Between the current New England flooding and the Snowpocalypse in the Mid-Atlantic States earlier this year, 2010 has brought to light the need to remain productive despite weather. Today's post is by Matt Martin, who is Manager, Technology and Services at Ingram Marine Group based in Nashville, Tennessee. He is also a member of The ITK Group, an organization that helps small businesses and nonprofits understand next generation tech and how they can apply it to their organization.

In January and February we were all watching what was going on in the Mid-Atlantic states weather patterns and the amount of snowfall on the Washington DC/Baltimore area was astounding. You know that when an event gets its own Facebook page, its a pretty big deal.

For kids its nice, you get out of school, hang out with friends, play outside in the snow. But for adults, the work doesn't stop. Pay me now, or pay me later. Lots of companies have spent a lot of money to plan for disasters, but most of their planning has revolved around the loss of a facility in the event of a natural disaster. This line of planning got us thinking.

What happens when the facility is fine, but your employees simply cannot get to your building?

Its business as usual for your customers across the country and around the world. But if your people cannot make it to the office, their productivity will slow to a crawl. Typically businesses will supply some employees with laptops so they can work remotely but this is often a small subset of your workforce. Even with these laptops the standard way of connecting back to the office is often via a VPN (virtual private network) that usually requires some type of licensing, or has a limited capacity. IT typically scales these solutions based on current use. So I might have 300 employees but typical VPN load is 10 to 30 concurrent connections at one time so they will size their VPN solution to handle that many connections at once.

In the event of a snowpocalypse or a swine flu outbreak, what are your options?

Simply buying enough VPN connections for all of your employees just doesn't make sense. What you can do is think about deploying systems that are nimble or flexible right out of the box, or go with a solution that could be implemented quickly, at a limited cost.

There are several options, here are three that we have found effective:

SaaS Tools
When I think scalable and nimble I first think of Software as a Service applications (SaaS). These tools are a good example of day-to-day business tools that are also very conducive to workshifting.

These applications are typically hosted at the service providers data center and they are often accessed by a simple web browser. The key driver with these applications is that they are hosted outside of your business which means the service provider has already thought through how to make access to their applications as easy as possible. By using SaaS, your employees already know how to access their data so in the state of an emergency their learning curve is very short. The number of really inexpensive to free services that are being provided today is truly amazing.

A few examples:

• Google Apps - Google Apps is a hosted service that provides email, calendar, basic documents, video chat, and others. Google Apps is traditionally slanted towards smaller businesses but they have had some recent wins with larger companies.
• Highrise CRM - Made by 37signals, Highrise is a drop dead easy tool for managing your businesses contacts and your communications with those contacts. Elegant and thoughtful features make this tool a joy to use.

Citrix GoToMyPC
GoToMyPC by Citrix could be a happy medium for a lot of organizations. The deployment is simple, and the cost at $19.95 per month per user is hard to beat to give your employees an easy to use and secure remote access system. Also, the connectivity doesn't need a VPN solution so it can scale easier than a traditional VPN.  The premise is pretty easy. You sign up for GoToMyPC, no real client install needed, and the system creates an SSL VPN on the fly. The SSL encryption secures the traffic between your home PC and your work PC.  Once the connection is established you can have full access to the desktop on your system at work. This really aids in productivity because you are essentially sitting in front of your system so you are familiar with the tools at hand. 

Microsoft to the Rescue 
For better or worse, when a lot of enterprises think software they think Microsoft. Microsoft is often considered to be strictly on premise software but they have recently come out with some SaaS offerings of their own and they have some nice tools to make working out of the office easier. The drawback to their nonSaaS tools are that they can be technically complex to setup, so do your planning plenty in advance to get these up and running and tested.
A couple of their tools that are specifically designed to support mobile use are Microsoft Office Groove and a new feature in Windows 7 called Direct Access.

Microsoft Office Groove - Groove is essentially a peer-to-peer software tool that allows you to setup an online workspace and then share documents within that workspace. Behind the scenes, Groove replicates the data that has been placed in the workspace between the computers of everyone who has been invited. This gives you the flexibility to go offline and work on your documents, then go back online and sync your changes with the team. See how Microsoft used Groove and SharePoint to support caregivers during Katrina.
 
Direct Access - Direct Access is a new tool that Microsoft released as part of Windows 7. Essentially Direct Access will allow you to drop your laptop onto the internet anywhere and then your machine will automatically create a secure connection back to the home office. Its an end users nirvana but the technical requirements (needs Windows 7 and 2008 Server R2) could make this a challenge for IT to setup and deploy.

So what do you think? Any snowpocalypse or flooding stories you would like to share?

Photo Credit: ndutzan

Today's post is from Phillip Proefrock is a registered architect with a solo practice based in
Michigan P S Proefrock Architecture.  He first explored the idea of coworking in the mid '90s for his architectural thesis, and he currently coworks at the Workantile Exchange space in Ann Arbor.

For many people who want to work someplace outside the company office the options are either a home office or working out of a commercial space, like a coffee shop.  But another option for workshifters and independent workers is coworking space, a dedicated workspace in a group setting that offers a number of advantages for non-traditional workers.

Coworking is a dedicated workspace that is shared by a number of people. They are typically membership-based, but with costs lower than those associated with a small private office.  Usually, membership in a coworking space is far simpler to coordinate and manage than a private office would be, and offers far more flexibility.  Coworking spaces typically offer amenities including wifi access and copious electrical outlets, as well as desks and work seating.  Most also have conference rooms, storage lockers, and are in closer proximity to other businesses and services.

While a home office can be set up to provide many of these features, the isolation of being alone away from the company of other human beings can be a drawback to home office spaces.  Coworking provides a space where work is the primary focus of the space, unlike a coffee shop where it is incidental to the main business of the space.  Being in the company of other people is something we humans like, even if we aren't doing anything directly with any of them.  Home offices can be isolating, and having a place to go and be where other people are working can be surprisingly energizing.

Some people may be able to find this degree of social connection with the other regulars at the local coffee shop.  But the social contact with other workers, even if they are not business colleagues, and being in an environment that is intended to be productive workspace, rather than an appendage of a commercial enterprise, are definite advantages a coworking space provides.  Coworking also sets up synergies and networking opportunities that occur naturally in the course of meeting other people.

Coworking has really only started over the last decade or so.  There are coworking facilities in many major metropolitan areas, with more being developed.   Coworking is certainly not the solution for every worker. But for many workshifters, it can be a solution that serves needs better than the other, more familiar options.

What are your thoughts? Do you cowork?


Photo Credit: Workantile Exchange

Success leaves clues. It is amazing to me how many folks I meet believe success is luck or happens by accident. In my experience, this is not the case. Look at the folks in your arena that are superstars. The common threads that these men and woman posses enable them to step away from the masses and accomplish something great.

Work ethic, definiteness of purpose, and a positive attitude are always at the top of the list for these overachievers. What we often overlook, is the common traits that keep people average. They are Procrastination and Excusitis. These are the plagues of the mediocre.

Procrastination has long been an enemy of success. It is so easy to trick ourselves into believing there is an endless amount of time when no one tells us to clock in and clock out. Procrastination is the little voice inside our heads that whispers "you can do it later."  

Symptoms:  

• Most open browser windows have nothing to do with a current project.   
• Must have all the ducks in a row before beginning work. Details get in the way of the overall goal
• Days go by without getting priority tasks accomplished.  

Treatment:

• Focus on being productive not being busy. Pick small achievable goals to accomplish.  
• Write down daily goals and keep keep them visible. This creates a sense of urgency.
• Minimize "time thieves." These are the tools like IM, facebook, and twitter (the web in general) that sap our time. Use tools like Rescue Time to see where your time goes.

The second failure disease is Excusitis. Successful people have a a different perspective on excuses. They use them as motivation to win instead of cause to lose. A person with Excusitis will find circumstances as the "why" they cannot succeed. Common excuses used are economy, weather, government, intelligence, money, and background.  

Symptoms:

• Victim mentality. Belief that the world is out to get you.  
• Blame everything on others.  
• Believe luck is the author of success.  

Treatments:

• Don't compare your weaknesses with others' strengths.
• Don't pass the buck. Take personal responsibility.
• Change the perspective on your circumstances. Turn the excuses into reasons.

These simple remedies will cure the toughest failure diseases. What medicine have used to stay healthy and productive?


Photo Credit: Shawn Zehnder Lea  

No matter how liberating it is to work remotely, I'm sure most Workshifters would agree that we all have those days where we long for the traditional official environment. Whether it's the unannounced "drop-ins" from family and acquaintances during business hours, or the added pounds around the waistline as a result of coffee shop food, sometimes the office just seems like it would make everything better.

I realize that this is a typical "grass is always greener" scenario - after all, for each one of the points below it would be easy to craft a counter argument for Workshifting. Nonetheless, in my moments of Workshifting weakness, here's what makes me long for the office:

1. Missing out on the watercooler chats and updates from coworkers lives. Same goes for the meeting before and after the meeting. Sure, social media can make up for these conversations, but it's just not the same as catching up on each other's lives in person.
2. The body language cues during meetings. Let's face it - conference calls can be a huge pain. Next to making sure you can understand everyone clearly and trying to make out who exactly is talking, we're missing out on all the "between the lines" stuff that's going on. Not being able to see people's reactions during meetings can be a huge disadvantage.
3. Being able to access files instantaneously instead of waiting on slow server downloads and dealing with finicky VPN connections.
4. Unexpected client drop-ins at the office. Those unscheduled visits by clients and vendors are huge relationship builders and pretty rare when you're Workshifting on the road.
5. The 11th hour cram sessions where everyone in the office is working together to get a project done on time. That energy is hard to replicate when you're sitting at home or among strangers in a coffee shop.
6. Having an IT person to rely on to fix those crazy computer issues that pop up.
7. Office potlucks. Sitting at home in your bathrobe and noshing on some brownies just isn't the same.  
8. Listening to "Morning Edition" and "All things Considered" on the drive to and from work. I really miss the commuting time to catch up on the day's events and wind up and down from work.
9. Those late Friday afternoons when everyone is crashing and just longing for the weekend to start.

What about you? Do you have these "grass is always greener" moments?

Photo Credit: Stewf

Today's post is from Scott Nesbitt. Based in Toronto, Canada, Scott is a workshifter and writer of various things. He maintains a blog devoted to freelance writing at http://weblog.scottnesbitt.net

The essence of workshifting is being small, mobile, and self contained -- the ability to work anywhere there's a table and wifi. Sometimes, though, working out of a coffee shop or a public library or your home office loses its luster. 

There might be too many distractions. You might fall prey to the loneliness of the solo workshifter. You might need a more structured environment in which to work. Whatever your reasons, you just need to go somewhere else for a little while.

But renting an office, especially if you're only going to use it a few times a week, can be expensive. Instead, consider a more affordable and flexible alternative: a coworking space.  

A coworking space?
Imagine an open-concept workspace that's made up of floating desks. Instead of being populated by the staff of a cutting-edge startup, the space is used by independents and freelancers of all stripes. They use the place at any hour, and as frequently (or not) as they like.

That's the idea behind coworking. It's been described as starting with a shared office and adding cafe culture. Coworking goes beyond simply sharing an office. It also offers the opportunity to mix with professionals who share your interests and values. 

Coworking isn't a new concept; the idea has been around since the dot-com days. But with more and more Internet-based workers and workshifters out there, coworking spaces aimed at them have started popping up in major cities.

Why a coworking space?
There are a number of reasons. Using a coworking space is less expensive than renting an office. Depending on the space, you could be paying anywhere from under $100 to around $300 a month. Try finding decent office space that cheap!

Workshifting can be lonely -- even with email, Skype, and instant messaging. With a coworking space, you get the kind of positive vibe you'd find in a regular office. But you don't get everything else that goes with working in an office. And there are opportunities galore for collaboration and networking.

On a slightly more practical note, a coworking space gives you a slightly more professional location where you can meet with clients. Many coworking spaces can also act as your company's mailing address. No worries about missing the delivery of that package or registered letter that would normally come to your home.
 
If you're a workshifter who frequently travels, then coworking can be a good option. Assuming you're in a city with one or more coworking spaces, you can often use a coworking space by the day. It can cost you anywhere from $25 and up. A number of coworking spaces offer a coworking visa. The visa allows you to use a space in another city free of charge or for a nominal fee.

What should you look for?
Here are the basics that you should look for in a coworking space:

• Price: Ideally, my price range is between $100 and $300 a month.
• Flexible plans: Not all workshifters will use a space every day. Look for a space that offers packages that give you a set number of hours of use per month.
• Wifi: Something no workshifter can live or work without.
• Facilities: In addition to having enough desks, a good coworking space should have meeting rooms, equipment that you can borrow or rent, a basic kitchen, and good security.

Where to find more information
The best place to find information about coworking and coworking spaces around the world is the coworking wiki hosted at PBWorks. If you use Google Wave, there's a wave devoted to coworking, and there's also a Google group and a group on LinkedIn. The Coworking Community Blog posts news and information about coworking spaces.  

And don't count out other workshifters you might know. Ask around. You'll be surprised at what you find out.

Do you use, or have you used, a coworking space? What are your thoughts?


Photo Credit: BrianR

SXSW was a great place to network, learn and do business.  I was not sure how much work I would be able to get done and was a bit skeptical about the wifi at the Austin Convention Center, but was pleasantly surprised.  There were outlets everywhere provided by Chevy, plenty of tables and chairs and reliable wifi.  





What are your thoughts? How did you workshift at sxsw? 

Today's post is from Matt Hunckler, the Co-Founder and Chief Evangelist for Repurify.com, a unique online boutique that offers only the safest, most effective non-toxic personal care products and cosmetics. Matt is also a maven of new technologies and works for an innovative cloud computing company to help businesses realize greater efficiency and scale.


Have you ever been in the zone? You know what I'm talking about - those magical times when things just seem to click and you find that perfect, productive flow. These moments may seem fleeting, especially with all of the projects that we as Workshifters often have to juggle. Yet, there are things that I've found can help you get "in the zone" more consistently to increase productivity and give you a more inspired work experience.

You've probably already heard all the "peak-performance" health tips: eat only healthy foods, drink lots of water, exercise every day, and get plenty of sleep. But let's face it, if you're a high-performing individual, you can't always get a full eight hours of sleep and it's not always that easy to prepare yourself that veggie wrap instead of hitting the corner deli at lunch.

In this article, I take a look at some of the techniques that can quickly get you going in the right direction to tackle your daily to-dos more quickly while producing A+ results. Finding your optimal frame of mind isn't easy, but if you break down a few of the fundamentals of personal performance, you can actually triangulate your mental, physical, and emotional states through a process I like to call "frame shifting." 

Step 1: Make meaningful movement.
So when I say "meaningful movement," what am I talking about?

Think purpose. If you move with purpose, you can trigger all kinds of healthy productive thought processes and emotions. Think of it as knocking over the first domino in the domino line.

Breath and posture are the foundation of many well-known physical and mental disciplines like Tai Chi and yoga. While I don't have any yoga mats or Zen gardens, I've found that I can greatly increase my energy level by managing my physiology. By taking deep breaths and maintaining a healthy posture, I'm better prepared to tackle my toughest tasks and handle the inevitable stresses of the day.

Sitting up straight will keep you more alert and energized than slumping our slouching at your desk, coffee table, or wherever else you place your laptop. It will also help improve your breathing, which should be deep, consistent breaths from the diaphragm - not the stomach. I like to take 3-minute breaks at least twice a day to focus on my breathing. This helps me gain perspective on whatever mission-critical work I'm tackling that day.

If you can consistently move your body in a specific way as you get into your flow, you can create what's called a physical anchor. This means that your deliberate movement acts as a stimulus and your desired state change is the reflex, or response. Anchoring can be extremely powerful, as it can accelerate the entire process of getting in the zone.

Step 2: Optimize your mentality.
While your physical activity may eventually become an automatic trigger or anchor for your productive state, it's important when you're just starting out to be very deliberate about your thought processes. What kinds of thoughts and feelings do you have when you're in the zone?

Create mental barriers between companies or major projects. I like to create separate to-do lists and keep a separate notebook for each of the organizations to which I contribute. Not only will this practice of compartmentalizing your life make it easier for you to focus, but it also makes it simpler for you to find that recent ingenious idea you want to revisit.

You can further compartmentalize your work by moving to a new location where you can associate yourself with specific types of work. For example, I work on my non-profit work on my couch at home, my personal project work at coffee shops and bars, and my cloud computing work at the corporate offices. The more consistent you can be with all of your environmental factors, the quicker you'll be able to get in the right frame of mind to be productive and creative.

Step 3: Master your emotions.
Now that you're moving and thinking like a pro, it's time to take it to the next level by tapping into an emotional attitude that supports your forward progress.

Find your "why" - the people, causes, and things that give meaning to your life. Remind yourself of your short-term and long-term goals with visual and verbal cues. These could include pictures, charts, slogans, or whatever serves to help focus your energy.

It's also a good idea to take a look at how far you've come. Remember the days before you had your first client, project, or published work? You're constantly evolving and progressing, and that's something to be excited about and encouraged by. Don't sweat it that you're not perfect yet. Pay attention to and applaud your progress.

Music is an amazing tool when it comes to mastering your emotions. We've all had the experience of hearing a familiar tune and instantly being transported back to a very specific time or place. This is a form of emotional anchoring. Use it to your advantage.
Music and visuals not only help you get to your state of flow, but they also help block out productivity-sapping distractions. I steer clear of music with lots of lyrics, but you may be able to mesh this with your work style. Try using set-it-and-forget-it music tools like Pandora to help you stay focused on your work, rather than puttering around until you find your "perfect playlist."

Bring it all together.
Now that you have some tools, it's time to bring it all together into a deliberate, well-practiced pattern to get you in the zone and working through your to-do lists.

The important thing is to track what works. When you get in that rhythm - that magical state of flow - pause a minute and notice what you're doing. What's different? What did you do immediately prior to getting in this productive/creative/inspired state?

Once you find what works, use it consistently to get yourself going. With practice, you'll be able to triangulate your body, mind, and emotions to frame-shift into that perfect, productive state- the zone - where you can more easily do the things you need to do to reach your goals. 

What are your thoughts? What do you do?


Photo Credit: SpaceAmoeba

We have been advertising GoToMeeting in airport terminals and in airline magazines for many years.  Initially we lead with "Do More Travel Less" messaging.  For good reason, the airlines asked us to modify the message to speak more appropriately to their travel audience.  We adopted the message on a case by case basis, and one example of that was "Down Time is the new Up Time".



I am sensitive to the fact that travel industry is facing very challenging times.  However, by eliminating all GoToMeeting messaging, they are basically saying that travelers are so naive they will not possibly know these tools exist, so let's be really quiet and maybe they wont find out!

American Airlines considered our messaging to be "anti-travel".  Ok, I have to admit that if I were in their shoes, I'd see it that way as well.  Admittedly, my company's travel costs have declined as a result of using online meeting tools.  However, we still very much need to travel to see clients, family, friends...in other words, we are still human.  The new tools just allow us to be more selective about when we travel.  American needs to spend time getting at that information.  Which travel are we foregoing versus when is travel necessary?  If I was marketing for the airline, I'd get to that information and message to it.  I believe a climate where technology is promoted and integrated into the travel experience is a much more effective use of resources than viewing them as contributing to the demise of the travel industry.  We offered to change our messaging, and still, they declined.

Our latest airport creative in running at LAX and it speaks to the ability to present from anywhere...even while you're naked

 

It's not anti-travel, it's anti-ignorance.  What it says is you have the freedom to present, and the location is irrelevant.  I have used online meeting tools to present from an airport and even on the plane.  It's such a better use of my time when I travel to know that I can conduct business seamlessly.

I expect an airline to embrace technology, so as to improve the travel experience.  In a prior post I wrote about how we are all in the Unified Experience business.  Airlines are no exception.  This would have been a great opportunity to acknowledge that customers have a choice, and when they do need to travel they will encourage the use of the tools that help make the most of their trip.  A perfect example is GoGo Inflight internet access.  It's wonderful to be able to work in real time from an airplane.

We work with lots of great airlines and airports that have embraced technology and online meetings.  Here are a few:

Alaska
SouthWest
United
Virgin

Los Angeles
San Francisco
Chicago
Miami

As Workshifters and business travelers it is our responsibility to be an effective voice.  I don't recommend you read this and then bash American in the blogsphere.  See this as an opportunity to reach out in a constructive format and ask them to encourage the use of technology and even to consider promoting it.

American Airlines is still my preferred airline when I travel.  I'm going to stick with them because I believe they will come around. 

How will you help? What are your thoughts?
 

I used to get so worked up when preparing for a long trip. This feeling of a thousand pounds would start to weigh on me as I thought about what I needed to pack and how much of it I needed to take with me. Do you ever feel like that? I am not one to just throw clothes in a duct taped garbage bag (a la Tommy Boy), so I searched for a simple, efficient way to pack my carry-on with enough clothes for a week. I tried rolling my clothes up like a boy scout going to camp, I tried folding them in little squares like the metro clothing stores in the mall, and nothing seemed to work. Everything I tried, either took up too much space or made my clothing look like I had slept in them for three days. That was until I discovered the bundling method for packing.

This process allows you to reduce the used space of your packed clothing to smaller sizes without decreasing the volume. This method also minimizes wrinkles, guaranteeing you will show up to your client meetings or presentations looking first class. Last year we traveled to South Africa and Swaziland and I was able to pack for eighteen days into a medium suitcase and a backpack. The amazing part about the trip was, I actually had room in my bag for all the souvenirs I bought to bring back.

Below, I have included a few resources that will help you learn how to save space and travel efficiently.


onebag.com



What are your methods? Thoughts?
 

Workshifting, by its nature, is an oddity. Few things can be expected or depended upon. The veteran workshifters in the audience know what I mean. Just because you work from home, or from a coffee shop, or from a boat in the Mediterranean, it doesn't mean you're in control.

I've been workshifting since long before I'd ever even heard the phrase. Over the years, only one thing has remained constant; the need for flexibility. There are distractions, interruptions, things breaking, other things that need fixing, dogs barking, kids whining, repairmen knocking...you get the idea. The only way to successfully manage the potential workshifting chaos is to plan for unforeseen situations.

Naturally, the very concept of something that's unforeseen is that you don't see it coming, so planning for it feels a little absurd. You don't need to try to plan for every hypothetical situation, just a few of the more likely ones.

In my world, likely situations are things like broken Internet, my dog barking in the middle of a meeting or phone call, accidentally meeting an acquaintance at the coffee shop (and the ensuing long conversation), or maybe even a hardware issue that our remote IT department can't fix immediately.

Contingency plans for different situations can take any form. Maybe it's another location where you can get a reliable Internet connection until your home Internet is fixed or a specific "script" you tell your acquaintance to keep the conversation short. My own contingency plans involve two secondary options, just in case one doesn't work.

• Broken Internet: (1) Sippers Coffee or (2) a local business with an open cubicle with whom I've built a good relationship. (Option 3 is McDonald's.)
• Surprised by acquaintance: (1) Tell them I'll see them on Facebook or (2) step away to the restroom for a moment. (Neither is dishonest, just strategic.)
• Hardware issue: (1) Have a second Macbook ready to roll or (2) use my wife's computer. (It helps to use mostly web applications so there's less to replace.)

I've found that the best contingency plans are simple and quickly executable. What do you do?


Photo Credit: Hybernaut

Today's guest post is by Diane Stegmeier is founder of Stegmeier Consulting Group, a consultancy focused on workplace change management. She is author of the book Innovations in Office Design: The Critical Influence Approach to Effective Work Environments, which was ranked the #1 Favorite Workplace Strategy Book by Amazon readers.


I recently had an invigorating conversation on a flight home from a client engagement. After the preliminary exchange of questions with the 50-something business executive sitting next to me ("Flying out or returning home?"; "Business or personal trip?"), we began chatting about our respective jobs. He asked, "So, what do you do?" Ordinarily, when I give my standard answer of, "I am a consultant in workplace change management," the reaction I observe is the classic 'deer in the headlights' look. It's frustrating, but I've become used to that being the end of the conversation because many people don't understand the shift to a more flexible workplace. Imagine my surprise when his reply was , "My company is considering an alternative workspace environment. Do you feel that Web commuting has become mainstream?"

Wow, I knew right away that the conversation would be a breath of fresh air. But the truth is, more frequently I'm standing face-to-face (or having a virtual discussion in this "work is what you do, not where you do it" business world) with senior business leaders who think they need to decide whether or not to allow staff members to work outside of their assigned workspaces. Employees are already conducting their work in a variety of places.

In fact, Stegmeier Consulting Group's workplace research has revealed that the average employee spends 63 percent of his or her business day working anywhere but their dedicated workspace.

A big struggle for executives is not knowing how to move off dead center...where to begin in developing a workshifting initiative. The challenge is creating the appropriate infrastructure--technology, security, policies, behavioral protocols, performance management, etc. -- to best support the distributed workforce in how, where, and when they perform their jobs.

It may seem a daunting task, but it is well worth the effort. With a strong business framework for workshifting, companies can benefit from both cost savings and the maximum level of employee productivity and satisfaction.


Benefits of a workshifting policy:
When I'm working with clients who are creating new workplace strategies, I draw from the findings of Stegmeier Consulting Group's 10-year research study of 140 organizations in 24 diverse industries. Applying best practices in developing and implementing workshifting initiatives ensures the client will significantly reduce workplace costs and improve employee productivity. Powerful ammunition, indeed!

Cost Reduction:

• Operate more productively with fewer resources.
• Analyze workspace utilization and refine workplace strategy based on actual usage.
• Establish business continuity strategy.
• Offer low-cost employee perks to offset reduction in company-paid healthcare coverage.
• Reduce energy consumption through corporate-wide Green initiative.
• Enhance security and control to prevent costly compromise of data.
• Implement productivity-enhancing technology and provide 24/7 support without increasing IT staff.
• Eliminate up-front costs of purchasing hardware and installing software by adopting browser-based solutions

Performance Improvement:

• Increase productivity through teamwork and collaboration despite the location.
• Improve employee morale.
• Provide staff more choices and control to balance work-life.
• Create a workplace to attract, inspire and retain talent.
• Accommodate the needs of the multigenerational workforce.
• Enhance employee access to company information where and when they need it.
• Challenge managers and supervisors to focus on the results, rather than on the tasks of their direct reports.
• Reinforce the corporate values of trust, teamwork and customer centricity.

How to Begin:
In one particular company, the senior business leaders struggled with how to begin creating a workshifting strategy. The executives knew the enterprise could benefit from enabling a greater level of workforce mobility, but were hesitant to jump headfirst into a new workplace strategy they felt could disrupt business operations and distract employees from their work. By developing and implementing a pilot workshifting program, rather than starting out by instituting a major enterprise-wide initiative, the client could focus on clearly understanding how to best support a manageably-sized group of 67 mobile professionals, refining the model and reaching informed decisions prior to launching a more formalized mobility program to other individuals within the company.

To prepare members of the workforce who were selected to participate in the pilot study, Stegmeier Consulting Group conducted a series of training sessions focused on company-specific issues and requirements called "From Resistance to Results: Guiding Business Leaders on Managing in the New Workplace™" (for senior managers and directors), "Mobile Workforce Management™" (for supervisors and managers) and "MobilityWorks™" (for individual contributors).

A conservative approach was also reflected in the amount of time people could work outside of the corporate facility. Individual contributors were given the flexibility to workshift two-to-three days per workweek. Managers were given the option to workshift two-to-three days as well. Supervisors, hesitant in trusting their direct reports who were out of sight, helped set the pilot program guidelines for their own job category and committed to workshifting at least a half day per week. Senior managers and directors, who ordinarily traveled on company business three-to-four days per week, agreed to spend some of their non-travel time working in the open, collaborative spaces in the pilot work area.

Hard Benefits:
Stegmeier Consulting Group conducted work-time studies prior to the initiation of the pilot workshifting program to establish baseline metrics for employee productivity. We repeated the work-time studies approximately six months following the pilot launch and discovered strong improvements in several critical areas:

• A 37.6 percent reduction in the length of staff meetings
• Managers had an average decrease in interruptions of 43.2 percent
• Individual contributors saved an average of 6.3 hours per week in commute time
• Individual contributors re-invested an average of 4.5 hours back into their work tasks
• Supervisors logged an average increase of 90 minutes of planning, goal setting and strategizing per week

While this client eased into a pilot workshifting trial period, once the cost savings and performance improvements were evident, the senior leadership team had a high level of confidence to quickly expand the program to leverage the many benefits of workforce mobility. Within 18 months, the organization had nearly 250 people enrolled in its workshifting program, when originally only 67 individuals were enrolled.

Over the years, I've struggled with how best to describe my work. The next time a person sitting next to me on an airplane asks what I do, I'm going to test a very simple answer--"I help our clients significantly reduce workplace costs while improving workforce productivity." Perhaps, the 'deer in the headlights' look will be replaced with a green light for continued conversation.

Listen to this podcast to learn how to present a business case for workshifting, or for a more in-depth look, read, "The Business Case for Web Commuting: How to Reduce Workplace Costs and Increase Workforce Performance."


What are your thoughts?
 

Today our post is from Tom Harnish, who is a telework evangalist, writer, and researcher at the TeleworkResearchNetwork.com. He co-authored the popular press book, Undress For Success--The Naked Truth About Making Money at Home (Wiley 2009).

Sad, but true, U.S. broadband penetration ranks 15th among the 30 top industrialized nations, according to the Organization for Economic Co-operation and Development (OECD). In terms of affordability, our broadband ranks 8th. And 10 countries advertise faster download speeds. In Japan, for example, 1,000 Mbps top speeds are available compared to just 50 Mbps in the U.S


The FCC, is determined to reverse this disparity. They've just announced a plan to create a high-speed digital highway that could be as significant for workshifters--for everyone, really--as the Federal-Aid Highway Act of 1956 that created the nation's highways. The average U.S. broadband speed is currently less than 4 Mbps. Julius Genachowski, FCC's chief, wants to see 100Mbps speeds in 100 million American homes by 2020.

It's hoped that the new communication infrastructure will spur innovation in the same way electricity and transportation networks encouraged innovation in the past. But some argue these investments don't make economic sense, and many are irked that Uncle Sam is about to invade an arena that belongs in the private sector.

In my opinion, the FCC's efforts are justified by the potential benefits to the environment as well as the energy, healthcare, education, and transportation industries. Even small improvements in these areas could justify the government spending. In fact, broadband has already become the medium of choice for the news, music and video industries; and broader access to high speed distribution will only encourage growth in the media world.

The OECD concludes in a recent report, "On average, a cost savings of between 0.5% and 1.5% in each of the four sectors over ten years resulting directly from the new broadband network platform could justify the cost of building a national point-to-point, fiber-to-the-home network.

Hi-speed virtual highways, for example, can help energy providers and users understand supply and demand in real time and adjust consumption automatically based on price change broadcasts.

As our population ages, our health-care system is faced with pressure to improve quality, accessibility and outcomes in a cost-effective way. Broadband makes possible doctor-patient interaction at home, including health monitoring, remote consultation, and intervention.

Today there is no wide scale way to collect traffic data, analyze it, and pass the results along to commuters to help them alter their routes to save time and money. But more, broadband can dramatically reduce the traffic and maintenance demands on our transportation infrastructure.

Broadband is already changing education. Digital learning resources are now available so, for example, you can audit courses at Harvard and MIT, to name just two universities with growing catalogs of online material. Indeed, there are already several virtual secondary schools and colleges that exist only as administration, teachers, and students connected by the Internet.

If there's an industry to watch that will have a huge impact on your future, it's broadband. Not just change, but the rate of change--the acceleration--in progress will drive developments unimaginable today.

Bandwidth--in whatever form--is, and always has been fundamental to innovation. Congestion on the roadways already constrains our nation's growth. Congestion on the information highway will strangle it. If we expect to continue as a global leader, world-class broadband needs to be a national priority.


What are your thoughts?

We often ask people where they like to workshift. But we don't ask an arguably more interesting question: Why do you hang out there?

I know one colleague whose favorite location is a social Starbucks because it's a great place to identify potential clients. Another person flees the office for anywhere quiet where she can put her headphones on and work without distractions. A third is moving from an office that's too quiet into a new, open workspace humming with the energy of entrepreneurs. My favorite spot? The National Mall, where I can puzzle out business challenges and work through blog post ideas while enjoying fresh air and the endorphin rush of a long run.


So what are your criteria for a good workshifting space? Here's a short checklist:

Friendliness
•    Are workshifters welcome?
•    Are the staff and regulars open to newcomers?
•    When traveling, will the locals give you advice about what else to do in town?

Energy
•    Is it abuzz with conversation, sharing, and collaboration?
•    Is it a quiet place where everyone will leave me alone?

Comfort
•    Tables
•    Big Chairs
•    Lounge Space

WiFi
•    Yes (free)
•    Yes (fee)
•    No
•    Intermittent

Outlets
•    Lots
•    Some
•    You must be there at opening time to snag one

Business Worthiness
•    Is it a good place to grow my network?
•    Do my prospective clients hang out here?


This is just my starting point. What would you add?


Photo Credit: Drama Queen

"If only I had that netbook/iPhone/Blackberry/miFi/VoIP/Macbook/digicam/other-cool-gadget, then I would be able to work from anywhere."

I used to believe that I was comfortable working from anywhere, because I grew up in an era where the tools to do so were readily available to me. But then, I started noticing that there were people around me, who had access to the same tools, but that were not using them to achieve location independence.  This led me to a realization. Tools don't make a workshifter.  Giving a man a hammer and a saw does not make him a carpenter. Similarly, giving him a smartphone and a laptop does not make him a workshifter.

Workshifters are a special breed.  While many romanticize the idea of telecommuting and location independence, a small minority actually take advantage of the opportunity.  Perhaps this is because not everyone has that luxury.  Maybe some people would like to workshift, but don't have the tools.

I don't buy it.  Look back through history and you will find workshifters in every era.  Do you think Plato wrote the Republic from the office?  Da Vinci may have painted the Mona Lisa in a studio, but his sketchbook was filled with sights from all over.  Workshifting.com's own AJ Leon talked about how Winston Churchill was the greatest workshifter of all time.

None of these men had access to the internet, Blackberries or Basecamp.  The workshifter's greatest tools are his own personal traits.  Here are just a few of the traits that a workshifter needs to be successful:

1) Flexible
Workshifting means being able to work anywhere under any circumstances.  If you need rigid routines and structure to accomplish work, then you need to work on your flexibility before you can consider the workshifting lifestyle.

2) Ability to deal with uncertainty
The challenges of working from outside an office usually aren't obvious until they arise.  Dead batteries, spotty internet connections, sudden mobs of teenagers invading the Starbucks you're working from, bumping into old or new friends.  Any of these can happen at a moment's notice while workshifting, so workshifters need to be able to deal.

3) Being on the cutting edge
Plato may not have been a big technologist, but I bet he knew exactly which inks and papers travelled best.  A minimum amount of tech savvy is required for being a workshifter, because you need to be able to solve tech problems when they arise, and also because being at the cutting edge gives you an advantage, and lets you stay competitive.

4) Being comfortable with solitude
The typical workshifter doesn't enjoy the camaraderie of a packed office. Instead, he works alone. Even when he is surrounded by others in a cafe, or other public place, the people around him are usually strangers, and while being surrounded by them might be comforting to some, the work of a workshifter is generally solitary. This means fewer people to bounce things off of. Less moral support on a particularly difficult day. A true workshifter needs to be comfortable in his solitude

5) Self-motivated
Workshifters are self-starters by nature, or they learn to become self-starters.  If you depend on the 9-5 clock to get work done, you'll be in for a nasty drop in productivity once the clock no longer holds any real power.

6) Creative
Workshifters are generally creative people, because they often work in creative industries, but the creativity goes beyond the subject of their work.  They also need to be creative in problem-solving, find creative ways to motivate themselves, and generally just need constant creative stimulation to keep them fueled.

Anyone who has worked in an office has seen the legions of workers with their laptops and Blackberries, all of whom come in at 8, and leave at 6, and who essentially use these devices as ways to not pay attention during meetings.  Give someone who's not a workshifter by nature the tools to workshift, and s/he will use them from the office.

There's nothing wrong with this, in and of itself. But it's important to realize that those tools, while they may help in the workshifting process are not essential to it. Having the tools, does not a workshifter make!

What are your thoughts?


Photo Credit: Orionlee

Today we have a guest post from Brent LaSala who is Citrix Online workshifter.

Recently I had the privilege of workshifting with Eric Bensley, a good friend and co-worker at Citrix Online.   As a permanent workshifter based in San Francisco, this was a rare opportunity to assess the dynamics of working from home with a teammate.  Needless to say, there were a few lessons learned.
 
Eric arrived at my apartment Monday morning around 10:30am, just as my alarm was going off... Only kidding, David (my boss), it was more like 7:30am.  We cooked a delicious egg scramble because we're a couple of well-rounded, domesticated gentlemen that function best with high blood sugar levels.  It's not relevant to my post, but let's face it, cooking your own meals is a major workshifting perk that keeps extra change in the piggybank and adipose tissue off your finely sculpted abdomen.
 
The day started out great.  We were energized, excited for the work day, and before long were bouncing (brilliant?) ideas off one another while pounding coffees.  By about lunchtime we noticed a few 'home-dwelling' behaviors/sounds not ideally suited for a prosperous work environment.  A knowing glance of discomfort, coupled with some form of verbal outcry was typically enough to relay a message of disapproval.  Video production is a small hobby of mine, so by about the 4 o'clock hour we were inspired to make the following tutorial on workshifting etiquette, only 'slightly' exaggerated.  Hope you enjoy!

Two business researchers have a study coming out that suggests that many workers are afraid to speak out lest they be mocked by their peers and bosses. According to an HBR blog post, "we relentlessly work to avoid 'image risks,' ... In an analysis of responses from 425 employees in a variety of U.S. businesses, Yuan and Woodman found that worries about image risk significantly diminish employees' innovativeness."

In other words, people think shutting up is smarter than speaking out. And, in their workplaces, they may be right--which underscores the need for a broad culture shift to ignite innovation.

Can workshifters form the vanguard of this new movement?

This isn't an idle question. I was working on my own long before workshifting was a word and telecommuting was an acceptable business practice. I've found that workshifters innovate every day by trial and error, from testing new markets to tweaking our bookkeeping systems to something as mundane (but critically important) as figuring out the best way to recharge multiple devices on the go.

And we have one more big thing in common: we dare to be different.

Does workshifting make you fearless? If so, why?


Photo Credit: Man's Pic

Like many people, I spend a lot of time traveling.  And, I don't mind it but I'm always looking for things or ways to make traveling a bit more like home.  It's amazing how one or two little conveniences can relieve insecurities when you're in an unfamiliar place, new hotel surroundings, etc.

Interestingly enough, the topic came up at a recent conference.  What do you travel with that makes life a little more bearable so you can focus on the task at hand...which is work?  Here's what we came up with:

1.    Outlet - Maybe it's just the hotels I frequent, but they never seem to have enough outlets or they have them in the wrong places.  That's why I carry a 3 plug extension that also has 2 USB outlets.  It's small and I don't have to worry about cords all over my hotel room.  I can get work done and charge my gadgets at the same time.

2.    Book Reader - After listening to my friends rave about their electronic readers, I'm gonna have to break down and get one of these.  And now, there are many different kinds to choose from.  Besides the obvious advantage of not taking up a lot of space, there were a couple other benefits that intrigued me.  One was always having the latest and greatest sellers available; you can also pre-order books and have them delivered right to your reader.  But the biggest for me was the reader will stand up on a table.  I often travel alone and eat meals by myself...so being able to have something to read is important.  Having a reader stand up on a table is a great solution.

3.    Coffee (or tea) - There's nothing worse than waking up to terrible hotel coffee or tea.  In tiny cups.  So if you're like me and need that morning caffeine - even before I venture out to find a Starbucks - bring a couple of small disposable condiments with you.  For example, I'm a big fan of vanilla - and I've found vanilla instant coffee, vanilla creamer and even vanilla flavored sweetener.  Friends have done the same with their hazelnut fix.  And, I bring a travel size coffee mug.  I can use it for water on the plane then coffee in my room.

4.    Exercise - I'm not as good with this one as I should be but I do try to get in some exercise when I'm on the road.  And because sneakers can be bulky and hotel gyms can be expensive, I bring resistance bands.  They really work, take up virtually no space and I can exercise in my room.

5.    White Noise - Getting a good night's sleep is essential.  Otherwise you'll need to pack a lot of coffee (see #3).  One of the things that helps me sleep is having noise, similar to house noise, in my room.  I have apps on my iPhone that create white noise (or other sounds) to help me sleep.  If you don't have an iPhone, there are travel alarms that include a white noise feature.


Whether you're gone for one night or a week, being comfortable when you travel allows you to be productive and do your best work.  What comforts of home do you bring with you when traveling?

Photo Credit: ThinkPanama

This blog was designed to serve the Workshifting community with relevant information contributed by the community, and when appropriate mention our services.  However, every now and again a really interesting and useful fact lands on my desk that I feel compelled to share.

The graph represents Citrix Online's internal use of GoToMeeting and GoToWebinar compared to our Average Travel Spend per Head Count.  The reduction in our Average Travel Spend is significant as our use of online meeting tools has increased (special thanks to Scott Allen).

I thought it would be useful to pull back the kimono and show internal data that demonstrates the value of online meeting tools.  I feel like I should add the disclaimer, "...individual results may vary".  However, I don't believe that to be true.  There are many choices as it pertains to Workshifting tools, and plenty is being written about adoption.  Once put into practice, whatever your tool of choice, the impact can be significant.

However, ROI for online meeting services is not always measured by a reduction in travel expenses.  In many cases your travel may increase because your use of the tools has allowed you to interact with an even greater number of clients and potential clients.  If you're that person, ROI could be measured in terms of an increase in Leads, Gross Revenue or Bookings.  For many others, ROI is defined by Productivity and Family Time.

The point is not to pigeonhole yourself into one or the other.  Select the tools that best serve your needs and the needs of your team.  It's your adoption of the tools into your life that makes them effective, not vice versa.  

How do you measure the effectiveness of your Workshifting tools?

Today Andrew Millard stops by from across the pond to give his input on how to retain business continuity in the face of the unexpected.  Andrew is the eCommerce Director of EMEA at Citrix Online.

This winter has seen some extreme weather conditions on both sides of the Atlantic with snowfall causing havoc for businesses and employees alike. Of course, as savvy workshifters know, it doesn't have to be like this! But the sad fact is that there are many who are just not as prepared for these unexpected conditions when they occur.

In the UK, we conducted some research during the heavy snowfall that hit in January and found that the cost of the inclement weather was £1.35bn in lost productivity for British businesses in just one week!

In addition to this, we found that despite 78% of small businesses saying they were prepared to cope with the snow chaos, over half admitted that their business suffered as a result of the winter weather.

When we look at the impact on employees, around a quarter of British workers claimed they lost more than five working hours, with as many as 124 million working hours estimated to have been lost in total.

Let this be a warning!

But now is not the time for us to breathe a sigh of relief.  More snow is predicted, and it's just one of any number of unexpected events that can prevent workers getting into the office. During the rest of the year we're likely to face a gamut of other incidents that will make life hard for employees and employers, whether its strikes on public transport, natural disasters or something totally unexpected.

So for all those businesses that were impacted by the snow, now is the time to get your business continuity plan in place, so that next time round there will be no nasty surprises and you have the right processes and technologies in place so productivity losses are avoided.



And it doesn't have to be hard! Here are my five top tips for businesses on how to prepare for the unexpected:

1.    Communicate clearly in advance - make sure your workers know what they need to do if they can't get into the office

2.    Equip employees with the right technologies - remote access and Web conferencing tools can help them remain productive even if they can't get to their desk

3.    Talk to your customers - Phone redirects and remote access software will allow you to go about business as usual, but if clients or customers are likely to be affected let them know as early as possible and keep communication channels open

4.    Consider alternatives - Travel to the office or to client meetings may be impossible, but instead of canceling, conduct the meetings online instead

5.    Put in place a business continuity leader - if the unexpected happens, it's wise to have one person in your organization responsible for coordinating efforts and informing all staff of the potential impacts and company policies


What will do you to prepare for the unexpected?


Photo Credit: Anirudh Koul

Ratings and reviews have become a large part of what influences my decisions on where I eat, sleep and drink while traveling.  I constantly find myself checking tips on Foursquare and reviews on Yelp to help me decide where I want to spend my time and money.  These reviews and ratings are valuable because I know they are user generated and I can trust the opinion of normal people like myself, for the most part.  

Now imagine if we applied these ratings and reviews to workshifting.  I go to Starbucks in Stratford upon Avon looking to get some work done.  I get my coffee, sit down and realize they have free wifi, plugs at nearly every table against the wall and its pretty quite (except at 3:30pm when all the kids get out of school).  So I get out my Nexus One, check in on foursquare and write a tip about the great atmosphere, free wifi and outlets and I tag this tip with our cute hashtag #workshifting.  Or I am at my coffee shop in NYC and I write a tip that the Bean has free wifi however they have only three outlets and I use the #workshifting hashtag.  Next time you are in the East Village looking for a place to workshift you probably won't go to the Bean if you need to plug in.  Now we have the ability to make our #workshifting hashtag valuable.

What are your thoughts?

Photo Credit: Melissa Leon

Many articles have been written about the personality traits needed to be a successful workshifter. Most stress the importance of finding people who are flexible, adaptable go-getters and disciplined workers. But in my opinion, the traits of those people who manage workshifters are equally important. A strong relationship between managers and workshifters is one of the most important elements in a sustained remote working environment.

I'm lucky because two of the three people who supervise me also work out of their homes and as a result understand the situational factors that influence a workshifting environment. But I know this isn't the case for everyone. As a workshifter, the people who manage you are often the only lifeline you have to the office and sometimes even clients and customers. It can quickly become frustrating if you're stuck with a manager who isn't in tune with your unique needs or tries to control every move you make.

As a result, it's important for organizations to not only focus on the workshifters that are part of the team, but also the managers who oversee them. Identify the people who have a management style that best supports worshifters, and provide them with the freedom they need to successfully manage a remote workforce.

From my perspective, here are some of the traits I've found to be most important in people who manage workshifters:

1. Be an over-communicator. In my opinion, there's no such thing as communicating too much with a workshifter. Workshifters are not around to hear the back and forth about ongoing projects in the office, which is valuable information they're missing out on. Make sure you keep your remote team in the loop. Develop mechanisms that will help them stay informed without having to constantly call their office cohorts to get the information they need.
   
   
2. Be a team builder. Feeling a part of the team is important to the success of workshifters. It increases motivation levels and helps reduce feelings of isolation. Managers who are natural team builders will succeed in acting as a bridge between the culture within the office and the remote team.
    
3. Don't micro-manage. Excessive scrutiny increases stress, fosters insecurity and doesn't empower workshifters to contribute their own ideas. It also gives the impression that that you don't trust them. Managers need to figure out a way to monitor the workshifter without micro-managing them. Build trust. Emphasize deliverables instead of actions.
   
   
4. Be responsive. Appointing your busiest employee to manage a team of workshifters is probably not the best idea. Workshifters who don't hear back from their manager until the end of the day will become frustrated at their inability to move projects forward due to lack of information. Managers need to make a conscious effort to be responsive and make themselves available to their team. 
   
   
5. Be curious. Take time to understand your workshifter's world.  It's easy to build relationships with the people you see every day in the office. For offsite employees this becomes more challenging. Workshifters who believe their managers do not understand their world will feel unsupported and skeptical about their managers' ability to give performance feedback. Managers should go out of their way to get to know workshifters and make them feel more connected. Visit each other's home office. Share family photos. Meet regularly.
   
   
6. Be flexible. Workshifters are a self-motivated, autonomous and dedicated group. This means that managers must look at workshifters as individuals and not as a group entity. Understand each individual's unique needs and motivations and how to respond to them.
   

Do you have any other traits that you would add to this list?

Photo Credit: Round Indigo Rock

In social media we understand and accept the principles of sharing, engaging and being open to serendipity. We benefit from engaging and sharing information with people online to form new friendships and working relationships. But how often do we ignore these same social media principles in "real life"? How many times do we sit in the coffee shop working all day with our headphones in trying not to make eye contact with the person sitting next to us?

I share my thoughts on sharing, engagement, and serendipity in a short video....


Your thoughts?

Photo Credit: Medmoiselle T