I was going to write a post today, about how I get up at 6 AM to write these posts on Dihturnoaidi. But other things had to take priority, and so I find myself in a position where priority must be the article with... well... highest priority today.
There are many models of prioritizing tasks. As an employee, a "task processor" I used to do everything on a FIFO basis. Indeed, both my supriors and collegues were impressed by the hardwired FIFO-queue in my brain. But sometimes other tasks had to take priority anyway, breaking my scheme.
The more responsibility you have, the more you need to assess the priority of. I have tried many systems, ranging from inserting tasks in order of priority to booking time for each task, and eventually throwing some tasks out according to the four square important/urgent model.
Somehow, all efforts of planning your day tend to break from unexpected events and tasks. It will occur to you that cloning yourself wouldn't be such a bad idea. But actually, it is probably the worst idea ever. Just like computers and automation has added stress, so will other high performance as well. Allow me to explain.
Your highest priority is not always the most urgent task. Indeed, a lot of tasks, known as "fire extinguishing tasks", are a result of something else that has not been done to prevent these fires from occuring in the first place. Particularly in work places where IT has been forced upon unsuspecting computer illiterate employees, the greatest fire generator is the lack of training.
Running around extinguishing these fires is a tripple mistake. First, you don't get time to address the real problem that causes these fires. And second, employees get accustomed to this mode of operation and will resist the changes required to stop these fires from occuring. This is particularly true when lack of training is the main source of fires.
The third reason it is a mistake to extinguish all these fires is, indeed, your own health. Make no mistake. Your health is, and must be, your highest priority. It is easy to dive into the job, head first, wanting to show off your fantastic skills at problem solving. However, if every day is flooded with time sensitive tasks, a lot of which will never get done anyway, you will run out of fuel. And who will be doing your job then?
Of course, bumping a task till later might upset some people, particularly when they feel that their task is the most important in the organization. Some will even claim to know your job better than you do, because they already have "the solution". This solution usually includes them getting more rights than they should have. Take a deep breath and realize that they are not seeing the full picture, that you're the one who does, and you're the one who is in charge of the IT resources. Do your job, and do what you know is right.
In conclusion, what could possibly be more important than keeping my monday schedule for Dihturnoaidi? Well, family, of course!
Monday, March 31, 2008
Monday, March 24, 2008
Monday, March 17, 2008
E-mail: Keep it simple, stupid!
The mere size of our e-mail boxes tend to overwhelm anyone who sees them. Recently, a friend of mine apologized for being a day behind on his introduction to an online group project, citing some 1600 e-mails in his inbox as the main reason. I can relate. My mailbox used to be this way, too.
But not anymore. I have implemented the principles of kiss, that is to Keep It Simple, Stupid. There are several ways of handling e-mail, going to extremes in all directions. The most extreme is Inbox Heaven, advocating an empty mailbox and semi-constant checking. There's also the consolidation of e-mail boxes and a question of how extreme this consolidation should be. I believe it is impossible to prescribe a set of accurate rules, as the environment and method used to achieve your best performance is very subjective.
E-mail is intrusive on your workflow
I have implemented what I consider the best of all practices that fits me. For my own policy, I have not only considered an efficient handling of e-mail, but I have also carefully considered my priorities and made sure that my inbox does not interfere with my work.
When I had a cubicle job, one of my pet peeves was managers who kept dropping by my cubicle, taking my attention away from my work. Having to adjust to the new subject at hand took time and energy, as did adjusting back to what I was doing in the first place. It's like driving down the highway at 90 mph and get a phone call that demands that you read some paper you have stored in your briefcase to comment on a different project. You pull over, grab your briefcase, read the document, comment on it, and then you have to wait for a chance to merge into the traffic again. Repeat every ten minutes and your main project, driving from A to B, suddenly takes a lot longer time, and you also find out that you're spending more time starting and stopping the car than actually driving or even commenting. And this is the reason why big bosses have secretaries who keep track of appointments.
The e-mail inbox and its constant reminders have the exact same effect on your attention as those unwanted interruptive visits in your office. While the IT administrator usually can only dream of having his/her own secretary to keep the visitors to appointed schedules, we can at least do something about the nearly constant stream of e-mails: Have an appointment scheduled for your e-mail.
Seriously! E-mail is a form of letter, not an "instant message". Sending an e-mail to someone is like putting a note in their paper inbox, except it is now electronic. You get to it when you get to it.
If you have a habit of answering e-mails immediately, you inadvertently create the expectation that you will respond to the sender's problem immediately, maintaining the intrusive practice on your attention.
I read my e-mail inbox only three times a day: At 8.45 after my morning administrative tasks, at 12:30 after lunch and at 15:45 before closing down the office for the day. I'm considering to reduce this to only the morning and lunch check. After all, reading about people's problems before leaving work will only keep my mind busy at night, when I'm supposed to give attention to my family. This is wasted energy, as the people with problems have taken the day off, too, and will not be reading your response until the next morning anyway.
Other employees will adapt
Realizing that e-mail is, indeed, slow delivery of messages, other employees will eventually adapt to your regime. Within a couple of weeks of implementing this, they will learn to differentiate between sending an e-mail for simple stuff where they do not require an immediate response, and calling your office when they need something urgently.
And even with the urgent stuff, they learn that you do not live in your inbox. And the reason you do not live in your inbox is that you have actual work to do. This, in turn, has the effect that they come knocking on your door only if they really have to.
When I first implemented my new e-mail regime, I thought there would be a very slow learning curve for the other employees. I was pleasantly surprised to see that they learned the new practice a lot faster than the half year I had expected. Only a week after I started to do this, I stopped receiving e-mails that needed urgent responses.
To my surprise, people learned to think more and ask less, reducing the number of phone calls about those pesky "grey boxes on the screen with text on it and I don't know what to do about it. Should I click yes or no?" "What does the text in the box read?" "It says: Are you sure you want this file?" "The computer is wondering if you want to delete the file." "Yes I do. So what do I answer?" "If you want to delete file, click yes. If want to keep the file, click no." "I want to delete it, do I click yes?" "Yes." "*click* Ah! The file was deleted! Thank you so much! What would I have done without you, man?" (This example is slightly exaggerated)
Your time is precious
One of the problems with technical support, is that you often end up doing another employees job because a) you actually know word processing, b) you type faster, and c) the employee is crammed for time and is too stressed about it to follow your attempt at teaching them.
However, your job is to adminster the IT resources. Doing other people's job means that the other employee gets some time off while you're reallocating your work time to be their substitute.
Consider this simple math: You get five calls every day because some employees have too little knowledge about the software they have to work with every day. Even though helping them only takes "five minutes," it usually takes at least ten anyway. In addition, you have to adjust your mind to their problem, so add another five minutes of adjusting your attention back and forth between your own work and their problem. That's fifteen minutes per call, or an hour fifteen minutes per day of lost productivity.
For your typical 7.5 hour work day (8 hours when you include lunch, but lunch is not included in effective work time), that's 16.67% of your time. So take 16.67% of your annual salary and multiply by 1.5 for administrative overhead surrounding your job, and you see the amount of money this actually costs your organization, and add another 25% for the employee trying to find out how to do their job before they called you. The number you end up with should be enough to convince your superiors to spend a little more effort on training employees.
Keep your answers short and simple
Keeping a clean inbox helps you focus on the important issues. Just like your todo-list, you need to finish off tasks, so that the list doesn't grow. And just like your todo-list, when you're done with something, you need to get it out of sight. Keeping only open issues in your inbox means that you spend less time searching for important e-mails regarding an open issue.
Hence, I subscribe to the policy that if anything takes less than two minutes to answer, I answer it immediately. With an already reduced inbox, there are not many e-mails that need this attention anyway.
E-mails that require a lengthy response I write down in my work schedule as an appointment. I consider these replies as "requiring a document to be written." Even if it is a support call that requires a lengthy response, writing it up as a work documents will save you time later, when others encounter the same problem. I respond to these e-mails with information about the appointment I have set up for their response. Actually sending the lengthy response is then also not really writing them an e-mail, but sending them documentation on the issue.
Items that require discussion should lead to discussion. Writing back and forth on an issue is unproductive. Unless you're on opposite sides of the planet, it is better to schedule an appointment for the discussion. The discussion may then very well end with written documentation on the decisions made and the reasoning behind them, but you have not spent days on end in your mailbox.
After this, the only thing left in my e-mail is advertising. Working in a public institution, there is spam, and there is advertising e-mail from people I actually have bought things from before. While spam is deleted, I browse the proper advertising to see if there is anything useful. This takes me about 10 seconds to determine. Afterwards, I move the advertisment to a special advertisment mailbox. When I actually need to buy something, I search this holding box for offers received the last year. This saves me time from calling around to find out where I can get it and how much it costs.
"Did you read my e-mail?"
Occationally, you will receive a phone call about that e-mail someone sent two minutes ago. To avoid this, set up a signature-file that explains your e-mail policy. It may very well be as simple as "I do not live in my inbox, as I have actual work to do. I check e-mail only twice a day: at 8.45 and 12:30. If your request is urgent, give me a call instead."
When I receive a call about that two minute old e-mail, the first thing I do is to tell them that I won't be reading that e-mail until 12:30 (or 8.45 the next morning). After all, why should I have read the e-mail when they ended up calling me because of its urgency anyway?
Summary
Your job is not to read and write e-mail all day. Turn off alerts and check your e-mail only 2-3 times per day and do this only when it does not interrupt your work in progress. Do not spend much time answering e-mails. Lengthy discussions should be done in proper discussion, not e-mail. Lengthy replies mean that you have to generate documentation.
Another employee's lack of required skills is the other employee's and the organization's problem and needs to be addressed. The proper response is for the employee to receive proper training at a scheduled hour when it does not interfere with other tasks.
Make sure people understand your e-mail policy and why you have it. They will adapt and you will get some actual work done.
But not anymore. I have implemented the principles of kiss, that is to Keep It Simple, Stupid. There are several ways of handling e-mail, going to extremes in all directions. The most extreme is Inbox Heaven, advocating an empty mailbox and semi-constant checking. There's also the consolidation of e-mail boxes and a question of how extreme this consolidation should be. I believe it is impossible to prescribe a set of accurate rules, as the environment and method used to achieve your best performance is very subjective.
E-mail is intrusive on your workflow
I have implemented what I consider the best of all practices that fits me. For my own policy, I have not only considered an efficient handling of e-mail, but I have also carefully considered my priorities and made sure that my inbox does not interfere with my work.
When I had a cubicle job, one of my pet peeves was managers who kept dropping by my cubicle, taking my attention away from my work. Having to adjust to the new subject at hand took time and energy, as did adjusting back to what I was doing in the first place. It's like driving down the highway at 90 mph and get a phone call that demands that you read some paper you have stored in your briefcase to comment on a different project. You pull over, grab your briefcase, read the document, comment on it, and then you have to wait for a chance to merge into the traffic again. Repeat every ten minutes and your main project, driving from A to B, suddenly takes a lot longer time, and you also find out that you're spending more time starting and stopping the car than actually driving or even commenting. And this is the reason why big bosses have secretaries who keep track of appointments.
The e-mail inbox and its constant reminders have the exact same effect on your attention as those unwanted interruptive visits in your office. While the IT administrator usually can only dream of having his/her own secretary to keep the visitors to appointed schedules, we can at least do something about the nearly constant stream of e-mails: Have an appointment scheduled for your e-mail.
Seriously! E-mail is a form of letter, not an "instant message". Sending an e-mail to someone is like putting a note in their paper inbox, except it is now electronic. You get to it when you get to it.
If you have a habit of answering e-mails immediately, you inadvertently create the expectation that you will respond to the sender's problem immediately, maintaining the intrusive practice on your attention.
I read my e-mail inbox only three times a day: At 8.45 after my morning administrative tasks, at 12:30 after lunch and at 15:45 before closing down the office for the day. I'm considering to reduce this to only the morning and lunch check. After all, reading about people's problems before leaving work will only keep my mind busy at night, when I'm supposed to give attention to my family. This is wasted energy, as the people with problems have taken the day off, too, and will not be reading your response until the next morning anyway.
Other employees will adapt
Realizing that e-mail is, indeed, slow delivery of messages, other employees will eventually adapt to your regime. Within a couple of weeks of implementing this, they will learn to differentiate between sending an e-mail for simple stuff where they do not require an immediate response, and calling your office when they need something urgently.
And even with the urgent stuff, they learn that you do not live in your inbox. And the reason you do not live in your inbox is that you have actual work to do. This, in turn, has the effect that they come knocking on your door only if they really have to.
When I first implemented my new e-mail regime, I thought there would be a very slow learning curve for the other employees. I was pleasantly surprised to see that they learned the new practice a lot faster than the half year I had expected. Only a week after I started to do this, I stopped receiving e-mails that needed urgent responses.
To my surprise, people learned to think more and ask less, reducing the number of phone calls about those pesky "grey boxes on the screen with text on it and I don't know what to do about it. Should I click yes or no?" "What does the text in the box read?" "It says: Are you sure you want this file?" "The computer is wondering if you want to delete the file." "Yes I do. So what do I answer?" "If you want to delete file, click yes. If want to keep the file, click no." "I want to delete it, do I click yes?" "Yes." "*click* Ah! The file was deleted! Thank you so much! What would I have done without you, man?" (This example is slightly exaggerated)
Your time is precious
One of the problems with technical support, is that you often end up doing another employees job because a) you actually know word processing, b) you type faster, and c) the employee is crammed for time and is too stressed about it to follow your attempt at teaching them.
However, your job is to adminster the IT resources. Doing other people's job means that the other employee gets some time off while you're reallocating your work time to be their substitute.
Consider this simple math: You get five calls every day because some employees have too little knowledge about the software they have to work with every day. Even though helping them only takes "five minutes," it usually takes at least ten anyway. In addition, you have to adjust your mind to their problem, so add another five minutes of adjusting your attention back and forth between your own work and their problem. That's fifteen minutes per call, or an hour fifteen minutes per day of lost productivity.
For your typical 7.5 hour work day (8 hours when you include lunch, but lunch is not included in effective work time), that's 16.67% of your time. So take 16.67% of your annual salary and multiply by 1.5 for administrative overhead surrounding your job, and you see the amount of money this actually costs your organization, and add another 25% for the employee trying to find out how to do their job before they called you. The number you end up with should be enough to convince your superiors to spend a little more effort on training employees.
Keep your answers short and simple
Keeping a clean inbox helps you focus on the important issues. Just like your todo-list, you need to finish off tasks, so that the list doesn't grow. And just like your todo-list, when you're done with something, you need to get it out of sight. Keeping only open issues in your inbox means that you spend less time searching for important e-mails regarding an open issue.
Hence, I subscribe to the policy that if anything takes less than two minutes to answer, I answer it immediately. With an already reduced inbox, there are not many e-mails that need this attention anyway.
E-mails that require a lengthy response I write down in my work schedule as an appointment. I consider these replies as "requiring a document to be written." Even if it is a support call that requires a lengthy response, writing it up as a work documents will save you time later, when others encounter the same problem. I respond to these e-mails with information about the appointment I have set up for their response. Actually sending the lengthy response is then also not really writing them an e-mail, but sending them documentation on the issue.
Items that require discussion should lead to discussion. Writing back and forth on an issue is unproductive. Unless you're on opposite sides of the planet, it is better to schedule an appointment for the discussion. The discussion may then very well end with written documentation on the decisions made and the reasoning behind them, but you have not spent days on end in your mailbox.
After this, the only thing left in my e-mail is advertising. Working in a public institution, there is spam, and there is advertising e-mail from people I actually have bought things from before. While spam is deleted, I browse the proper advertising to see if there is anything useful. This takes me about 10 seconds to determine. Afterwards, I move the advertisment to a special advertisment mailbox. When I actually need to buy something, I search this holding box for offers received the last year. This saves me time from calling around to find out where I can get it and how much it costs.
"Did you read my e-mail?"
Occationally, you will receive a phone call about that e-mail someone sent two minutes ago. To avoid this, set up a signature-file that explains your e-mail policy. It may very well be as simple as "I do not live in my inbox, as I have actual work to do. I check e-mail only twice a day: at 8.45 and 12:30. If your request is urgent, give me a call instead."
When I receive a call about that two minute old e-mail, the first thing I do is to tell them that I won't be reading that e-mail until 12:30 (or 8.45 the next morning). After all, why should I have read the e-mail when they ended up calling me because of its urgency anyway?
Summary
Your job is not to read and write e-mail all day. Turn off alerts and check your e-mail only 2-3 times per day and do this only when it does not interrupt your work in progress. Do not spend much time answering e-mails. Lengthy discussions should be done in proper discussion, not e-mail. Lengthy replies mean that you have to generate documentation.
Another employee's lack of required skills is the other employee's and the organization's problem and needs to be addressed. The proper response is for the employee to receive proper training at a scheduled hour when it does not interfere with other tasks.
Make sure people understand your e-mail policy and why you have it. They will adapt and you will get some actual work done.
Monday, March 10, 2008
Strategic plans, specific plans and budgets
A lot of decisions have already been made for you. These decisions were made when your organization was formed. If you are a government owned institution, even more decisions are made for you in the various departments of the government. Even if you're privately owned, you'd better pay attention to these decisions as well, because the government is a large customer of the private market, and therefore dictates a large percentage of market trends. The percentage equals your combined income and sales tax.
Basically, the works as an IT administrator (and for that matter, all jobs) is not just maintainance, but to support the activities and policies of your organization. These, in turn, are dictated by the documents written when the organization was formed and further enhanced by the organizational leadership. The policies are also further enhanced by government decisions about national standards.
So what does this mean for you as an IT administrator? The most significant work you do is to follow up these documents. And the tool to do this is your strategic long term plan.
Now, I have a personal 25 year plan that I base a lot of decisions in my personal life on. In terms of IT and fast pace business, even in government, 25 years is a long time. I would therefore set the duration of the long term plan to the duration of two government terms. The reason is that whatever your current government decides can be overturned or enhanced by the next government, but it usually takes an entire term before it is fully implemented. In Norway, this means that my long term strategic plan should try to see 8 years ahead. In France, it means 10 years.
Putting together your plan
If you're putting together your first ever strategic plan, remember that the plan is only a strategy and should therefore be as abstract as possible. Specific technologies are only put in your short term documents unless decisions have been made about them at a higher level. An example of this is the Norwegian government decision that ODF and PDF are the official file formats for document exchange in all public institutions, which again dictates that everyone must use OpenOffice.
Your first task is to read all documents you can think of that may influence your work as an IT administrator, or that you are required to support. Make notes, then categorize and sort them when you're done reading. Keep references to where the various decisions were made. Where multiple decisions can be simplified, do it. You want your plan to be as simple as possible. If any of the decisions have a time line, write these down as well.
You now have an outline of what is expected from the IT department in the long term, and which issues are actually important to focus on. It enables you to write up your long term goals sorted by deadlines. In addition, generic policies also get their own section in your plan.
Where a long term goal can be turned into a generic policy, do it! Generic policies are the organizational equivalent of a human habit.
Specific plans
Once you have a strategic plan in place, you can start on a real world plan. I find it the best way to divide the long term into two halves. The first of these two is then split in two again. So in the eight year example, I now have a 2 year, 4 year and 8 year plan. How to execute things between year 2 and year 8 requires only a glance right now. I put these in place only to make it easier to see what exactly must be done within the next 1-2 years in order to achieve the 8 year goals on time.
The 1-2 year plans are very specific with technologies. This is the plan that is converting the strategic goals into physical action. From this plan, you can also write down your expected expenses for the next four years, which in turn makes IT budget requirements predictable and increases the chances of actually getting the budget you need.
When the IT department gets a lower budget than planned, this causes unpredictability. After all, the budget was based on the requirements already put on the department, and these requirements still need to be met, no matter what the budget is. Make sure to communicate to your leaders what the implications of a lowered budget is, from delays in upgrades to which systems are expected to fail.
Still, it is important when budgeting that maintaining the systems and keeping them running has a higher priority than development. Hence, delays in the implementation of standards and policies should be the main implication of a lowered budget.
Updating your strategic plan
Changes do occure during each political term, which means that the plan needs to be enhanced regularly to reflect decision. Your aim is also to capture decisions made within your own organization, which may occure at any time.
Updating your strategic plan may also have implications on your short term plans and budgeting. Review all changes at regular intervals to make sure you grasp all the implications.
Do a full review of your updated strategic plans and short term plans at least annually and communicate to your superiors of any major changes, particularly if they cause a change in your expected budget.
Budgets
Budgets are really simple. From your short term plans, you basically have a shopping list. You also need to look at what else you have and when things are expected to break down. Anything that needs replacement also goes into your budget as maintainance.
When it comes to computers, I expect at least four years out of them. In order to achieve predictability in the budget, I divide the computer park in four equally sized segments and budget to update one segment every year. Within four years, all computers have been upgraded. This also means that I have only four Ghost Images to maintain.
Sometimes, your organization wants to increase your computer park mid-year. It could be a new employee coming in, a new class room opening, etc. Buying computers mid-year means that you get a computer not in series with the rest of your computer park, making problems both for your budgeting and your ghosting. Hence, you should put a few extra computers than strictly required in your budget. Even if the park doesn't increase mid-year, it is always good to have a couple of spares to replace the computers that break down unexpectedly within its four year term.
It is also advisable to keep a small portion of your budget reserved to trying out new technologies. New technologies could enhance how you run your network and even your budgeting.
Key
The key is to focus on the purpose and policies of your organization and translate this into action and acquisitions. Having organizational strategies in mind also changes you from a caretaker maintaining IT resources and changing toner to an active creative force to accomplish organizational goals and maintain organizational values.
Basically, the works as an IT administrator (and for that matter, all jobs) is not just maintainance, but to support the activities and policies of your organization. These, in turn, are dictated by the documents written when the organization was formed and further enhanced by the organizational leadership. The policies are also further enhanced by government decisions about national standards.
So what does this mean for you as an IT administrator? The most significant work you do is to follow up these documents. And the tool to do this is your strategic long term plan.
Now, I have a personal 25 year plan that I base a lot of decisions in my personal life on. In terms of IT and fast pace business, even in government, 25 years is a long time. I would therefore set the duration of the long term plan to the duration of two government terms. The reason is that whatever your current government decides can be overturned or enhanced by the next government, but it usually takes an entire term before it is fully implemented. In Norway, this means that my long term strategic plan should try to see 8 years ahead. In France, it means 10 years.
Putting together your plan
If you're putting together your first ever strategic plan, remember that the plan is only a strategy and should therefore be as abstract as possible. Specific technologies are only put in your short term documents unless decisions have been made about them at a higher level. An example of this is the Norwegian government decision that ODF and PDF are the official file formats for document exchange in all public institutions, which again dictates that everyone must use OpenOffice.
Your first task is to read all documents you can think of that may influence your work as an IT administrator, or that you are required to support. Make notes, then categorize and sort them when you're done reading. Keep references to where the various decisions were made. Where multiple decisions can be simplified, do it. You want your plan to be as simple as possible. If any of the decisions have a time line, write these down as well.
You now have an outline of what is expected from the IT department in the long term, and which issues are actually important to focus on. It enables you to write up your long term goals sorted by deadlines. In addition, generic policies also get their own section in your plan.
Where a long term goal can be turned into a generic policy, do it! Generic policies are the organizational equivalent of a human habit.
Specific plans
Once you have a strategic plan in place, you can start on a real world plan. I find it the best way to divide the long term into two halves. The first of these two is then split in two again. So in the eight year example, I now have a 2 year, 4 year and 8 year plan. How to execute things between year 2 and year 8 requires only a glance right now. I put these in place only to make it easier to see what exactly must be done within the next 1-2 years in order to achieve the 8 year goals on time.
The 1-2 year plans are very specific with technologies. This is the plan that is converting the strategic goals into physical action. From this plan, you can also write down your expected expenses for the next four years, which in turn makes IT budget requirements predictable and increases the chances of actually getting the budget you need.
When the IT department gets a lower budget than planned, this causes unpredictability. After all, the budget was based on the requirements already put on the department, and these requirements still need to be met, no matter what the budget is. Make sure to communicate to your leaders what the implications of a lowered budget is, from delays in upgrades to which systems are expected to fail.
Still, it is important when budgeting that maintaining the systems and keeping them running has a higher priority than development. Hence, delays in the implementation of standards and policies should be the main implication of a lowered budget.
Updating your strategic plan
Changes do occure during each political term, which means that the plan needs to be enhanced regularly to reflect decision. Your aim is also to capture decisions made within your own organization, which may occure at any time.
Updating your strategic plan may also have implications on your short term plans and budgeting. Review all changes at regular intervals to make sure you grasp all the implications.
Do a full review of your updated strategic plans and short term plans at least annually and communicate to your superiors of any major changes, particularly if they cause a change in your expected budget.
Budgets
Budgets are really simple. From your short term plans, you basically have a shopping list. You also need to look at what else you have and when things are expected to break down. Anything that needs replacement also goes into your budget as maintainance.
When it comes to computers, I expect at least four years out of them. In order to achieve predictability in the budget, I divide the computer park in four equally sized segments and budget to update one segment every year. Within four years, all computers have been upgraded. This also means that I have only four Ghost Images to maintain.
Sometimes, your organization wants to increase your computer park mid-year. It could be a new employee coming in, a new class room opening, etc. Buying computers mid-year means that you get a computer not in series with the rest of your computer park, making problems both for your budgeting and your ghosting. Hence, you should put a few extra computers than strictly required in your budget. Even if the park doesn't increase mid-year, it is always good to have a couple of spares to replace the computers that break down unexpectedly within its four year term.
It is also advisable to keep a small portion of your budget reserved to trying out new technologies. New technologies could enhance how you run your network and even your budgeting.
Key
The key is to focus on the purpose and policies of your organization and translate this into action and acquisitions. Having organizational strategies in mind also changes you from a caretaker maintaining IT resources and changing toner to an active creative force to accomplish organizational goals and maintain organizational values.
Monday, March 3, 2008
Canon iR C4080i: Disappearing settings
The Canon iR C4080i is making me pull my hair and knock my head in the wall. Because while the settings are good on the server, they keep reseting on the client machines every time they log off and back on. But strangely, not for everyone.
First, I noticed that the settings are NOT inherited from the server. Or rather, they are inherited from the server, but only the factory preset settings are copied, not the ones I put in. This includes an annoying tendency for Internet Explorer to print in Letter format rather than A4, and with 50 people not knowing how to remove a job that is blocking the print queue, it becomes a support nightmare.
Since I can not modify the default profile, my first attempt at correcting this was by adding a new profile. There are actually two locations to do this. If you add it in Properties / General / Printing Preferences, the new profile remains local. However, if you add it in Properties / Profiles, the new profile not only copies itself to client machines upon logon, but immediately! That's a nice touch, if it was not for the following problems.
First, the clients don't automatically select the new profile. Indeed, you still need to go to each client (translating to Windows profiles, not physical computers) and manually select the correct profile both in Properties/General/Printing Preferences and in Properties/Profiles. When logging off, this information will be stored for some of the clients. I have not figured out when it stores the information and when it doesn't. I'll keep working on that.
Next, it turns out that the information copied from the server does not include the checkboxes for cropping fonts and using printer fonts. Both of these boxes are still checked on the client machine, despite these being unchecked in the printing profile stored on the server.
And to make matters worse, the new default profile is not stored when you log off. When you log back on, the driver goes back the the factory default standard profile instead of yours. I will keep working on this problems, because it just has to be fixed.
First, I noticed that the settings are NOT inherited from the server. Or rather, they are inherited from the server, but only the factory preset settings are copied, not the ones I put in. This includes an annoying tendency for Internet Explorer to print in Letter format rather than A4, and with 50 people not knowing how to remove a job that is blocking the print queue, it becomes a support nightmare.
Since I can not modify the default profile, my first attempt at correcting this was by adding a new profile. There are actually two locations to do this. If you add it in Properties / General / Printing Preferences, the new profile remains local. However, if you add it in Properties / Profiles, the new profile not only copies itself to client machines upon logon, but immediately! That's a nice touch, if it was not for the following problems.
First, the clients don't automatically select the new profile. Indeed, you still need to go to each client (translating to Windows profiles, not physical computers) and manually select the correct profile both in Properties/General/Printing Preferences and in Properties/Profiles. When logging off, this information will be stored for some of the clients. I have not figured out when it stores the information and when it doesn't. I'll keep working on that.
Next, it turns out that the information copied from the server does not include the checkboxes for cropping fonts and using printer fonts. Both of these boxes are still checked on the client machine, despite these being unchecked in the printing profile stored on the server.
And to make matters worse, the new default profile is not stored when you log off. When you log back on, the driver goes back the the factory default standard profile instead of yours. I will keep working on this problems, because it just has to be fixed.
Better personal finances
There's an article over at Zen Habits about money hacks, complete with a sample spreadsheet to track your personal finances.
I have occationally been asked how I manage to track my personal finances, and the truth is that I have a speadsheet that is a simplified version of the accounting at work, and plan ahead the same way I do at work. And a few personal touches that I can't use at work. So here's some of my own Personal Finances hacks:
1. Pick the right bank.
I did the math. In my previous bank, I earned some NOK 1000 a year in interest and spent NOK 2000 in fees. The only benefit was that the people at my local branch knew who I was. And my local branch is 1800 km away.
The last drop came when my alternator died on vacation in Finland. I had my car pulled in to the nearest Toyota, and by accident they charged me €1500 instead of €150 for the job. They immediately corrected it, but the bank decided to charge me for the difference between buying and selling price of the €1500, even though it was obvious that it was a typing mistake. The difference was about €100.
I switched bank immediately upon my return to Norway, but my old bank still managed to send me a credit card and charged fees for it without me applying for it and after I had specifically told them that I cancelled all my cards with them.
My new bank, Skandiabanken only charges the NOK 250/year for my debit card and gives me a much higher interest rate. They don't have a branch office anywhere, it's online only, but it works well. I now actually make money on putting them in the bank, which is great encouragement to keep it that way.
2. Accumulator account vs bank card account
This principle is similar to using cash. I have my salary run into one account, and then I have my debit card on a different account. At the beginning of the month, I reset my debit card to my monthly allowance, so any money not spent one month actually means saving them.
It also means that I need to keep an approximate number in my head. As the number closes in on zero, I spend less and less, because I have to go back online to find the exact balance again and again, and I don't want to be stuck at the check-out not able to pay.
3. Weekly deposit box
Granted, you have your plastic card, but occationally you give in and get some cash out for those locations that can't take your card. At the end of the week, get into the habit of putting any coins (and for those living in the US, anything below $10) from you wallet into a piggybank. Anything you take back out of the piggybank, you have to see as a "cash withdrawal" and transfer the same amount from your debit account to your accumulator account.
4. Purpose accounts
Everyone knows of the "savings account" hack - that is, having an account for savings. But I have more than that. I also have:
A self insurance account which pays my insurance bills and makes sure I have some money in hand if there should be an emergency.
A charity account to pay those charities. And I'm not just talking about registered charities, but anything I may consider charitable. The account is not meant as a ceiling to spending on charity, but rather a minimum. This money can not be touched for any other pupose than charity.
A baby account, more specifically one dedicated to our son. He gets his own allowance every month, and occationally big expences related to him go out of this as well. The idea of the baby account is to insure that we can afford all the baby utilities, etc. Government allowance to the child also go straight into this account. As a side effect, this account grows in size, which means he'll have a great deal of money when he's ready to leave home.
Set up an account for your 3-4 top most priorities.
5. Find a better way
There are often cheaper ways of doing things, and they are usually more ecological and healthier. For example: Live closer to work and walk or bicycle to get there. Reusable wool or cotton diapers, not one-time diapers. Make these yourself. Turn off the TV and read a book instead. For that matter, even radio has better programming than TV. Use the library. Do your home accounting.
6. Enjoy your graphs.
In my spreadsheet, I have one column for each month and one line for each type of expense. I also have one sheet per account. This gives me nice graphs that show me just how much the car costs us, and how the different accounts are growing. I also put in expected expenses for the rest of the year, which allows me to plan ahead and stop me from buying a tool I don't need, because I know there's a major expense in three months. It is also encouraging to watch the graphs grow.
Personal finances might not be directly computer related, but it certainly is numbers. And we love numbers.
I have occationally been asked how I manage to track my personal finances, and the truth is that I have a speadsheet that is a simplified version of the accounting at work, and plan ahead the same way I do at work. And a few personal touches that I can't use at work. So here's some of my own Personal Finances hacks:
1. Pick the right bank.
I did the math. In my previous bank, I earned some NOK 1000 a year in interest and spent NOK 2000 in fees. The only benefit was that the people at my local branch knew who I was. And my local branch is 1800 km away.
The last drop came when my alternator died on vacation in Finland. I had my car pulled in to the nearest Toyota, and by accident they charged me €1500 instead of €150 for the job. They immediately corrected it, but the bank decided to charge me for the difference between buying and selling price of the €1500, even though it was obvious that it was a typing mistake. The difference was about €100.
I switched bank immediately upon my return to Norway, but my old bank still managed to send me a credit card and charged fees for it without me applying for it and after I had specifically told them that I cancelled all my cards with them.
My new bank, Skandiabanken only charges the NOK 250/year for my debit card and gives me a much higher interest rate. They don't have a branch office anywhere, it's online only, but it works well. I now actually make money on putting them in the bank, which is great encouragement to keep it that way.
2. Accumulator account vs bank card account
This principle is similar to using cash. I have my salary run into one account, and then I have my debit card on a different account. At the beginning of the month, I reset my debit card to my monthly allowance, so any money not spent one month actually means saving them.
It also means that I need to keep an approximate number in my head. As the number closes in on zero, I spend less and less, because I have to go back online to find the exact balance again and again, and I don't want to be stuck at the check-out not able to pay.
3. Weekly deposit box
Granted, you have your plastic card, but occationally you give in and get some cash out for those locations that can't take your card. At the end of the week, get into the habit of putting any coins (and for those living in the US, anything below $10) from you wallet into a piggybank. Anything you take back out of the piggybank, you have to see as a "cash withdrawal" and transfer the same amount from your debit account to your accumulator account.
4. Purpose accounts
Everyone knows of the "savings account" hack - that is, having an account for savings. But I have more than that. I also have:
A self insurance account which pays my insurance bills and makes sure I have some money in hand if there should be an emergency.
A charity account to pay those charities. And I'm not just talking about registered charities, but anything I may consider charitable. The account is not meant as a ceiling to spending on charity, but rather a minimum. This money can not be touched for any other pupose than charity.
A baby account, more specifically one dedicated to our son. He gets his own allowance every month, and occationally big expences related to him go out of this as well. The idea of the baby account is to insure that we can afford all the baby utilities, etc. Government allowance to the child also go straight into this account. As a side effect, this account grows in size, which means he'll have a great deal of money when he's ready to leave home.
Set up an account for your 3-4 top most priorities.
5. Find a better way
There are often cheaper ways of doing things, and they are usually more ecological and healthier. For example: Live closer to work and walk or bicycle to get there. Reusable wool or cotton diapers, not one-time diapers. Make these yourself. Turn off the TV and read a book instead. For that matter, even radio has better programming than TV. Use the library. Do your home accounting.
6. Enjoy your graphs.
In my spreadsheet, I have one column for each month and one line for each type of expense. I also have one sheet per account. This gives me nice graphs that show me just how much the car costs us, and how the different accounts are growing. I also put in expected expenses for the rest of the year, which allows me to plan ahead and stop me from buying a tool I don't need, because I know there's a major expense in three months. It is also encouraging to watch the graphs grow.
Personal finances might not be directly computer related, but it certainly is numbers. And we love numbers.
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