Hack your work. ac you woToolbox for non-profits.13.9.2010 Linda Liukas

N?

Nowspeaking?speaking?Linda LiukasLinda LiukasMarketing Major from Turku School of Economics. Co-founder of Gapps Entrepreneurship Visual Journalism (TaiK) Co founder of Gapps. Entrepreneurship, Visual Journalism (TaiK), Stanford ME310, Mechanical Engineering (TKK).

W b M i M h SWeb, Metrics, Martha Stewart.

A l Aalto E t hiEntrepreneurshipS i t Founded in 2008 30 team members Society Founded in 2008. ~30 team members.

Board changes every year. Community of 5000+

12

Three stories:3

Three stories:The New WorkflowThe New Workflow

What Gets Measured, gets ManagedWhat Gets Measured, gets Managed

The Future is a Glorious Mess.

* bonus casesOrganiseOrganiseCreate & storeCreate & store

Show & shareShow & shareCommunicateCommunicate

The Ne I The New Workflow

"When a 12-year-old can gather information faster, process it more ffi i tl f di f i l d t l t efficiently, reference more diverse professionals, and get volunteer

guidance from better sources than you can at work, how can you pretend to be competitive?Hack work, and embrace the others in your midst who care enough to do so."

- Thomas Friedman, The DIY Economy,New York Times, December 2009

Th t lb ?The toolbox?Google AppsGoogle Apps

”Physical” toolsGoogle AppsGoogle Apps

DropboxDropboxFlickrFlickr

F b kF b k<- my focus

TwitterTwitterFacebookFacebook

..put in practice

TwitterTwitterNewslettersNewsletters

Thinking toolsa.k.a. mindsets or philosophies AgileAgile LeanLean

..put in practicethese are far moreimportant

Toolkitsa.k.a. frameworks ScrumScrumScrum

PomodoroPomodoro

Process toolsa.k.a. organizational patterns 22-minute meetings22-minute meetings

Feedback loopsFeedback loopsFeedback loopsFeedback loops

Share folders withShare folders withteam + outsiders

Sh ifi dShare spesific documents

Create & storeCreate & store Why? Meetings aren’t work. Work

is done before or after teams need tools

Case: Docsis done before or after – teams need tools

to gather, analyze, write and comment.

How? Share a folder with your teamHow? Share a folder with your team.

Collaborate on individual documents.

Work at the same time on a Work at the same time on a document with 50 other people. Use for mailing lists, invitations,

f di li ti t funding applications etc.

Show & shareShow & share

Case: Docs

Keep the meetingU th diff t

Update with no HTML/markup

minutes in oneplace

Use the differenttemplates, such as

lists

HTML/markuplanguage

knowledge

Create & storeCreate & store

Case: Google SitesCreate & storeCreate & store

Case: Google SitesWhy? A centralized place to store information easily. Documentation hub.

How? Used as a backlog for events (feedback participants) board meetings bookHow? Used as a backlog for events (feedback, participants), board meetings, book

order lists, contact info etc.

A lt t Aaltoes events, meetings and

deadlines visible

CommunicateCommunicate Why? Easily communicate and update

t ti

Case: GCalevents+meetings.

How? Order the private Aaltoes calender

to your prefered calendar programme.

C T ittShow & shareShow & share Why? From ’what should we

do on Twitter’ to ’Let’s experiment!’

Case:Twitter How? Aaltoes twitter account,

but #aaltoes far more important.

Let people speak for themselves.

C G l AlCreate & storeCreate & store

Case: Google AlertsWhy? Follow your PR online – what is said about your organisation?

How? Set daily, weekly or monthly updates on give search terms.

Receive them in your mailbox.

Wh t tWhat getsd

II

measured, ,gets managed. gets managed. Create goals.

S l Solve root causes, not symptoms.Focus on Why first, then How.Do this five times Do this five times.

Why?Why? A new release broke a key feature for customers. Why?Why?Why?Why?

yWhy? Because a particular server failed.Why did the server fail? Because an obscure subsystem was used in the wrong wayWhy?Why?

Why?Why?was used in the wrong way.Why was it used in the wrong way? The engineer whoused it didn't know how to use it properly.yy

Why?Why?p p y

Why didn't he know? Because he was never trained.Why wasn't he trained? Because his manager doesn't believe in training new engineers because they are "too Why?Why? believe in training new engineers, because they are "too busy."

Gather feedback and visuals on yourvisuals on your

activities to back yourcommunications

Create & storeCreate & store

Case: FormsCreate & storeCreate & store

Case: FormsWhy? Integrate feedback into the processes.

H ? How? Embed the form results in your Google Sites or Docs. Set e-mail

alerts for new answers.

Case: Why? Continuity problem with information

OrganiseOrganise

Case: Handbook

Why? Continuity problem with information.

Missing a basic check-lists for web services.

How? Curated year book as a PDF & Handbook How? Curated year-book as a PDF &

Slideshare

Create & storeCreate & store

Case: DropboxpWhy? Working on

rapid projects was hardrapid projects was hard.

Sharing and grouping

photos didn’t work on photos didn’t work on

Flickr.

H ? Sh dHow? Shared

Dropbox for Aaltoes.

S fStores the financials and

web-layouts – things

that are either super

static or change a lot.

Why? Everyone needs pictures.

Sharing photos for blog posts journalistsShow & shareShow & share Sharing photos for blog-posts, journalists

etc.

H ? T A lt Fli k tCase: FlickrShow & shareShow & share

How? Tag Aaltoes on Flickr – easy to

pull on websites, visual browsing and

h th i ti

Case: Flickreveryone can choose their own creative

commons.

F t e i a III Future is a glorious messgTh t f i t ti i The cost of experimentation is approaching zero.pp g

Don’t try everythingDon t try everything.Create dashboards – make meaning. g

Asynchronous communication is hard (forums, blog comments) – synchronous

easier (simultanious collaboration on docs) ( )

Case: Like vote sortOrganiseOrganise

Case: Like – vote - sortWhy? Sometimes voting sorting and liking is easier and more effective Why? Sometimes voting, sorting and liking is easier and more effective.

How? We’ve tried so far at least FB, Moderator, Uservoice.com and listiki.com

CommunicateCommunicate

Case: Google GroupsCommunicateCommunicate

Case: Google GroupsWhy? Backlog for discussions, easily updateable mailing list

H ? How? Yammer-like discussion, but in your mail. So far over 3000+ messages.

Label your incomingmail according to

the project

Contextual Gmail

Use custom e-mail addresses

gadgets?

Why? People use their inboxCommunicateCommunicateanyways. Rise of the new, glorious inbox

apps.Case: GmailHow? Label your incoming mail.

Use a custom e-mail address.

Recap?4 Recap?Assess your tools accoring to your processes. Try to avoid overlap as well as gaps. Stick to the plan, don’t change everything all the time. Document everything And in the end it’s not about features it’s aboutDocument everything. And, in the end, it’s not about features, it’s aboutcreatures.

Create & storeCreate & store

SitesSlideshare

Create & storeCreate & store

AlertsFlickr

OrganiseOrganise

SitesGroups (e-mail) Calendar

CommunicateCommunicate

FlickrDropbox

OrganiseOrganise

TwitterDocs Skype

CommunicateCommunicate

X?

Facebook

Newsletter Google Talk

Show & shareShow & share

X?

Show & shareShow & share

Th k !Thanks!Questions, comments?

Shoot:linda@gapps filinda@gapps.fitwitter com/lindaliukastwitter.com/lindaliukas