Archive for Project Management

9 Things To Do When You’re Slammed With Work

9 Things To Do When You’re Slammed With WorkWe have all been there – Work starts to stack-up –  deadlines, assignments, meetings, reports, bosses, staff and COVID-19 are all demanding your attention. How the %$#&*! do you get anything done with all of these distractions?

When we have too much to do, we can freeze. Spinning without traction, we move fast but don’t make progress on the things that are creating our stress. Because when there’s so much competing for attention, we don’t know where to begin and so we don’t begin anywhere. 50% of people report feeling overwhelmed at work. Herding turtles as a former co-worker described it.

Herding turtlesHaving a lot to do and having too much to do are very different things. No matter how you define them, a lot can be motivating, but too much can make you freeze in your tracks, resulting in you doing a whole lot of nothing. No matter how well prioritized your tasks and projects might be, when you have too much to choose from, you often simply don’t know where to start. Here are nine tricks to calm your mind and dive into your herd of turtles when you feel overwhelmed.

Freak out

Try giving yourself some space to freak out. Set a timer for ten minutes and freak out, surf the Intertubes or stare out the window. It will help get the anxiety out of your system.

Stop beating yourself up

Stop beating yourself up

Your reaction is normal. Get strategic about how to chip away at your work.

Take five breaths

The military uses tactical breathing (PDF) when faced with critical situations, and this technique is proven to help people handle frightening work stress. Breathe in for a count of four, hold for four, breathe out for four, and repeat.

Write it down

The act of writing by hand also has proven stress-relieving properties. Handwrite everything that needs to get done. Some people find comfort in handwriting their to-do list and seeing their nonthreatening penmanship on a sheet of paper.

Hand write everything that needs to get donePrioritize your work

Start with prioritizing by deadlines. For tasks with shared deadlines, order them by magnitude, putting the bigger items on top. Once your priority list is final, step back and see if this gives you a sense of order and direction on where to start. If you still have a hard time getting motivated, pick the task you most want to do. It’s better to do something than nothing.

Start with the easy stuff

What can you knock off in the next 15 to 30 minutes? Make phone calls, answer emails, etc. Then, attempt one of your beefier tasks.

You’re not aloneYou’re not alone

Talk with a co-worker. People love to help others solve problems. Share your project challenges with a trusted colleague what do when they have too much on their plate> What can you delegate? Can someone be bribed with a coffee? Can you talk to your manager to gain some perspective and guidance about your workload and priorities.

Use Timers

Set a timer for 30 or 40 minutes – something you can commit to. Focusing your attention will increase your motivating stress and decrease your paralyzing stress. The contained time periods will also give you a framework that will help you chip away at the important work.

Harvard Business School explains that working against time keeps us focused. Using a short time frame actually increases the pressure but it keeps our effort specific, and particular to a single task. That increases good, motivating stress while reducing negative, disconcerting stress.

Go for a walkTake Twenty

Go for a walk or get a coffee. Take some time to truly disengage your brain from the work you’re doing. You’ll be surprised at the focus and brilliance you bring to your big list of tasks when you’re feeling refreshed.

Feeling overwhelmed and stressed doesn’t have to stop you from being productive. Instead, there are real steps we can take to make what we need to do more manageable, which will help us get more done.

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.

Make Excel Dance

Make Excel DanceI was working with a newish Project Manager the other day and we were building a data collection tool to log some intermittent errors and she was fussing about how to build the tool to get data. Should she email a Word form to the team? I finally asked her what’s wrong with Excel?

I suggested she build the form in Excel, post it up to SharePoint, that way everybody on the team has access to the same document and you don’t have to tease the data out of 50 different emails.

You know Bob the Boss likes clear directions with bullet points on his forms and you can’t do that with Excel.

Say what? – Well newbie you can make pretty text in Excel.  Here’s how…..

Use the right font

WMicrosoft Excelhen you have a lot of information to present – the temptation might be to use a small font  –  don’t people will ignore it if they can’t read it. When it comes to choosing the best font for displaying both text and numbers, the font you choose matters.

From a readability point of view, the Times New Roman font is considered to be easier and faster to read compared with other fonts. Times New ­Roman is a serif typeface introduced in 1932 by the British newspaper The Times. The Times New Roman font’s serif design makes reading easier because the characters are more recognizable. But styles evolve over time:

  • Times New Roman font was fashionable in the 1970s;
  • The Helvetica font was the go-to font in the 1980s;
  • The Arial font was dominant during the 1990s;
  • The Verdana font was widely adopted in the 2000s:
  • The Calibri font is widely used today.

Microsoft (MSFT) introduced Calibri with Windows Vista in 2006. It is basically a skinnier version of the Arial font. The Calibri font was specifically engineered to be highly legible for both alphabet and numerical characters on today’s smaller handheld devices.

Now that you have made a good choice for your font use it. The Font list is on the Home ribbon- Click font and select the font you want to use. (No Wing Dings or anything that starts with Gothic right?)

 

Break up the text

When you have a lot of information to explain about a certain task, it’s helpful to include a few paragraphs in one cell. By default, a bunch of text in a cell is truly unreadable. But – you can make Excel display pretty paragraphs.

First your need to expand the column width. The column width will determine how many lines are needed to display the text. Use one wide column rather than multiple rows for lengthy text entries for greater readability and for any lists of data.

To expand the column width put your cursor on the cell boundary and left click on your mouse and drag your column out. Don’t worry about the final column width yet – you can adjust it again and again and again.

Now that you have a bigger column – wrap your text. Click in the cells (or an entire row or column) where you want to display your text. Then click on the Wrap Text button on the Home ribbon.

Or you can right-click on the selection and choose Format Cells, pick the Alignment Tab, and check the option for Wrap Text, finish with OK.

 

Now – type away! Add as much content as you’d like to the cell. You will have a big blob of text. To improve its readability – insert line breaks in the cell. Line breaks make dense information easier to digest by making it easier to read.

When you’re at a point where you’d like to start a new line, simply press [Alt] + [Enter].

insert line breaks in the cell
Want to add a blank line to create paragraphs in your cell? Press [Alt] + [Enter] twice.

insert paragraph breaks in the cell

Add bullet points to an Excel cell

You can also add bullet points in an Excel cell. Bullet points are a great way to concisely convey important pieces of information or instructions. You can easily add bullet points to any cell in Excel spreadsheets.

  1. Double-click on the cell you want to add the bullet to.
  2. Position the cursor at the point that you want to insert a bullet.
  3. Hold down the Alt Key and type 0149 from the numeric keypad.
  4. A bullet appears.

insert bullet points in the cell

With these easy steps, you can make Microsoft Excel dance for you.

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This is for Windows users – Mac users – your mileage may vary on some of these tips and tricks – but it should be doable.

The transcript of President Lincoln’s Gettysburg address is courtesy of Cornell University.

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.

Agile is Not for Everyone

Agile is Not for EveryoneThe agile manifesto was published almost 20 years ago. The publishers of the agile manifesto looked to overthrow previous project management methodologies. The agile manifesto authors cast away what they considered burdensome. They looked to eliminate contracts, plans, and documentation. Along the way, agile became the latest consultant-speak to solve any firm’s problems.

Agile has morphedOver the years Agile has morphed into CI/CD, DevOpsExtreme Programming, Kanban, Lean, SAFe and more buzzwords. The top agile methods employed by organizations include scrum (54%), scrum/XP Hybrid (10%), custom hybrid (14%), scrumban (8%), and kanban (5%).

Agile is a blanket term for a set of methodologies that emphasize collaboration within tightly-knit teams, iterative development, early delivery, continuous improvement, and the ability to respond rapidly to changing requirements. Despite these lofty goals some argue that agile has become as dogmatic as the predecessors it sought to overthrow.

Backlash against agile

Agile is a blanket termRecent signs are pointing to a possible backlash against agile. California-based IT research firm Computer Economics reports that the growth in agile development is starting to taper off. Adoption was flat year over year, and we may be closing in on the ceiling for agile.

In their report, Agile Development Adoption and Best Practices, Computer Economics found that 60% of survey respondents practiced agile development in 2019, the same amount as practiced in 2018. In 2015, only 49% practiced agile, and that figure rose steadily until 2018.

David Wagner, senior director of research for Computer Economics concluded:

Most software developers will tell you that agile is the only way to develop software … However, when requirements are fairly stable and well-understood, a more traditional development approach may be best. Also, agile works best when developers can be assigned to single projects over a longer period of time which is not always possible, especially in smaller companies.

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agile might not be right for them.Computer Economics concludes that Agile is an important tool for organizations with high-level development needs, such as software and cloud providers. However, for most enterprises that do little custom development, agile might not be right for them.

Corporate IT organizations that have not already adopted Agile are expected to slow in adapting it in the future. KPMG found (PDF) that 63% of business leaders claim that the maturity of agile project management is lower than that of traditional project management.

I always like to follow the money because it leads to interesting places. Here are some factoids around Agile. The project management software market size is projected to reach $6.68 billion by 2026.

If we take these factoids together by 2026

  • MSFT is set to bring in $1.8B in project management software by 2026.
  • TEAM is set to bring in $1.7B in project management software by 2026.
    • Jira – set to bring in nearly $1.3B
    • Trello -will bring in nearly $380M

planned obsolescence trainSo following the money, it is very likely that intentional obfuscation on the part of corporate marketing machines at MSFT and TEAM to drive changes to PM methodologies in order to keep everyone on the planned obsolescence train and have to update PM and PPM software every year to match the latest agile methodology.

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.

What is the Most Productive Time to Start a Project

What is the Most Productive Time to Start a ProjectFall is coming. Fall means football, leaf-peeping, cider and winter is coming. The season is also time to start that big project. New data from Redbooth maker of a web-based workplace collaboration tool says that Autumn is the most productive time to start a project. The San Francisco, CA-based firm looked at 1.8 million projects and 28 million tasks over a four-year period and quantified what a lot of us already intuitively know.

Fall is the most productive time to start a project

The data found that the average person gets more work done in the fall than in any other season. The study found that people are:

  • Fall is the Most Productive Time to Start a Project20% more productive in autumn than in winter
  • 11% more productive in autumn than in spring
  • 7% more productive in autumn than summer

It should not surprise anyone who has lived through a Detroit winter that we are less productive in winter. Snow – cold – no SunSADD. It is a bit surprising to me that summer is a more productive season to start a project. We are actually more productive in summer than spring.

October is the most productive month

Redbooth monthly productivityRedbooth found that October is the most productive month followed by September and November. The least productive time to start a project is in January. People complete 9.5% of tasks in October, while in January they only do 7.2%. The researchers surmised that it could be the holiday rush that pressures people into getting more done or perhaps even adults have that refreshed, back to school feeling in the fall.

Monday is the most productive day

Redbooth daily productivityThis one is a bit more surprising. Even though don’t like Mondays, Redbooth says we work well on them. Monday is the most productive time to start a project. People reported completing the most tasks at 20.4%. Only 16.7% of tasks are completed on Fridays, making Friday nearly 20% less productive than Monday.

The author speculates that given the relatively low completion levels on the latter days of the week, it’s likely that Monday is the “catch up” day at work. Studies have shown that as many as 81% of workers get the “Sunday Blues” — or an impending feeling of dread over the work week ahead. It’s possible that this dread pushes us to work harder earlier in the week.

11 AM is the most productive time

Redbooth hourly productivityWe work best just before Lunch. Productivity peaks at 11 AM with 9.7% of tasks completed. After that, the effects of food set in, and a slump tends to occur after 1 PM.  After 1 PM, productivity never quite returns to its peak, due to the “post-lunch dip.”

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So the data says you should start your most critical projects on a Monday at 11 AM in October.

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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.

The Computer That Took Man To The Moon

The Computer That Took Man To The Moon 50 Years ago50 years ago Man first stepped on the Moon. When NASA’s Apollo 11 touched down in the Sea of Tranquility on July 20, 1969, it was a triumph of the human spirit. The Moon landing was also a technological triumph. The technological triumph was lead by the Apollo Guidance Computer (AGC).

Apollo moon mission guidance computer

The AGC helped the Apollo astronauts safely travel from Earth to the Moon and back. David Szondy at New Atlas explains that Apollo needed computers to navigate to the Moon. On Earth, navigation is about finding one’s way from one fixed point on the globe to another. For a trip to the Moon, navigation is more complex. He likened the planning to standing with a rifle on a turntable that’s spinning at the center of a much larger turntable. Then there is a third turntable sitting on the rim. And, all the tables are spinning at different and varying speeds. Now you have to hit the target by aiming at where it will be three days from now.

In order to hit the target of the Moon, the AGC provided spacecraft guidance, navigation, and control. The AGC was used in all of NASA’s Apollo Moon missions. The AGC was designed by Dr. Charles Stark Draper at the MIT Instrumentation Lab with the support of the AC Spark Plug Division of General Motors (GM), Kollsman Instrument Corporation. The AGC was built by Raytheon. It used approximately 4,000 integrated circuits from Fairchild Semiconductor.

The Apollo Guidance Computer was not much to look at. Mr. Szondy writes it looked like a brass suitcase. It was made of 30,000 components hand-built on two gold metal trays.  One tray was for memory. The second was for logic circuits. The AGC measured 24in × 12.5in × 6.5in and weighed in at 70 lb. Inside, it isn’t even very impressive by modern computer standards. It had about as much oomph as a Commodore 64 with a total of about 74 KB ROM and 4 KB RAM memory and a 12-microsecond clock speed. Gizmodo estimated it would cost $3000 to build an AGC —using 1960s-like components. Each AFC cost NASA around $200,000 (equivalent to $1.5 million today).

Three computers for each trip to the Moon

The AGC was carried aboard both the Command Service Module (CSM) and the Lunar Excursion Module (LEM). The computer flew on 15 manned missions, including nine Moon flights, six lunar landings, three Skylab missions, and the Apollo-Soyuz Test Mission in 1975.

Three computers were required for each mission. One on the CSM and two on the LEM. The CSM’s computer would handle the translunar and transearth navigation and the LEM’s would provide for autonomous landing, ascent, and rendezvous guidance. The second LEM computer was a backup designed to get the LEM back to the CSM in the event of a failure of the primary LEM AGS computer.

Margaret HamiltonThe scientist in charge of the software development program for the Apollo Guidance Computer was Margaret Hamilton, Director at the MIT Instrumentation Laboratory. AGC programs had to be written in low-level assembly language because high-level programming languages such as C for system programming had not yet been invented. The AGC programs were hard-wired into coils so it couldn’t crash.

DrDobbs explained the AGC used a unique form of Read-Only Memory (ROM) known as “rope core memory” to store its operating program. This technology used tiny rings of iron that had wires running through them. When a wire ran through the center of the ring, it represented the binary number 1. When it ran outside, it was 0. The result was an indestructible memory that could not be erased, altered, or corrupted.

rope core memory

NASA Apollo Rope core memory with a Quarter for scale

To program these rope memories, MIT used what they dubbed the LOL method, for “little old ladies.” This was because the programming was done by ex-textile workers who skillfully sent wire-carrying needles through the iron rings. They were aided by an automated system that showed them which hole in the workpiece to insert the needle into, but it was still a highly-skilled job that required concentration and patience.

Multitasking operating system

Apollo 11 LEM EagleThe Apollo Guidance Computer ran a multitasking operating system called EXEC, capable of executing eight jobs simultaneously. The two major lunar flight programs were called COLOSSUS and LUMINARY. The former was chosen because it began with “C” like the CSM, and the latter because it began with “L” like the LEM. Although these programs had many similarities, COLOSSUS and LUMINARY were the only ones capable of navigating a flight to the moon.

NASA also had to develop the discipline of software engineering for software validation and verification were developed, making extensive use of hardware and software simulators. By 1968, over 1,400 man-years of software engineering effort had been expended, with a peak manpower level of 350 engineers.

The AGC user interface, the DSKY (DiSplay&KeYboard) was mounted in both the Command Module and the Lunar Module. The astronauts had to enter commands and data for the AGC with large buttons the astronauts could operate with their spacesuit gloves on. The keyboard also gave them feedback beyond the other million lights and indicators in the cockpits.

Mainframe computerMr. Szondy put the scale of the AGC development in some context. The AGS was being developed at a time when computer technology and the entire electronics industry was undergoing a revolution. When the Apollo program began, computers were still gigantic machines that took up whole rooms. (rb– check out EMERAC in the 1957 movie Desk Set). There was only a handful of big iron in the entire world and they required a priesthood of attendants to care for and feed the monoliths. The engineers at NASA spent 2,000 man-years of engineering down-sizing main-frame technology to fit inside the Apollo spaceships.

And it wasn’t just computing technologies that were advancing. In 1958 the integrated circuit (IC) was introduced. The IC threw the whole question of who was designing and who was supplying computers into flux.

An early user of integrated circuits

ACG was one of the first computers to use integrated circuits. Integrated circuits of the time were rudimentary and very expensiveTexas Instruments (TXN) was selling ICs to the military for about $1,000 each. In 1963 the Apollo program consumed 60 percent of the integrated circuit production in the United States. By 1964, over 100,000 IC’s had been used in the Apollo program. when Philco-Ford was chosen to supply the ICs, the price had dropped to $25 each.

Mr. Szondy writes that the Apollo Guidance Computer is one of the unsung successes of the Space Race because it was so phenomenally successful, having had very few in-flight problems. The Apollo Guidance Computer led the way with an impressive list of firsts, The AGC was the first:

  • Most advanced fly-by-wire and inertial guidance system,
  • Digital flight computer,
  • Real-time embedded computing system to collect data automatically and provide mission-critical calculations,
  • Computer to use silicon chips, and
  • Onboard computer where the lives of crew depended on it functioning as advertised.

The AGC was the most advanced miniature computer to date.

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In 1969 Scooby-Doo, Frosty the Snowman, and The Brady Bunch debut on TV. But what most people of a certain age remember is when 650 million people worldwide watched Neil Armstrong’s “one small step for man, one giant leap for mankind” to became a defining moment in the hearts and minds across the globe.

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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.