Boosting Team Productivity By Getting Them Addicted to POT

Boosting Team Productivity

By Getting Them Addicted To

POTAndy Harjanto, Founder Gestone.com

It’s the end of 2010

The way we workis vastly different

than 10 years ago

We must adapt to be much more productive

Before we talk about

POT

Let’s talk abouthow we get here

Shift Happens

3 shifts

that shape how we

work today

6 years ago, these companies didn’t even exist

Today, we spend a great

deal of time on those services

at Home

at WorkOn the Go

A Waste of Time?Yes, but not entirely

Getting relevant news from others

What others say about your products

Communicate directly with customers

Shift #1

YourCustomers, Companies, Co-Workers, Friends, Family are hanging out on social networking sites

Cloud &Mobile

GREATLY SHAPE THEWAY WE WORK TODAY

also

These products didn’t exista few years ago…

2008

App Store changed the game howmobile apps are distributed

300,000 Apps7 billion downloads

Since then, hundreds of thousand mobile apps have been created

democratize mobile app developments

those apps are accessing services in the cloud

… more and more apps are accessing

your business data in the cloud

148 Billion Business in 2014-Gartner Group

An IT solution that can deliver functionality - less expensively and with more agility

Cloud Computing

“Learn more - http://slidesha.re/70AA5A

Shift #2

email is no longer the only mobile business

app

Mobile & Cloud are integral

part of business, collaboration

even much more in the near future

Global FinancialMeltdown

2008makes companies

rethink…

How to do

MoreWith

Less?

much

Smaller work force

More work

Outsource different parts of the world

Creative ways to control

costs

More knowledge is shared over the web, and tools

and technology are more advanced…

is dramatically

The cost of producing Goods and Services

lower

Example,

It’s10x

cheaper today tostart an Internet

startups then in 2000

Shift #3At work, you’re likely to work in

a smaller team size, shorter project

duration, juggling between tasks

with your team members work in diverse locations.

Let’s recap

1

2

3

Things that shape we workfor the past 10 years

Social network and media are partof our daily live at home and at work

Mobile and Cloud Service increasingly play important role in productivity

5

Do more with less. Smaller team size, more work, shorter project

So with these changes,how do they affect us?

We live in a flood of information

Email

Web

2000

2010

+IM/Chat

Texting

Voice Mail

We’re so addicted to information,latest updates on love ones, what’s going on in the world

…pictures say it all

Photos credits: from Windows Phone 7 Ad

Our brain is now wired for constant interruptions

But…., why is feed from social network

sites consumed effortlessly?

while business messages aren’t?

Let’s look at their key ingredients

WHY IS SO ADDICTIVE ?

Short MessagesTHEY ARE EASIER TO DIGEST

Share and ParticipateLOW FRICTION EFFORT TO INCREASES

PARTICIPATIONS AND VIRALITIES

Consume/Produce in FragmentsNOTES, PICTURES, DRAWINGS, QUESTIONARE

Real Time UpdateWE WANT UP TO THE MINUTE INFO

But wait…, Working in a team is not as simple as sendingshort messages or posting pictures, isn’t it?

What are the ultimate goalsWhat has been done?Who involves in this project?What is the deadline?What are their roles and

your role?What is the workflow?

To comprehend a task

you need to understand:

Add

POTto the mix

REAL TIMESHORT MESSAGE

FRAGMENTLOW FRICTION UX

MOBILE SOCIAL

Modern Social Network

Communication

How does POT relate what we’ve discussed so far?

POT’s Foundation

REAL TIMESHORT MESSAGE

FRAGMENTLOW FRICTION UX

MOBILE SOCIAL

Modern Social Network

Communication

How does POT relate what we’ve discussed so far?

POTWorking together

as a team withcommon goals

Desire Result -Productivity

Booster

P O Tthe sauce

Prog

ress

Ow

ners

hip Transparency

Progress

P

Frequent Little Wins

makes you and your team

happier than

A Rare Big Win

Slice any team task

into a 7day or less work item

When it is activated, the team has 7 days or less to

complete the task

The 7 day duration forces your team to write

Specific, meaningful and achievable tasks, but avoid assigning trivial tasks

Get rid the team debate over

Time Estimate and Priority

It is pretty binary – it is either

Active Or Not

And Followthis simple process

Every member of your team cancreate a task which will be automaticallyplaced in “Inactive/Backlog” bucket

Everyday, discuss this with your team:• New items in “Inactive” bucket• Activate some items to “Active” bucket

30minutes

and celebrate for items thatwere completed that day

Let’s forget about

writing a weekly

status report

Up to minute project and user activities should be available to everyone

and no longer do we need tocollaborate in

long documentsor long emails

We can collaborate in fragments

Put it togetherShort Positive Goal For A Task

OwnerIf it is activated, it has a due date

Stream of updates

PROGRESS

Ownership

O

The surprising truth about

what motivates us-Dan Pink

http://www.youtube.com/watch?v=u6XAPnuFjJc

Be CEO of somethingOne CEO at any given timeat a given task

I am the CEOof this work itemfor next 3 days

Avoid Complex Decision ProcessLet owner (with help of others) decide

majority of decisions are reversible decisions

and inspire your team the culture of…

veni, vidi, vici

Let’s translates it into a contemporary interpretation…

I see

I own

I solve

the problem

the problem

the problem

Followthese simple steps

How?

In your 30 minute daily,

as work item gets activated, assign 1 owner

Team relies on you as the owner to deliver results on time. If you can’t deliver, pass thebaton as early as possible

Change Ownership

Ownership SummaryTask Owner

Can be assigned to other

One Owner Per Work Item Ownership can be transferred to other Simplified Decision Process Boost morale and creativity

Transparency

T

Online Users AreUsed To Transparencies for Years

Transparency has benefits

Knowledge Sharing

Quick Answers

Breaking News

Always Up to date

Immediate Feedback

Help OthersLow cost distribution

Instant Notifications

Mobility

Self-Reporting

Engaging

Imagine transparencies happensin the work place

Everyone knows what others are working on at any time

More participations

Knowledge Sharing

Compliment work well done

Decisions being made

Less Meetings

Transparencyis

a foreign concept

in workplace

However

Privacy &Security

are the biggestreasons

Company must find the right

balance

As more of your customers,

partners, suppliers, contractorsare moving to the cloud

Rethink the Security ModelTODAY: Once a person is in the

network, all resources (files, directory)

potentially are exposedCustomers

Contractor

? ?

We envision a workspace whereeverybody can freely contribute

and have access to resources only thatare relevant to their project or work”

Transparency with Privacy

Workspace Anatomy

Cloud based, make it easierto collaborate with customers, partnerson any device, any time

Standalone DB

Files

A small team isworking on a project

Resources created,consumed onlythe ones relatedto the project

Each workspace canenforce its own security policy

Sync to company’s DB

The New Ecosystem Everyone can now freely to collaborate

in workspaces he’s a part of

Customers

Workspace AWorkspace B

Supplier

Company Network

Workspace/Project

Owner

Put it together Members ofthis projectTRANSPARENCY

In closing, Let’s look at a day of a team with POT

Start of the dayLet team get

their online fix

Morning

30minute daily meeting

New work item Activate work items Assign owner

Discuss:

Team works on

active work items

Late Morning to Late Afternoon

Posting Updates

Commenting

At the end of the day

Team celebrates work items

completed

Relax, Play, andHave Fun

Next time, you hear:

“My team sucks”

Tell them:

“Quick, get them addicted to POT”

This presentation is sponsored by

gestoneGET STUFF DONE

http://www.gestone.com

For more tips and tricks to get things done in a team, “Like” this page http://on.fb.me/gestone