efficiency

But What If It’s Not Worth Doing?

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(This column is posted at www.StevenSavage.com, Steve’s Tumblr, and Pillowfort.  Find out more at my newsletter, and all my social media at my linktr.ee)

OK this isn’t another post on AI exactly. I get it, there’s a lot of talk of AI – hell, I talk about it a lot, usually whenever Ed Zitron goes on a tear or my friends in tech (IE all my friends) discuss it. If I was friends with Ed Zitron, who knows what I’d write.

The funny thing about AI is that it’s about automation. Yes it’s complex. Yes it’s controversial. Yes, it lets you generate pictures of Jesus as a Canadian Mountie (Dudley Do-Unto-Others?). But it’s automation at the end of the day. It’s no different than a clock or a pneumatic delivery system.

And, referencing a conversation I had with friends, when you automate something on the job or at home, let’s ask a question – should you have been doing it anyway?

First, if you get something you have to automate, should it be assigned to you? If something really isn’t part of your portfolio of work, maybe someone else should do it. Yes, this includes things like home tasks and that includes the shelves you have not and almost certainly will not put up.

A painful reality I’ve come to realize is that many people take on tasks someone else can do, and often do better. However due to whatever reason it drifts up to them and of course they stick with it. Worse, the really good people often would be better at it, and maybe even have more time and hurt themselves less.

A need to automate something often says “I don’t need to do it and I may be bad at it” and the task should move up or down or somewhere else. I’m not saying automate, it, I’m saying reassign it – to someone that may automate it anyway, but still.

Secondly, and more importantly, if you have a task that can be automated it’s time to ask if anyone should be doing it period.

Anything really important needs a person, a moral authority to make a decision. You have both the decision making skills and the ethical ability to make the right decision. Automation certainly doesn’t have the ethical element, and if it doesn’t need your decision making skills . . . why are you or anyone doing it.

The task might be unnecessary. It could – and trust me I see this a lot – be the result of other automatic generation or other bad choices. It may be a signoff no one needs to sign off on, an automatic update you don’t need to be updated on, or who knows what else. I honestly think a lot of work is generated by other automatic processes and choices that could just bypass people anyway.

But there’s also the chance the task is unneeded, shouldn’t exist, or really a bad idea. Look if the task is assigned to you, a competent individual with good morals, and you want to automate it maybe it just should never have existed. Much as good Agile methods are about making sure you don’t do unneeded work, process is the same.

Whenever something has to be automated, it’s a good time to ask “why did it come to me anyway?” Because the answer may save you time automating, instead letting you hand it off, change how things work, or just ignore it.

And that’s not just AI. That’s anything.

Steven Savage

Yellow Sticky Notes And Operating Costs

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(This column is posted at www.StevenSavage.com, Steve’s Tumblr, and Pillowfort.  Find out more at my newsletter, and all my social media at my linktr.ee)

Once, many years ago (I think in the 2010s?) I interviewed at a video editing software company to be a Project Manager. When I asked what tools they used to track work, they pointed at a glass divider covered in sticky notes. That was it, that’s how they wrote video editing software which, as you may guess, is not exactly a simple process.

If you’re familiar with Agile methods, it may not seem entirely unusual. If you’re not familiar, then I’ll summarize all-too-simply: Agile is about breaking work into small, easy, tested chunks as you go through a larger list of work. It’s basically quick, evaluated development of software in order of importance.

So sticky notes were, in theory, all you needed for Agile, especially if the Product Owner (person with The Big List Of Stuff To Do) had their act together. I’m going to assume this company had one that did since, hey, sticky notes.

This experience stuck with me. Now, some 15+ years later, having used many project management tools, having seem many technical innovations, being friends with people in tech for decades, a lot of us seem to want the sticky notes back.

We’re beset by enormous choices of tools and the tools have choices. You can buy this software package or that and integrate them. All of them have their own workflow which you have to learn, but you can also customize your workflow so you can confuse yourself your own way. Plus you have to work with everyone else’s tools together in some half-baked integration.

But when all of that doesn’t work, does the tool fix it? Nope you get to! So soon you’re downloading a spreadsheet from one tool, to load into another tool, then you have to correct the issues. That’s if you can think like the people that designed the tools or the workflow, and those people weren’t you.

Past a certain point all our new helpful tools require so much learning and reconciliation, we might want to use sticky notes. And yes, I have met people who still use sticky notes in otherwise high-tech organizations.

I’ve begun to wonder if we’ve entered an era where we’re so awash in tools that the price of learning them, customizing them, and integrating them outweighs their value. This is amplified by the latest updates and changes from vendors, companies being bought out, or regulation and policy changes. There’s a lot of change and adaption that we have to put time into so we theoretically become efficient in the time left.

And that’s before there’s a software outage somewhere in the Rube Goldberg world of ours that brings it all to a halt. I’m looking at you, Crowdstrike, I still have trauma as I write this.

I’m finding a great test of good software is to ask how it would work if it wasn’t software. What if was, I don’t know – done by yellow sticky notes? What if the software wasn’t software but a human recorded, human run physical process. Would it still make sense?

This is something I noticed working with certain medical and research software. Some of it may have old-school looks, or be specialized, but it works (and has to or people get hurt). I once took a training course on medical software and it was both insanely complex because of medical processes, but in review everything I learned made perfect sense and I could see how it’d be done on yellow sticky notes. Even I, some IT nerd who shouldn’t be allowed anywhere near a patient could figure out how this all came together – and had decades before the software existed.

Sometimes it’s worth asking “what if we did this old school” to see what the software should do and how much cost there would be in changing everything or making it incoherent.

And, hey, maybe you’ll just go back to the sticky notes. Maybe you should.

Steven Savage

The Tyranny Of Time Control

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(This column is posted at www.StevenSavage.com, Steve’s Tumblr, and Pillowfort.  Find out more at my newsletter, and all my social media at my linktr.ee)

The last few months I’d felt stressed about time on the weekends – and sometimes during the week. What was weird was I couldn’t quite put my finger on what had happened or why because there was no identifiable cause. Trying to ask “what’s my priority” over “what’s my schedule” helped, but that stress was there.

Eventually I tried just rearranging my schedule, breaking out of the usual. That sometimes relaxed me, sometimes proved to be more stressful. However, I finally realized that I was trying to align a lot of disparate schedules and opportunities – because our modern times, ironically, give us more options to manage.

We have a lot of freedom, a lot of options, and that can be a pain.

For older folks such as myself, it’s easy to remember very regular schedules of the world. You worked in this time zone. Your job was an 8 hour block. You know about time zones and that affected how you might call people. TV and news was on a schedule barring a VCR.

This wasn’t ideal, but I think we all had a sense of other people’s schedules. If you were watching X show, it was probably Y time. We knew this timezone was ahead, this one behind. There was an unspoken schedule we were on.

As technology advanced we got more freedom from the constraints of time and even space. You could chat with anyone online in MIRC, them chat programs, then Discord. You could timeshift communications quickly with emails. You’d work with people in other countries. Entertainment and information wasn’t in any schedule, but was at your fingertips at all times.

We had more options and I think it can be overwhelming because of two reasons – we have options but still have constraints, and everyone else has options too.

Yes you can chat with people anywhere any time – except there are still time zones. We may have control over our work schedule, but we’re still all on different schedules anyway. You can order groceries any time – but have to check store schedules and delivery times. You have a lot of freedom that suddenly careers into harsh reality.

But we still have options, enough options to become overwhelmed. With so many opportunities, we can become overwhelmed (or underwhelmed if we want to overdo it). More options means more work put into choices and priorities – that collide with the above limits.

But the freedom you have is also freedom others have. So the schedules for people become more unpredictable. One friend is on a gaming binge when another is eating dinner. Another can timeshift their day two hours ahead but they’re in the same timezone. Don’t even start on the fact your family is in three countries, four timezomes, and everyone thinks everyone else is always available.

I don’t think we’ve entirely adjusted to all the options we’ve got AND all the limits we still have or created with time. I’m very sure we’ve become worse at coordinating with people to judge by the complaints I’ve heard. That’s before we take a look at the political, environmental, and economic chaos of the world.

Right now I’ve decided it’s time to do two things.

First, I’ve tried shaking up my schedule. That’s helped me find out what works – and is how I got this insight. Trying new things helps me break out of my habits and challenge ways of doing things.

Second, I’ve tried blocking time out more. By thinking in terms of blocks of time, minimizing distractions, and a bit more planning I feel more focused and get things done. The act of blocking time in turn also makes me think about my schedule.

So far this has helped me. But I wonder how the world is doing . . .

Steven Savage