Archive for Project Management

What You Should Know About the Laws of Stupid

What You Should Know About the Laws of StupidHave you ever wondered why there are so many stupid people in the world? Or felt frustrated by the irrational and harmful actions of others? Have you ever wished there was a way to understand and deal with stupidity? If you answered yes to any of these questions, then you might be interested in reading the work of Carlo M. Cipolla. In 1976, the professor of economic history at the University of California, Berkeley published an essay outlining the fundamental laws of stupidity.

In “The Basic Laws of Human Stupidity,” he proposed five universal laws that explain how stupidity affects society and individuals. The Professor’s five laws of stupidity affect every aspect of society and have profound consequences for human history and well-being. The laws of stupidity are:

Law 1: Everyone always and inevitably underestimates the number of stupid people in circulation

Flock of SheepLaw 1 means that we tend to assume that most people are rational and sensible. Sadly, we are often surprised by the amount of stupidity we encounter in our daily lives. Cipolla argued that stupidity is not related to any other characteristic. According to Cipolla, it doesn’t matter whether you are an entry-level employee, a consultant, or the CEO. We can find stupid people in every group and situation.

Law 2: The probability that a person is stupid is independent of any other characteristic of that person

Law 2 says that a stupid person acts in a way that is detrimental to both others and himself, without any logical reason or advantage. Cipolla claimed that this is the essence of stupidity and that it is different from other types of behavior.

Law 3. A stupid person is a person who causes losses to another person or group of people when they do not benefit and may even suffer losses

This law also introduces three other categories that, according to Cipolla, coexist with stupidity. He also classified people into four categories based on their behavior: helpless, intelligent, bandit, and stupid.

  1. Helpless people contribute to society but are taken advantage of by others, especially bandits. And so their contribution is limited.
  2. The intelligent contribute to society and leverage their contributions into reciprocal benefits. Their actions lead to a net gain to society.
  3. A graph with two axes: Benefit/harm to others (vertical) and benefit/harm to self (horizontal). The graph is divided into four quadrants: upper right (intelligent), upper left (bandit), lower right (helpless), and lower left (stupid).Bandits pursue their own self-interest and enrich themselves, even when doing so poses harm to society.
  4. The stupid always contribute to a net loss to society. Their actions also frustrate, anger, and confuse everyone else. Stupid people do not follow any logic or norms. They act on impulse and emotion. A stupid person is not someone who makes a mistake or acts foolishly once in a while. For example, the Facebook friend who cannot stop sharing fake news. Stupid.

Law 4: Non-stupid people always underestimate the destructive power of stupid individuals

Non-stupid people tend to ignore or tolerate the actions of stupid people, thinking that they are harmless or negligible. However, Cipolla warned that this is a mistake because stupid people can cause serious damage to individuals and society, especially when they are in positions of power or influence.

Law 5: A stupid person is the most dangerous type of person

Cipolla argued that a stupid person is more harmful than a bandit. A bandit may have some limits or rationality in his actions, while a stupid person has none. He explained that a stupid person can ruin everything for everyone, including himself, without any benefit or reason. Therefore, he concluded that we should avoid stupid people as much as possible, and never underestimate their potential for destruction.

The problem for the rest of us

According to Cipolla, these laws are irrefutable and apply to every human being, regardless of their intelligence, education, social status, or profession.

The problem for non-stupid people is we forget that at all times and under any circumstances dealing and/or associating with stupid people always turns out to be a costly mistake. We assume that everyone has some common sense and some self-interest. We expect that if they behave reasonably and fairly with others, others will reciprocate. We are wrong.

Cipolla argued that stupidity is not only a personal problem but also a social problem because it lowers the well-being of society as a whole. He also warned that there is no defense against stupidity because it is unpredictable, irrational, and contagious.

He concludes that we can do nothing about the stupid. The only way a society can avoid being crushed by the burden of its idiots is if the non-stupid work even harder to offset the losses of their stupid brethren.

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Cipolla’s theories can also help you recognize and avoid stupidity in yourself and others. Or at least cope with it better. They can help to protect ourselves from their harmful actions and to cope with their inevitable presence.

And remember: don’t be stupid!

 

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Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedInFacebook, and Twitter. Email the Bach Seat here.

How To Be A Better Problem Solver

How To Be A Better Problem SolverAre you feeling frustrated by the problems you face in your life? We have all had problems at work, school, or personal situations that we just can’t resolve. Some problem-solving efforts feel like banging your head into a brick wall. Here are some questions to ask yourself when you are stuck.

Is this a problem, or a tension?

Before you decide to tackle whatever crisis has landed on your desk, first discern if you really can solve it. It could be a tension that must be managed. You don’t need to solve every problem that comes through your email.

Some of these situations are tensions you must learn to manage. For example, you might have a conflict with a coworker that is affecting your productivity and morale. You can’t change the other person’s behavior or attitude, but you can change how you react and communicate with them. This is a tension that you need to manage, not a problem that you can solve.

clear solutionA problem is something that has a clear solution or outcome. It can be defined, measured, and resolved. You can solve a problem by applying logic, analysis, and action. A tension is something that has no clear solution or outcome. It can be ambiguous, complex, and ongoing. You can manage a tension by applying empathy, creativity, and adaptation.

Is this mine to solve?

Once you’ve determined that the latest crisis really is a problem to solve, figure out if it really is your problem. You might be taking on a problem that really isn’t yours. Ask yourself is this really my problem?

is this really my problem?For example, you might be asked to help out with a project that is behind schedule and over budget. You might feel obligated or pressured to say yes, but is this really your responsibility? If not, you might be better off saying no and focusing on your own priorities. This way, you can avoid unnecessary stress and burnout.

Just how big is this problem?

Figure out the scale and scope of the problem. Ask yourself, Is this a big deal? A little deal? Somewhere in between? Then apply the appropriate energy and resources toward solving the problem. For example, you might have a deadline looming and you are running out of time. You might feel overwhelmed and panicked by the situation. But is this really a big deal in the grand scheme of things? Will it matter in a week, a month, or a year from now? If not, you might want to calm down and focus on what you can do right now, instead of worrying about what you can’t control.

By asking yourself these questions, you can gain more clarity and perspective on your problems and how to deal with them effectively. You can also avoid wasting time and energy on things that are not worth your attention or effort.

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Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedInFacebook, and Twitter. Email the Bach Seat here.

Why You Should Stop Using Meeting Speak

Why You Should Stop Using Meeting SpeakAs project managers, we have lots of meetings full of buzzwords and “meeting speak.” The way we talk about our meetings can define what happens in those meetings according to Rae Ringel certified executive coach and founder of The Ringel Group. She wrote for the Harvard Business Review that even at a time when so much is beyond our control, we remain in control of our own speech patterns.

In the article, she suggests it is time to drop meeting-speak from your meetings. She suggests the following you delete the following common meeting-speak phrases from your virtual or IRL meetings.

Top meeting speak to delete

We’re going to wait five minutes for everyone to join

We’re going to wait five minutes for everyone to joinThis meeting-speak dishonors those who joined on time. It diminishes the effort to be punctual for a meeting. As the leader, start your call on time. If you must wait for a key meeting member, start with a team-building ice breaker.

An ice breaker is a meeting activity that is meant to help foster a sense of community and build rapport between group members. Yes, ice breakers can sometimes feel cheesy, but are meant to be a fun opportunity to get to know your team, while making people more comfortable. When people are more comfortable, they are more likely to participate and engage in your meeting.

Ms. Ringle offers the example, she asks everyone to remove one distraction. That may mean moving something off their desk, opening a window in their room, or closing a window on their computer. This can set the tone for the call that this is the most important thing you are involved with right now.

You’re on mute

Mute buttonThis meeting-speak can quickly signal that a speaker needs to click the unmute button. But the phrase, often uttered by multiple people at once, has become annoying. Ms. Ringle says that it makes the person on the receiving end of the comment feel silly, as though they still don’t know how to locate the button with the microphone icon. She suggests a gentler response like, “If you’re speaking, I can’t hear you.” This shows them that you truly want to hear what it is they have to say.

Let’s take this offline

This can be used to put-off the user or their idea. In this age of virtual meetings, how will the issue be discussed if not online? The author writes what you probably meant to say was, “That’s an important topic that’s beyond the scope of this meeting. I’ll email you when we wrap up.”  Be sure to follow-up.

I’m going to give you 10 minutes of your life back

I’m going to give you 10 minutes of your life backThe executive coach points out that by framing a few extra minutes as an opportunity to give people their time “back” set the wrong tone. The meeting-speak unwittingly send a powerful message that our organization’s gatherings take from team members, rather than contributing to our team’s collective accomplishments.

The goal of all meetings should be to well-structured, well-run, and concise. If you can pull that off ahead of the budget time congratulations. She recommends that the next time you find yourself tempted to offer your teammates a few “minutes of their life back,” consider saying, “Wow. Because everyone was so productive, we’re done 10 minutes early. Thank you so much for your presence and participation. Have a great day.”

More meeting speak to avoid

Some of mine own are …

You guys…

Guys? Is everyone on the call a guy? It is very informal. When you start referring to work colleagues, bosses, or even clients like this, you’ve crossed the line into the realm of the unprofessional.

#@$%^$#

Strategic cursing is professional. Cursing because you’re not creative or articulate enough to come up with something better to say is the mark of an unprofessional person.

That’s not my fault!

When plans fall apart, professional people seek to find a way to make it work –unprofessional people’s first priority is to shift the blame.

We’ve always done it this way

Oh, okay, I guess that ends all debate. Unprofessional people are afraid of change and progress, and saying this makes that clear.

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This is one of my 2023 work resolutions. I am going to work these examples out of my meetings.

 

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Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedInFacebook, and Twitter. Email the Bach Seat here.

Quick Microsoft Teams Shortcuts to Increase Your Productivity in 2023

Quick Microsoft Teams Shortcuts to Increase Your Productivity in 2023Microsoft Teams saw a huge uptick in users during the COVID-19 pandemic lockdowns and the growing practices of social distancing and working from home. Rising from 20 million users in November 2019 to 44 million in March 2020, then 75 million by April. Teams has managed to retain these users post pandemic, and has grown considerably since. In 2022, Microsoft announced that Teams reached 115 million daily active users (DAU). Stats from 2018 say that the average meeting lasts 48 minutes. That makes for a lot of time spent in Teams. The following are tips and tricks to be more productive when using Teams.

Command Teams to do your bidding

Command Teams to do your biddingCommands are shortcuts for performing common tasks in Teams. You can use Teams commands to update your status, go to a specific channel, show your recent files and saved messages, and more. To use a command, type “/” and then your command in the command box at the top of Teams. 

Command What it does
/available Set your status to available.
/away Set your status to away.
/busy Set your status to busy.
/call Call a phone number or Teams contact.
/dnd Set your status to do not disturb.
/files See your recent files.
/goto Go right to a team or channel.
/help Get help with Teams.
/join Join a team.
/keys See keyboard shortcuts.
/org See someone's org chart.
/testcall Check your call quality.
/unread See all your unread activity.
/whatsnewSee what's new in Teams.
/Displays all commands.

Manage Teams Notifications

Manage Teams NotificationsThe stream of notifications in Teams can feel a little overwhelming, especially when you need to focus on an important task. There are a few simple ways to reduce interruptions.

Update your Teams-wide notifications. Click on your profile picture in Teams.

  1. Click on Settings and then Notifications
  2. Locate “Missed activities emails”
  3. Click on the pull-down and select the frequency you want to receive emails for ‘missed activity.’

Microsoft Teams Notifications page

I recommend at least “Once every hour” to reduce email volume, and pressure to check what is happening in Teams.

Teams can be very intrusive, especially when you need to focus on the immediate task at hand. You can use the /DND command to block incoming calls and notifications. Of course there are some users you want to or have to quickly respond to. In order to always get calls or notifications from these team members, you can grant them priority access. This means you’ll still receive notifications from these individuals when your status is set to ‘Do Not Disturb’.

To grant priority access in Teams, Update your Privacy. Click on your profile picture in Teams and then Settings.

  1. Click on “Privacy”
  2. Click on “Manage priority access”

Microsoft Teams Privacy page

This will bring up the page where you add specific users whose notifications will still go through even when you are in “Do Not Disturb” mode.

Microsoft Teams priority access page

 

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Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedInFacebook, and Twitter. Email the Bach Seat here.

14 Tips to Impress on Your Next Video Call

14 Tips and Tricks to Impress on Your Next Video CallVideo calls won’t be going away any time soon. Despite companies eyeing “return to the office” initiatives remote work is here to stay. The new normal distributed workforce will continue to use video conferencing to support workplace collaboration. It is estimated that by 2025, 36.2 million Americans will be working remotely. That represents an 87% percent increase from pre-COVID-19 levels. U.S, businesses have more than 11 million video meetings a day Here is a list of things you can do to improve your effectiveness during your next video call.

Before the video call

1. Dress Appropriately – You want to appear professional. Wear attire that’s appropriate for the type of meeting. This doesn’t mean you need to wear a suit. Assess the situation and dress to match it.

Be Prepared2. Be Prepared – Before attending an online meeting, prepare yourself mentally. This helps you take part more effectively. This also includes preparing materials you may need. This is even more important if you are presenting or need to go through some documents with the team.

Join the video conference

3. Arrive Early – Arriving early helps you get settled in and ready to begin. You’ll have time for small talk, which can help you connect with others. Arriving early also provides additional time to review any documents or presentations prior to beginning the session.

Position the camera4. Frame Yourself – Position the camera to be straight in front of you or slightly higher. Don’t have the camera off to the side or below you. Sit close enough so that you’re in the middle of the frame. Fill at least one-third of the screen. If you sit too far away, you’ll appear small on the camera.

5. Clean Your Background – Look at what’s behind you and what others will see when you’re on camera. Don’t show a room full of dirty laundry or stacks of clutter. Use the virtual backgrounds available in Zoom and Microsoft Teams.  And make sure others in your home know that you’ll be on video to avoid any potentially embarrassing situations.

Don’t sit with a bright light behind you6. Light Up – When you’re using a webcam, avoid direct sunlight because this can be too harsh. Don’t sit with a bright light behind you because it will be hard for others to see your face. Also avoid bright or harsh overhead lights. They wash out skin tones. Instead, choose soft lighting that lets others easily see your facial expressions.

During the video call

7. Turn the Camera On – Many feel strongly video conference participants should leave their camera on during meetings. When you turn your camera off it is considered a sign of disrespect to everyone else in the meeting.

sit up straight8. Sit Straight – Your posture should reflect confidence and strength. Do not hunch over your laptop. Keep your shoulders back and head upright. You’ll definitely look better on video calls if you sit up straight. Sitting up straight will help you be more energized while on the video call. Slouching can make you look unmotivated and lazy.

9. Look at the Camera – Eye contact conveys interest and engagement. When speaking, look at your camera so that it gives the impression of making eye contact with those you’re speaking to.

Use common courtesy in the call

10. Pay Attention – Remain focused throughout the entire meeting. That means avoid multitasking. Multitasking takes your focus away from what’s happening in the meeting. The best way to avoid multitasking is to mute your phone. Incoming calls, texts, emails, and social media notifications disturb you as well as other stakeholders.

11. Speak Clearly – Speaking loudly may seem appropriate when communicating face-to-face, but it doesn’t work well over distance. Try using clear language and short sentences.

11. Don’t Interrupt – It’s rude. Interrupting makes it difficult for speakers to finish sharing their thoughts. Instead, Ask Relevant Questionswait until they finish speaking before responding.

12. Ask Relevant Questions –  It shows that you’re engaged and paying attention. Even if you have nothing else to say in a meeting, asking a question gives you the chance to take part and get noticed.

13. Don’t Gossip – Be respectful of others. Even if you’re having a more casual meeting, spreading gossip makes you look unprofessional and will decrease others’ trust in you.

14. Stay Positive – Being negative does nothing to help anyone’s mood. Instead, focus on solutions rather than problems.

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Using these tips can help you appear more confident and elevate your presence in virtual meetings. This can help you get noticed, and others will take you more seriously at work. And they’ll help you build relationships that can help your career.

 

Stay safe out there!

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Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedInFacebook, and Twitter. Email the Bach Seat here.