Are you enjoying your BlackBerry smartphone? I’ve had mine for a few weeks now, and find it a real pleasure to use. It’s elegant, works well as a phone and provides 24/7 online access. Here are two add-ons and one built-in feature that can save you time and increase your enjoyment of this excellent tool.

1.  Install the Opera Mini Browser

According to the Opera website, more than 20 million people use the Opera Mini browser on their mobile phones.  You’ll like it because it is faster than the default BlackBerry browser.  (Opera compresses data before downloading.)  It’s also better organized, easier and more fun to use.

To install:

From the built in BlackBerry browser on your phone, visit mini.opera.com and follow the instructions to download.  In a few moments the new version of Opera will be installed and you’ll be ready to go.

2.  Keep your calendar and contacts synced with Google

Even if you don’t normally use these products, Google Sync for BlackBerry is worth installing.  It will keep a complete and automatic backup of all your contacts and calendar entries.  In case you lose your BlackBerry or have to turn it back to your company on short notice, your contacts will be preserved.

To install:

From your BlackBerry visit m.google.com/sync and follow the instructions.  You’ll need your google or gmail userid and password.  The first sync takes about 10 minutes.  After that, your BlackBerry calendar and/or contacts will be kept in sync with your Google calendar and contacts automatically.

3.  Use SMS Autotext

The autotext feature in your BlackBerry can save you a great deal of time, even if you only send occassional text messages.  The built-in autotext shortcuts fix some common transposition errors.  It can also be used to make it easy to type contractions.  For example, try the following from your SMS compose message screen (SMS and MMS -> Compose SMS Text -> Choose recipient)

• Type il(space) – You’ll see I’ll
• Type shel(space) – You’ll see she’ll
• Type hel(space) – You’ll see he’ll
• Type wel(space) – You’ll see we’ll
• Type wer(space) – You’ll see we’re

You can easily add the current date and time

• Type ld(space) – You’ll see the current date
• Type lt(space) – You’ll see the current time

Add Custom Autotext

If you find yourself typing the same words or phrases in multiple text messages, it makes sense to add custom autotext entries.  You may want to adopt a naming scheme to more easily keep track of your custom entries.  I tend to start all of my custom entries with 0.  This places them in a group at the top of the list.  The 0 key also does not require the ALT key.

For example:
0in(space) -> In a meeting, get back to you later.
0tt(space) -> Talk to you later.

To add a new autotext entry, from your SMS compose message screen (SMS and MMS -> Compose SMS text -> Choose recipient), open autotext (menu button ->  Edit Autotext -> menu button -> new).  In the replace field enter the autotext shortcut (e.g. 0tt).  In the with field enter the full text (e.g. Talk to you later.)  Save and you are ready to go.

Enjoy!
Alec
(Photo credit: ifatma)

Originally posted 2009-05-26 08:00:31.

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3 Blackberry Smartphone Tweaks is a post from: Alec Satin on People, Projects and Process

This month I had my first meeting with a new mentor.  We met after work at the Radiance tea house in Manhattan.  The location was convenient.  The atmosphere was soothing, quiet and conducive to the kind of focused and relaxed conversation which marks good mentoring.  I left feeling hopeful, inspired and ready to act.

Have you ever thought of working with a mentor?  Here are some guidelines.

1.    What is mentoring

A mentor is a wise counselor or teacher.  In a mentoring relationship the mentor shares knowledge, skills, information, and perspective  to foster the personal and professional growth of the mentee.

Structured mentoring programs bring people together using a formal process to meet the goals of an organization.  While there are benefits to this kind of mentoring program, you would do well to focus on creating your own informal mentoring program.

Informal, or casual mentoring is arranged directly by the people involved, and can take a number of forms.  Peer Mentoring, either structured or informal involves two or more people coming together to provide mutual support and advice.

Informal mentoring between an experienced person and one with less experience is what is discussed in this chapter.

2.    Why have a mentor?

Mentoring provides you with the benefit of someone else’s experience.  The guidance you receive can shield you from having to reinvent the wheel as you grow in your career.  Being able to see yourself and your situation from another viewpoint can greatly increase your effectiveness.

To make the most of the mentoring relationship, it’s important to be clear as to what you want you are trying to achieve.  On which areas of your career would you like to focus?  (Some examples: stakeholder relationships, managing conflict, setting up your plan to land your next position).

Having a clear goal for what you are trying to achieve will make it easier for you to approach potential mentors.

3.    What’s in it for the mentor?

One of the great pleasures in life is to share the benefit of one’s experience with others.  Most working professionals have relatively few opportunities to do this.  For busy leaders, the time spent mentoring can provide a refreshing break in the midst of all their other activities.  This is especially true if you enter into the mentoring relationship with the intention of acting on the ideas the both of you discuss.

4.    What to look for in a mentor

Once you are clear as to what you want to achieve through your mentoring, you can begin to think about possible mentors.  It may be best to identify at least 3 people.  Some potential mentors will not have the time.  Others may not be interested in mentoring.  Don’t take this personally.  Just be courteous and respectful to everyone you speak with.  There will be someone out there more than willing to mentor you!

Your mentor may be in a different position, role or even field from your own.  This need not be a concern, as long as they have experience in the area or areas in which you are seeking mentoring.  What is important is that your mentor has these characteristics:

• Know what they are doing
• Respected by people at all levels (peers, direct reports, their leadership)
• Have skills and qualities you admire
• Demonstrate integrity (e.g. they do what they say)

5.    How to ask to be mentored

When you approach a potential mentor, be calm, confident and respectful.  If they do not know you, introduce yourself, give a brief description of your role, and explain that you are looking for a mentor to help you with the issue you are looking to address.

Let the mentor know exactly how much time and effort will be required.

For example, “My name is Joanne Wilson.  I’m a business analyst here at JJK.  You were recommended by Mary Hines as someone with a great deal of experience with project stakeholders.  I’m looking for guidance in this area, and wondered if you’d be interested in exploring a mentoring relationship.  If we decided to work together the time involved would be not more than a half-hour every three weeks or so.  What do you think about mentoring?

6.    Mentoring session

Whatever format your relationship with your mentor takes, it’s crucial that you show courtesy for your mentor by coming prepared to each session.  This means that you have a clear topic or agenda for the meeting, you show up when expected and keep to the allotted time.  Don’t contact your mentor between meetings unless your mentor has invited you to do so.

7.    Further Resources

• How to Find a Good Mentor by Ellesse Chow on Goal Setting College
• How to find and utilize a mentor no matter what you’re doing by Trent Hamm on Simple Dollar
• How to find a mentor by Roman Rytov on Roman’s Miles
• Finding a mentor on Inc. Guides
• The value of a mentor by Katharine Hansen on QuintCareers

(Photo credit: lebenszentrum adelshofen)

Originally posted 2009-08-25 08:45:47.

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Mentoring how to: Mentor and be mentored! is a post from: Alec Satin on People, Projects and Process

Thinking about New Year’s resolutions?  If your personal task management system could use a little overall, read on.  The free, easy to implement and easy to use AutoFocus 4 can help you stay organized in 2010.

What is AutoFocus?

Autofocus is a time management system developed by Mark Forster. It is based on the principle of having one unprioritized list of everything you have to do.  Before you decide that this cannot possibly work, or that it is the same as any other to-do list, read through the How Does It Work section below.  The very few rules of the system are simple, elegant, and work quite well.

Why Autofocus?

Mark describes the benefits of the autofocus system as follows:

• Greatly increased volume of work completed
• Focus on the most important things
• Lack of stress
• Very fast processing of routine items
• Thorough processing of major tasks/projects through a “little and often” approach

What supplies do you need

This is a low-tech system¹.  All you need to do Autofocus well is a small ruled notebook, a pen, and a highlighter.

I’ve found campus slim B5 notebooks excellent, though these may be hard to come by outside of NYC (or Japan).  This notebook from staples should work equally well.

You’ll want to keep your notebook with you to capture all items as they occur.

How much does it cost?

Mark has provided the system free of charge.  If you like it, you could send him a note or post a message on the active Autofocus discussion forum. I’m sure he would appreciate it.

Why are there different Autofocus versions?

Each of the revisions of Autofocus have incorporated changes based on feedback from early adopters of the system.  The consensus on the forum seems to be that AF4 is ready for public consumption and general use.

How does Autofocus differ from Getting Things Done?

Getting Things Done requires quite a bit of structural maintenance to be effective.  The weekly review, which David Allen emphasizes as a key to GTD, is one of the most difficult things for GTD users to do consistently.  GTD users often can fall into a pattern of spending more time on the system than actually doing tasks.

If you use GTD, or have in the past, Autofocus can work very well for you.  All the key principles of GTD can be used with Autofocus (e.g. ticklers, one list, reviews, someday-maybe).  Having said this, Autofocus is a unique system and is best started on its own.  You can always add other pieces to it later after you’ve used it for a few weeks or a month.

How does Autofocus 4 work?

This is how you start for the first time²

1. Open your notebook to the first page.
2. Add each task that’s in your mind right now.  Place each task on its own line.  Place tasks in whatever order they occur to you.  One task = one line.  It’s not necessary or recommended to add all the tasks from any other systems you may have here.
3. When you’ve added all the things that are in your mind right now, draw a line underneath your last item.  Everything above this line is called the Closed List.
4. As new tasks come up, continue to add them one per line.  All of these tasks below the line are called the Open List.

This is how you use the system

1. Read through each item on the closed list in order.  Work on any task which feels ready to be done. Cross out any task you have worked on too long and re-enter at the end of the Open List if you have more work to do on it.
2. When you reach the line, start again at the top of the Closed List.  Move through the closed list tasks in order until you’ve moved through all closed list tasks without any tasks standing out to you as ready to be done.
3. Move now to the Open List.  Move through the Open List in order working on any tasks that are ready to be done. Make only one pass through the Open List.  At the end of that pass, move back to the start of the Closed List and continue from step 1.

When all the tasks in the closed list have been crossed out, draw a line under the open list.  This now becomes the new closed list.

What to do if no items on the closed list stand out on the first pass

This usually happens after you’ve gone through your closed list many times.  In this case, use your highlighter to highlight every task on the closed list which has not been crossed out.  Proceed once through the open list.  The next time you come to the closed list, look at each highlighted item.  If none stand out for you to do on this next pass, consider each one individually.  You can:

• Add it as is to the bottom of the open list (not recommended), or
• Rephrase or break into multiple tasks adding each to the open list, or
• Decide not to do the item and forget about it.

After reviewing each highlighted item, cross it out completely.  When you have reviewed all of the highlighted items, make a new line at the end of your open list.  This now becomes your closed list.

This is all you have to know to use Autofocus.  Easy, right?  Again, don’t let that put you off.  This is a remarkable system for getting amazing quantities of work done.  Best yet, it’s a fun system to use.

How do you handle projects?

Projects are best handled outside of Autofocus.  Some people add the project name to their Autofocus lists.  When they come to the project name, they move to their project system and work on it as long as it feels right to do.  They then cross out the project name from the Autofocus list and add it again to the end if the project still needs work.

I keep a “Targets” notebook which includes my current personal and work goals and projects.  For each project I have a page with all my open tasks.  I add these tasks to my Autofocus log whenever I review my projects (weekly), or at any other time that is appropriate.  This feels a little casual after using GTD for so long, but it works.

How do you handle agendas and waiting-for items?

In my Autofocus log, I have a separate section for these items.  If I need to discuss something with Joe, I add an entry to the agenda section like this:

(A Joe) What is the plan for project x.  Is it on for January 1?

If Pat is supposed to get a file to me by a certain date, I add an entry to the agenda section like this:

(W Pat) December Hours Excel File (15-Jan)

This makes it easy to follow up and/or work efficiently with other people without harassing them or letting things drop.

Conclusion

Mark Forster has created a wonderfully powerful system in Autofocus.  You’ll only see how good it is if you try it.

Happy 2010!

Originally posted 2009-12-21 08:00:54.

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Remember Everything in 2010 with Autofocus 4 is a post from: Alec Satin on People, Projects and Process

1. Autofocus 4 can be done electronically.  Check the Autofocus forum for on-line and other implementations.
2. You can also read Mark’s preliminary instructions for Autofocus 4.

Keep Learning

“But I already know how to use Windows 95…”

A senior project manager started work in an IT Project Management Office.  He had more than 15 years of experience, interviewed well and came with good references.   At first everything seemed fine.  Yet he appeared stressed whenever he had to join a conference line, connect to the internet messaging client (which was a requirement for work at home), or publish a project plan.  It turns out that he did not know how to operate Windows XP, and was at the most basic level with MS Word.  He had obviously never used Excel, Visio or Project.  This is a true story.

There are many leaders who are amazed when introduced to such valuable productivity tools as Firefox, workrave, Miranda IM, or Bonsai outliner.  All of these have portable USB versions which require no installation on a work PC.  With a little exploration your efficiency and day to day enjoyment at work can increase tremendously.

Just because you know your job does not mean that there’s nothing of interest for you to learn. If you work in information technology, have you taken the time to read through the latest version 4 of the Project Management Body of Knowledge (PMBOK)?  Some terminology has been updated, and a few processes merged.  Why should you care if you are a formal “project manager” or not.  Who knows what ideas you’ll come up with to improve your company, projects and teams.  Such work related learning keeps you relevant.

How continual learning can help you

• You stay fresh.
• Your overall competence keeps increasing
• Your life will have meaning
• You will discover, develop and deepen your unique areas of expertise
• You will become more skillful at the game of life

Remember: the best learning for you may very well be related to something other than work.

Effectiveness is not necessarily Efficiency

Human effectiveness is something very different from machine efficiency.  If you treat yourself like a machine, you will find it very difficult to create your best work.  Whereas machines are designed, programmed and constructed for a specific purpose, the nature of you is infinitely more complex.  In the long run, pushing yourself (or your team) harder will not help you deliver better project results.

The best leaders make a regular practice of stepping away from their projects to set their focus temporarily elsewhere.  This refreshes their minds, reduces over-intensity and allows their subconscious to communicate ideas, alternatives and other possibilities.  Paradoxically, slowing yourself down is a major way to better, faster and more efficient results.

“Life as filled with wonder..”

Like most great movies, Steven Spielberg’s Jurassic Park included a great mix of nuanced characters.  One of my favorites is the Scottish entrepreneur John Hammond (played masterfully by Richard Attenborough).  Television and film characters over the age of 50 are often portrayed as lacking in energy.  John Hammond is enthusiastic, positive and filled with joy at the possibilities of life.  He seeks out and appreciates quality in himself and others.  He is a lifelong learner who uses what he learns to advance his goals and manifest his personal dreams.  Had he surrounded himself earlier with advisors he trusted, he may have avoided some of the Jurassic consequences.  Of course, we would then not have such an interesting film.

What to Learn

What did you want to do when you were eight?

Randy Pausch, the Carnegie-Mellon computer science professor who captured the internet’s attention with his Last Lecture, posed this question as a key way to start getting at our core life desires.  You may have read the book or watched the lecture on the net, but did you ever take some time to answer the question?  Why not add an appointment with yourself this week to spend an hour at a cafe with paper and a pen (preferable) or a laptop and come up with a list.

What do you long to do?  What would you do if you had unlimited time or money?

Who do you envy?

Jealousy and envy are wonderful tools.  Rather than fight them, use them!  (The other options, feeding or ignoring, tend not to work.) Here’s how you use your envy.  First, give yourself permission to feel it.  Next, think clearly of the person.  Now, picture what it is that they have that you want.  Write it down.

For objects, you now have a subject to explore.  Become an expert in this thing.  Do not say that you don’t have enough money to have this thing.  Instead, replace that thought with gratitude that this particular object of your desire exists in the world.  It may sound unlikely, but give it a try.  I know a man who loves classic Ford Mustangs.  He now has a garage filled with 6 of them, and has collector friends all over the US.

If you envy a quality someone has (such as love, personal magnetism, self-confidence, or intelligence), the process is similar.  Become an expert in this area.  Learn everything you can about it.  Make a list of famous people who have this trait.  See if you can find people who developed this trait.  As you identify things that you yourself can do to develop this quality in yourself, add them to a Someday-Maybe list.  Every few weeks examine your Someday-Maybe list and see if you are willing to do anything on it.

“I always wanted to own a store like this…”

Early in my career I co-owned a small retail store.  It broke even (barely).  My partner and I worked day and night to keep it going.  The shop was located in a small town near a US military base.  Many of the older career officers and staffers loved coming in.  These same people often helped and encouraged us greatly.  In contrast, many others from the town would come in and say with longing, “I’ve always wanted to own a bookstore”.  Most seemed healthy, strong and relatively prosperous.  Some were even retired with lots of time to spare.  At that time, we would have gladly welcomed financial partners or even volunteers.  But not one of these erstwhile “owners” even asked.  Their “dream” was right in front of them, but they could not see the possibility.

What dreams are you convinced can never happen?  Get to work on those first if you want to truly be more effective in your life.

“Certified master gardener”

A colleague of mine is a project manager with more than 25 years work experience.  When he speaks about plants, his enthusiasm can barely be contained. For years he dreamed of becoming a Certified Master Gardener, but believed that it was out of his reach due to work time demands.  Finally, a few years ago he decided to take one evening course.  In the near future he’ll be receiving his certification.
Does this outside interest take away from his effectiveness at work?  Absolutely not.  On the contrary, during the most stressful days he can refresh himself by looking forward in the near future to a few hours digging in the dirt.

The Subjects of Your Interest Will Change over Time

Once you reach a sufficient level of knowledge and mastery of a subject for your purposes, you’ll know.  Over the course of your explorations new subjects will reveal themselves.  With each area of learning, a whole new world of people, events and experiences will come into your life.  This is true abundance, and the secret to a full and meaningful life.

Some Subjects Other Project Managers and IT Leaders Have Explored

Harley-Davidson Motorcycles (senior executive)
Playing Piano Jazz Standards (project manager, started after age 40)
Wet Shaving with Safety Razor (project manager)
Developing Beautiful, Legible Handwriting (team lead, 30s)
Learning to speak with confidence (recruiter, 20s)

How to Begin on a Subject

Once you have identified a subject to start with, you can proceed in ways that are most natural for you.

More Private Ways to Start

The internet is a treasure-trove.  Here are some ideas:

• Search for forums on the topic.  Start reading posts most days.
• Wikipedia.  (You can set up a firefox keyword such as WI.  Then whenever you want to search, just type WI + keyword in the address bar.)
• Subscribe to RSS feeds for 5 blogs on the subject.
• Comment and ask questions on blogs having to do with the subject.

Pretty soon, you’ll know your next step.

More Public Ways to Start

If you prefer to learn with others, you can start by asking around to see who knows anyone who may be knowledgable about the subject.  This will result in one to many names of people to contact.  Ask each of these if they have time to speak with you about the subject.  Ask them for others they know who could help you.

• Prepare a 20 minute introductory presentation about the subject.
• Give it to others at work, or even your dog.

Keep learning.  You have little to lose and a whole life to gain.  To paraphrase Flannery O’Connor, “The life you save may be your own.”

(Photo credit: Trois Têtes (TT))

Originally posted 2009-09-29 08:30:54.

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What to learn next…it’s your big chance is a post from: Alec Satin on People, Projects and Process

Have you ever being managing a project and have something go horribly wrong only to have it followed by more problems one after another?

If you are an experienced PM, you most certainly have.  We all have at one time or another.  Now, I am not talking about your run of the mill project issues that get into the way of progress.  I am talking about when all bets are off and you are in triage while trying to get everyone thinking clearly and planning on top of it all.

The focus here is not only on fixing the project issues, but also digging yourself out from under to maintain effectiveness.  Situations can get stressful and you can quickly become your own worst constraint.  Ultimately, there are two primary ways in which a PM (or anyone) can react in these situations.  The first is to get stressed, mad, or anxious.  The second is to calm your mind, ride the wave, and get into the groove.  I suggest the later.  Not just for everyone on the project.  But, primarily, for yourself.

Control

Project managers are expected to control.  Regardless of issues.  But, control is a manifestation and we need to admit that we really hold no control over anyone and thus, anything.  The only thing you can control is yourself and how you show up in the situation.  So, if you feel like things are spinning out of control, they really are not spinning any more than when you think things are going well.

Rhythm Is About Pace

Pace is our ability to set the accelerator and keep it going.  Not only for the project team but also for ourselves.  I hate to harp on this fact.  But we are the ones out in front and if we begin to lag so will everyone else.  Then we can slow down more followed by the team decelerating.  I am reminded of a conductor of an orchestra. Did you ever notice how the conductor is not moving his hands to the music but actually anticipating what will come next? This is because the performers react to his actions.  It is the same when you are a leader.

Rhythm Is About Enjoyment

There was a reason you got into this profession and even though you are probably looking for a way out, don’t.  This is really a ride of emotions for everyone involved.  Try to maintain a sense of humor, respect, and remember that, just like the ocean, the waters may be choppy on top, but down deep it is slow and grounded.  Keep grounded and remember that the chop is temporary.  Ride the wave and let go and have fun.

Rhythm Is About Repetition

Pop songs are a formula.  They are that way because people like it that way.  They are comfortable with knowing the there will be verse, chorus, and four beats to the measure (excellent for dancing).  My point is that when something is working on the team, don’t abandon it while putting out fires.  Keep some routine.  This extends to yourself as well.  Take time out every day to do a little bit of what you would normally do when chaos is not the normal state.  It will remind you of calmer times.

Rhythm Is About Focus

You will want to get the team thinking like surgeons and not like when you play the child’s game of operation.  Everyone will scramble.  But, efforts must be executed surgically so as not to increase the chaos.  Do whatever you have to to maintain the integrity of the team and focus.  Work off site, get everyone together (difficult if located in other countries).  If you are managing a virtual team, get everyone engaged in all day open phone lines or net meetings.  Whatever it takes.  I have also heard of people putting up signs and caution tape around cubicles to ward off onlookers, solicitors, or pesky coffee klatchers.  Unplug phones, do whatever you have to.  You are large and in charge and need to eliminate any external distractions from getting the job done.

Jason Edleman, PMP is a Project Manager interested in eastern philosophy, psychology ,and its application within the western business model and personal life.  Jason currently blogs at http://www.turningiris.com and his nw http://www.alltroo.com. When not managing projects, Jason is focused on being a father and husband.

Creative Commons Image: yewenyi

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Finding Rhythm in Project Chaos is a post from: Alec Satin on People, Projects and Process

6 Tips for Email in the New Decade

Ron Holohan, PMP of the PM411 podcast interviewed me recently on the subject of effectively managing email.  If you’ve yet to hear PM411, you’re in for a treat.  Ron’s project management podcast is interesting, informative and a lot of fun.

Some of the topics covered in our spirited talk include:

• What’s wrong with the way I’m managing my inbox today?
• How can we make our email more organized and efficient?
• Are there ways to make Outlook and GMail work better?
• How do I find an email I sent to my boss 6 months ago?
• As a PM, is there a recommended way to organize inbox and email folders?

Listen in to the PM411 podcast here.

P.S. I don’t really have 12,322 unread email messages in my inbox – though Somewhat Frank did when he captured the image!
Creative Commons Image: Somewhat Frank

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12,322 unread email messages. Help! is a post from: Alec Satin on People, Projects and Process

SUCCESS was created by successful people, for successful people with the sole purpose of helping and inspiring others.

Jonny Gibaud had an interesting idea.  Challenge a small group of bloggers to each define success in 2 sentences.  (Adding an image was encouraged but not required.) More than 40 bloggers from around the world stepped forward.  The result is a free eBook which is available to you today.

The eBook has a Facebook page, which also allows for discussions related to the eBook content.

You can download it for free.

Here’s one image from the book:

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What is Success? How do you achieve it? is a post from: Alec Satin on People, Projects and Process

Karen Armstrong has dedicated the remaining years of her life to spreading one  simple idea.  This “golden rule”¹ transcends race, culture, social standing and religion.  It can be applied by you, by me, by anyone.  It requires little time and even less money.  All that’s needed is (1) knowledge of what it is and (2) desire to do it.

You may or may not agree with everything she says, but your peace of mind and quality of life will definitely improve to the degree that you implement the golden rule.  Take a few minutes to watch,  “Let’s revive the golden rule”.  It’s a good use of your time.  You can also access it here.

Karen won a prize at Ted in 2008 enabling her to establish the Charter for Compassion.  I for one am willing to stand up and commit to living the Golden Rule to the best of my ability.  How about you?

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Modern Day Hero – Karen Armstrong – Let’s Revive the Golden Rule is a post from: Alec Satin on People, Projects and Process

1. Golden Rule on Wikipedia.

This article was previously published as Need work?  How to find your next IT Job with Social Media

If you’re looking for work right now, you’re not alone. While Todd Thibodeaux, president of the Computing Technology Industry Association claims that there are 300,000
well paying IT jobs available now, LinkedIn groups and online forums are filled with posts from highly skilled project managers, technical leads and database administrators who are struggling to find work. Can both sides of the debate be right?  The truth is that the technology job market is broken and desperately in need of repair.  You can choose to:

• (a) Complain about it
• (b) Work to fix it
• (c) Roll up our sleeves and do whatever is necessary to find appropriate work for yourself

This post is about option (c).  Let’s get to work.

My credentials to write this guide

This post was originally written for Bas de Baar’s Project Shrink website.  Bas is one of my PM role models.  We share 3 passions: belief in people, belief in the value of good project management, and desire to give back to others. Though I consider myself a small business owner/consultant/contractor, the nature of finding clients is in most ways analogous to finding a full-time job with an employer.  When he suggested I share my latest job search experiences with you, I readily agreed.

Over the last few years, I’ve finally accepted that the job search methods you and I have used throughout our careers no longer work.  In this post you’ll learn what you can do to shorten your search by getting noticed by the people who need what you have to offer.  It’s written from a U.S. perspective and should be useful to you wherever you may be.

Recruiters

(cc Photo credit: Wisconsin Historical Society)

First let’s take a brief look at what won’t work for you.  Recruiters.

Recruiters in the old days (1990s) used to develop personal relationships with their candidates.  When you signed up with them you could expect a thorough pre-interview. This information was used to make sure that you were technically qualified. It was also used to make sure that the recruiter’s submissions to hiring companies were appropriate.  This screening process was a main part of the value recruiters offered to employers.

Today the situation is different. Other than a few exceptional firms such as Kim and Greg Shand’s Vega Consulting in New Jersey, most recruiters rely on resume sifting programs to choose candidates. Few of these recruiters have ever personally met the people they submit to employers as candidates.

More and more companies are discounting the value added by such recruiting companias and are choosing to bypass them entirely. Nevertheless, most IT job candidates are still looking to recruiters as a primary source of possible jobs. If you rely on recruiters, you are playing a numbers game with odds not in your favor. It could take you a very long time to find a position.

Job Board Postings

No matter how qualified you are, when you submit a job board application, you become one out of a vast multitude. Even worse, you have no easy way to tell if:

• The job is still open
• The job actually exists
• The person screening the resumes understands the job requirements

If you’ve been posting to job boards recently, you’ve no doubt learned not to expect any confirmation that your submission was received.

According to a friend of mine who happens to be a recruiter (not with Vega Consulting), each position posted on one of the big job boards can cost $400. In
a time of cost savings this creates a built-in incentive to leave a filled position up as long as possible. Doing so is a cost free way for the recruitment
firm to gather huge numbers of resumes.

It’s good to scan and answer ads. But treat them like a
lottery rather than a sure thing.

To get the jobs that are out there, you’re going to have to find ways to separate
yourself from the pack. You will have to act differently from most others. You will also have to present yourself with more focused materials than you may have used in the past.

What Works

Depressed yet? Don’t be. There are jobs out there, and you can be one of the people who lands one. Here’s what you can to do to differentiate yourself.

For you to start getting offers, you need to have a prep-packet ready with a few key items. All of the items need to be consistent with each other. They need to be truthful. And they need to give a clear and accurate representation of what makes you relevant and of value to the
hiring manager of a company you’d want to work for.

Items in your Prep Packet

(cc Photo credit: Bohman)

Warning!

What you are about to read may sound like salesmanship. Many of us techies have spent years feeling superior to the business and marketing folks.
It’s time for that attitude to change.  You already know that you have to present yourself to others. Why not learn how to do it in an honest, ethical way that is as painless for you as possible?  The good news is that what you have to do is probably less than you think. It also gets easier with time and a little practice.

1. One line verbal pitch

The one line verbal pitch is sometimes called an elevator speech. It’s a clear, easily understood answer to the question, What do you do?

Your pitch should be:

• One sentence – one idea only
• Simple to understand – jargon free
• Geared to the other person

When someone hears your pitch, their response should be some sort of dialogue. If your one line verbal pitch bores you, it will bore them and conversation will stop. That’s not what you want.

You can have a few variations of your pitch to use depending on your audience..

One possible example:

I help people resolve difficult issues on their
technology projects.

2. One line written pitch

The written pitch is intended to be read. This means it can be more
detailed than the verbal pitch. You will use this one line pitch in
all of your written and social media profiles (e.g. Facebook, LinkedIn,
twitter).  You should consider including keywords which match your
areas of focus. If you assume that everything online is indexed
and searchable, including these keywords may bring you to the attention
of someone who needs you. The art is writing this in a way that
still sounds understandable.

Different services have different character limits. LinkedIn allows 120 characters.

Here’s an example:

PMP project manager who resolves quality, delivery and morale issues on PMO projects. SDLC, Virtual Teams, Social Media.

LinkedIn also allows you to include an additional status message. This is a good place for you to indicate that you are actively looking.

Seeking PMO or IT PM position with multiple projects in an energetic environment. NYC or up to 50% travel.

3. One paragraph written description

You’ll use your one paragraph description in many ways. If you are
answering ads, it will be the body of your email response. It is the first section of your resume. It should include:

1. Your one line written pitch (What you do)
2. A few of your biggest accomplishments or strengths (What
   you’ve done)
3. Your additional status message (What you’re looking for)

4. Resume Fashion

(cc Photo credit: Felish Humanus)

Discard everything you know or think you know about resumes.

Is it really so hard to believe that resumes follow fashion? A 1980s resume or cover letter won’t get you laughed at. You’ll just be ignored.

A 21st century resume needs to be prepared for electronic use.
That means it needs to work in Microsoft Word format, Adobe PDF format, and plain text.  No images, pictures, or photos.  These may work in Europe, but
in the U.S. any resume with a photo attached will be screened out on general principle. If you’re smart, you’ll look at your resume as a group of successive screen pages. Each press of the page down key should provide your
reader with something interesting.

Your resume has to be accurate and respectful. Your meaning must come across quickly and clearly. This is most important of all.

Resume Sections

The first section, Professional Summary,
is your one paragraph written description. You can add bullet
points of actual, measurable achievements as long as they are easy to
understand and support your one paragraph written description.

The next section, Experience
Highlights, includes 3-5 specific, measurable recent
achievements.

Follow with the rest of your resume content (i.e. Education, Professional Experience, etc.).

A note about cover letters

Forget them! They waste your time and the time of the person who receives them.

One high level finance person who deals with many candidates spoke of his disdain of cover letters. He hated most of all receiving them as separate attachments in email.  His recommendation: send a one paragraph email with your resume as an attachment. Simple, clean, polite.

Social Media

(cc Photo credit: Additive Theory)

Social networking is about helping others. In the social media world, your true nature will quickly become apparent. Start with a positive attitude and your reputation will be stellar.

For you to gain social network visibility, you will need to be active in a few places.
As a minimum you should have complete LinkedIn and Facebook
profiles. twitter may also be useful for you.  Some people say it’s best to keep away from MySpace.

From this moment on, assume that everything you do on a computer is public
knowledge. If this assumption turns out to be wrong, all the better. But if it turns out to be true, you will be in good shape.

On your profiles you must include a photograph. A flattering one is best. Even a mediocre one is better than none at all. If you don’t have a picture, find a friend to take one. If you don’t have any friends, pay a photographer!

People without photographs on their profiles look like stalkers or people with something to hide. This is not the impression you want to give.

Make a habit of adding connections on LinkedIn with people you like.
You don’t need 500 or 5000 connections. Better to have 5 or 25 connections with people you enjoy staying in contact with than a collection of people you don’t even know. Recommendations will come with time. It’s not necessary to focus on them.

Building your social networks is a long-term, career proposition. Steady effort over time will provide you with something that adds real value to your life.

Groups

This is a cornerstone of your social media job campaign.

LinkedIn

To start, identify LinkedIn groups which are related to the specific job/function you are targeting. To the left of the search box is a drop down.
Select “Search Groups”, enter your keyword (e.g. project management) and go. Pick a few of the resulting groups that look interesting.  After joining, monitor the discussions daily.Whenever you have something of value to contribute, do so. As you get to know people, add them to your LinkedIn network.

Facebook

Next, look for Facebook groups related to your target job. Join one or two and monitor in the same way as with the LinkedIn groups.

Meetup

Finally, look for local meetup
groups related to your job target. These will enable you to have face to face meetings with people in your area and will help you start to get a sense for what companies may have opportunities.

Networking and Direct Contact

Networking may be defined as a mutually beneficial connection between two people who know each other. Possibly you have already contacted all the
people you know and told them exactly what you do, what you’ve done and
what you’re looking for. Consider contacting them again with your new one paragraph description. Ask them for names of one or two people they know who might know someone who hires people like you. These names are like gold.  Check your LinkedIn network to see if you can find these people.
If you have an email address, send them a quick note with your one paragraph description. You can also contact them through LinkedIn.

Summary

These are the very basics of adding social networking to your job search.
Follow these steps and you will be well on your way to your next assignment. More importantly you will have a good foundation for not only your next job, but the ones after that.

My wish for you is that your job search may be short,your happiness broad, and your friends many.

With kind regards,
Alec Satin

(cc Photo credit: Michael Marlatt)

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IT Job Search with twitter, linkedin, facebook is a post from: Alec Satin on People, Projects and Process

Too busy to even read this post?  If you take just 10 minutes right now¹ to review these links, you may find an idea or two that could really help.

Orientation: The Scope of the Problem

1. Work Myths Exposed by Brian Dean in Anxiety Culture.  United Kingdom
   Somewhat bleak statistics regarding work satisfaction and levels of stress on the job.  ”People with stressful jobs are twice as likely to die from heart disease, according to a 2002 study in the British Medical Journal.”
2. Job Stress Management in Helpguide.org. United States
   Provides good background on causes and effects of workplace stress, as well as tips to reduce the impact.  Look to the end for the section, “What can employees do to reduce job stress?”

How Stressed Are You?

1. The Stress Test by Dr. Edward F. Group in Stress, Anxiety and Depression Resource Center. United States

“Are you feeling stressed out? Take the following test to see if stress is causing you problems and if so, read on to learn how to manage the stress in your life.”

2. Preventing Burnout in Helpguide.org. United States

How to recognize burnout, differentiate it from stress, and prevent it.

What To Do

1. Stress Management: How to Reduce, Prevent and Cope with Stress by in Helpguide.org. United States

“The goal of stress management is to bring your mind and body back into balance. By adopting a positive attitude, learning healthier ways to cope, and changing the way you deal with stress, you can reduce its hold on your life.”

2. Stress Management in businessballs.com. United Kingdom

Comprehensive article with practical tips.

On the Lighter Side

Here is a Stress at Work - Office Stress Compilation from YouTube.  Please don’t let any of these things happen to you!

(Photo credit: Stephen Poff)

Free newsletter and eBook by email. Why subscribe?

Dealing with Stress at Work – Solutions Linkfest is a post from: Alec Satin on People, Projects and Process

1. Take a look now – we both know the likelihood is you won’t get a chance to come back to this post.