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Why are Time and Task Management So Hard?

My boss, Steve (why are there so many Steves?), recently inspired me to re-read David Allen's Getting Things Done.  Allen has a point that applies perfectly to me: I don't get stressed out about having to do things, I get stressed out about having to remember things.  His solution is equally obvious - write stuff down.  Whenever you think of something that needs doing, either do it now or write it down.  Review your big list of stuff weekly.

This all works very well for an individual.  For an organization to be effective, it should follow the same principles.  Write everything down in a place where everyone can see it.  At work, we use an in-house ticketing system that parallels many, many similar systems in IT departments across the world.  Basically everyone has a TO DO list.  You can add stuff to someone's list, finish stuff on your list, or move stuff from your list to someone else's.  When a task is done, it goes back to the person who created it to check. 

It's simple, and it works amazingly well.  A manager can very quickly determine if an employee is overloaded with work and sort things out accordingly.  We have a simple 1-6 numeric priority system that tells everyone the difference between background tasks, regular tasks and "do this right f*cking now" tasks.  More importantly, we don't lose stuff.  If we decide not to do something, someone has to put their name on it and say so.  We only lose stuff that isn't in the system.

Hosts File Annoyances

Anyone using a Windows Hosts file under XP Pro should be aware that Windows will happily ignore your file if it isn't readable by "Everyone".  This little piece of knowledge would've saved me a couple of days of work when testing a backup machine using a hosts file.  My lookup silently used the DNS version instead, and I ended up working on the live site instead of the failover.

SHA-1 is Broken

The SHA-1 Hashing algorithm has been broken.  Go change your password hashing scheme if you use it!

CruiseControl Demonstration Video

Mike Clark has posted a nice little video that shows CruiseControl in action.  I really want to build a system like this at work.  I also want to tie the test cases and their status into a burndown chart so that test status can be ascertained at a moment's notice.

The Importance of Professionalism

I'm stuck at home today, waiting on a locksmith to return...  something in my magic, doubtlessly ultra-expensive condo door handle black box is broken.  Result: my door doesn't lock.  Hence the blogging.

I had a young man come earlier today to look at it.  It really demonstrated to me the importance of acting in a professional fashion.  He showed up in his T-Shirt and jeans, with nothing to identify him.  He carried no tools (though some appeared from his car later) and his work order was a crumpled yellow Post-It note with my phone number (incorrectly copied) and address on it.

He examined the lock without any explanation of what he was doing.  He left several times to retrieve new tools and parts without comments.  And at the end, he merely stated that it was broken and required replacement.  I had to supply a piece of paper for him to write down my correct phone number, the model number of the parts and measurements.  He left without an invoice, a card, or even his name.

He may very well have done a good job at working over the lock.  My problem is that I have no idea.  From this little story I have identified a few elements of professionalism:

• Preparedness.  My young friend appeared without tools or paper.  As a professional worker, I always bring all of the tools that the majority of cases require as well as a way to record information.  If you're coming to a meeting, you should have your calendar, a pen and a notebook at the very least.
• Accountability.  Take responsibility for the quality of your work by putting your name on it.  Introduce yourself.  Bring a business card.  Remember that you're not just the company or organization you work for - you are a pro.
• Transparency.  Your clients may have no expert knowledge of your field, but they're probably intelligent people.  Even if they aren't, you should treat them as such.  Explain what you're doing and why.  Show what decisions you have to make, and justify why you recommend a particular option.  If your client doesn't want to know, he or she will tell you.
• Next Steps.  Make sure you communicate what is going to happen next, and who is responsible for making it happen.  You may be responsible for additional work.  Your client may be responsible for paying an invoice.  Always leave an encounter by previewing the next one.

This list is by no means intended to be exhaustive.  I look forward to hearing what readers have to think!