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Communication takes two, a reflection on my goals

A reflection on my inquiry into communication this year and all of the lessons learnt along the way.

It is again that time of year when we stop and reflect. This year I chose ‘communication’ as my one word to focus on throughout. It was a word that stemmed in part from a review in my workplace, with our focus being on working with a wide range of stakeholders to support transformation and change. I therefore identified the following possibilities:

  • Clarity – sometimes messages and meaning can get lost in their delivery, the challenge is when to add more or keep it short.
  • Consistency – whether responding via email or working with someone in person, it is important to be consistent in regards to the way things are done.
  • Collaboration – it can be easy to focus on the job at hand and the person that you maybe working with, however it is important to remember that it often takes a team and think about ways to keep everyone abreast.
  • Context – so much of communication is about adjusting to the moment, it is important to change pitch or approach depending on the circumstance.
  • Transparency – sometimes the key to communication is the culture that it is built upon, this though is often built upon other actions and activities.

My first approach was to focus on the technical side of things. This involved:

What I learnt with each of these initiatives is that even when you work collaboratively in developing and refining a particular approach, if other stakeholders do not feel there is a problem or that there is benefit to be gained then it can all be to no avail. Unlike Mark Zuckerburg, I feel that technology alone will not solve all of our ills. Change involves people

This focus on human element relates to the question of why communicate in the first place. One of the things that became more and more apparent as the year has passed is that it is not necessarily the technology that is lacking, but the intent and understanding behind what is actually being communicated. These dialogues discussions often involves multiple parties. Seth Godin captures this succinctly, explaining that:

It takes two to be understood. Not just speaking clearly, but speaking in a way that you can be understood.

What then is important in regards to support and change is creating the conditions within which people can be heard. Dave Cormier recently reflected on grappling with this situation too:

Technology projects everywhere tend to cross over different departments and responsibilities. Lawrie Phipps told me that this is called “matrix decision making”. Where a project reports up through multiple decision makers who may or may not have similar ideas of how to get a particular problem solved. Imagine 6 people sitting around a table all reporting to six different directors. It’s a common problem, and we had it.

I really related to this. The challenge of being understood is identifying the context at hand and starting there. Something I picked up from coaching. Although the message shared maybe the same in shape and content, the story used to convey it always changes. Everyone and every school has something important to them and I have found it important to tie conversations to that. Although this is not always easy, i guess this is the art of education.

I must admit that when I started in my current position I was frustrated by the processes associated with getting everything checked and signed off. Yet as time has gone by, I recognise how important this is with the complexities associated with stakeholders and communication. Although I still believe in the importance of autonomy and agency, I think that in a large organisation this involves taking initiative to instigate various actions, not in making rash decisions.

So what about you? How have you gone this year? Have you any tips associated with transformation and change? As always, comments and webmentions welcome.

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Clay Shirkey on the need to continually rethinking our workflows

Technology is always adapting and evolving, here are a few of the recent changes to my digital workflows.

In a post discussing the setup of digital devices, applications and workflows, Clay Shirky explains how he regularly changes things up:

At the end of every year, I junk a lot of perfectly good habits in favor of awkward new ones.

This disruption seems important in a time when platforms are designed to maximise our attention. As Shirky warns:

The thing I can least afford is to get things working so perfectly that I don’t notice what’s changing in the environment anymore.

Change can take many shapes. Although I may not shake things up as much as Shirky, here are some recent tweeks that have kept things fresh:

Pocket

For a long time I have used Pocket to save links to come back to. It was one of the first applications I really took to. I use a range of methods to add content, whether it be via email, using an IFTTT recipe which saves my Twitter favourites or an extension in the browser. I then either read it later or listen depending on the device or context.

I started out listening using Lisgo, an iOS app. However, this functionality is built into the Android application so I scrapped the additional app when I changed phones. The only issue I had with listening via the Android app is the requirement to select a new article each time. A recent update completely changed that with the addition of continuous playback. This allows you to organise your various links in a playlist and listen to one after another. This new feature has lead me to rethink how I use Pocket and subsequently saving more and more links to listen to

In regards to other aspects of the application, I have never really used the tagging or archiving features. Instead I bookmark elsewhere and then delete the articles in Pocket once I have finished with it. The best functionality is still the ability to read a stripped back version of the text. AMP without all the other stuff associated with AMP. I wonder how Pocket will grow with the acquisition by Mozilla?

Inoreader

I love Feedly. I came to RSS Readers around the time Google pulled its reader from production. Before that, I relied on a combination of Pocket and social media. Feedly was perfect. I progressively built my feed over time getting to the point of following 200+ blogs. I also developed a a process which allowed me to capture a quote and share it out on Twitter.

I did not have any qualms, however when Chris Aldrich pointed out the limitation of storing your OPML file within the application I was intrigued. I didn’t really like how Feedly organised the various categories and always found it tedious to backup my OPML to share with others. The answer is to subscribe to an OPML Feed stored in the links of a WordPress site, rather than upload a static file. Feedly does not allow for this, but Inoreader does.

Starting afresh has been good. There are no features that I used in Feedly that are no replicated in Inoreader. Instead there are ways of working in Inoreader that I prefer, such as the ability to quickly mark posts as ‘read’ by pulling across, rather than swiping, as well as the potential to create my own filters. This maybe a start towards Aldrich’s idea of an #IndieWeb algorithm? At the very least, it helps in understanding how some of these things work and the infrastructure behind them.

Trello

I have written about the features and affordances associated with Trello before. One of the challenges that I have had with the application is how to get it to work for me. A lot of people talk about using the Kanban approach to support an agile way of working. This often involves allocating ‘points’ or colours associated with blocks of time, setting due dates and focusing on priorities. I tried this both personally and in my workplace. It did not work. I decided to leave it for a while and come back at a later point with fresh eyes.

In leaving the application alone, it quickly became apparent why I needed it. I had some documents in my Google Drive, PDF files sent to me via email, links to resources and notes that needed to be recorded somewhere. I therefore wondered if instead of a means of managing priorities that instead Trello could become something of a digital filing cabinet, Something of a ‘canonical URL’, where if you wanted to find something you would start there.

Creating a list for each of the key focuses, the cards broke down the various projects and activities. Each card then contains a description summarising what it is about and a list of resources associated with it. This is all done using Markdown. These resources are all added into one Google Drive folder and linked from there. The card comments are then used to provide a historical snapshot, documenting any developments, additions and meetings, while the checklists are used where applicable.

This new way of using Trello also led me to review my own use. A few years ago I set up multiple boards for all the things that I do personally, whether it be blogging, presentations or projects. Similar to my work experience, this failed. It was too busy and needed to be more efficient. After being reenergised by my use at work, I wondered if I could condense everything into one board? I therefore created lists associated with blogs, projects, ideas, interesting links, things to listen to etc and used the cards to unpack each of these areas. This has subsequently led me to crafting my blog posts using Markdown in the description section and adding links and notes in the comments. Although having its limitations, it is a much smoother process than writing Markdown in a Google Doc which I had started doing. When I want a more thorough writing space though I use Typely.

Typely

I remember reading a rant from Marc Scott a few years ago on the use of Microsoft Word, although it could have been about Google Docs as well. He ended with the plea:

Learn to write in sodding Markdown.

I understand Markdown, but could never find the right reason or workflow. I kept stumbling upon different cases, whether it is Kin Lane’s use of Markdown with Jeykl and GitHub or Mike Caulfield’s Wikity WordPress theme with Markdown built into the bookmarklet. However, it was not until I started having issue with extra bits of code when copying text from Google Docs into my blog or newsletter that I realised why Markdown is so important.

I have been exploring a number of applications to support publishing of late, whether it is add-ons such as Grammarly and Pro Writing Aid or applications in general such as Google Docs and Trello. Initially I took to writing Markdown in Google Docs and pasting the text into a converter. This workflow though does not allow you to preview the text along the way. Using Trello allows you to work cross-platform. However the need to flick between preview and editing screen is tedious and not ideal. I recently came upon another application called Typely.

Typely is best understood as a beefed-up text editor. There are no hyperlinks or formatting. Instead you focus on writing. Other applications offer a similar experience, but where Typely differs are the various options to customise the experience, whether it be turning Markdown preview on or off, switching to a blog background or selecting rules to check for. The screen also adapts to the size of the screen, with panes collapsing if there is not enough space. It does not really work on a mobile screen though. Unlike Pro Writing Aid, the error highlights can easily be turned on and off or resolved. Although on a Chromebook, the combination for resolving issues (CTRL + Spacebar) is allocated to changing between languages. There is also the ability to open and save documents across different platforms if you sign in.

Noterlive

I have long used Twitter to share thoughts and findings at conferences, including quotes, reflections and links. This has gone through many iterations, whether it be retweeting what others shared or typing in a document first before sharing out. One of the challenges that I have always had though is how to meaningfully archive this content?

The obvious answer is to curate tweets and embed them. Like so many others, I have used Storify in the past. However, with its move to a paid product, other solutions are needed. I have also used Martin Hawksey’s TAGS script before to make collections of Tweets. Although these can be easily embedded into WordPress, this archive is broken if the original Tweet is deleted. Although Hawksey provided a link to another application for producing a full embed code, I could not get this to work.

Another option is Noterlive. This web app created by Kevin Marks was designed for making IndieWeb live noting (aka live tweeting/live blogging) easier and simpler. Chris Aldrich summarises it as follows:

It not only organically threads your tweets together into one continuing conversation, but it also gives you a modified output including the appropriate HTML and microformats classes so that you can cut and paste the entire thread and simply dump it into your favorite CMS and publish it as a standard blog post. 

Aldrich has also compiled some additional instructions. See an example here.

As an approach and application, Noterlive provides a means of recording snippets of text in a thread. However, it does not allow you to attach media or connect to the actual Tweet. You are also unable to include other Tweets directly in your archive. A solution to this is to add this content when you save the simple HTML archive. This can be a good point of reflection.

So there are a few of the recent changes to my workflows, what about you? Are there any applications that have made you rethink the way you work lately? As always, comments welcome.

Also posted on IndieNews

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Clay Shirkey on the need to continually rethinking our workflows

I have been following Doug Belshaw’s posts associated the art and science of blogging. In a recent one he spoke about the tools associated with crafting a post. This led me to reflect upon my own processes. I have touched on this [before](secret blog), actually a few times, however what I feel I have not necessarily discussed are the changes that have occurred over time. As my blog turns four, it is interesting to look back at the journey.

My blog was born on Blogger. Coupled with that my early preference was to craft drafts in Evernote. Not only was it mobile, but it provided the ability to work across devices. I soon moved on from Evernote though after I lost a post because I had gone offline and when it synced with an older version. I lost hours of work (maybe you haven’t really blogged if this hasn’t happened to you). I am sure that it was my fault, however I decided to move anyway.

My next solution was the native Blogger app. I liked this as it was all in one place. If I needed to I could move to the desktop. I wrote many a post on my phone, punching out a line here and there. However, two problems arose. My discovery of Flickr and Alan Levine’s Attribution Tool, as well as my move from Blogger to a space of my own. That all meant a different solution.

In my move to WordPress, I lost control of my workflow for a while. One of the differences between the two platforms was the options I had when posting (WordPress has heaps). I also started tinkering a lot more with embedding content, such as YouTube, which were baked into the Google ecosystem. When I think about those challenges, many are now none existent, with solutions seemingly added into subsequent undates. However, it felt different back then.

The first challenge was that the native WordPress app was not as robust as the Blogger one. I subsequently resorted to finishing posts on the laptop, while developing them in a different space. The search for the ideal ‘other’ space ensued. Around this time, the ability to work offline in Google Docs on mobile became available, so I turned there. For the most part, this was my dominant solution. However, this did not work across all my devices due to my inability to update the latest operating system to accommodate these changes. I therefore tinkered with other options, such as Google Keep and Notes on iOS, as they linked with my Google account, therefore making them available in a number of places.

No matter what choice I made, it just never took. For example, Keep was quick but did not allow for links and I did not like how it presented things. Notes worked, especially on iOS. However, they too were basic. Even Docs started bringing across this weird code when I cut and paste it into WordPress. Another problem that arose was the lack of organisation within any of the applications. Fine I could use tags or folders to sort files, however this did not necessarily help in identifying my current posts and projects.

This all led me to revisiting Trello and wondering if I could better utilise it to fit my current workflow. I use it in my workplace to manage projects. However, my attempts to implement a Kanban model for myself failed. It just did not click with the way I work. (After watching Ian O’Byrne’s video, I feel I am not the only one.) I therefore took to it with fresh eyes and created a list for everything ongoing: posts, presentations, projects, resources and items requiring following-up. Rather than saving everything to Keep and getting lost in the ensuing chaos, in Trello I organise items into particular lists.

In regards to blogging, using Trello has allowed me to build out ideas. So rather than have a bunch of text, I can progressively add comments, lists, links and resources to a card. What’s more, Trello allows me to write in Markdown, therefore alleviating any issues associated with hidden code. (I have started writing my newsletter in Markdown in Google Docs.) Having everything coordinated in one place also allows me to easily review what I have done (even if I have archived cards) and survey where to next.

My process of writing will continue to develop. It always has. Technology comes and goes, whether it be devices or applications. What is important is that I will continue to reflect. Taking in new habits and offloading others. There are platforms like Scripting and Jekyll that I still wish to explore, while Naomi Barnes’ post on how she organises her day has me wondering about how I might better integrate my the personal and organisational aspects of my life. Something David White and Alison Le Cornu started unpacking in a recent paper. So what about you? What is your writing workflow? How has it changed over time? As always, feel free to comment. Always interested.

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Productivity

“Productivity” by mrkrndvs is licensed under CC BY-SA

I have written about Trello before. Regarding supporting an instructional model and my workflow. However, I have written little about how it works or some of the different ways you can use it.

  1. Boards, Lists, Cards: Trello supports project management. It has several layers, starting with teams and collections, then boards. Once inside a Trello board, you can create multiple lists and cards. The proper model used to set up a board is the Kanban method, focusing on three lists: to do, doing and done. However, you can set a board up however you like. Once cards are created, they can easily be moved between different lists and archived when no longer required. Regarding a team situation, Trello allows you to work more transparently.
  2. Making Cards: There are four key elements to a card: description, attachments, checklists and comments. The descriptions and comments allow you to record regular information, and embed links and content. However, one of the most useful elements are checklists. You can either copy the checklist from another card or start your own.
  3. Filters: One thing you notice quickly with Trello is that things can get busy quick. One way of easing this is organising cards around members and tags. When you go to add members, you can add anyone within the team. Regarding tags, these are coloured and can be customised. I have used tags to sort between different focuses, however I also know people you use them to organise cards around priorities. Within the menu there is the means of filtering by both tags and cards.
  4. Collaboration: From a team point of view, Trello supports collaboration in several ways. The obvious way is to add someone as a member to a card. However, another way of connecting with others is by tagging people using their @username. This can be done in both comments and checklists. The other means of collaboration is sharing a link to a public board.
  5. Attachments: Whether it be from Google Drive, Microsoft Office, a PDF or a link from the web, cards provide a useful way of collecting together a range of items around a topic in one space. Attachments can be added directly or via a comment.
  6. Updates: Whether it be the checking off an item in the checklist or a comment being added, Trello provides several ways to update team members. When subscribed to a card, whole board or tagged into something, you are notified when things change. Initially this is through the application, but if unseen this summary is pushed out via email. Although you can not adjust what notifications are shown, there is the option within your personal settings to adjust the frequency to which you receive emails, with one option being never. For a different perspective, you can scroll through the various activities to see what has been happening. There is also the means of integrating updates into Slack, which can also be useful.
  7. Multiple Points of Access: Although the most obvious way of accessing Trello is via the web, there is a mobile application. This means you can add content and information wherever you are. Must of the functionality is the same across both platforms. However, there are elements such as filtering that are only  available on the web.
  8. Markdown: Regarding formatting, Trello allows you to use Markdown to change the text. One catch is that different fields involve different options. You can bold, use italics and add links. While for both comments and descriptions, you can add horizontal lines and block quotes, and regarding the description, there is the means of embedding images and adding headings. For a great introduction to Markdown, John Gruber provides a useful application which allows you to see what the markdown text would look like as HTML.
  9. Shortcut to Creating a Card: Whether it be using a Google Chrome extension or using  the email address associated with each board, there are different ways of adding to Trello. These can be useful when forwarding on various links and resources.
  10. Customisation: There are several ways to go further with Trello. This includes adding various power-ups, which often build on the APIs to help personalise how things work for your team. I must admit that these aspects are nuanced, but they provide other options none the less.

For more information, I recommend the following video to help get your head around everything.

On a side note, Trello was sold to Atlassian. The promise is that this will only make Trello better, but time will tell. It is also important to note the limits of ‘free’. Like with so many different applications, Trello provide access to a certain limit and then push you towards a premium model. The basic difference is that you can add larger file attachments and activate more Power-Ups.

So what about you? Have you used Trello? How? Or maybe you have used something different? As always, comments welcome.

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Just sort of do it

“Just sort of do it” by mrkrndvs is licensed under CC BY-SA

This post is in responses to the Edublogs Club prompt associated with classroom or office spaces. I am not sure I have that much to say in regards to the aesthetics of open planned working environment. However, I do have some thoughts on the digital spaces which I use to ‘get work done’.

As I have discussed elsewhere, my one word this year is communication. This has many facets, such as clarity of meaning, consistently responding, working collaboratively, adjusting to context and being transparent. It is something pertinent to my current job as an integration coach.

One particular challenge that I have found since transferring from the classroom into a more administrative role has been the importance of being organised. Often with the classroom there is a certain structure provided by way of classes, students and timetables. Bianca Hewes provides a useful example of this in her post on staying organised. Although I have had experience outside of the classroom before managing reports, timetables and daily organisation, most of these things had clear and consistent expectations too. I may have had my calendars and spreadsheets. However, the workflow was seemingly pre-defined by the wider organisation.  My new role is different.

Although I am hired as a coach with the focus on supporting schools with the integration of technology, this support takes many forms. So far I have developed material to support the implementation of Digital Learning Technologies, organised material around Communities of Practice, help organise Stories of Practice, as well as created various presentations. What is different about leading various projects is that they each have unique tasks and timelines. The challenge then is managing everything. Two strategies I have used to communicate this work in an open and transparent manner are Kanban and the Priority Matrix.

Kanban

A means of project management, Kanban is an agile way of organising tasks. In its most basic form it involves three columns: to do, doing and done. However, there are many different iterations. Often Kanban is done using sticky notes in a public space. However, Trello provides a useful digital form. I started out using personal boards, but have since moved to progressively involving the wider team. What I like about Trello is the means of bringing together various documents, checklists and notes in the one space. In addition to this, there are options of organising things using categories or allocating people to specific cards or tasks.

Decision Matrix

Also known as the Eisenhower Method, the Decision Matrix is designed to use time on what is important. The matrix is split into four quadrants:

Urgent and important (tasks you will do immediately).
Important, but not urgent (tasks you will schedule to do later).
Urgent, but not important (tasks you will delegate to someone else).
Neither urgent nor important (tasks that you will eliminate).

As a means of organising each week, I usually list the various tasks that are on the go and use the categories to prioritise. While I also add anything else in as the week pans out. I do this using Google Slides as it allows me to link to further information, such as a Doc or a Trello Card. I find this useful for not only planning ahead, but also for being accountable in looking back at what I have done over time.

So that is me. That is how I get work done. So what about you? Do you have any suggestions for me? How do you get work done? As always, comments welcome.

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