Productivity

Work That Isn’t Work

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(This column is posted at www.StevenSavage.com and Steve’s Tumblr.  Find out more at my newsletter.)

Last month started productively – but then got brutal. I got sick, I had to reprioritize, and was annoyed a side project had to get delayed (sorry, no spoilers). Something felt off about what was going on, so as I sat there battling allergies and a cold I caught because of allergies (really, that kind of week), I wanted to figure what was off.

Why did I feel bad, overpressured, and even when sick not want to do my fun projects like writing and generators?

I used the “Five Whys” technique. This is a good one to learn, but in case you don’t care, you ask “why” about your situation, then “why” to your answer, then “why to that answer,” and so on. Eventually you get an idea of what’s wrong and how to solve it. It’s like having a helpful child in your head to pester you until you explain something, and like talking to a child, it’s a way to realize how smart or how stupid you are.

I’m quite fond of it.

This took more than the supposed “Five” whys, but I realized something amazing and liberating – I had lumped all my “work” in a month into the same pot. Cooking and working out was the same priority, a fun piece of writing was just as important as my weekly budget. All the things I wanted to accomplish were sitting in one pile saying “do me,” so I began treating all things the same.

The problem with treating all things you have to do as the same is that you don’t prioritize (or in Agile terms, you forget their value). In fact, you sort of end up with a worst-common denominator effect where you treat everything as a collection of the worst – often conflicting – traits. Everything was a boring and overwhelming must-do task that was also not important.

At that point I realized my organization had killed my motivation. So how did I solve this? I broke them up by relevance and changed them on my own Big Visible Chart.  OK it’s a spreadsheet, but still.

First, are the must-do tasks for a month. These are important life tasks that I want to do and do as soon as possible and most are repeating.. My motivation is “I really better do these.” Now I know what has to get done, and I’m motivated to do them out of importance. Also there’s less than I thought so that helped. In my list of work I marked them “hot” colors – yellow for do at the start of the month, orange in the middle, red at the end.

Second are the important things to do for a month that are kind of regular maintenance; blog posts, cooking, working out, and maybe some lower-priority stuff that’s added for the month. These things can shift around, but are also the “daily grind.” Seeing this made me realize a lot of them can be done reguarly and over time – in fact many have to be (I’m not going to cook 80 meals at once or workout for 15 hours in one day). I saw that these could be paced, that they didn’t need to build up – and that I should never see this as a giant task to surmount, but one that’d be done over time.

Third but not finally is my creative work – books, the Sanctum, other projects. These are things that I do in addition to “life” stuff – and they’re the fun things. I didn’t overload this for the month of April, but may add more. In my chart they’re green.

Seeing it like this made me see what I’d done wrong:

  • Trying to spread out my most vial (“hot” colors) work as opposed to getting it out of the way or just doing it at the right time and not worrying about it. I had a gut feel that this was wrong, but this helped me put it into words.
  • Being unsure how to pace my more regular tasks like cooking and so forth (blue). Because there was so much, I kept trying to do all of it and feeling overwhelmed by this big pile of “stuff”. Really the pile would decrease over time.
  • Viewing my more fun work (green) as labor by conflating it with regular tasks. I had treated it like other work, trying to fit it into other things to do. Now I could see this wasn’t a grind – this was stuff to do when the other work is done, caught up, or has just bored me.

So what solutions did this give beyond solving my issue:

  • For the vital work that has to be done at the start of the month, my goal is to get it over with early, even if it’s a bit of a haul.
  • For vital work due other times in the month, I don’t worry about it until I have to.
  • For the regular grind, pace myself. Don’t let it overwhelm me, or try to get too far ahead of it.
  • For the fun stuff, I realized now that I’m aware of it, I can make space to do it when I want to relax, when I want to get it done, or when I’m caught up on the other work.

Ironically, I think I’ll get more done since I’ll be less stressed, less juggling work, and have better priorities.

So your takeaway, know your priorities and what work means to you. It’ll help you get the vital things done so you’re not distracted, pace yourself with the regular grind, and be aware when you can/will/want/should do your fun stuff.

– Steve

Agile Creativity – Principle #11: Self-Organization

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(This column is posted at www.StevenSavage.com and Steve’s Tumblr.  Find out more at my newsletter.)

We’re almost there, my iterative (ha) effort to review the principles behind the Agile Manifesto – for creatives. We’re on the eleventh principle.

The best architectures, requirements, and designs emerge from self-organizing teams.

For people not familiar with IT, the only area of this that may seem odd is the word “architecture,” the structure of IT systems and the like. So let’s tweak this just a bit for creatives

The best structures, requirements, and designs emerge from self-organizing teams.

There we go. So what can we learn from this principle?

The idea is basically this: that teams who-self-organize create the best designs, the clearest requirements, and the best way to get stuff done. This sounds great, but I find a few people worry about it; how can people who self-organize get stuff done?

That’d be a great title for a section.  Let’s do that!

How Can People Who Self-Organize Get Stuff Done?

First, the entirety of Agile thinking and Agile methods is about self-organizing. The principles reflect this constantly, from communicating among people to reflecting and analyzing ideas and results. All of this helps cultivate self-organization.

(Also, most teams self-organize anyway, because no one can constantly be there monitoring their every move, though people try.  So it’s more realistic.)

Secondly, I take the word “teams” in the broadest sense – this is everyone involved in the process, from the actual creative to the person requesting the work to the people giving feedback.  I mean everyone involved – we’re all part of the team, even the folks ordering the work or the users testing the software as part of a beta program.

I find this approach helps because when you think of teams as broadly as possible (which you should), there’s more collaboration and communication, more trust, and far less us-versus-them. You get a lot more done as you’re automatically involving more people . . .

. . . and you cultivate self-organization with training, with being a good role model, with pitching Agile methods, and of course by using the principles of Agile and the methods to get your own stuff done.

So Why Does This Work?

OK so your team self-organizes and gets how to work together.  Or they’re close enough that they self-organize anyway.  But why does it actually work?

  1. People use their hands-on knowledge to design, plan, and organize. Like it or not the person up top of the big old command pyramid doesn’t know what’s going on all the time – the people doing the work do. This is doubly true for creative works, that often require intimate knowledge, gut-checks, feedback, and specific knowledge.
  2. People find the structure that works for them. The people doing the work don’t necessarily know what’s going to work at the start – but being self-organizing they’ll find out. Plus this exploration yields insights they can use elsewhere.
  3. People who self-organize communicate. This feedback tells people what’s needed, allows for adaption, and builds relationships to further the work.
  4. People determine needed artifacts. Agile principles and methods aren’t big on giant piles of documentation, but we do need them. When you self-organize you come up with what’s needed to track work, describe it, and record information. This saves time and increases clarity (also saving time).

Just remember, to make this work you have to make sure people are allowed to self-organized, encouraged, and trained or otherwise supported in doing so.

Where Does This Help Creative Work?

I’ve hinted at just how this affects creative work, but let’s get down to it – why does self-organizing support creative work – and how can you support it?

It Avoids Overstructure: Starting a creative effort with lots of unnecessary structures in place will kill creative work which needs a level of freedom and feedback and experiment. Allowing teams to self-organize helps avoid this.

  • What you can do in your creative works is allow for self-organizing and be aware of when you’re over-attached to processes and procedures.

It Allows For Adaption: Creative work is hard to automate, even though many of us have tried (me included), and it needs room for adaption. Allowing for self-organizing teams allows for that adaptability upfront – people can find what works for them.

  • In your creative works, support adaption by helping people (even if it’s just you and your client) change and adapt what works, with your eye on the eventual goal. That focus on value will help keep you from being distracted.

It Allows For Communication: Creative works are communicative work (even if sometimes the goal is to confuse, such as in a challenging game). To support communicative work people have to communicate and thus self-organizing teams support that – but also force it. When there’s no checklist being ordered and people are encouraged to communicate, you get more actual talking.

  • For creative works, encourage communication among people – and communicate yourself. It helps to be supportive, finding what works for them, not forcing your goals of “how it should be done,” but helping people find what must be done.

It Creates Habits and Culture: Self-organizing teams build their own structures and methods – and habits. This means that there’s more than just some org chart – there’s good habits and in long-term efforts, a culture that evolves. People who develop their own structures,, methods, and so on will remember and embody what they’ve learned. In time this leads to even more productivity as this is in the bones.

  • In your creative efforts, support developing a culture by finding what works and noting things that went right. In times the best lessons burrow into peoples habits.

What About Solo Creatives?

But what about solo creatives? How does this apply?

Recall that the “team” is everyone as far as I’m concerned – the client, people giving feedback, your roommate offering unsolicited advice. Even if you’re on there own there’s still “teams.”

What you want to do is:

  1. Find what “teams” there are – you and a client, you and an editor, etc.
  2. Encourage the teams to self-organize. Be open to feedback, listen, communicate, focus on goals.
  3. When possible, cross teams over. Share that client who wanted your art with a writer that you know. Share an editor with someone else. Build a larger culture among individuals to support each other.
  4. Even when it’s just you in the end, listen to yourself and your ideas. You’re a multitude – be your own team.
  5. Self-organize – don’t get too lost in other people’s ideas and advice, even mine.  Learn to rely on your own wisdom.

Always keep the need to adapt and adjust and self-organize.

In Closing

The eleventh agile principles notes that self-organizing makes for the best results. This works because people communicate, determine what works, and create what structures and tools are needed to get those results. You can encourage this with

  • Avoid overstructuring
  • Encourage adaption with feedback.
  • Encourage communication
  • Encourage development of a larger culture – the self-organizing lessons we keep with us.

Self-organizing teams can produce the best results – even if sometime the team is one person.

– Steve

Agile Creativity – Principle #7: Usable Work

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(This column is posted at www.StevenSavage.com and Steve’s Tumblr)

We’ve passed the halfway points! We’re now on the Seventh Principle behind the Agile Manifesto. It looks simple, and in fact is simple, which means I’m going to go on at length about it. Let’s take a look:

Working software is the primary measure of progress.

Yeah, it’s pretty clear isn’t it? I’m very fond of it because the idea is the measure of progress is something that actually works. No maybies, no charges, no plans, no mockups. Something that works is how you measure progress.

But let’s tweak it a bit for creatives, since creative work involves a wide range of stuff from art to presentations to films.

Usable products are the primary measure of progress.

There, not much of a change, but we broadened it out. You measure progress primarily by giving people things that are usable.

Now of course, I’m going to analyze the heck out of it.

You measure progress with something people can use – even if imperfect

Your efforts should focus on giving people something they can use and experience – that’s it.  It’s usable/working/review-able or whatever you want to call it.  That does not mean it is:

  • Complete.
  • Ready for public release.
  • Ready for all of your customers to use.
  • Even that good.

You may deliver work that’s incomplete and lousy, but at least each embarrassingly bad delivery there’s something people can use to give you feedback.  You will improve it over time.

As you may guess this means . . .

Delivering usable product means feedback

Giving people something they can use, no matter how incomplete or half-baked, at least means you’ll get feedback on it. It may not be nice feedback, it may mean a lot more work, it may mean a change of direction. But at least you know what to do next.

So the more often you deliver, the better you do getting people to their destination – because you learn how to better get there.  It’s a lot like navigation – in fact your customer or client may learn about what they really want once they have something they can really experience.

But it’s not just people who give feedback. You and your team give each other feedback. If it’s just you, then YOU give yourself feedback (even if it’s “that was dumb”). You also learn by making something usable as opposed to reaching abstract deadlines and milestones.

There’s nothing like having to make something workable to really learn what you have to do, and what you shouldn’t have done.

Now to do this . . .

This almost always means iterative development – so plan for it

So as you’ve probably guessed from reading so far, this Principle really hearkens to iterative development. You measure progress with usable product, so you’ll be delivering useable product over time – probably improvements of previous deliveries. That’s pretty common in Agile, obviously and we’ve already discussed it.

But this means that anything useable you deliver is something you should plan for and keep in mind. Don’t just work on something, work on it in a way that helps you give actual results as often as possible. This could mean:

  • Constant refinement, like putting a logo through more and more iterations.
  • Delivering in usable parts, like a costume where each piece is complete (and, say, at least display-worthy).
  • Delivering in review-able parts, like a piece of writing where each chapter is something that can be edited.

So you can keep getting work out, do that work in the best way that keeps delivering useable results. Because when you do that . . .

Usable Products Are THE Way to Measure Progress

Delivering usable products is the way to measure progress. There’s the obvious ones of “this customer is happy,” but you can also use this to get a bit more mechanical and procedural.

  • If you have a list of features for something, like perhaps a game, as you deliver them in prototype, you can check them off. Yes, some may be wrong or changed, but you can get a rough idea of progress.
  • If you are aiming for certain numbers, such as a performance score or loading speed or image size, then you can measure them – with workable product.
  • Of course, you get abstract feedback from others, maybe customers or even beta testers and early access users. They might provide other quantifiable forms of feedback, ranging from yes/no responses to answering polls and questions.

From simple lists of features to complex analysis, usable product is not just a way to measure results in general, but gives you a way to get specific results, maybe even complex ones that need some number crunching.  Thinking in deliverables and producing them gives you access to a wealth of data.

Though I wouldn’t overdo it. This is Agile after all, let’s not get complicated.

Rounding Up

Let’s review the Seventh Agile Principle for Creatives:

  • Frequently produce something usable for your audience, no matter how imperfect.
  • Iterative development is the best way to do the above, so organize your work accordingly.
  • Because you are delivering something usable, you’ll get feedback and learn, meaning you can produce a better product.
  • If you need to have deeper analysis, working products are a great way to do it.

It’s another simple principle, but it’s really great advice – progress is producing something.

Sounds like you could overload yourself with trying to constantly get stuff out, right?  Well, let’s move to the Eighth Principle . . .

– Steve