.” When we’re being mindful, we’re remembering to pay attention to the world – and ourselves. Mindfulness isn’t anything special or additional that must be done. It’s not something that’s done only in the midst of meditation. Mindfulness is a way of viewing things where you keep an eye on your own mental processes.

In the learning and education space, it’s called “metacognitive.” In the Buddhist context, it’s keeping a distant eye on the processing that’s happening, so that we’re more aware of it.

Right Concentration

In terms of teaching, concentration is typically taught before mindfulness, because it’s useful in the process of trying to be mindful. In truth, we’re not taught how to concentrate in our schools or societies. Though concentration is a powerful force – like how focusing light makes a laser that can cut metal – it’s not something that most folks know how to do.

Together

Together, these ideas are the path towards enlightenment. However, even those on the path may find that they are buffeted by the waves of uncertainty and change. If you’re trying to find peace, Advice Not Given counsels, it’s important to remember that the waves are a part of the ocean. They rise, and they descend, but they’re all a part of the ocean.

Perhaps my favorite part of Advice Not Given is the ending. “Our egos do not have to have the last word.” Our egos may keep us from accepting advice, but it can’t stop us from reading Advice Not Given.

Paging 1, 2, 3

We want you to have tools for engaging users. In this engagement video, we show how you don’t have to be a web developer make a change quickly. We’ll talk about why in this video.

If you want to share this video, you can get it ad-free. All you need to do is click here to sign up, and we’ll send all our engagement videos to you via email.

The User Engagement Video Series Starts Now!

Have you ever been frustrated with users that aren’t reading your emails? They’re complaining about the fact that they never know what is going on – and they’re not going to the intranet to find out. When working to help organizations fix their communications problems, we frequently recommend a strategy of engaging videos. More “edutainment” than education, they’re about the problem and the possible. 

That’s all fine, but, if you’re like most folks, the voice in your head is saying, “Ok, but what does that mean, really?” If you’ve spent years communicating information with formal and semi-formal communications channels, the idea of engagement isn’t easy or intuitive. That’s why we created a set of videos designed to engage users. They’re super short, less than 2 minutes. They talk about one core frustration that people have and how the problem is solved with the intranet. 

They’re designed to be used when you’re transitioning to SharePoint or Office 365 from another platform – and when you’re trying to get folks to use the existing intranet hosted on SharePoint or Office 365. They’re not videos that you put in a library for education, they’re videos that you send out to get people’s attention. 

The first one is a play off the old Where’s Waldo? series of books. Check it out: 

We’re making these available via YouTube, but if you subscribe, we’ll send you a link every two weeks via video service. This way, users don’t get YouTube ads while playing the promo. Just click here to sign up today. 

If you’re so inclined, you can support our efforts by buying a one-time license, and you’ll be able to get the videos without any bumpers or branding for you to use internally – including using them as a part of videos that you’re making. You’ll get all the videos, including both the completed videos that are not yet public as well as any we release in the future. Click here to support us – and your users. 

Book Review-Smarter Faster Better: The Transformative Power of Real Productivity

Why is it that some people seem to reach their goals and do great things while others languish in obscurity, not sure what to focus their time on or whether they should watch TV or go to a movie? We all want success – though we may define it differently – and the path to success is, we believe, productivity. In Smarter Faster Better: The Transformative Power of Real Productivity, Charles Duhigg seeks to illuminate the path.

Believing the Lie

Productivity starts with believing a lie. It starts by believing that we’re in control of our destiny. If we look deeply into anyone’s success, we will find that luck and circumstances played a huge role in their success. Yet for ourselves we must believe that our self-agency, our ability to control our destiny, is limitless.

Carol Dweck’s research proves that people do better in life if they believe in a growth mindset. (See Mindset for more.) The heart of the growth mindset is a belief in self-agency, or what is sometimes called an “internal locus of control.” To encourage a growth mindset, we praise the work and not the results. We help people understand that their effort drives their results, not their inherent skill.

Change or Die explains that if we were to truly look at our weaknesses, we’d never be able to function. A life-threatening asteroid may strike the planet tomorrow – but the odds are against it. Taleb might argue that The Black Swan event is always around the corner, but if we’re hypervigilant in this way on everything, we’ll get nothing done.

The Halo Effect reminds us that, though we love the world of certainty, we live in a probabilistic world. We need to accept that there is a certain amount of chance in our daily doings. While we have some important impact on our lives, our level of influence isn’t limitless. In Extreme Productivity, Robert Pozen spends most of the book explaining his techniques for productivity before admitting in the end that his life has not followed the path of a straight arrow. He’s followed the twists and turns of fate – or luck.

Success, it seems, isn’t dependent completely on luck or work. As Pasteur said, “Chance favors the prepared.” It’s possible that your number will come up on the roulette wheel when you have a small bet or a large bet. The payoffs are much larger when the bet is larger. Working hard – on the right things – allows you to make those larger bets.

A Thousand Steps

An old proverb says that a journey of a thousand miles begins with a single step. Developing productivity is like this. The Rise of Superman talks about how extraordinary things are accomplished by mere mortals and how those feats are typically the results of a very small improvement followed by another and another. Like the compounding of interest, our capabilities grow slowly as we invest in them. If we continue to make small incremental improvements over time, we can do amazing things.

Sometimes people are discouraged when they realize the large gap between where they are today and where they want to go. They don’t know how to break large goals into smaller goals. One man who figured out how to get big things done through small steps was Walt Disney. As I mentioned in my review of Primal Leadership, despite his setbacks, Disney learned to try things in small scale before trying larger projects. He made short movies before feature-length movies. He built a path to Snow White and the Seven Dwarfs though shorts and other tests to ensure that he could produce a full-length animated movie.

Connecting Steps to Journeys

The real magic of Disney may not be in the parks but in his ability to connect long-term objectives to the step-by-step progression of smaller tasks. One of the challenges is that many people become overwhelmed when faced with large goals. They feel lost because they don’t know how to get to the end goal. The trick isn’t to know how to reach the goal. The trick is in knowing how to get closer. As The Psychology of Hope points out, what we think of as willpower – the ability to keep moving forward – contains two components: what we’ve traditionally called “willpower” and a second component called “way power.” Way power is an awareness of how to move forward.

This is one of the great learnings of agile methodologies. You just move things forward a little and then reassess to see if you can figure out what the next small step should be. You don’t have to reach the end in one giant leap. You move forward, learn, adapt, and then move forward again. Eventually you learn how things work – for real – and you’re able to make larger and larger leaps.

Models

Gary Klein recognizes that fire commanders had built models in their head about how fires were supposed to behave. (See Sources of Power.) They learned and fine-tuned these models in their experience. They had stumbled across the capacity to think in systems. (See Thinking in Systems for more.) It became possible for them to see everything as connected, and when this happened, they could simulate in their heads what was going to happen. When it happened, they knew they were on the right track; and when it didn’t, they knew they had to adjust their thinking and their response.

One of the funny things is that these fire commanders weren’t always the person with the most experience. They were sometimes just the people who could build the models faster and better than the others. It’s the ability to think in systems that made them good at what they did. Highly productive people, it turns out, generate lots and lots of theories and start to use their systems thinking to model them – and eventually to know which things to test.

Thinking in systems doesn’t come with a cursory interest. It takes commitment.

It’s All About Commitment

In Freemont, California, they’ve witnessed a change. A plant that made cars so poorly that GM had to close it down became a shining star in a partnership with Toyota. The plant is the stuff of legend. Many books have been written about it and reference it. It’s heralded as the quintessential reason why Japanese cars are so much better than American cars – even when the cars are made by largely the same workers.

In the GM command and control model, you didn’t dare stop the production line, because you had been told repeatedly how much that costs the company. In the Toyota model, if you needed to stop the line to do something right, you did. It’s simple, but the transfer of accountability and responsibility is enough to do something magical: create commitment.

When you’re committed to your goal, job, career, or company, you’ll volunteer to work harder. You want to do more than the minimum, because the minimum isn’t great. When you want to take a leap forward, sometimes it means slowing things down to get it right and learn more.

Random Connections

The most innovative people you meet aren’t the people in the science lab learning to stop all vibration of an atom. The most innovative people are the people who take discoveries like that one and combine it with other ideas to create something great. The truly innovative research that has been done, the greatest ideas that have been created, are a result of merging diverse fields. Whether it’s The Medici Effect that set off the Renaissance period by bringing together different artists and inventors or it’s Edison’s lab that brought metallurgy and gas lighting experts together to create the incandescent light, breakthrough innovations are more about combining the thoughts of others than doing your own detailed, tiny, but ground-breaking research.

For me, these random connections are Discovered Truths. Like the periodic table of elements, when you can see the order in the chaos, you can tame it and ride it to the end – rather than trying to grind it out. In the end, Smarter Faster Better is the way we all want to be.

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