Tag Archives: remote teams

Nonprofit Radio for April 18, 2022: Apps, Tools & Tactics For The Hybrid Workplace

 

Jason Shim & Meico Whitlock: Apps, Tools & Tactics For The Hybrid Workplace

 Work ain’t going back to what it was pre-pandemic. How can you and your teams remain productive, not merely busy? Jason Shim and Meico Whitlock reveal the resources that will lead you to rockstar productivity. Jason is from Pathways to Education Canada and Meico is The Mindful Techie.

 

 

 

 

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[00:01:54.94] spk_0:
Hello and welcome to tony-martignetti non profit radio Big nonprofit ideas for the other 95%. I’m your aptly named host of your favorite abdominal podcast and oh I’m glad you’re with me. I’ve come down with blue fro dialysis. If I saw that you missed this week’s show apps, tools and tactics for the hybrid workplace work ain’t going back to what it was. Pre pandemic. How can you and your teams remain productive? Not merely busy, Jason Shim and Miko Whitlock reveal the resources that will lead you to Rockstar productivity On Tony’s take two summer is coming sponsored by turn to communications pr and content for nonprofits. Your story is their mission turn hyphen two dot c o As we continue our coverage of 22 NTC, You know what that is. You know, it’s the 2022 nonprofit technology conference hosted by N 10, you know who N 10 is because we’ve been talking about this for weeks and weeks. They’re the smart folks who help you use technology in all your social change work right now. Our coverage includes Jason Shim and Miko marquette Whitlock both returning to nonprofit radio Jason Shim is director of digital strategy and transformation at pathways to education. Canada and Mikko market Whitlock is speaker and trainer on mindfulness and technology. He is the mindful techie Jason and Nico. Welcome back to nonprofit

[00:01:58.54] spk_1:
radio Thanks for having

[00:01:59.13] spk_2:
us.

[00:02:33.24] spk_0:
Always a pleasure. Always a pleasure. I don’t know if you guys have been on her three or four times. We’ve, we’ve been doing not uh, the NTC for since like 2016 or something. So it’s been a long time. It’s been a long time. Good to have you back this year. Your the topic is apps tools and tactics for hydrate workplace. Rockstar productivity, not mere productivity or increased productivity but rockstar level productivity. Okay, I’m gonna hold you to that.

[00:02:35.24] spk_1:
Mm hmm.

[00:02:36.44] spk_0:
Jason. Why don’t you give us a little overview of why you think this was an important topic for for Ntc?

[00:03:18.34] spk_2:
Yeah. Over the years I found that when sharing information at NBC and presentations that uh some of the feedback that we’re getting with people we’re feeding back well we love hearing about the tools and so, you know, this um presentation emerged as a, as a result of that really, you know, following the data and you know, the people have spoken and uh we put together this session to really reflect, you know, that there are tons of tools that are constantly coming out and these are tools that we have, you know, tried tested and have identified that, you know, they really help us in our kind of day to day work and we just want to share it with the world.

[00:03:37.04] spk_0:
And because there’s also a mental model component to this. So as as are mindful techie, what’s the what’s the mental side of

[00:04:48.44] spk_1:
this? The mental side of it that we talked about specifically in the presentation. Was this idea of moving from being busy to being productive. Right? So you can be busy answering emails, you can be busy and back to back zoom meetings. You can be busy attending all of those unsolicited calendar invites for various things and you could be exhausted and tired at the end of your day in your week, but you might not actually be making a difference in terms of moving the mission forward. And so the mental framing is really about how do we move from focusing on outputs? Right. I answered this many emails. I worked this many hours. Two outcomes focusing on OK. How many people did we actually serve? How many how many dollars did we actually raise? You know, how how did we make a difference today in someone’s life based on whatever the mission is of our particular organization. Uh And so the the tools are really that we talked about are really designed to help people make that that shift from dizziness too, productivity related to actually moving mission forward.

[00:04:51.54] spk_0:
What a critical difference distinction between being busy and being

[00:04:55.27] spk_1:
productive.

[00:04:57.07] spk_0:
Love it. All right. So why don’t you get us started? Why don’t we uh why don’t why don’t we start with some apps, tools and tactics. Mikko, why don’t you kick us off?

[00:06:59.14] spk_1:
Yeah. So, uh you know, I’m you know as the Michael Techie, I’m really big on tech distraction tools. And so um some things that I highly recommend our um for example, taking full advantage of the do not disturb feature that are available for your devices and so enjoy devices IOS device system to be the most common right? We have the watch, we have the phone, we have talent we we even have the you know the laptop or the computer in all those instances. The tools that we have have opportunities for us to silence stills notifications when we are doing things that are necessary for us to be um productive. So at work when we do focus on work related activities, silence notifications. And then also when we’re sleeping and when we’re resting and believe it or not sleep and rest are actually one of the most powerful productivity tools that we have. We didn’t talk about this in the session but it’s often left out of the discussion. People feel guilty for taking time off and resting. But it’s actually a requirement to to take care of yourself and to do greater work and so do setting your do not disturb settings. You can automate this. So for me for example I have my my phone and my tablet automated so that at um at about 9 30 every evening until about 10 a.m. The following day my notifications are silenced. And what does that mean? That means that from receiving text messages from receiving alerts from other types of apps on my phone unless I’m looking at my device. I’m not hearing the beep. I’m not hearing the ping, I’m not seeing those things flash across the screen. They’re not disturbing my sleep. Um during the night and when I wake up in the morning, they’re also that the first thing that sort of jolts me into my day, right, I’m able to ease into my day without having those things um turned on. So that’s, that would be one thing that that I would recommend in terms of um thinking about this idea of tech distraction um

[00:07:14.24] spk_0:
before you continue, I think you and Beth Kanter, we’re talking about this, I don’t know, 34 years ago using using the, using the very simple functions on your phone that that are available to keep you from being distracted using the do not disturb. I’m pretty sure it was you and Beth like like I said four years ago talking

[00:07:23.26] spk_1:
about the

[00:07:24.06] spk_0:
very simple nothing to download. Just use the function that’s already on your devices.

[00:07:43.54] spk_1:
Absolutely. And and they have evolved. And so one of the things that Jason and I talked about the other sessions that we’re not disturbed, for example, um some of the latest updates for android and iphone allow you to for example, make those um the shutting off of those notifications. Geolocation based. Right. And so like if you’re at the gym or you are

[00:07:51.30] spk_0:
actually

[00:08:26.64] spk_1:
physically driving, you’re physically at like an actual on site in your office for example, you can set it so that it recognizes where you are and it adjusts to notifications based on that maybe in the case of of, of Jason for example, he needs certain notifications on so that he can be alerted if there’s something happening with the babysitter. Right? And so maybe depending if Jason is leaving the house to go to work, maybe he wants to be able to receive text messages or calls from the babysitter but have everything else turned off. And so that’s an example of how you can modify those things based on what your needs are. So that you can um, you know, stay informed, be responsible, be responsive but also make sure that you are moving from busy. Too productive.

[00:08:33.24] spk_0:
Jason has an infant at home. That’s why Miko is saying that

[00:08:37.24] spk_2:
very relevant.

[00:08:52.64] spk_0:
That was very relevant. Yes, very relevant. Um before we moved to Jason, Miko, can we talk about the importance of rest and the glory of napping? I’m, I’m a huge proponent of naps.

[00:10:19.74] spk_1:
Yes. I’m a big proponent of naps. And one thing I will share is I talk about deep rest right? And depressed is a continuum that includes power naps that includes sleeping. It includes just shutting yourself off from external stimulation. So, one of the things that I share with folks is that um some of us have a hard time sleeping and sleep looks looks differently for everyone. Um, But there are other ways to rest and recover and recharge outside of just like when I give the example of sometimes when I take a power nap for example for me a power nap is about 30 minutes or less. Sometimes I am not during that time period able to get into a place of deep sleep and that’s okay. Sometimes the restorative power comes from simply taking a moment to lie down or just sit in a comfortable, you know, cool place unplugged from the devices set the timer and simply allow my body to relax that the the act of doing that even if I don’t fall into a deep sleep is also rest and restoration as well. And so a lot of us beat ourselves up because we feel like oh I didn’t get you know, x number of hours of sleep. Well maybe we expand the definition to focus on. Did you allow yourself the space to simply not do A bunch of things at one time to allow your brain to rest to allow your body to rest. If you did that then maybe that’s good enough for where you are right now.

[00:10:38.74] spk_0:
There’s NASA research that the optimal naptime is 22 minutes. I’ve I’ve seen that I’ve seen that in a couple of places. So yes, that’s what they recommend for people on the International Space station. 22 minutes optimal naptime.

[00:11:07.04] spk_1:
Yes. And I find for myself that I I set my timer for 35 minutes and what that allows me to do it because actually you actually need time to get to that 22 minutes. And so I build in the buffer to allow myself to actually lie down and get comfortable, You know, whatever it is and generally by the time the 35 minutes is up, I’ve I’ve gotten some maybe not a full 22, but I’ve gotten, you know, a sufficient amount so that when I wake up, you know, I’m feeling refreshed and not, not groggy.

[00:11:29.94] spk_0:
Okay, you’re welcome to take more than an extra 13 minutes it takes to get a lot of prep time leading up to your nap. You need to get just the right position. Just the right weight blanket, just the right pillow. I mean I’m not, you know, these are all things that I have my special quilt, My nap quilt, it’s just the right weight. It’s soft cotton. It’s it’s it’s ideal. So

[00:11:33.16] spk_1:
Alright,

[00:11:39.04] spk_0:
So take your extra 13 minutes. Get yourself you get a solid 22 minutes of rest. All right, Jason, let’s go to you. Let’s let’s um what what you know I mean, however you guys have categorized these. You just, you just go next

[00:13:28.84] spk_2:
what? Well, following on the lines of tech distraction. I mean, Niko spoke a little bit about the built in functionality and one functionality dollar highlight is a night shift in nightlight which are baked into IOS and android. So in IOS, it’s called night shift in android, it’s called nightlight. And these functions used to be separate apps and then with the latest releases that they’re, they’re not baked into the absent and what it is is essentially a red light filter that turns on when the sun sets. And the reason why this is important is that for folks who may find themselves staying up late at night, like if you’re up at like, you know, one or two a.m. And you’re trying to figure out why you can’t fall asleep for some people, the culprit, maybe the blue light that is emanating from screens. So if you’re staring at your cell phone without a red light filter on, or if you’re working late into the night on a computer without a red light filter on, your actually exposing your eyes to a lot of blue light, which is kind of stimulating, you know, bright light outside. So, you know, your body is thinking that it’s kind of daylight and so, you know, no surprise that, you know, that may lead to kind of sleep problems. Uh, so uh night shift and night light, our settings where you can flip the setting on and then as the sun sets, you know, your um, screen will kind of tint a reddish orangey glow and uh I have found that it’s made an incredible difference in being able to fall asleep and actually feel tired. I think there was a, for me a pre night shift, um, life and in a post and even more important for me now with a little one uh you know, at home and you know, folks, I have introduced this feature to, you know, have have noted that um they actually, you know, start to feel tired at, you know, the times of day when they’re supposed to be, and, you know, they’re experiencing, you know, fewer sleep challenges in that regard.

[00:13:45.64] spk_0:
Doesn’t the blue light suppress the production of melatonin, which is uh, isn’t it melatonin? I think that because people take melatonin supplements, if they, if they’re not

[00:13:51.50] spk_2:
sleeping well, I

[00:14:03.04] spk_0:
think the blue light suppresses melatonin and that’s why it’s good to filter it out toward approaching sleep time, so that your body produces the melatonin that needs, it needs to help you fall asleep. Isn’t something like that.

[00:14:19.94] spk_2:
Yeah, I think it’s helpful to be able to provide the body with the ongoing cues that, you know, it’s that, you know, it’s been built for and, you know, if we’re creating lots of like artificial light, um, you know, via our, our screens and, you know, moving beyond the screens to in general, um that, you know, if uh if folks are, you know, having like really, really bright overhead lighting, you know, in their bedrooms or things, you know, it’s, you know, it’s important to be mindful of, you know, those light sources late at night

[00:15:39.74] spk_0:
television, same thing, you know, it it serves no purpose to use night shift or night light on your, on your device and then your phone, you know you’re watching tv you know again that that that that blue light. Um Yeah I just saw something else. Uh This is it seems like the the theme running through this is sleep. But I just saw I just saw research about the darkest, the darkest and the darkest environment is best for sleep, the least amount of light possible. So if you have a light on your charger, you know put a piece of, put a piece of tape over that or turn it upside down. So the light isn’t not the L. E. D. L. E. D. S are very bright so and the slightest light. Um I see it alarm clocks in hotel rooms and then I unplug those things and then and then I try to be courteous to the housekeeper and I reset the time before I before I check out but led alarm clocks, you know, brightness brightness is is bad firstly

[00:15:40.20] spk_2:
I totally hear you there. I’m putting putting tape over things. I I I’ve gone over my entire bedroom with electrical tape and so you know it’s it’s almost like doing a light on it. There’s like a little glow of something. Alright electrical tape is going on top

[00:16:36.14] spk_0:
Of it. Exactly there there’s a kit, there’s a little kit that Amazon sells for like $6. It’s different size circles and different shapes, circles and squares with an adhesive on the back, you just you know peel it off a sheet and then based on how big your light is that, you’re trying to cover those different sizes and different shapes. Um So you can get a little kid too, but same thing, some some kind of tape or whatever, but you wanna you wanna, you wanna sleep in a gym, not just dim dark, you want to sleep in a dark environment? Um All right, I love it. So, we haven’t even downloaded anything. We’re just using the devices that are using the functions that are on our devices for to avoid tech distractions. Um Why don’t you give us something else? God will stick with you. And then we’re going back to Mexico.

[00:18:06.94] spk_2:
Yeah, the next kind of another kind of uh tool is something called Newsfeed Eradicate. Er uh So this is a tool that was introduced to me by, by Miko and it’s a plug in that you uh is available for for chrome and when you install it, you know, when you log in on facebook that you see a bit newsfeed of everything. Uh I mean, newsfeed eradicate er it does just that it eradicates the news feed. So it allows you to be more intentional with your social media consumption that um you know, when you dip into a social media networks like facebook, you know, they’re incentivized to try and keep you on there for as long as possible. You know, viewing all the ads and so on and so forth. But sometimes you just need to go to facebook to send a quick message or to like look up something and you need to get back out. And what this does is that it removes all the distractions so that you’re not stuck on the site, you know, which can often happen. So it actually shows an inspirational quotation instead and you know, if you want to post an update, that’s all you can do. Um and you can just focus on that Now. Newsfeed Eradicate er has evolved over the years as well to include other uh platforms. So it’s also added twitter linkedin, youtube, instagram, hacker, news reddit. So uh you know, I think this really reflects that they’re they’re listening to their audiences as well because those are also other sites that, you know, um during the course of a day, you know, if you’re going in just to check in and something uh that uh you know, you could end up staying there longer than than you wish and a tool like Newsfeed eradicate er uh you know, allows you to be more focused.

[00:18:25.04] spk_0:
Yes, the distractions that which which are designed, they’re built into the they’re built into the sights and the apps to keep you there longer. That’s why uh Yeah, so news where we find, where do we find news feed eradicate er how do we how do we turn that on?

[00:18:33.84] spk_2:
Yeah, so you just short short in in the the chrome plug in. Um uh, Chrome plug ins online. It will show up as news feed. Eradicate er and you can uh, you can install it there.

[00:18:47.04] spk_0:
Okay. Chrome plug in. Excellent. Alright. Miko. What do you have?

[00:20:51.94] spk_1:
So minus is related. It’s also a plug in for um for chrome, it’s called stay focused and it’s a plug in that allows you to really manage your time on those distracting websites. So for me, for example, I’m a political news junkie and so I could spend all my time if I could going down the rabbit hole of, you know, the political news, you know, headlines and the videos and the podcast and all those things. Right. And so what state focus allows me to do is it allows me to set up time budget. So for me, My daily time budget is 30 minutes. And what that means is I plug in all of my distracting websites and I can browse those for 30 minutes. And then after my time expires, if I’m on one of those websites, I get a pop up that says, shouldn’t you be working and then the page closes right and my time budget resets every 24 hours. And so what this allows me to do is to um find the balance between being productive but also, you know, engaging in something that’s actually fun or entertaining or interesting to me, but to Jason’s point about facebook, for example. Um there’s nothing wrong with facebook, you know, facebook is great. If you like to watch cat videos of panda videos, that’s great. But we have to be able to put parameters and boundaries around us so we don’t spend all of our time doing that. You know, one of the things we have to recognize is that especially with social media technologies, they aren’t um neutral in terms of tools like we tend to think that technology is neutral, but they’re not because as Jason pointed out, there are companies that are incentivized, you know, for a number of different reasons to keep us on their platforms as long as possible, right? That’s how they make money, right? How they monetize their, their their offering. And so it’s a tools like stay focused, allow you to strike that balance between saying, okay, I like to watch cat videos or I like to follow the political news fox or I like to follow what’s happening on Reddit. That’s okay. There’s something wrong with that. But I’m going to set some limits on that so that I can do that while also making space to, you know, get the work done and also spend time with family and friends and some of the other things that are really important for your life as well.

[00:20:58.14] spk_0:
So stay focused as a, as an app for android and iphone,

[00:21:03.54] spk_1:
it’s a plug in. That’s a browser plug in just like, like the newsfeed Eradicate er for, for chrome.

[00:21:34.94] spk_0:
Okay, Okay. Alright. 30 minutes. You’re pretty disciplined. I would have said it for more like six hours or something, you know, so defeated 10 hours and defeat the whole no, but I’m using the good, I’m using the good plug in. I’m using it. Alright. 30 minutes is very disciplined. All right. And then it shuts you said it shut the site down. If you if you go over whatever whatever site you’re on, if you, when you go over it, it pulls it down, shuts it. Yeah,

[00:22:04.94] spk_1:
So it’s, it replaces it with a with a pop up that says, shouldn’t you be working? Um now, and obviously they’re there. You know, if you’re determined enough, you can obviously work around like I can open another browser. I can do a number of other things. But the point is that hopefully that will be enough for most people to pause and to really assess. Okay, well this has been enough. I can I can come back uh and you know, I’ll, You know, I’ll be able to come back. I have another 30 minutes tomorrow. I really need to get back to this report. I’m working on. I need to go, you know, walk the dog or whatever it is,

[00:22:13.04] spk_0:
raise your consciousness, right? Give you the chance to be disciplined.

[00:22:18.24] spk_1:
Exactly.

[00:24:03.44] spk_0:
If you, if you want to override it and go back into un productivity then of course you can, you can figure out how to do that. It’s time for a break. Turn to communications content. They can help you create content whether that’s for internal audiences or for your outside audiences, whether it’s blog posts, social media, your annual report, reports for the board research that can help you create content and and content curation management. Have you got a lot of documents, some of which could be valuable on your website, on your blog. There might be good social media posts, but you don’t know how to organize them or their you need somebody to go through them to find the good stuff and separate the wheat from the chaff. Always like that. The wheat and the chaff, you know, they can help you with that too. So the content creation and also the curation, the management of your content organization there of all eminently doable by turn to turn to communications turn hyphen two dot c o. Now back to apps, tools and tactics for the hybrid workplace. What’s the movie you both have talked about the way absent sites are designed to keep us on. What was the movie just within the past year or 18 months that that revealed the tricks the or the technology that uh, that all the big sites used to keep you on, was it? It wasn’t the social network that was the older one about facebook wasn’t it? The social

[00:24:07.02] spk_1:
network

[00:24:09.08] spk_0:
social dilemma. Thank you social dilemma. It’s exciting. It’s on HBO. It’s excellent. Thank you. Make up your social dilemma reveals all the technology that they’re using to keep you on intentionally intentionally. That you’re right. This this is the technology is no longer neutral.

[00:24:39.44] spk_1:
Yes. So yes. So the social dilemma talks about that. And um what you know, uh example that um that Jason gave us in terms of the news feed, which is sort of never ending, right sort of this infinite loop, for example, um you have other examples with netflix and Youtube where the default setting is for the next thing to play right automatically.

[00:24:52.80] spk_0:
Right? You

[00:24:54.73] spk_1:
can turn those off.

[00:24:56.94] spk_0:
So

[00:25:12.54] spk_1:
with netflix, you can turn off the automatic playing of the other things. You can also turn off what I find annoying is sort of the the audio preview. You can turn off the audio preview so that you know, when you’re flipping through different options. The audio preview doesn’t you know, you’re not sort of it’s not blaring at you as you’re trying to decide what you’re gonna

[00:25:36.54] spk_0:
do, you’re trying to sort through what to watch and every time you highlight something right, the preview starts all right, I’m gonna check, I’m gonna check the settings in all three, you’re the one that annoys the hell out of me. You know, I just watched a great movie. I like to watch a movie to the very bitter end that has the copyright year in the credit. But but they’ll but they’ll start streaming. They’ll they’ll they’ll, they’ll start streaming another movie or so. Or unless you click up into the upper corner to say continue the credits

[00:25:43.08] spk_1:
so

[00:26:23.14] spk_0:
You can, you can defeat it, but you got it, you got like 10 seconds or maybe 15 seconds. I think it’s always, you have 10 seconds to move the cursor, you know, go up and highlight continue credits and then, and then you can watch the indian credits and the and the music. And to me, they’re cutting the movie in half. Even though it’s, it’s the last two minutes to me, they’ve cut it in half the credits count. I want to see the credits. I want to hear the music. Alright. I didn’t even realize you could turn those things off. Okay. Check check settings. So check settings in all your streaming apps. All right, Thank you. Excellent. Alright. Uh, let’s see, Jason. You wanna you wanna take a turn.

[00:28:11.14] spk_2:
Yeah. So another section in the presentation that is on automation and ai tools and I’ll start with a really cool one that came out fairly recently and it’s called visual ping. So the the ul Firdous visual pain dot io. And what it is, is essentially a tool that will tell you when a site changes. Now. It sounds super simple, but you know, the specific use case maybe, you know, let’s say you are looking at a site and you’re having to check it regularly for, um, uh, an organization that is going to be announcing, you know, a round of grants soon and you want to be notified. But let’s say they don’t have an email notification system set up where they don’t have like a feed. Um, that means, you know, someone in your organization or you have to be checking that every day or maybe several times a day if it’s super urgent or you want to get in, you know quickly and what visual ping allows you to do is just you input the website and that, you know, you can allow um, yourself to, to draw a few boxes and say, you know, this is the area of the site that I want to be notified when it changes and it’ll send you a message when it changes or you can connect it to something like zap here to, you know, maybe send you a message on slack or however you wish to configure it. Um, but it’s, it’s really, really cool, you know, and especially when you look at some websites that, you know, may not even that are manually updated, this can be really, really useful. Um, so you know, for notifications of, let’s say if there’s, you know, I’ve used it for notifications of new charity registrations. Um, there, there isn’t necessarily a notification feed for that. So I usually just send me a notification every time a new charity is registered in Canada. Um, I had a friend, you know, share with me that they used it to get tickets for the latest marvel movie when they came out to be notified as soon as they were available. So you know lots of use cases for it and it’s it’s really taken off.

[00:28:21.64] spk_1:
Covid vaccination appointments.

[00:28:23.65] spk_2:
Yeah. Yeah.

[00:28:26.64] spk_1:
Covid vaccination appointments.

[00:28:30.34] spk_0:
Covid excellent. Uh Jason aren’t you getting too many things about new charity registrations daily? I mean aren’t there dozens a day?

[00:29:13.14] spk_2:
Yeah, they they it only um I think that the website only gets updated when it it does update. Uh so it is possible to actually go a couple of days without any notifications and I think that they seem to be patched updated. So when they are updated I’ll get a notification and then they’ll be like, okay, there’s four new charities registered today. I know that after the holiday season there’s a whole slew of them. Um You know, it’s uh yeah, it’s it’s just been kind of cool to to see that because otherwise, you know, I was checking the site like you know, once a week, just like, oh you know what’s new and now, you know, I think there’s some really interesting possibilities um for just being able to, you know, I see it as it as it comes up

[00:29:20.44] spk_0:
and what do you what do you do with that information? Is it just it’s just just for you to see the breath of charitable work being done in Canada or are you doing something with the new registrations as they come through?

[00:29:48.44] spk_2:
Yeah, I I was just curious to see, you know, them as they’re coming through, uh you know, I tried a little experiment where I connected it to uh happier um kind of process to automatically tweeted out. Um so, you know, I think there’s some, you know, experiments that, you know, I’m trying there, but um yeah, it was really just to stay informed and on top of, you know, the new organizations that are coming out and you know, what what what what are the new charities and what are they focused on?

[00:29:58.14] spk_0:
Interesting. Okay, okay, Mika want to take a turn, please give us give us a couple.

[00:31:44.24] spk_1:
Sure, so, yeah, so it’s sort of sticking with this theme about ai automation. Um, you know, a lot of us use, in terms of productivity tools, we use some version of the google suite of tools, so google docs, google slides, or we’re using Microsoft office or something similar. And something that’s really cool. Is that both of those actually have built into it, You don’t have to buy anything new, you don’t have to install the plug in, they have dictation features that allow you to actually speak as opposed to type so you can actually speak your notes, speak your outline, your agenda, whatever, whatever it is that you’re actually working on, and depending on the type of productivity style you have, depending on also your your learning style, maybe you’re not so good at typing. Uhm maybe if you’re doing brainstorming, maybe you just want to sort of, speak out loud as you’re outlining that report or whatever it is, and just have it sort of automatically be captured. Both Microsoft office and the google docs have the um dictation features like this built in. Um And there are there are other tools that folks are probably aware of, like outer ai for example, that integrate with zoom to actually do transcription. Um there’s also um close captioning, A lot of people aren’t aware of close captioning that is automated. That’s built into things like zoom and teams and teams that you can turn on to make your meetings more accessible. Um I think by default, it’s they’re they’re available in english um and you might have to pay an additional fee or hire a live trans transcriber if you wanted another language, depending on the type of meeting that you have, but nonetheless, those are features that are that are there um that can make life a bit easier for folks that are ai it’s an Ai driven

[00:31:53.54] spk_0:
if you’re doing this in the word sweet or google suite, you just search for dictation.

[00:32:00.84] spk_1:
Yeah, so I would if I am not able to set a pinpoint exactly where but what I would do is just go to the help menu and search for um for dictation or you can just do a quick google search. Um Those will be the two places I would start to to look for where in your particular version you might find

[00:32:18.84] spk_0:
that. And then also a good point about the closed captioning on zoom.

[00:32:22.54] spk_1:
Yes.

[00:32:23.15] spk_0:
Make make these also making technology more accessible as

[00:32:27.81] spk_1:
well.

[00:32:29.44] spk_0:
What what else? Miko let’s stay with you.

[00:35:36.54] spk_1:
Um So out of responders, so many of us are accustomed to this when it comes to out of office replies for email. Um I encourage people to use those to indicate um you know, your availability and and and things of that nature. Um but in addition to that, there are also out of responders for things like social media and so there’s I’m going to give you a low tech version and the high tech version. So if your organization, for example has a facebook page, I’m gonna give you the high tech version. Uh facebook has a feature that will allow you to set up an auto responder um to respond to people. So for example maybe you are a crisis hotline but maybe you’re not 24 7 and so people are reaching out to you through your facebook page, maybe you want an auto respond and let people know hey we’re not available between the hours of this hour and that our if you have an emergency please call this number or you know please make an appointment if it’s not urgent to come back the next day or whatever it might be right, so you can use your auto responder uh to to communicate and give people access to information if you’re not able to respond in the moment. Right? So that’s sort of the one of the high tech solutions sort of built into facebook um and I actually use this my personal, my organizational facebook page because I’m not, I’m not active on facebook, so I’m, I’m active on other platforms and so I use my auto responders let people know, hey I see that you found me here. I’m actually not here, I’m taking a break from facebook, but you can find me on linkedin, you can find me on instagram and here’s the information for that um low tech version of that is on this, I’m going to use twitter as an example, so twitter is another platform where I have a presence, but I’m not active, twitter is for this particular season of my life and work, not a tool that makes sense for me. Uh and so I made a decision that I’m going to take a break from twitter, so twitter does not have a built in auto responder, so what I’ve done is I’ve simply created a tweet that I have pinned that simply says I am not on twitter if you want to reach me, here’s how you can actually reach me, you can go to my instagram page or you can follow me or connect with me on linkedin and I’m happy to engage or two that way. So if you go to my twitter profile, that’s gonna be the first thing that you actually see, you’re gonna see that pin tweet that says I am out of the office where I’m away from twitter and here’s the best way to, to connect with me. So um auto responders I think are pretty cool when you’re using in this context. And so the high tech version is if the tool you’re using has that built in, you can do it that way and then given the example that I showed you with twitter where it’s not a native feature, um but you can still use it as such and this is important too for smaller organizations, maybe you have a small staff and it’s it’s not feasible. It probably doesn’t make sense from a communication standpoint to be Active on all the platforms at one time, but people might still be looking for you, that people might be looking for you on tiktok on twitter on facebook and maybe you’re not able to manage all those things, maybe you’re only able to manage, you know, instagram because you only have one person who’s working part time or whatever it is, right? And so you can acknowledge that people are looking for you across those platforms set up, auto responders if those things are available or just simply, you know, Panda message just says, hey, I know you’re looking for me here, but we’re taking a break, find us over here.

[00:35:54.54] spk_0:
I love it. You’re walking your walk, your your very intentional and mindful about what platforms you’re on. You said you you said at this phase, twitter doesn’t make sense for

[00:36:43.03] spk_1:
you. Yes. And I encourage everyone to think about that, particularly if you are managing a brand for your, for your organization, uh to consider like, yes, part of your audience might be on twitter, Part of your artists might be on facebook or on Tiktok, but if you realistically don’t have the capacity to manage those things, well, that’s perfectly okay, There’s nothing wrong with that. And so there are ways that you can figure out what’s one or two platforms that you actually can manage well, and then you can use the auto responder or another strategy to manage the fact that people are looking for you on those other platforms, but you simply don’t have the bandwidth to be on those right now. It’s

[00:36:57.73] spk_0:
also just very considerate. So that people, because because if people see a presence on a on one of the social sites, then I think it’s reasonable to assume that there’s gonna be some interaction if, if I if I try to engage with, you know, but but you’re being considerate and saying, you don’t don’t have that expectation because I’m not here, but you can find me in these other places and then I’ll be happy to engage with you.

[00:37:11.13] spk_1:
Very

[00:37:12.72] spk_0:
considerate, very considerate use of of the social network’s Jason, Jason.

[00:37:19.83] spk_2:
Yeah, so I would like to share a copy ai, so this is another really cool tool that it allows you to use ai to generate uh

[00:37:33.33] spk_1:
copy

[00:38:29.62] spk_2:
for various things, so I’ll give a few examples here. Um you can input something like a brief description of your organization, you know, what you do, or maybe, you know, you can copy and paste, you know, your case for support, you know, into it and what it does is it’ll generate you text based on what it is that you need. So let’s say for example, you would like to write social media posts that it can generate for you say, you know, 20 or 30 proposed, you know, social media posts with with content based on what you’ve input into it. Now, keeping in mind that, you know that this this is not intended to be like, you know, you copy and paste directly what comes out of this into your social media like that, this is more of a kind of a first draft kind of thing, but it can be a huge time saver for various things. So, you know, one example is for social media posts, another is um for landing pages, so if you’re trying to create, you know, landing pages for, you know, your website and you, you know, several of them that, you know, you can input the intent or what you would like and the system will auto generate, you know, within a few seconds, something that you know may otherwise take 10 or 15 minutes um or you know, depending on you know, how long you’re you’re making it um a 10 or 15 minutes reduced to a few seconds again for a first draft kind of thing that you can then tweak and evaluate. Um most of them are pretty good, you know that there’s some that you know, you definitely wouldn’t use but you know, I think that that’s the element of you know um the human in the loop kind of process to make sure that uh you know, this is working well

[00:39:11.12] spk_0:
that you said copy ai, is that is that an example of an app or that’s a general category

[00:39:17.34] spk_1:
of

[00:39:18.32] spk_0:
of the type of ai you’re talking about?

[00:39:20.90] spk_2:
So the website is copy dot ai

[00:39:23.52] spk_0:
copy dot ai. Okay, that’s an example of one of one. Okay, so

[00:39:39.42] spk_1:
Jason a question for you, so would an example be that let’s say tony were to take the transcript of this conversation and he wanted to generate social media from it. He upload the transcript to copy dot ai and have it do a first draft of social media for this conversation.

[00:40:41.21] spk_2:
Yeah, I think you could even um uh yeah I think put that in and then you could input, you know um uh you know generate uh generate a social media copy or landing page, you know, based on the, you know, the conversation, if you had a transcript available, uh the technology that it’s built on is built on a model called GPT three and that was released fairly recently and it’s it’s really really if if folks want to look beyond copy dot ai and want to dig a little deeper, um they can go to the open ai website and register for an account and it allows you to kind of peek under the hood and uh it gives a few options for folks to um, you know, have conversations with Ai or um try out, you know, you could input like very large blocks of text and ask it to, you know, summarize or explain, explain this to me. Like I’m a five year old for, you know, if you’re looking for like simplified descriptions

[00:40:44.42] spk_0:
and that’s a that’s an open ai.

[00:40:46.61] spk_2:
Yeah,

[00:40:47.71] spk_0:
open dot is it open dot ai,

[00:40:50.11] spk_2:
I believe. It’s open. Open ai dot

[00:41:09.41] spk_0:
com, interesting. Alright, alright, so we start to get a little more comfortable with artificial intelligence and not, not fear it. Uh and here, Alright, so it can give you a first draft, like you’re saying, instead of, so instead of looking at a blank screen uh it gives you a place to start for for a blog post or social posts. Alright, alright.

[00:41:31.31] spk_2:
Yeah, I think, I think it’s a big time saver and that like, you know, you could be spending like ours, you know, turning out those, those first drafts for um uh for some of this copy and, you know, really that this, you know, can save you those hours and really, you know, puts you more in a in a curation kind of mindset where you can, you know, take a look and tweak and kind of use those hours to um, you know, further refine um you know, the things that, you know, would otherwise be really time consuming to to put out.

[00:41:44.51] spk_0:
Yeah,

[00:42:29.30] spk_1:
I was gonna say so, Jason, I think one of the use cases we talked about was, you know, summarizing long or complex documents. So like if you’re an advocacy organization, you’re following policy or legislation that’s coming out. You know, a lot of those things they come out and you have to have a be ready to have a rapid response. Right? And so something that can really help is, if you can use a tool like copy dot ai to say, okay, can you give me like a really rough summary of this, you know, 100 page, you know, legislation that just came out, um and and just highlights, right? So again, it’s not gonna be perfect, but, you know, it you can use that alongside, you know, humans actually sort of taking a look at and reading line by line. Um and it can help you to sort of again speed up the process of if you need to respond to that, maybe there’s something you don’t like and they need to be able to put out a press release, you know, saying what you like and what you don’t like or whatever. It might be

[00:45:25.49] spk_0:
excellent. That’s a very good case. Alright. And, and Nico, this is in line with, you know what we were talking about earlier being busy versus being productive. You may feel like you’re productive if you’re reading the 100 pages of proposed legislation, but you can be more, much more productive by having a tool. Give you a first cut through it and then at the very least I will give you a place to focus your attention. So then you go read the pages that are relevant at the very least right business versus productivity. You don’t, you don’t want the former strive strive for the ladder. It’s time for Tony’s take two in the summertime when the weather is hot. You can stretch right up and rush this guy when the weather’s fine. You’ve got women, you’ve got women on your mind. Yes. The summer time is coming up of course that was Mongo jerry. You know him, they do all that the sound effects with their mouth. You know that I always thought that was on a washboard, but you watch the videos and just their mouths the summertime, the summertime. So I’m reminding you two make your plans for summer, whether it’s time alone, which can be very restorative or time with others. Whoever that might be. Start looking at that summertime calendar. You aren’t going to find the time to do the things you want to do this summer. You’re gonna have to make the time. You got to make the time. Set it aside. Be intentional. You want to spend time with these friends, Book the weekend and then it’s in violet. Everybody trusts everybody else and your weekend happens. So just uh, my advice, please set that time aside for yourself for others. Book it off and preserve it so that you can enjoy your summer the way you want to, whatever it means to you however you want to do it. Make the time. You’re not gonna find it. That is Tony’s take two. We’ve got boo koo but loads more time for apps, tools and tactics for the hybrid workplace with Jason, shim and Miko Whitlock, you guys have more. Right, I’m sure. Is there more, Is there more out there

[00:45:29.19] spk_1:
there? I mean, we we could talk forever. Um, so would you like us to go through another category and what would you like?

[00:45:37.29] spk_0:
Yeah, sure. You got please. What what’s, what’s the category introduced it. So we know what we’re talking about.

[00:46:01.68] spk_1:
So we’re talking about productivity. So this is category, Focus on productivity. And I’m going to highlight one around video. So there are lots of interesting video tools out there and I’m gonna group these together. So there are three. So there is Vidyard is one Bloom is the 2nd 1 and bonds Euro is the third. They’re all very similar.

[00:46:07.36] spk_0:
Say the first one again?

[00:46:09.28] spk_1:
Vidyard.

[00:46:10.48] spk_0:
Vidyard,

[00:46:13.38] spk_1:
Yes, V I D White, A R D.

[00:46:14.87] spk_0:
Vidyard and

[00:48:16.17] spk_1:
then loom. So they’re all very similar. Uh And the, you know, one of the more common use cases is particularly since we’re working a lot of us in the remote or hybrid setting. Um you asked me for example earlier, how do I find the dictation feature in google docs or in Microsoft word for example. Um And so in this youth case I could actually send you a video with the voice over with me on the screen showing you my screen and showing you step by step how to actually do it. So as opposed to simply just send you the instructions, I can actually show you and you could say, okay, well actually I don’t see it, I’m like, well, tony show me what you’re seeing. You could send me a video back, show me what you what you see and it can be asynchronous. So right now we are together having our conversation together, but maybe we are asynchronous, you know, maybe you’re in a different time zone. Um and you know, we are available to respond at different times. And so this allows you to send video back and forth. Uh and you know, help one another in a way that’s going to be more helpful than simply sending someone a list of things and an email do this, this and this, right. People can actually see it another use case. And this is something that, that, um, you know, Jason shared in terms of fundraising, you know, you know, how often do you make a donation and you receive nowadays, um, an email or if that at all saying thank you for your donation and that’s it, like, that’s all you get right. But how cool would it be if you got a sort of an email, you got a short video that was like, hey Tony, thank you for your 25 donation, $25 donation to save the Wells. I really appreciate it as a result of it. You know, you’re gonna save x number of wells and we appreciate your support and you’ve got like a 32nd video from somebody, um, you know, how impactful would that be. And so tools like this allow you to actually do that fairly fairly easily. So there’s so many use cases for this and one of the, the, the broader points in terms of productivity that allows you to make particularly hybrid or remote work more productive, particularly when you’re working a synchronously. So if you’re not gonna zoom together, you’re not together, you’re working at different times. Um, but you want to bridge the communication gap. Um, these can be powerful tools to help you do just that

[00:48:49.17] spk_0:
bonjour Euro is one that I know and I, and I use, uh, for exactly the way you describe it. I don’t do it with donors, but I do it with new members to my, my course planned giving accelerator when when someone has, has joined the course and paid the tuition, I send them instantly. I send them and I, I tease it with, you know, when I see your payment comes through, I’ll send you my special welcome.

[00:48:59.37] spk_1:
Yes.

[00:49:09.37] spk_0:
And then the special welcome is that it’s a 30 or 45 2nd video. It’s just I find that one makes it very easy to use. But you’re saying loom and vidyard also as good as bond or Oh

[00:49:58.57] spk_1:
yeah, so they’re, they’re very similar. And so maybe Jason can speak to like some of the nuances there that I’m not aware of. Another use case here too is, you know, you know, you mentioned you have your courses and so on. I do a lot of prerecorded things and so, you know, things like bloom can be super useful where I can, you know, maybe I don’t want to use them. Um, maybe I wanna use um, bloom because I want to share my screen. Maybe I’m doing drawings on the screen and I want to show people things I wanna point to stuff. I want to highlight different things. Uh, but I want people to be able to see me and hear me as well. Um, so a tool like loom for example, can be a powerful tool to help you to to to do that. So when people get you’re recording, it’s not just you, but they’re able to see you your slides, they’re able to see you interacting with the slides. Um and and so on.

[00:50:02.76] spk_0:
How is that better than using zoom? If you just recorded yourself on zoom and shared your screen, zoom has a white board feature,

[00:50:11.36] spk_1:
it’s just an alternative.

[00:50:13.06] spk_0:
Yeah, it’s

[00:50:13.45] spk_1:
just an alternative.

[00:50:15.46] spk_0:
Yeah. As you can loom you can zoom Alright,

[00:50:17.61] spk_1:
alright.

[00:50:18.76] spk_0:
It’s cool. Uh

[00:50:59.86] spk_2:
I’ve also found that for for figured um when I’ve had to troubleshoot any technical issues with any of the software that I’m using. Uh and I send in a video video detailing exactly what my screen looks like and what I’m doing as I’m narrating it. Um I up until I started doing that, I never got feedback from support people being like, oh my gosh, this is so amazing, thank you. Since I started doing that feedback that I get from support folks like thank you so much, you know, this has saved multiple back and forth emails and we can solve and diagnosed the problem in one shot. And so if you if you want to make a support persons day in your for technical issues, you know, record a video of your have any problems here you’re having and send that in

[00:51:02.76] spk_0:
and also be more productive.

[00:51:05.76] spk_1:
Yes,

[00:51:06.36] spk_0:
avoid the end, avoid the endless emails back and forth. All right,

[00:51:10.48] spk_1:
yes,

[00:51:13.06] spk_0:
Jason your turn.

[00:51:54.16] spk_2:
Yeah. So speaking of avoiding, you know, back and forth. A couple of tools that I’d like to highlight is addressing uh quite quite a simple thing. So, you know, I think folks tend to copy and paste fairly frequently on a day to day basis. So, you know, you go into one document and you need to copy something over into another document. But what do you do when you have many little bits of information that you need to shuffle over now? For most folks, you know, they may just flip back and forth over and over again. However, there are there is software that will make it easier to do that. Um So the specific software for Mac, it’s all the fly cut and the windows um equivalent is copy Q. That’s the letter Q. And the analogy I would use is that it’s kind of like a bucket for your clipboard. Or maybe a better analogy is a like a coffee tray. So instead of having to go back and forth to the coffee shop, you know, for each individual kind of request that you can just kind of put it, you know, in a tray and get it all at once. And then, you know, when you’re um moving between programs that you can, you know, copy copy, copy a whole bunch of different stuff. So

[00:52:27.41] spk_0:
Let’s say you could have 20

[00:52:33.75] spk_2:
different items, then you can move to, you know, where you actually want to paste the stuff and then, you know, paste paste paste paste, instead of having to go back and forth 40 times. You could, you know, just batch those all at once. And this is a very simple, but um you know, if you’re doing this like, I don’t know, 40 50 times a day and you multiply that over the course of a year, like this can save a huge amount of time.

[00:52:56.55] spk_0:
Why do we have to wait till 20, for somebody to think of that? I’m sorry, what did you say?

[00:53:14.35] spk_1:
I think equivalents have been around for a while. I think they’ve they’ve evolved over time, but they’ve been around for a while. Like the for particularly for folks that are like into programming and things like that, they’re probably we’re aware of these tools, you know? Well, before now,

[00:53:50.95] spk_0:
Alright, I was not alright, copy to you. Yeah. You know, from my intent interviews, my ntC interviews, I I was copying and pasting the tight onto I made a sheet for each for each interview. So I need the title, I need the uh the, the short bios of each person or the name and the title, but they’re not together. So I was doing them separately because they’re not together on the page and then I need the description and I need the learning outcomes. So it’s like four or five or depending on the number of speakers could be like eight different copy and paste for one interview. Alright so I can bulk copy and then bulk paste with copy

[00:53:54.69] spk_2:
queue

[00:53:55.75] spk_1:
or you could just hire Jason to create a process where it it’s great. It scrapes the website, it creates the sheets for

[00:54:01.25] spk_0:
you.

[00:54:06.98] spk_1:
Exactly. And you’ll just you know, take you 30 seconds and you’ll have all the things you

[00:54:14.84] spk_0:
need Jason. I don’t think I can afford Jason though. His expertise is being

[00:54:18.02] spk_2:
friends and family discount.

[00:54:19.10] spk_0:
Thank you. Alright.

[00:54:21.15] spk_1:
And he’s he’s on parental leave now so you can take advantage of that, you

[00:54:23.91] spk_0:
know? That’s right. I got leverage. Yes. Well it it paid paid leave.

[00:54:29.14] spk_2:
Yeah.

[00:54:44.64] spk_0:
I don’t have quite the economic but take the friends, I’ll take the friends and family discount. Alright. Um Alright let’s keep going. We got a couple more minutes, we can spend a lot more time um Do something else. Somebody I I’m not gonna call you guys decide who wants to go next.

[00:55:04.04] spk_1:
I’ll talk about timing. So we were working in a remote and hybrid world, I think all of us but I think yeah, I think all of us are probably in different time zones, right? And so I find um particularly in remote hybrid environment that I’ve I’ve there have been instances where I’ve gotten confused about times I was like and what time something is and I actually think this, this actually happened for our ntc session and I was like, well I thought this was an hour later, you know,

[00:55:10.55] spk_0:
oh my

[00:55:16.04] spk_1:
I did not know, luckily Jason, you know had the sense to to call and

[00:55:19.48] spk_0:
text. Yes.

[00:57:36.93] spk_1:
So we so we got that that part figured out. So one of the things that I that I love is a feature because I’m a I’m a big google calendar person. So I there’s a feature in google calendar actually to one is called multiple time zones requires no add on, you can go into your settings and you can, if there are frequent time zones that you’re operating across for your organization, you can add those. And so I’ve added those in terms of the clients that I worked with, what are the three or four most frequent time zones so that when I’m booking um appointments, I can see which time zone it is and make sure that it’s the right time. And then the other is the world clock feature that is very similar um that allows you to see what time it is in different time zones at a glance. Um and that allows um scheduling to to make things easier. Um and it’s for me like as someone who’s traveling and you’re working with people across multiple time zones, that helps me to understand, okay, what time zone am I in and what time zone is my is my client in and I’ll give you an example that was really relevant with the daylight savings time. So the place that I’m at now. Um so so some people that I know this, but when we have daylight savings time, not every time zone changes at the same time. Right? And so the time zone that I was in this year, um there was like a three week difference, right? Where there was, there was like, I wasn’t like no man’s land where like it was like regular time or standard time everywhere else. But like I’m still stuck in like this place where like I’m in purgatory or something. And so I needed to be very, very uh in tune with like what time it was for me versus what time it was, wherever it was that I was with the folks that I was actually collaborating with. So multiple time zones and the world clocks feature, I don’t need to add anything, simply the features that you can actually turn on by going into your settings into your google calendar. Um They’re similar features for for outlook for folks who are looking for those so you can google and and figure out what those things are. But something super simple, but actually super helpful in terms of helping you to be more productive when it comes to scheduling those those meetings.

[00:57:40.53] spk_0:
Alright, so, so world clock and multiple time zones that those are both features in google calendar.

[00:57:45.93] spk_1:
Okay,

[00:58:02.72] spk_0:
because I’m thinking when you said world clock, I’m thinking too, I use iphone, you can just set up multiple just on iphone set up multiple time zones for where your where your clients are. I mean I’ve been doing some collaborating with some folks in India now and

[00:58:03.28] spk_1:
absolutely

[00:58:07.82] spk_0:
It’s 10.5 hours ahead from eastern time where I am. So and and it’s a half hour difference in every time zone is not on the hour

[00:58:12.92] spk_1:
in

[00:58:16.82] spk_0:
terms of different so there’s 1.5 hours. Um And then in my class we had the trouble. Hawaii does not use daylight savings

[00:58:21.18] spk_1:
time. Funny

[00:58:22.92] spk_0:
there, but they don’t need it. So the class members from hawaii we’re late for or they missed the missed the class after daylight savings time. They don’t think of it. So

[00:58:33.96] spk_1:
uh

[00:58:41.12] spk_0:
get smart. Yes. Just be productive. You know, there are tools to help you with this. You don’t have to make the calculation every time. I love your kids like you’re traveling. All right. So I know you know from your home this client is plus three hours. But right now I just went back to So now they’re plus five or do I add the two or do I subtract the +25 plus one now, you know,

[00:58:59.12] spk_1:
So you’re you’re doing like a math problem right

[00:59:15.22] spk_0:
use your tools use the tools please use the tools. Um All right. Nico I let Jason open. So why don’t you wrap us up and give us give us one more and take us out with little motivation.

[01:01:14.21] spk_1:
All right. So I’ll give you one more and a little bit motivation. So the last one I’m gonna give you is a tool called what’s at business. A lot of folks are familiar with what’s app which is encrypted SmS platform. There are others like telegram and and and and like um but one of the things I like about what’s at business is um it allows you to number one have more than one WhatsApp number. So if you have just a regular WhatsApp, most people understand that. One of the limitations is that you can only tie one phone number to WhatsApp. And so I travel internationally. So I have an international number and I have a US number. But with the traditional WhatsApp I wasn’t able to use WhatsApp with both numbers. Well now I can because I set up a WhatsApp business account and I’ve attached my international number two that and now I can use both WhatsApp accounts um simultaneously. The other use cases for organizations. Um Going back to the crisis hotline example, maybe you’re using WhatsApp as a way to communicate with folks and have it be encrypted for example, um you can set up a catalog or a menu of services that you offer within what’s at business. You can set up auto responders so people can get a response if you’re not available. They can get a response of of like your office hours or how to contact you um doing regular times of who to contact if it’s an emergency. Um and you can allow ready access for multiple people to use the west top business account and be able to respond to messages. Um and and not have that limitation that you have with the traditional um WhatsApp that most people are familiar with. So um if going back to this time zone um challenge you also have multiple phone numbers for whatever reason, right? Hopefully for legal reasons um that you’re you’re able to use WhatsApp um business to help make that transition a bit more a bit more seamless. So um

[01:01:23.41] spk_0:
you

[01:02:24.40] spk_1:
know as we close out, you know, I really want to just go back to what we talked about at the top which is you asked us about the mental model for the work that we’re doing. And um it’s really again moving from being busy, right, taking off things on the checklist, ticking through those emails, you know, counting the number of hours that you worked and really centering the amount of your time and energy and effort on being productive and moving towards tangible meaningful, impactful outcomes for your work. And to apply this, not just for your work but also personally we can apply these same concepts to how are we um making ourselves more productive so that we can be more present and more available for our friends, for our family, for our colleagues and also for ourselves because ultimately, if we are not at our best, when we cant give our best and so we want to make sure that we are keeping that in mind as we think about this topic of Absolutely and tactics specifically in this hybrid world that we’re experiencing right now,

[01:02:45.30] spk_0:
That’s a perfect wrap up. Thank you and I’m gonna, I’m gonna ruin it now. You’re stuck with a lackluster host. It’s tragic. Really tragic because while you were talking, I realized, you know, we didn’t talk anything about email help. Help with the email email management. Are there, do you guys have anything I’m putting you on the spot now in a specific category, Do you have ideas for? I feel bad for ruining your outstanding rapper. We’ll just have to listen to, you have to replay it after we have, but we gotta hit email. You mentioned email, you have, you have tips for email management?

[01:03:12.20] spk_1:
We do. There are tons of tips and um, I’m gonna let Jason there was one you covered in the session um the inbox pause. You want to talk a little about that?

[01:04:23.19] spk_2:
Yeah, there’s a tool called inbox because it’s uh it’s made by boomerang and it’s a plug in that it’s, it applies for gmail and what it does is that it will hide your inbox until you’re you’re kind of ready to to view or that’s that’s one of the settings that you can have. But the positive boxes that when you press the pause button, it’ll stop the emails from coming in. So that uh you know, you can more carefully manage your time around how you process the email. So instead of you know, going back and checking and responding that you can actually, you know, schedule in time and your calendar be okay. This is my designated email checking and responding time. And not kind of have that temptation of having the email sitting in the inbox because you literally can’t see them until you hit the resume inbox. And then all the emails will come flooding in and then you can process it then and there. So uh you know this this kind of goes in line with what we shared earlier about, you know, um Newsfeed Eradicate. Er it’s kind of similar in its function and that um you know, this is to manage your attention and you know, help make it easier to uh schedule intentional time to to deal with those things.

[01:04:28.81] spk_0:
Okay? Inbox inbox pause. You have another, you have another email tool, Jason.

[01:04:35.69] spk_2:
I have one.

[01:04:41.19] spk_1:
Yeah, I was gonna okay.

[01:04:42.09] spk_2:
Uh

[01:07:24.88] spk_1:
so I was going to share uh it’s a strategy and then the tool related to the strategy. So the research shows that we spend more than half of our work time actually reading writing, responding to email. More than half of our work time reading writing responding to emails. So a significant chunk of our lives are spent nowadays, you know in our in our inboxes. And so one of the most effective things that we can do to manage that time more effectively and to actually lower that amount of time is to um reduce the number of decisions that we have to make about the things in our inbox. And one of the most effective ways to do that is by actually filtering things into different buckets um so that you’re not having to think about that because when when the when the email comes in it’s not just responding to that, you have to think okay do I respond to this? Is this spam and it will respond to this now do I respond to this later? How urgent is this? You’re having to think about all those things simultaneously and it becomes mentally and emotionally draining and exhausting over time. So I use Gmail and one of the ways I do this with Gmail is I use the multiple inboxes feature That allows me to sort things into um four different buckets. I have my main inbox I have um you know, alert for things like google docs. So if Jason and I are working on something and Jason’s tagging me, I can see that Jason tagged me and expecting a response. I have my newsletters right, so those are things that don’t require an immediate response. So those are things I want to go back to. But I don’t need to see that in my inbox and then drag it and drop it to manually to a folder and then the last one of the receipts. Right? So if I’m ordering things online, um I don’t need to see that receipt right away. So if I need to see that receipt for tax purposes or if we’re getting reimbursement, I know that it’s there in my my receipts folder and I can go back and look at that um later. And what that means is then I have those four categories. Then I’m spending less time sorting through my inbox and I can spend more of that time actually responding to the things that are actually the higher priority. So you can do this. Also for outlook, there’s a smart inbox feature that can support this. You can also set up filters um to route things to different in boxes. You can color code things based on who it’s from. For example. So if if your top priorities to respond to e mails from donors and to your your supervisor or the ceo of your organization, um you can flag those as a different color so that you can make sure that you’re always focusing on those things first. So there are many different ways you can do this. But the broader principle here is to um set up filters, Whatever system works for you in terms of filtering so that you’re spending less time mental and emotional energy processing email but actually being productive when it comes to the type of email that you’re receiving.

[01:08:14.27] spk_0:
Thank you. All right, thank you guys for going a little long again. I didn’t think of email until until Nico mentioned it, but so we went long. But so thank you for the graciousness being gracious around that. But I mean the stuff we talked about, you know, do not disturb night shift, night light news feed. Eradicate er stay focused, visual, ping auto responders copy dot ai vineyard loom bands, Euro fly cut copy queue multiple times. Well multiple time zones. Oh multiple time zones, World clock feature, right, what’s that business? Uh inbox pause and uh just being intentional filtering, filtering, filtering, filtering,

[01:08:18.97] spk_1:
filtering so

[01:08:29.27] spk_0:
Incredible. I was probably another hour and a half. Alright, they are, they are both both former board members of N 10. Jason Shim Director of Digital Path, digital strategy and transformation at pathways to education. Canada and Mexico market Whitlock the mindful techie, a speaker and trainer on mindfulness and technology, Jason Miko, Thank you so much. Thanks for sharing all this.

[01:08:48.07] spk_1:
Thank you for having us. Thanks

[01:08:49.59] spk_2:
for having us,

[01:09:46.77] spk_0:
absolute pleasure, loved it. Thank you. Next week We’re gonna have more from 22 NTCC asking for receiving and giving feedback if you missed any part of this week’s show. I Beseech you find it at tony-martignetti dot com responded by turning to communications pr and content for nonprofits. Your story is their mission turn hyphen two dot c o. Our creative producer is Claire Meyerhoff shows. Social media is by Susan Chavez. Marc Silverman is our Web guy and this music is by scott Stein. Thank you for that. Affirmation scotty. You’re with me next week for non proper. radio big nonprofit ideas for the The other 95% go out and be great. Mm hmm.

Nonprofit Radio for April 24, 2020: 5 Questions & Working Virtually

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[00:00:14.04] spk_2:
Hello and welcome

[00:02:14.31] spk_3:
to tony-martignetti non profit radio big non profit ideas for the other 95%. I’m your aptly named host. Oh, I’m glad you’re with me. I’d come down with hydrogen itis if you made me sweat with the idea that you missed today’s show. Five questions Heather Yan does article is five questions to answer before you call a consultant, and she’ll help you avoid making a costly mistake. She’s founder of non profit IST and working Virtually. We talked through the issues encountered when managing remote staff. Technological, generational, emotional measurement, recruiting and retaining. Our panel is Heather Martin from Interfaith Family and Alice Hendricks with Jackson River that originally aired November 2nd 2018. Tony Take to Our Innovators Siri’s were sponsored by wegner-C.P.As, guiding you beyond the numbers wegner-C.P.As dot com by Cougar Mountain Software Denali Fund. Is there complete accounting solution made for nonprofits tony-dot-M.A.-slash-Pursuant Mountain for a free 60 day trial and by turned to communications, PR and content for non profits, Your story is their mission. Turn hyphen two dot ceo. It’s a pleasure to welcome have a Ando to the show. She is founder of non profit ist an online resource that helps payer nonprofits with the right consultants. She’s also a lead consultant at Third Space Studio, where she helps with Strategic Planning Board and leadership development and going from Good to great. Previously she was director of development and communications with the North Carolina Conservation Network. Her consultancy is at third space studio dot com, and non profit ist is at non profit dot i s t Welcome to the show. Had the Endo thanks

[00:02:14.64] spk_5:
so much for having me. I’m glad to be here.

[00:02:21.29] spk_3:
Thank you. It’s a pleasure. Thank you. You’re welcome. You’re welcome. So you work. You are a consultant. Um, I can I guess, that people have made mistakes in,

[00:02:31.59] spk_4:
I don’t know, maybe made mistakes by hiring. You know, that’s not that’s not what I want to say. Scratch that. Scratch the the the opening clause of that sentence. But

[00:02:42.27] spk_3:
people can make mistakes in their consultant hiring. If they’re not thinking ahead.

[00:02:50.04] spk_5:
That’s absolutely right. Make really costly mistakes. And they can waste a lot of time, their time and consultant time by not really having your questions answered before they go into it.

[00:03:01.18] spk_4:
Okay. Have you been in a situation where you didn’t you felt that the organization had not thought through enough what they really wanted, and it it wasn’t the right time to hire you.

[00:03:33.12] spk_5:
Absolutely. What? What I see are a couple of different problems that are reflected in these questions Wound that I see all the time and others might see. This, too, is, but people come without a clear understanding of how much they have to budget for some kind of engagement with a consultant. So we’re talking about a project, and that project could be anywhere from five hours of my time to 25 hours of my time to 100 hours of my time, depending on how deep we want to go. And having a sense of budget is really helpful with the front end.

[00:03:51.37] spk_4:
That’s that’s something that I ask. I do plan to giving consultant and and before I do a proposal, I have Teoh. I have to have a budget range, at least not going to be a number, but I have to have an idea. So I know that the things we just spent the past hour talking about can be achieved with the budget that the organization has in mind?

[00:04:12.04] spk_5:
Absolutely, absolutely. And if people are getting multiple proposals for this kind of work, which often happens and I encourage, it’s really helpful to be able to compare apples to apples. So you’re not just comparing on costs because that’s often not the most important variable. You’re really comparing on approach on personality fit on culture fit on all of these other variables that are going to give you a much better outcome.

[00:04:49.80] spk_4:
Yeah, okay, very wise. All right, So you’ve been on both sides, give you you’ve been in a non profit, and as a consultant, you’ve been you’ve hired non. You’ve hired consultants when you were I

[00:04:52.08] spk_5:
have higher consultant. And certainly, over the past nine years of serving as a consultant, I have had many of these conversations about getting to the proposal or the contract phase.

[00:05:10.65] spk_4:
Well, I admire you putting this these thoughts down because I’ve been a consultant even longer, and I never you know, I do

[00:05:20.84] spk_3:
these things implicitly, but to say to organizations, these are the things you should have in place, or the These are the questions you should be asking internally before you get to

[00:05:22.27] spk_4:
the start. talking to the first consultant. I think that’s I think that’s valuable and helpful. So thank you for coming on. I’m glad you’re here to explain.

[00:05:30.87] spk_3:
So the first thing you want, you don’t You don’t want some vague plan like board development or strategic plan you want you need. You want something more than that?

[00:07:35.05] spk_5:
Yeah, the first question that I want you to answer is what the challenge you want to tackle. What’s the question you want answered? What’s the sticky thing that your organization has been having trouble with over the past few years? So there’s two ways that I see. Organizations often go when they talk to consultants that are not helpful. One is what you just mentioned, which is? They come with a very big desire for a strategic plan. And when you ask why, the answer might be well, because our old one ended last year, we need to do it again, which is somewhat helpful but really doesn’t tell you what’s driving this desire to have these conversations. And I think that a lot of time, these ideas that fundraising plans, marketing plans for development plans, they’re things that non profit leaders know they can ask or they know that they’re good things have. But they don’t give you much of a sense of what’s actually driving the the need for this or what kind of behind it. One of the questions keeping you up at night about this topic. One of the things you really want to tackle to this effort. So one of being too babe, The other thing I see a lot when organizations talked to me is that they are really, really specific. So they have not only figured out what the that they want a strategic plan. But they have figured out every single activity that’s gonna happen over the next six months to make that happen. So they have designed a whole process without the aid of somebody like me who does this a lot and can really bring some of that outside expertise so sometimes are also getting a little too specific and often times they’re not really addressing the right challenge. So getting clear about that challenge can help a co design something that would really address it.

[00:07:47.63] spk_4:
Yeah, okay, so two ends of the spectrum, either too vague or too specific in terms of precise tasks they want

[00:07:53.77] spk_3:
done. And they’re just hiring you to execute what they’ve developed. Yeah, I’ve never been in

[00:07:57.30] spk_4:
that situation. I’ve had the too vague, but ah, not that not to to speak

[00:07:58.72] spk_3:
well, I work in planned giving. So it’s such a black box. Unfortunately, it should not be a I’m constantly railing against that. It should not be a black box. It need not be a

[00:08:10.16] spk_4:
black box, but so I think people are not sure what activities to do in planned giving. But if it’s

[00:08:16.74] spk_5:
I think it shows up a lot in requests for proposals, which I’m actually writing an article now about how they’re the worst, and people should think about what else to do. But often in a request for proposals, it will be very, very detailed about the all of activities they want the consultant to undertake.

[00:08:35.49] spk_3:
Well, I I guess, yeah, depending how precise it is that you made man just having employees do it, you

[00:08:42.48] spk_5:
know,

[00:08:48.19] spk_3:
you developed it internally. You may as well just have the person who helped develop it to carry it out. If you’re such experts in what the plan should be, why don’t you go ahead and do it.

[00:08:53.82] spk_5:
Well.

[00:08:54.41] spk_4:
Yeah.

[00:08:54.85] spk_5:
And you’re really not getting the staying for your buck of hiring an outside expert.

[00:08:59.47] spk_3:
Because

[00:08:59.89] spk_5:
we really do understand the process of round a lot of these conversations and how to structure them. How to really engage people, how to help you make change and make that change.

[00:09:25.58] spk_4:
We’re gonna take our first break. Other. Um, we come out of this in about 30 seconds, or so I I want to dive into ah board development a little bit. Like what? What? What kind of specifics would you want to see their and then we’ll carry on with the rest of the questions. All right, so it’s time for this

[00:09:55.79] spk_3:
break wegner-C.P.As so that your 9 90 gets filed on time so that your audit gets finished on time so that you get the advice oven experienced partner, eat each tomb, been a guest on the show, and the full firm that has a nationwide non profit practice with thousands of nine nineties and audits under their belt wegner-C.P.As dot com. Now let’s go back to five questions. Okay, Heather, um, so instead of we want board development what? What would you like to see that. At what level would you like to see the The plan fleshed out.

[00:10:49.34] spk_5:
So what I would really love is for an executive director, Uh, maybe aboard. Care to call and say, you know, we’ve done some thinking about our board. Maybe we’ve even done a little bit of an assessment of our board and we figured out we have these couple of challenges. We’re really struggling with accountability around, following through on tax or we’ve done some training on fundraising, but the board still isn’t really engaged. And then we can have a conversation from there about Well, what have you tried? What do you think behind it? What might we try together to help the board shift in these particular ways? So the important pieces are that you’ve done some reflection about what the challenge might be and what’s really behind that.

[00:11:00.28] spk_4:
It’s

[00:11:14.54] spk_5:
interesting you bring out board development because that actually links into question number two, which is, does everybody agree that this is a challenge and that there’s some need for outside help? So if we’re talking about a board, the executive director might have a particular opinion. Does the board chair share that opinion and if they don’t both see the same challenges or even see a challenge with the board. Then again, you’re not setting up the consultancy for you’re not setting up this engagement for success.

[00:11:35.40] spk_4:
So does everybody agree about the challenge? Whether this even, like, what’s the source of the trouble? Is that Is that what you mean?

[00:12:07.66] spk_5:
Absolutely. So if you really if you as an executive director feel like the board really has trouble with accountability or they don’t understand their roles and responsibilities, does the board chair who is really the leader of the board have that same assessment? Would they agree? If I show up to do a training on roles and responsibilities, how is that going to be received by the board? Is everyone on the same page, or at least the leaders on the same page about what? That challenges?

[00:12:17.94] spk_4:
Okay, I see. Yeah, yeah. Um, so that so if it’s let’s let’s continue with the example that board development, um, you you want to know? Do you want to know that the full board has, uh, I don’t have formally approved it, but at least discussed the idea that you know we need some help here is you want to go to that? You want to know about the full board or really, just like the Executive committee or what?

[00:12:39.97] spk_5:
I think it depends on board culture. I would say more people buying it is always

[00:12:45.95] spk_4:
better.

[00:12:46.73] spk_5:
So if there is a conversation among the full board about devoting two hours at our next meeting to this topic to bring in an outside expert to talk about this, that was the ideal that really sets me and any other convulsant up for success.

[00:13:12.88] spk_4:
And so I guess likewise. If there’s some kind of staff, um, I don’t know, uh, staff work that’s going to be done. Um, you’d want to know that the staff is, uh, has bought into the idea. It’s not just coming from the vice president or the CEO.

[00:13:24.71] spk_5:
Absolutely. If you want to develop a fundraising clan, is your development team brought into bought into the need to do this? Have they talked about what the challenges are? How whatever this fundraising plan is might help them move past those challenges. So it’s really the kind of idea of who are the key stakeholders and are they in agreement with the desire to have an outside expert come in? Are they in agreement about the challenge at hand?

[00:13:52.31] spk_4:
Okay, okay. Yes, the key stakeholders. Right. All right, all right. So, yeah, if you’re driving home the point that there’s gotta be gotta be conversations internally before we start talking to somebody externally, we got to know what our trouble is. And beyond that,

[00:14:01.89] spk_5:
right?

[00:14:27.72] spk_4:
And the key people need to be invested in the process to solving the problem. Okay? Absolutely. Right now, I want todo let you know that I let you. I let you suddenly go from question 1 to 2 without my without my buy in. It’s okay. I’m, uh Let’s just just, uh, tread lightly as we go forward. Okay? Um, all

[00:14:30.63] spk_3:
right. So the next one is a timing. When when do you want the project?

[00:14:41.07] spk_5:
Absolutely. So this is really important, because often time, the timing really impact when a consultant is able to help or not. So if you want a board retreat next Saturday, I may not be able to help, or even next month, someone may be booked up if you already have really important date for that project on a calendar and a consultant isn’t isn’t available. You may have to move on to another person, or you may have to shift the timeline, if that’s really the right person.

[00:15:09.84] spk_4:
So

[00:15:47.65] spk_5:
there’s one question about a specific dates on the calendar. The other question is just what’s really driving the timeline for the organization? Do you need this to be done by a certain date? Because there’s a grant deadline? There’s turnover on your board. There’s something else externally driving it. So at the front end, really thinking through Where does this fit in? In terms of our schedules can be really helpful in figuring out in that first phone call is this person is this consultant a good fit and and what might need to be shifted to make them a good

[00:16:23.74] spk_4:
you know as well. There has to be some receptivity for the consultant to push back and say, You know, that’s not a That’s not a realistic timeline for the scope of the work that we’re talking about, you know, putting aside it’s, you know, a board retreat on a weekend or at a board meeting, but you no longer term engagement like for instance, planned giving. There’s not much we can do in planned giving in six months. I don’t I don’t consent Teoh. I don’t agree. Toe. Six month engagement’s got to be at least a year. So it’s got You have to be willing to hear that what we’ve just talked about can’t be done in the timeline that you defined.

[00:16:28.98] spk_5:
I’m so glad you brought that up. I

[00:16:30.81] spk_4:
think

[00:16:31.55] spk_5:
I would

[00:16:32.52] spk_4:
say

[00:16:32.91] spk_5:
90% of the folks I talked Teoh, uh, have a over ambitious timeline

[00:16:39.86] spk_4:
on.

[00:17:27.44] spk_5:
And when we really start to dig into, uh, what are all the past but need to be accomplished, who were all the people that need be engaged? What are all the schedule that need to be managed? Often times we’re having that same conversation, and and I believe, as you probably do that particularly for these bigger processes where you’re really in terms of plan giving, building something new, doing a lot of research, having these important conversations, it just takes more time. And that’s important because it also means that it’s more likely to stick if you were having more conversations over more time. So when I do strategic planning I really like for that. Have a six or nine months time horizon that gives people enough time to really think through all the implications of that he changes were making gives the board and the staff opportunities to engage with each other in different ways. So, yes, pushing back on the timeline is really important to

[00:18:13.51] spk_4:
the strategic planning, I would think, uh, I mean, that’s, uh so I’ve never I don’t I don’t do that kind of consulting at all, but, um, yeah, I mean, there’s their interviews and have to take place and coordinate with people’s schedules. You know which board members just started a new business. So she’s gonna be in Costa Rica for eight weeks, you know? Uh, yeah, that’s that’s a particularly strategic planning. And I would think that’s a particularly long time frame. And then and you have to Ah, you have to be willing toe recognize that it may not be finished, even in the time that we have to find.

[00:18:20.24] spk_5:
Yeah, absolutely.

[00:18:23.64] spk_4:
All right. All right. Um, so before we rush through Teoh points number four and five, uh, put now I’m putting on the spot about a bit tell Tell us a story. Um, something that, uh, you know,

[00:18:35.13] spk_3:
maybe maybe when the initial conversation took place, they hadn’t thought through it enough, and you advised them that they do some internal thinking and then you did command and you were genius, and they paid you

[00:18:56.61] spk_4:
double what? The contract amount, You know, anything like that where you know, the internal work was was made a big difference. You could tell.

[00:19:02.04] spk_5:
Yeah, I wish I had that. For where they paid me double. I

[00:19:16.69] spk_4:
don’t. You know, you haven’t been consulting long enough. I have a dozen of those. Oh, man, I have a dozen of those, but I’ve been consulting since 2003. 17 years. 17 years. You’ll get there, you’ll get there about it.

[00:19:34.04] spk_5:
I What I have is more of the lesson learned in failure of the cautionary tale, particularly early on in my consulting career, Um, kind of blindly believing one person’s viewpoint of the state of an organization and not truth checking that

[00:19:42.37] spk_4:
with

[00:19:43.04] spk_5:
other key stakeholders.

[00:19:44.75] spk_4:
What happened?

[00:20:45.44] spk_5:
And I was a new executive director, called for some work with their board. Um, the board was having some big problems with getting work done. Committees weren’t really functioning very well. They weren’t doing their fundraising. Very as I look back things that a lot of organizations are dealing with, I often hear some of some similar complaints. And so we talked about doing 1/2 day board retreat where we developed some action plans on how to get things back on track, and I discovered upon getting into the border treat. But the board did not see these as problems on, and that if I had done some more conversation or even some assessment survey work with the board, I would have discovered that they had a very different viewpoint of what the challenges were. And they were in some, some level of conflict with the executive director about whose work was this, how they wanted to be encouraged and Stewart as volunteers of the organization. And so it was a real lesson for me of that. That question Number two has the board chair in the executive director. Have they talked about that? There they in agreement. Does everyone see this challenge from the same viewpoint

[00:21:05.49] spk_4:
that sounds like, uh, may have become Ah, hopefully not tense, but at least awkward. While you were in front of the board.

[00:21:13.89] spk_5:
It was definitely awkward. It was definitely awkward. We recovered and they did some good work. Um, but

[00:21:20.98] spk_4:
it’s

[00:21:25.12] spk_5:
good. Waas. I learned definitely that I needed to have a more comprehensive understanding of organizations before I do that kind of work.

[00:21:30.20] spk_4:
Yes, not one person’s perception. All right. Was the executive director in the room while this was unfolding?

[00:21:37.44] spk_5:
She waas

[00:21:38.56] spk_3:
way

[00:21:39.15] spk_5:
had some good conversations afterwards. It wasn’t It wasn’t terrible, but it really did draw more of a bright line of this is what you thought was going on. And this is what the board thinks is going on

[00:21:51.58] spk_4:
and their difference. And we

[00:21:56.16] spk_5:
need to talk about why and how we can deal with those.

[00:21:58.01] spk_4:
Okay, good that it was early on in your career. Not This was just not last week, was it?

[00:22:02.64] spk_5:
But I was not last week.

[00:22:05.46] spk_4:
Okay, So you’re going uphill. That’s good. That’s good, right? Uh, right. OK, Your next one is around money.

[00:22:53.86] spk_5:
Yes. So we already talked about this a little bit that it is so important on the front end to have an understanding of what your budget is for any work not only for other reasons we already discussed, but also because it really signals to a consultant and signal to your organization that you’re serious about addressing the challenge. Uh, so if you have money built into the budget for if you go back to the board and have them approved a revised budget with a little bit more funding for some kind of special project throughout the year, it also signals to everyone that this is a serious issue and we’re going to devote resources to it. Plus super useful for us consultants to know what we’re dealing with And if it’s even possible, As you said,

[00:23:12.24] spk_4:
Yeah, yeah, And and, uh, you know your point earlier. I want toe reemphasize. If you’re getting getting proposals that run the spectrum of costs, then you’re not really making fair comparisons?

[00:23:25.02] spk_5:
Absolutely, Absolutely. You I definitely have seen organizations to particularly for these, uh, catch all terms like strategic plan will get a $5000 proposal and a $50,000 proposal, and they’re just not comparable.

[00:24:03.22] spk_4:
And then you end up wondering Well, okay, way sounds. Let’s say we could spend the 50,000 but what would the over the 5000 person have done if we told them that our budget was 50,000 cause we like what they’re doing for five, but it’s not nearly as comprehensive. Obviously, G, what would they have done for 15? And then you got to go back to them and, you know Oh, our way. We can’t spend 25. And so neither one is quite right. You know, that’s a big botch. That’s that’s a big time. Waste time suck. All right, all right. Be up front.

[00:24:08.60] spk_3:
And there is a responsibility on consultants to I think Teoh toe Ask if if money hasn’t come up, you gotta ask What? What are we looking at? What kind of budget do you have?

[00:24:40.70] spk_5:
Absolutely having that money conversation. And I tend to do it even earlier in the conversation now because what I find is that we can daydream about all of the wonderful things we could do together. And then when they say and we have $10,000 I have to sometimes really some of those things back in or I have to have. They have to make hard choices about all of the potential beautiful options I put out on the table. So I’m even now early in the conversation, asking trick so that we can really right size. Or I can present options in a way that helps people understand what’s possible.

[00:25:00.45] spk_4:
Okay, Okay. Uh, let’s go to your last question. What do you got? You insurance? It’s

[00:25:57.32] spk_5:
the last question, but I think it might be the most important one. And that’s how much organizational time and energy do you have to address this challenge. So what’s the bandwidth for this piece of work? Um, a lot of times you may see this. Two organizations think Well, I have a problem. So we’re just gonna throw money at it. We’re gonna hire consultants and they’re gonna hear our woes and go off and fix it and come back and present us with perfect plan to solve all of our problems. Um, that’s not realistic. Uh, I don’t believe that’s how consultants who want to really make lasting change in organisations often operates. So we always need organizational help. We need board time. We need staff time. We need If we’re in the case of fundraising, we need some reports from your database. We might need to look at, um, sit down with you and really go over your last strategic plan and think about what worked and didn’t and why? But we’re definitely gonna need the executive director’s Dan with and then the other key stakeholders.

[00:26:18.04] spk_4:
Oh, getting

[00:26:18.89] spk_5:
clear. Yeah,

[00:26:20.11] spk_4:
go ahead. Now you’re finished, you finish. I’ll remember mine.

[00:26:23.62] spk_5:
Those getting clear about do you have the bandwidth? And if you are trying to do a huge capital campaign and move the office and you’ve got transition of a key staff person or you’re hiring a whole set of people because we’re ramping up for the election if there are other organizational priorities going on sometimes I’ll say If I it seems like this isn’t the right time to tackle up a big project that you really don’t have the band with, you got some other competing priorities?

[00:27:25.14] spk_4:
Uh huh. That often gets in the way of the final step. Engagement? Uh, because other things are coming up. There’s a database conversion. There’s a gala, um, et cetera. It’s valuable to to talk about. I think, at the at the granular level, how much time this is going to take a least. At least in my work. Um, you know, I need a staff person, and I’ll need maybe 4 to 5 hours a month of their time or something. You know something along those lines so that they know what they can plan around, You know, everything you just said. Just getting a little more granular with it.

[00:27:34.77] spk_5:
Yeah, I will. Often as we’re talking through, really think about what’s the board time and attention we might need?

[00:27:40.33] spk_4:
What’s the

[00:27:50.34] spk_5:
halftime in attention we might need, um and really thinking about how does that fit in with what you already have going on over the course of the year? Can we find an hour of this board meeting and three hours is aboard retreat to do this work? Or is it is your plate already full for this year? That might be OK.

[00:28:01.28] spk_4:
Okay, um, final thought Heather before, before we wrap up, Just got about a minute left.

[00:28:08.34] spk_5:
So the final about is all of these points to being really intentional about the conversations you have internally before you pick up the phone and call a consultant really thinking through what’s our challenge? How much how many resources we have to devote to this. With our time as we convert to this, that’s gonna be you’re gonna get much better proposal from consultants. And in the end, a better engagement and a better product.

[00:28:35.08] spk_4:
Have a endo. We’re gonna leave it there. Thank you very much.

[00:28:38.32] spk_5:
Thanks for having

[00:28:39.35] spk_4:
my pleasure, Heather. She’s founder of non profit dot I s t non profit ist and her consulting is at third

[00:30:11.64] spk_3:
space studio dot com. We need to take a break. Cougar Mountain software, Their accounting product Denali is built for non profits from the ground up so that you get an application that supports the way you work that has the features you need and the exemplary support that understands how you work. They have a free 60 day trial on the listener landing page at tony-dot-M.A.-slash-Pursuant non Tin. Now it’s time for tony Steak too. Our innovators Siri’s It just finished last week and I curated the eight Innovators into one post. We started way back in January with Edgar Villanueva that was de colonising wealth and Stephen Myers with personalized philanthropy. And it was back then in those dark days of January that I had to assure you that live innovators were coming and they did come. Um, we started off with Heather Macleod. Grant, that was social change is system change, and the innovators have been live ever since. Her Peter Shankman, Sherry, Kwame Taylor, Peter Heller, Jamie Bursts and Crisfield. They make up our innovators. Siri’s, um, you’ll find them curated, catalogued and captured with a video at tony-martignetti dot com. And that is tony. Take two. Now, here is the pre recorded working Virtually

[00:30:45.45] spk_6:
welcome to tony-martignetti non profit radio coverage of 18. 90. See the non profit Technology Conference 2018. We’re coming to you from the convention center in New Orleans. Second interview of the second day of our coverage. All our NTC interviews are sponsored by Network for Good, easy to use donor management and fundraising software for non profits. My guests right now are Heather Martin, CEO of Inter Paid family, and Alice Hendricks, CEO of Jackson River. Whether Alice welcome.

[00:30:46.64] spk_0:
Thank you. Welcome

[00:30:47.40] spk_6:
to non profit radio. What have you

[00:30:49.06] spk_7:
needed to be here?

[00:30:53.47] spk_6:
How’s the conference going for you, ladies? Great. Have you done? Yeah. OK, great. Excellent. Good superlative. Have you done your session yet?

[00:30:57.01] spk_0:
We did. We were on yesterday

[00:30:58.23] spk_6:
morning. Okay, so it’s all relaxing now.

[00:31:00.71] spk_7:
Now it’s partying

[00:31:17.03] spk_6:
drinks last night. Okay? All right. Your workshop topic is working. Virtual attracting and managing the best talent. I’m sure we have stats on how many org’s nonprofits have virtual employees, or at least what the trends are. It’s obviously growing growing wouldn’t be here.

[00:31:25.17] spk_0:
And not only in the nonprofit world in the for profit world as well. Um, especially in tech.

[00:31:30.24] spk_6:
Yeah. Okay,

[00:31:31.35] spk_7:
absolutely. It’s becoming it because of the technology that can a enable easily to work from home your chat technologies, videoconferencing. It’s become a thing and everyone is doing it now in exploring whether it works for their organizations a lot.

[00:32:10.25] spk_6:
Let me dive into the word everyone not to not to quibble with you at all. But I was thinking generationally, Are there 50 and 60 some things that are comfortable working, being virtual not well, maybe we’ll get to whether they’re comfortable having virtual employees. They will get to that. My voice was cracked like I’m 14. Get to that. But how about being virtual employees themselves? Are they comfortable? I’m over 50. So I include myself in that. Are we comfortable doing that or,

[00:32:37.59] spk_0:
you know, I think it actually depends on the organization, and it’s really dependent on the organization making the employee comfortable. And so I’m not sure I don’t know if you have any stats, but I don’t know. From an age perspective, there’s a very good question about an older generation being comfortable having virtual employees under them and managing them. However, as being the virtual employees, I think it’s all about how the organisation sets it up.

[00:32:48.94] spk_6:
Okay, so that there’s promise then for those 15. Absolutely. Let’s talk about it, since since we’re skirting around it, how about comfort or discomfort with having employees being virtual when you’re over 50?

[00:33:28.65] spk_0:
So I again, I I think that there might be an age discrepancy in the comfort. I also think it’s just personality, and I’m finding that when I talked to a lot of people who are looking to work virtual and they’re asking me, what can I do to go to my manager, my supervisor and quote unquote sell them on me, working virtually My answer to them is find out what the resistance is there is. Part of the resistance is we’ve always done it this way. I need to see my employees to know that they’re working. And how do you get around that some of the key things that we talked about in our session are setting very clear goals and making sure that those goals are being met.

[00:33:39.02] spk_6:
Let’s go to our talk about the gold goal setting.

[00:33:53.83] spk_7:
Yeah, I mean, I think that there’s not that much difference in terms of goal setting in terms of accountability for delivery, Bols, that you’re supposed to be doing so used that the real issue is communication, making sure you have a structure where there’s frequent communication and proof that you’re doing the delivery herbal. So you’re measured not on a punch clock style of. I get to work at nine and I leave at five, and therefore I must have worked during that eight hour period. You’re measured based on what is the work you were set out to do, And did you actually do that work in the time period? I said I would do it. So if you’re a project manager or working on a program area, you work with your you work with your supervisor on here, the things that I’m going to get done at a particular time, and if that’s not done, that’s, Ah that that could be a concern. That’s a problem with that view problem in a non workplace, too, but rather than time, it’s mostly based on work product.

[00:34:32.80] spk_6:
Okay, okay, so that should apply, Even if you don’t have any virtual, I

[00:34:36.21] spk_0:
think one of the things we’ve found is that working virtually is this or managing virtually is the same is managing in an office. But you just have to be much more intentional about what you’re doing. Much more intentional about your communication, understanding that you’re not gonna have that water cooler conversation, that someone’s not going over here something and understand where you are in a project and be ready to communicate with those people who are not physically in the office with the management and the psychology of the management is very similar.

[00:35:19.45] spk_6:
Very valuable to know on dhe make explicit. Um, how about attracting people, Teoh a virtual or attracting the right talent so that we’re comfortable that they’re gonna work in this work environment? What you thought

[00:36:07.43] spk_7:
Well, there’s two thoughts on that that I have one is What What is that? Your talent pool is the entire country or world should you see fit? And there are wonderfully talented people in places that aren’t in the city or town in which your organization is located, and it gives you this ability to recruit from a wide place. And you can also hire incredibly talented people from who have a wonderful lifestyle in a less cost of In my organization, we have people who live in a lower cost of living state than Washington, D. C. Where we’re based, and that allows me to provide a living wage and for my employees in that, um, but the other thing is just you. When you’re recruiting, you have to be very mindful of the interview process. And I think one of the things we talked about in our session was helping people figure out who these folks, how well they’ll respond to working virtually. How

[00:36:21.83] spk_6:
do you do that?

[00:36:25.92] spk_0:
Yeah, so some of the things that we recommend some of things that we recommend is number one. We use technology as a tool to enhance communication in a virtual environment, so sometimes you’re using video conferencing just for a regular meeting and you’re talking through Instant Messenger, and there’s other ways you’re using technology. So in the interview process, I always recommend that people use the technology that you’re going to require those employees to be using during their job if they can’t do an interview on Skype or zoom or appear in, and it’s very uncomfortable. It’s not to say that that might not be a good employee for you, but you have to be aware that there might need to be some training or development on that tool for them. And no going into that is important when you’re hiring that person.

[00:37:17.43] spk_6:
And if you see generally a discomfort with technology, that’s a pretty big red flag

[00:37:33.48] spk_0:
or a red flag that you might need to overcome or that person is not right for the position. And then the other question is some positions just don’t lend themselves to working virtually, and you have to be aware of that when you’re hiring also well. One of the the easiest ones that we look at is if your office manager and you’re managing the physical office days, it’s really difficult to be virtual when you need to notice that there’s a crack in the sailing where the vendor needs toe, you know, deliver something and be their

[00:37:47.97] spk_6:
way. Don’t have a tool for measuring the coffee level.

[00:37:54.40] spk_0:
Zack. Remotely There’s an app for that. You can probably

[00:38:19.72] spk_3:
time for our last break turn to communications. They’re former journalists so that you get help building relationships with journalists so that your call gets answered when there’s news you need to be on top of so that you stay relevant in your community. They are at turn hyphen two dot ceo. We’ve got but loads more time for working virtually with Heather Martin and Alice Hendrix or

[00:38:25.98] spk_6:
any others that stand out to you.

[00:38:38.00] spk_0:
I think it depends on the industry and what the job you’re doing. If you’re someone who does intake or you have to be there to welcome people into the office, you need someone physically there. There may be hybrids where sometimes people could work in the office, and sometimes people could work from home. And I think thinking this through before you move to a virtual environment or virtual job for that specific role is key. You can’t just say OK, tomorrow we’re just gonna go

[00:38:55.45] spk_6:
virtual Alice. How do you How do you create this environment That’s gonna be hospitable toe virtual. I

[00:39:00.49] spk_7:
mean, it’s all about culture. You have to create a culture where everyone is communicating well with each other, where people know what the expectation is on response times of communication.

[00:39:10.16] spk_6:
He’s gotta start at the top.

[00:39:11.37] spk_7:
It has to start

[00:39:14.72] spk_6:
a willingness to accommodate virtual employees. Okay, so it starts there. And then how does that out of the CEO trickling down?

[00:39:21.43] spk_7:
You adhere to it. So rather than walking from my office into someone else’s office and telling them what I think they should know that maybe two other people who aren’t physically there also need to know. I will do that on a slack channel, for example. So I’ll use an instant messenger chat program, and I’ll put them all on the channel and talk to them all together at once.

[00:39:39.10] spk_6:
You go through with a bar, or

[00:39:40.29] spk_7:
even if that’s the situation, because it requires amount of discipline because you don’t want to leave people out. The interstitial conversation that happens at the water cooler can also be done virtually, and that’s pretty important, too.

[00:39:58.41] spk_6:
Okay, Excellent. Excellent. All right, we’re gonna get the tools you mentioned. Slack Aslak Channel. Is that that a tool? Okay, okay. Chat. It’s a simple chance.

[00:39:59.54] spk_7:
Chance chance software. Yeah,

[00:40:01.53] spk_6:
you’re over my head, but I’m trainable. I could be a virtual employee trust

[00:40:05.65] spk_7:
way. Remind us in technology challenges there, but way remedial. You got the radio?

[00:40:16.81] spk_6:
Yeah, I’m very good at that. I mean, I got knobs and everything from buttons and old. I don’t know what they do. Um, okay, What else? Anything else about creating the environment making inhospitable.

[00:40:21.71] spk_0:
I think some of the things that some of the other things are making sure that your remote employees have the tools, whether it’s the technology or even a monitor to go along with that laptop that you’ve given them because some some people go into a new job, they’re given a laptop, they say work from home. And it’s not as easy as just. Is your home office conducive? And being able to help them think through what are the things that they need to set up in a virtual environment to make them successful and effective at what they’re doing? We talk about a little bit about security and knowing what the security measures are. You can’t go into a coffee shop and work from your computer. Number one. Are you on the Y? Fire? You on the public? WiFi? Are you on a virtual private network? Are you using your hot spot? You’ve to go the bathroom and your computer sitting in Starbucks. Do you leave it there and ask the person next to tow? Watch your computer while you go to I mean, we set policies around these things, especially in organizations that have a lot of regulations on data and accessibility for their information. These are things you have to think about when you’re creating a virtual environment.

[00:41:22.50] spk_6:
OK? It could be hip. Maybe. What’s the credit card? P C M

[00:41:26.22] spk_7:
p c I

[00:41:28.93] spk_6:
c. I Okay, what do you do when you’re at Starbucks alone? You’re on. You’re on a VPN virtual private network. But you have to go the bathroom. You gotta close up your

[00:41:47.08] spk_7:
laptop. You use the diaper changing table in and you pull it down in the restroom and put your laptop on that. Take care of your business, OK? This is very

[00:41:47.64] spk_6:
all right, though. I love the nitty gritty. Listen,

[00:41:49.82] spk_7:
I mean, we’re all about real life here. Way need

[00:41:55.79] spk_6:
to detail. You need clear policies around

[00:41:56.47] spk_7:
policies that people sign. And everyone is very well aware of what the security policies are.

[00:42:09.48] spk_6:
Protection, use of technology. You said the company’s versus your pride. Your personal technology. Home versus away from home. Okay, All right. Help me out here. Getting else what else belongs. Just ask you what else belongs in our policy?

[00:42:49.40] spk_0:
Well, so there were talking about there’s communication policies. How? I mean, one of the things that we found when we first started having more virtual employees. We started as an in office. Everyone was in the office. And as we grew into different communities, we had employees in different cities and states than our headquarters were located in. And things like when I send an email, I just need you to acknowledge that the email was sent. If you’re in the office and I send you an email and you haven’t responded, I could walk into your office and say, Hey, you get my email. Even if you’re not ready to respond to it, I know you’ve gotten it. And by five oclock that day, I’ll get an answer when someone’s virtual and you send an email, you have no idea if it got lost. Did it go into there Spam and you have to get some kind of communication

[00:42:57.78] spk_6:
with water. Quick. Got it.

[00:42:58.71] spk_0:
So we said a communication policy that says If I asked you something or requested something, you send an email back saying I got it and I’ll get back to you by Wednesday period. The end. It’s all set. And so that that you need to be very much more aware of those types of things and other community way have communication policies that go along with that.

[00:43:19.18] spk_6:
Okay, Alice, you wanna add Teoh or policy statement? I

[00:43:30.17] spk_7:
mean, the security, I think, is the most important. You know, the email security, the hacking potentials. You know what happens also, when someone is let go the lockout procedures, they have access to all of your systems. And they’re, you know, in North Dakota, somewhere at a coffee shop, you have to shut down all of their access to things. So all of that needs to be planned at the I t level in the company. What are you going to do? And how are you handling staff with remote devices?

[00:43:48.36] spk_6:
Can we do this if we don’t have a dedicated T staff person?

[00:43:52.26] spk_0:
We don’t have a dedicated Yes, it is.

[00:43:53.19] spk_6:
So the family says the answer is yes. Okay, because our were small and midsize non profits in this audience of listeners. So

[00:43:59.85] spk_0:
you onboard someone with technology? When they leave, you do the same thing. Onley with a virtual person. You don’t physically have them there. And so you have to do the same thing you would do if someone was in the office. But make sure you couldn’t do it while they’re not physically there. How did they get your computer back to you? Do they FedEx it to you? Are you going to go pick it up somewhere if they’re not there? And so just those types of things need to be thought

[00:44:42.20] spk_6:
through. Okay. Excellent. I love the policy statement details, because this is the stuff you have to think through. And then Alice, to your point, it has to be activated. Implemented on from the top. You can’t just have a policy and ignore it. You know, if it’s the CEO. It’s a sea level person whose, whose distant they to have to say, I got your email and I’ll get back to you by Wednesday.

[00:44:49.42] spk_7:
Everybody has to play by the same rules. There shouldn’t be exceptions or any accommodations for anything else. Yeah,

[00:44:54.62] spk_6:
okay, Um, how about let’s talk about some of the needs that your remote staff has been talking about, like managing the office? What special needs to the people who we only see a couple of times a year have?

[00:45:07.27] spk_7:
That’s a great question. I think they

[00:45:10.10] spk_6:
it took that long.

[00:45:53.38] spk_7:
They need community. They need a partner. They need a buddy. They need to know that they’re not all alone. I’m so frequent meetings daily. Stand up calls, Um, and Heather’s organization. They stand up. Call it Well, it’s It’s a phrase for on a daily time when you just spend 15 minutes sort of role going around. The company’s saying, Who’s doing what? That day or a day or a team? If you’re working on a project together, you know everyone’s together on either a video chat or a conference call, or it could even be during on a slack channel or a Skype Group or a Google hangouts or any type of technology that people can come together for a period of time. The more frequent that happens, the more connected they feel. And there is an issue of feeling lonely. It’s not that you’re just going off on your back room and typing all day long on your own. You need to be part of a community and part of a team. And the technology helps enable that and a Heather’s organization. There’s you do. What is it, a buddy?

[00:47:02.84] spk_0:
So anyone who is new, who comes on board, there’s a couple things we do. One is no matter what level you’re at. You come to Boston for a couple days toe on board. You actually see physical people. That’s probably essential. It’s really it was one of like he learnings. When I started working virtually is to know that there’s a physical person in a physical space, or just seeing meeting someone face to face gives you much more of a connection to them immediately. The other thing we do is when we hire people, we kind of give them. We give them Ah ah, a partner. So we hire a new associate director in L. A. And we put them with the associate director in Atlanta. This is not a mentor. This is not a supervisor. This is someone you can ask the dumb questions too. Like, how do I get my expenses paid? Or I’m sure they told me this during orientation, but I don’t know what to do about X, y and Z. And just having that person that you know you can go to is critical. Especially when you’re by yourself in an office or in your home. And you’re trying to go up the learning curve of starting a new job.

[00:47:11.86] spk_6:
Okay. All right. What else? Uh, anything else to be empathetic to our remote employees

[00:47:20.49] spk_0:
again? This is a typical management. I would say this you should be doing this any time is just everyone’s intent is good. Assume that is good. And there’s a good intent all all the time.

[00:47:25.68] spk_6:
That could be that That that’s gonna have implications for chatting

[00:47:30.88] spk_0:
any

[00:47:31.25] spk_6:
female. No, you can’t. You’ll never hear the well, Not never, but most of the communications. You’re not gonna hear the inflection in the person

[00:47:38.19] spk_0:
you don’t see the Sometimes you don’t see the physical. You don’t see the physical, you don’t get the inflection. And so, before you jump into anything someone sent. And I get this all the time and sends me an email and says I need blank Well, that could be taken in so many different ways. Are you demanding something from me? Did ice not get you something? There’s so much in just those three words. And so my first thing is to okay, they have good intentions. Let me follow up. You need blank by when? What is this foot? Get more information. They’re not. Now. They could be like You haven’t done something. I need it now. And recovery screaming. It could be screaming at you, but the default is not do that. And what we do actually is we have everyone created communications charter that says how they like to be interacted with. And so I understand if you are one of these people who sends very short emails, I also have the flip side where someone sends me seven paragraph e mails to describe one thing. And so if I understand how you interact, I could read that email with that understanding not to immediately assume that you’re yelling at me in the email.

[00:48:50.38] spk_6:
Valuable. Um, anything else? Anything else to be supportive again, Empathetic to the remote employees we covered it, recovered it. But I

[00:48:51.72] spk_7:
want

[00:48:51.84] spk_6:
to make sure we’re

[00:48:52.29] spk_7:
the only other thing I can think of is definitely getting together at least once a year with the whole team culture building.

[00:49:31.07] spk_0:
It’s tough. It’s tough in a non profit environment where you’ve got a very tight budget. But we have prioritised an all in person meeting in Boston. So we’ve got staff in California, in Chicago, in Atlanta and Philadelphia. We make sure that we try in our budgeting process to bring everyone to Boston for two days during the summer, not only for good brainstorming and and thinking and strategy conversations, but also so they can connect with each other and have that community and build that in person conversation and feel comfortable with each

[00:49:32.86] spk_6:
other. And you feel like once a year is sufficient.

[00:49:35.34] spk_0:
You know, if I had the budget to do it more, I worked a

[00:49:38.09] spk_6:
little longer, but

[00:49:43.42] spk_0:
all of that, yes, and so you have to take it for one of the the tools that we talk about is the airplane. I mean, yes, it’s expensive, but it’s a really helpful tool to really get past some of the boundaries that are put up when you don’t actually physically meet in person.

[00:49:55.76] spk_6:
Alice, do you have virtual employees? Also Jackson River

[00:49:58.50] spk_7:
30 30 Working 30. Promoting entire organization is virtual

[00:50:04.94] spk_6:
Oh my God! OK, where’s the Is there a physical office?

[00:50:12.07] spk_7:
There is a physical office with three people in Washington, D. C. But so we all behave as if we’re virtual. And there are many days that I don’t go into the office. So in its you know, it saves a lot of money and transportation costs. It stays dry cleaning bills for everyone. It saves child care expenses that you know it’s a very great way to have a lifestyle, because you you have that flexibility. There’s also downsides to it. There are days that I wake up in the morning at 6 a.m. and check email, and all of a sudden it’s too, and I haven’t eaten breakfast yet, and then I’m until six at night. So you know it’s a It’s the same type of work life integration needs toe happen in a virtual environment as well as a physical office space. You know, you need to know how to take a break.

[00:50:58.95] spk_6:
You mentioned saving childcare expenses. So? So the the remote employees. It needs to be understood that the remote employees may not be immediately accessible, right for a quick for last minute way. Gotta talk right now,

[00:51:03.52] spk_7:
So I think it’s about

[00:51:04.34] spk_6:
have something going on that is gonna hold him up for 10 or 15

[00:51:31.76] spk_7:
way. Try and make sure that people have adequate coverage to do their job during the day, the hours that they need to work. So we have a lot of employees that are at 30 hours a week because they want to spend more time with their families. Um, older Children can be met at the bus stop and take care of themselves for a few hours in the afternoon. But the expectations of performance air still there, You know, we’re pretty high stress. High standards of that. You know, we don’t want you to be distracted from your work. How do you

[00:51:35.21] spk_6:
manage? The West Coast versus East Coast is the West Coast. People have to do the West Coast. People have to start at 6 a.m. Local time.

[00:51:39.53] spk_7:
I think a lot of people do different policies on that. Our policy is that you work for the day that work the business day in the time zone in which you live. So it’s sometimes hard if we’re dealing with Europe and the West Coast at the same time, because the time zones don’t overlap as well.

[00:51:53.17] spk_6:
Everybody’s in Europe.

[00:52:04.21] spk_7:
We don’t have employees in your village of clients in Europe, so it’s Ah, it’s a situation where we have to manage that. But there are organizations that have West Coast people working East Coast hours way don’t have

[00:52:06.85] spk_0:
a as explicit policy that you work those hours. But we asked people how early on the West Coast, how early would you be willing to have a meeting so we will not set meetings with some people? Some people are early morning people, and they would rather work from 7 to 3 rather than 9 to 5, and so we’ll work with your schedule individually. And so I said, there are some meetings I will have on the West Coast is seven in the morning, but that’s due to that person willing to do that.

[00:52:40.83] spk_6:
We have a few minutes left. Still, let’s talk about some of the tech tools I was gonna ask you about. Slack. What dot com How do we find it or what they do for us?

[00:52:42.95] spk_7:
Black dot com It’s how you find it. You know, it’s it’s equivalent to Skype. Or there’s Google chat any type of chat software where everyone can log into. And then there’s you can make groups in them, so the term for a group in Slack is called a channel. And in our organization, we have a channel for one of the channels is named lunch. And if you’re gonna be away for 20 minutes or going to lunch, we just take we just like everyone who’s in the company on that channel and say, Hey, stepping away for a bit, I’ll be back in half an hour. So we are all know it’s almost a ZX, though you would see me walk out the door, you know. And instead of walking out the door, I’m just telling that channel what’s happening. There’s channels reach project. Also, Slack is a good ones.

[00:53:22.33] spk_6:
Black has already a verb. It’s like someone

[00:53:31.93] spk_7:
just like someone. It’s a verbal. You Skype, someone you trust someone. Do you remember a well instant messenger that that was a one matter, that you could use that?

[00:53:38.86] spk_6:
Well, I was. But, um OK, so slack for, Ah, for chatting. A quick, quick chat about document sharing is simple. Google docks or something better.

[00:53:44.99] spk_7:
It’s a simple Google. Microsoft has a great

[00:54:16.27] spk_0:
product. Microsoft’s one Dr SharePoint Microsoft Suite has has a document sharing software. Ah, cloud based saving system. Um, Skype is now escape for businesses and integrated with it. And so we’re using that in the office. And then there’s There’s a ton of independent ones out there, and it’s whether it’s video conferencing or it’s document sharing or its chatting. There’s a ton out there, and I think it could be overwhelming. And for us, it was evaluating what was best for our organization and what our upper management was able to use. We talked about this before, is modeling the behavior you want from your staff, and so getting upper management on board was key. So one of our project management software, we use a sauna, and we’ve tried three or four of them, and our CEO liked asana. And so if she was going to use a sauna, we’re all going to use this on. And so I think that’s really important. It’s got to be easy to use and work for your organization.

[00:54:48.64] spk_6:
Calendar Ring Simple is

[00:54:50.53] spk_7:
callin during Yeah,

[00:54:51.97] spk_6:
you have any other tools besides Google Calendar

[00:54:54.43] spk_0:
were using outlooks Calendar.

[00:54:57.04] spk_6:
Microsoft. Yeah, all right,

[00:54:58.43] spk_7:
I think.

[00:55:00.51] spk_6:
What other ah categories we need toe

[00:55:02.54] spk_7:
video chat video is really important.

[00:55:05.24] spk_6:
Describe a couple

[00:55:14.14] spk_7:
I couldn’t do one on video with Skype, you can do video with Google hangouts, but any time you can actually have an opportunity to see someone’s face and most of the calls we try to do as videos and we find that that works really, really well,

[00:55:21.05] spk_6:
river again, the sense of community.

[00:55:47.46] spk_0:
And if you can’t get together, that’s almost the next best thing. And video has come a long way. The technology is more seamless than ever before, and so at least you’re seeing the person. You might not get all of the nuance of the physical that that’s in the room, but you can see a emotion, or you can see a reaction to something which is super or their cat walking the cat. We could get a lot of pets walking in front of the camera while people are on video. This

[00:55:47.99] spk_6:
can be a lot of fun to talk about cats, but, you know, you have 30 virtual employees. Alice. Um, you have fun doing it. I mean,

[00:55:56.18] spk_7:
it’s awesome. It’s completely awesome is I love it. And, you know, the best thing is that that people have really formed strong relationships with each other. They when you ask them what they like most about working here, is they say each other. They say, the people I’m here because I have connected relationships with other people on the team. And to be able to create a culture where people feel connected to each other in a remote environment is is like That’s the thing I’m most proud of. Anything we’ve ever done. It doesn’t have to do their software product or what we’ve done to impact non profits is the fact that we’ve had a culture of people that have had a wonderful time working and doing productive, impactful things.

[00:56:35.99] spk_6:
Jackson River always had a largest proportion of employees virtual from the beginning

[00:56:36.56] spk_7:
from the beginning

[00:56:38.64] spk_6:
in the culture of the start, about about family

[00:56:49.97] spk_0:
well, we started as a 2.5 person organization in the same way. We got to probably about 8 to 10 people in the office, and then our growth took us into different cities and communities. And that’s when we became virtual because of the growth. And so we’re probably half in the office in Boston, and then half of our staff is outside and there’s one or two people in a city by themselves.

[00:57:03.41] spk_6:
We’ll leave it there.

[00:57:04.30] spk_0:
Excellent, Thank you.

[00:57:05.82] spk_6:
All right. They are Heather Martin, CEO of Interfaith Family, and Alice Hendricks, CEO of Jackson River. This interview, sponsored by Network for Good, Easy to use donor management and fundraising software for non profits. And this is tony-martignetti non profit radio coverage of 18 NTC ladies. Thank you so much.

[00:57:23.70] spk_0:
Thank you, thank you. Pleasure.

[00:58:06.32] spk_3:
Next week there’s a good chance it’ll be privacy. Best practices on. If that’s not next week, it’ll be coming very, very soon, and something else will be excellent next week. If you missed any part of today’s show, I beseech you, find it on tony-martignetti dot com were sponsored by wegner-C.P.As. Guiding you beyond the numbers wegner-C.P.As dot com But Cougar Mountain Software Denali Fund is there Complete accounting solution made for nonprofits. Tony done m a slash Cougar Mountain for a free 60 day trial and by turn, to communications, PR and content for non profits. Your story is their mission. Turn hyphen. Two dot ceo Ah, creative

[00:58:45.84] spk_2:
producers Claire Meyerhoff Sadly, Boots is the line producer shows Social Media is by Susan Chavez. Mark Silverman is our Web guy, and this music is by Scott Stein You with me next week for not profit radio. Big non profit ideas for the other 95% Go out and be great talking alternative radio 24 hours a day.

Nonprofit Radio for November 2, 2018: Working Virtual & Map Your Data To Your Audiences

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Heather Martin & Alice Hendricks: Working Virtual
We talk through the issues encountered when managing remote staff: technological; generational; emotional; measurement; recruiting and retaining. Our panel is Heather Martin from Interfaith Family and Alice Hendricks with Jackson River. (Recorded at #18NTC, the Nonprofit Technology Conference.)

 

 

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Hello and welcome to tony martignetti non-profit radio big non-profit ideas for the other ninety five percent. I’m your aptly named host. Oh, i’m glad you’re with me. I’d be hit with strep. Oh, simba, leah if i had to read that you missed today’s show working virtual we talk through the issues encountered when managing remote staff technological, generational, emotional measurement, recruiting and retaining. Our panel is heather martin from inter faith family and alice hendricks with jackson river. I was recorded at eighteen ntcdinosaur non-profit technology conference and map your data to your audiences. Feed your folks the data they crave. Courtney clarke and david mask arena have identified five audience types and their data needs she’s with forum one and he’s fromthe conrad and hilton foundation that’s also recorded at eighteen. Auntie si, tony, take two who’s on first, we’re sponsored by pursuant full service fund-raising david driven and technology enabled tony dahna slash pursuant capital p well, you see, piela is guiding you beyond the numbers. Wagner, cps dot com bye! Tell us attorney credit card processing into your passive revenue stream. Tony dahna slash tony tell us and by text to give mobile donations made. Easy text npr to four, four, four, nine, nine, nine. Here’s working virtual welcome to tony martignetti non-profit radio coverage of eighteen ntc non-profit technology conference twenty eighteen we’re coming to you from the convention center in new orleans second interview of the second day of our coverage all our ntcdinosaur interviews are sponsored by network for good, easy to use dahna management and fund-raising software for non-profits my guests right now are heather martin, ceo of inter paid family, and alice hendricks, ceo of jackson river. Heather alice, welcome. Thank you. Welcome to non-profit radio. What have you wanted to be here? How’s? The conference going for you ladies? Great. Have you done? Yeah. Excellent. Okay, great. Next one. That goes good. Superlative. Have you done your session yet? We did. We were on yesterday morning. Okay. So, it’s all relaxing now? Right now, we’re just partying. Drinks last night. Exactly. Okay, all right. Your workshop topic is working virtual attracting and managing the best talent. I’m sure we have stats on how many organs non-profits have virtual employees. Or at least what the trends are. It’s it’s obviously growing. It’s really growing wouldn’t be here. And not only in the nonprofit world in the for-profit world as well, and especially in tech. Yeah, okay, absolutely it’s becoming it because of the technology that can enable easily to work from home, your chat technologies, videoconferencing, it’s become a thing and everyone is doing it now on exploring whether it works for their organizations a lot. Let me dive into the word, everyone not to quibble with you at all, but i was thinking generationally, are there fifty and sixty some things that are comfortable working, being virtual? Not well, maybe we’ll get to whether they’re comfortable having virtual employees. They will get to that. My voice is cracked like i’m fourteen get that, but how about being virtual employees themselves? Are they comfortable? I’m over fifty, so include myself in that? Are we comfortable doing that? Or, you know, i think it actually depends on the organization and it’s really dependent on the organization making the employees comfortable, and so i’m not sure i don’t know if you have any stats, but i don’t know from an age perspective, there’s a very good question about an older generation being comfortable having virtual employees under the managing them, however, as being the virtual employee, i think it’s all about how the organisation sets it up. Okay. Excellent. All right, so that there’s promised them for those fifteen. Sixty something? Absolutely. Okay. Okay, let’s, talk about it. Since since we’re skirting around it, how about comfort or discomfort with having employees being virtual when you’re over fifty? So i again, i i think that there might be an age discrepancy in the comfort, but i also think it’s just personality, and i’m finding that when i talked to a lot of people who are looking to work virtual and they’re asking me, what can i do to go to my manager, my supervisor and quote unquote, sell them on me working virtually my answer to them is find out what the resistance is. There is part of the resistance as we’ve always done it this way i need to see my employees to know that they’re working. And how do you get around that? Some of the key things that we talked about in our session are setting very clear goals and making sure that those goals are being met. But let’s, go to alice talk to flush out the gold. Gold setting a little. Yeah, i mean, i think that there’s not that much difference in terms of goal setting in terms of accountability for delivery, bols, that you’re supposed to be doing so used that the real issue is communication making sure you have a structure where there’s frequent communication and proof that you’re doing the delivery ble. So you’re measured not on a punch clock style of i get to work at nine. And i leave at five. And therefore i must have worked during that eight hour period you’re measured based on what is the work you were set out to do. And did you actually do that work in the time period? I said i would do it. So if you’re a project manager are working on a program area you work with your you work with your supervisor on here, the things that i’m going to get done at a particular time. And if that’s not done that’s ah, that that could be a concerned that’s a problem, but that’d be a problem in the non workplace too, but rather than time. It’s mostly based on work product. Okay, okay. So that should apply even if you don’t have any virtual, i think one of the things we found is that working virtually is this, or managing virtually is the same as managing in an office. But you just have to be much more intentional about what you’re doing. Much more intentional about your communication, understanding that you’re not gonna have that water cooler conversation, that someone’s not going over here. Something and understand where you are in a project and b ready to communicate with those people who are not physically in the office. But the management and the psychology of the management is very similar. Okay, it’s, very valuable, you know, and make explicit. Yeah. How about attracting people, teo a virtual or attracting the right talent so that we’re comfortable that they’re gonna work in this work environment? What do you, what you thought? Well, there’s. Two thoughts on that that i have one is what one is that your talent pool is the entire country or world, should you see fit? And there are wonderfully talented people in places that aren’t in the city or town in which your organization is located, and it gives you this ability to recruit from a wide place. And you can also hyre incredibly talented people from who have a wonderful life style. In a less cost of in my organization, we have people who live in a lower cost of living state than washington, d c where were based, and that allows me to provide a living wage and for my employees in that. But the other thing is just you, when you’re recruiting, you have to be very mindful of the interview process, and i think one of the things we talked about in our session was helping people figure out who these folks, how well they’ll respond to working virtually how do you do that in an interview? Yeah, who’s best with that, heather so so some of the things that that we recommend, some of the things that we recommend is number one, we use technology as a tool to enhance communication in a virtual environment. So sometimes you’re using video comp, renting just for a regular meeting, and you’re talking through instant messenger and there’s other ways you’re using technology. So in the interview process, i always recommend that people use the technology that you’re going to require those employees to be using during their job if they can’t do an interview on skype or zoom or appearance and it’s very uncomfortable, it’s not to say that that might not be a good employee for you, but you have to be aware that there might need to be some training or development on that tool for them and no going. Into that is important when you’re hiring that person, and if you see generally a discomfort with technology that’s a pretty big red flag, or or or a red flag that you might need to overcome or that person’s not right for the position, and then the other question is some positions just don’t lend themselves to working virtually, and you have to be aware of that when you’re hiring also what are from? Well, one of the easiest ones that we look at it if you’re an office manager and you’re managing the physical office days, it’s really difficult to be virtual when you need thio notice that there’s a crack in the ceiling where the vendor needs toe, you know, deliver something and be their way. We don’t have a tool for measuring the coffee level. Zack remotely happen. And now there’s an app for that you can probably it’s time for a break pursuing they’re e book is fast non-profit growth stealing from the start ups. They want you to see this because they’ve taken the secrets from the fastest growing startups and applied those to your non-profit it’s free as all the pursuant resource is, are you accustomed to that? Come on, it doesn’t even bear saying it’s on the listener landing page that’s at do you know where tony dahna slash pursuant capital p for please now back to working virtual or any others that stand out to you? I think it depends on the industry and what the job you’re doing. If you’re someone who does intake or you have to be there to welcome people into the office, you need someone physically there. There may be hybrids where sometimes people could work in the office and sometimes people could work from home. And i think thinking this through before you moved to a virtual environment or virtual job for that specific role is ki you can’t just say, ok, tomorrow we’re just gonna go virtual zoho alice, how do you how do you create this environment? Gonna be hospitable? Toe virtual? I mean it’s all about culture. You have to create a culture where everyone is communicating well with each other, where people know what the expectation is on response times of communication has got to start at the top. It has to start a willingness that you absolutely to accommodate virtual employees. Okay, so it starts there and how does that how does the ceo trickling down? You adhere to it. So rather than walking from my office into someone else’s office and telling them what i think they should know that maybe two other people who aren’t physically, they’re also need to know i will do that on a slack channel, for example. So i’ll use an instant messenger chat program, and i’ll put them all on the channel and talk to them all together at once, even though you were the mark, even if that’s the situation. Yeah, because it requires amount of discipline because you don’t want to leave people out. The interstitial conversation that happens at the water cooler can also be done virtually and that’s pretty important, too. Okay. All right. We’re going to get the tools you mentioned. Slack, slack channel. Is that that it’s? All okay, okay. A chat. It’s. Simple chance a chance. A chance for you. You’re over my head, but i’m trainable. Alt-right i could be a virtual employees trust way. Mind of some technology challenges there, but we could get there. I’ll be there immediately. Got the radio stuff? Yeah. I’m very good at that. I mean, i got knobs and everything in front of buttons and all. I don’t know what they do. Okay, what else? Uh, anything else about creating the environment, making inhospitable? I think some of the things that seem or some of the other things are making sure that your remote employees have the tools, whether it’s, the technology or even a monitor to go along with that laptop that you’ve given them because some some people who go into a new job, they’re given a laptop, they say work from home and it’s not as easy as just is your home office conducive and being able to help them think through what are the things that they need to set up in a virtual environment to make them successful and effective at what they’re doing. We talked about it a little bit about security and knowing what the security measures are. You can’t go into a coffee shop and work from your computer. Number one. Are you on the y fire you on the public wifi? Are you on a virtual private network? Are you using your hot spot? You’ve to go the bathroom and your computer’s sitting in starbucks do you leave it there and ask the person next youto watch your computer while you go to i mean, we set policies around these things, especially in organizations that have a lot of regulations on data and accessibility for their information. These are things you have to think about when you’re creating a virtual environment. Okay? It could be hip, baby what’s the credit card p c m p c i b c i okay, what do you do when you’re at starbucks alone? You’re on you’re on a vpn virtual private network? Yeah, you have to go the bathroom. You gotta close up. You use the diaper changing table in and you pull it down in the restroom and put your laptop on that. Take care of your business. Okay? It’s? Very. You know, i love the ditty gritty. This are listen, i mean, we’re all about real life here. Way need detail. You need clear policies around policies that people sign and everyone is very well aware of what the security policies, our protection use of technology. You said the company’s versus your pride, your personal technology home versus away from home. Okay, all right. Help me out here. Getting else what else belongs all this? What else belongs in our policy? Well, so there’s, we’re talking about there’s communication policies. How? I mean, one of the things that we found when we first started having more virtual employees. We started as an in office, evan was in the office, and as we grew into different communities, we had employees in different cities and states than our headquarters were located in and things like when i sent an email, i just need you to acknowledge that the email resent if you’re in the office and i send you an e mail and you haven’t responded, i could walk into your office and say, hey, you get my e mail even if you’re not ready to respond to it. I know you’ve gotten it, and by five o’clock that day, i’ll get an answer when someone’s virtual and you send an e mail, you have no idea if it got lost, did it go into their spam and you have to get some kind of communication with one quick got it. So we said a communication policy that says if i asked you something or requested something, you send an email back saying, i got it, and i’ll get back to you by wednesday period the end it’s all set, and so that that you need to be very much more aware of those types of things and other community way have communication policies that go along with that. Okay, alice, you want teo or policy statement? I mean, the security, i think, is the most important, you know, the email security, the hacking potentials. You know what happens also, when someone is let go, the lockout procedures, they have access to all of your systems, and they’re, you know, in north dakota somewhere to coffee shop, you have to shut down all of their access to things. So all of that needs to be planned at the level in the company. What are you going to do and how you handling staff with remote devices? Can we do this if we don’t have a dedicated staff person? And we don’t have a dedicated staff person? Yes, face-to-face so the family says the answer is yes, okay, because are you know, we’re small and midsize non-profits in this audience, listeners. So you you on board someone with technology when they leave, you do the same thing on lee with a virtual person, you don’t physically have them there, and so you have to do the same thing you would do if someone was in the office, but make sure you couldn’t do it while they’re not physically there. How did they get your computer back to you? Do they fedex it to you? Are you going to go pick it up somewhere if they’re not there? And so just those types of things need to be thought through, okay? No. Excellent. I love the policy statement details because this is stuff you have to think through, and then alice to your point, has to be activated, implemented on from the top absolutely can’t just have a policy and ignore it. You know, if if it’s the ceo hyre it’s a sea level person whose whose distant you know, they too have to say, i got your e mail and i’ll get back to you by wednesday, everybody has to play by the same rules. There shouldn’t be exceptions or any accommodations or anything else. Yeah. Okay, um, how about let’s talk about some of the needs that your remote staff has we’ve been talking about managing the office? What what special needs to the people? But we only see a couple of times a year that’s a great question, okay? I mean, i think they way it took that long, they need community, they need a partner, they need a buddy, they need to know that they’re not all alone. I’m so frequent meetings daily standup calls on dh heather’s organization native oppcoll standup called well, it’s a it’s, a phrase for a daily time when you just spend fifteen minutes sort of roll going around the company’s saying who’s doing what that day or our a team, if you’re working on a project together, you know everyone’s together on either a video chat or a conference call, or it could even be during us dahna slack channel or a skype group or a google hangout, or any type of technology that people can come together for a period of time. The more frequent that happens, the more connected they feel, and there is an issue of feeling lonely, it’s not that you’re just going off on your back room and typing all day long on your own, you need to be part of a community and part of a team. And the technology helps enable that. And heather’s organization there’s you do? What is it a buddy? So anyone who is new who comes on board there’s a couple things we do one is, no matter what level you’re at, you come to boston for a couple days, toe on board. You actually see physical people that’s probably essential. It’s, really? It was one of like he learnings when i started working virtually is to know that there’s a physical person and a physical space or just seeing meeting someone face-to-face gives you much more of a connection to them immediately. The other thing we do is when we hire people we kind of give them we give them a partner. So we hyre associate director her in l a and we put them with the associate director in atlanta. This is not a mentor. This is not a supervisor. This is someone you can ask the dumb questions too. Like, how do i get my expenses paid? Or i’m sure they told me this during orientation, but i don’t know what. To do about x, y and z and just having that person that you know you can go to is critical, especially when you’re by yourself in an office or in your home, and you’re trying to go up the learning curve of starting a new job. Okay? All right? What else? Uh, anything else to be a empathetic to our remote employees again, this is a typical management. I would say this you should be doing this any time is just everyone’s intent is good. Assume that is good and there’s a good intent all all the time. That could be that that that’s going to have implications for chatting any female? No, you can’t you’ll never hear the well, not never, but most of the communications you’re not going to hear the inflection in the person you don’t see the sometimes you don’t see the physical, you don’t see the physical, you don’t get the inflection, and so before you jump into anything or someone sent and i get this all the time and sends me an email and says i need blank, well, that could be taken in so many different ways. Are you demanding something from me did ice not get you something there’s so much in just those three words? And so my first thing is tio okay, they have good intentions. Let me follow-up you need blank by when? What is this for? Get mohr information, they’re not now. They could be like you haven’t done something, i need it now and could be screaming it could be screaming at you with the default is the default is not do that and what we do actually, as we have everyone’s created communications charter that says how they like to be interacted with. And so i understand if you are one of these people who sends very short emails, i also have the flipside where someone sends me seven paragraph emails to describe one thing. And so if i understand how you interact, i could read that email with that understanding, not teo immediately assume that you’re yelling at me in the e mails. Excellent. Okay, very valuable. Are anything else? Anything else to be supportive again? Empathetic to the remote employees if we covered it, recovered it? But i want to make sure we’re the only other thing i can think of is definitely getting together at least once a year with the whole team culture building wants that, yeah, it’s tough, it’s, tough in a non-profit environment where you’ve got a very tight budget, but we have prioritized and all in person meeting in boston, so we’ve got staff in california, in chicago, in atlanta and philadelphia. We make sure that we try in our budgeting process to bring everyone to boston for two days during the summer, not only for good brainstorming and thinking and strategy conversations, but also so they can connect with each other and have that community and build that in person conversation and feel comfortable with each other, and you feel like once a year is sufficient, you know, if i had the budget to do it more, i want a little longer, but all of that, yes. And so you have to take it for one of the that the tools that we talk about is the airplane. I mean, yes, it’s expensive, but it’s a really helpful tool to really get past some of the boundaries that are put up when you don’t actually physically meet in person. Alice, do you have a virtual employees also? Jackson river, thirty thirty. Thirty. Revoting entire organization is ritual. Oh, my god. Okay, where’s, the is there a physical office? There is a physical office with three people in washington d c yeah, but so we all behave as if were virtual. And there are many days that i don’t go into the office so in it. So you know, it saves a lot of money and transportation costs. It stays dry cleaning bills for everyone. It saves child care expenses. If you know it’s a very great way to have a lifestyle. Because yu yu have that flexibility, there’s also downsides to it. There are days that i wake up in the morning at six a, m and check email and all the sudden it’s too. And i haven’t eaten breakfast yet. And then i’m until six at night. So you know it’s a the same type of work-life integration needs to happen in a virtual environment as well as a physical office space. You know, you need to know how to take a break. You mentioned saving childcare expenses. So so the the remote employee it needs to be understood that the remote employee may not be immediately accessible right for a quick, you know, for for a last minute way gotta talk right now. So i think it’s about have something going on that is going to hold him up for ten or fifteen way try and make sure that people have adequate coverage to do their job during the day, the hours that they need to work. So we have a lot of employees that are at thirty hours a week because they want to spend more time with their families. Um, older children can be met at the bus stop and take care of themselves for a few hours in the afternoon, but the expectations of performance are still there. You know, we’re pretty high street standards of that, you know, we don’t want you to be distracted from your work. He managed the west coast versus east coast. Well, what is the west coast people have to do? The westfield people have to start at six a m local time. I think a lot of people do different policies on that. Our policy is that you work for the day that work the business day in the time zone in which you live. So it’s, sometimes hard if we’re dealing with europe and the west coast at at the same time because the time zones i don’t overlap is, well, every boy’s in europe, we don’t have employees in your body to have clients in europe. So it’s ah it’s a situation where we have to manage that, but there are organizations that have west coast people working east coast, ours you have that way don’t have explicit policy that you work those hours, but we ask people how early on the west coast, how early would you be willing to have a meeting? So we will not set meetings with some people? Some people are early morning people and they would rather work from seven to three rather than nine to five, and so we’ll work with your schedule individually and so we so there are some meetings i will have on the west coast is seven o’clock in the morning, but that’s due to that person willing to do that, we have a few minutes left still let’s talk about some of the tech tech tools back-up that was i gotta ask you about slack. But what? Black dot com how? Do we find it or what you do for us? Blackbaud comets, how you find it, you know, it’s it’s equivalent to skype or there’s google chat any type of chat software where everyone can log into and then there’s you can make groups in them. So the term for a group in slack is called a channel. And in our organization we have a channel for one of the channels is named lunch and if you’re going to be away for twenty minutes are going to lunch. We just take we just like everyone who’s in the company on that channel and say, hey, stepping away for a bit, i’ll be back in half an hour so we are all know it’s almost a cz though you would see me walk out the door, you know, and i instead of walking out the door i’m just telling that channel what’s happening there’s channels for each project also. So slack is a good one. Scott argast black is already a verb. Just like someone you’d like someone it’s a verbal. You skype someone you trust someone. Do you remember a well, instant messenger? That that was a one man was that you could use that well, i was. But okay, so slack for for chatting. A quick, quick chat about document sharing is simple google docks or something better. It’s a simple a school back and microsoft has a great year. We have this product microsoft’s one dr sharepoint microsoft suite has has a document sharing software. Ah, cloud based saving system skype is now skype for businesses and integrated with it. And so we’re using that in the office and then there’s there’s a ton of independent ones out there. And it’s, whether it’s, videoconferencing or it’s document sharing or it’s chatting there’s a ton out there. And i think it could be overwhelming. And for us it was evaluating what was best for our organisation and what our upper management was able. Teo use we talked about this before is modeling the behavior you want from your staff and so getting upper management on board was key. So one of our project management software we use a sauna, and we’ve tried three or four of them and our ceo like hassan, and so if she was going to use a sauna, we’re all going to use this on you and so i think that’s really important. It’s got to be easy to use and work for your organization. Calenda ring simple is good calendar ring, yet you have any other tools besides google calendar? We’re using outlooks calendar. Yeah, okay. Microsoft again. Yeah. All right. I think what other categories we need. Teo a video chat video is really important to scrape. A couple couldn’t do one on video with skype you khun duvette dio with google hangouts, but any time you can actually have an opportunity to see someone’s face and most of the calls we try to do as videos on dh, we find that that works really well. River again, the sense of community and if you can’t get together, that’s almost the next best thing and video has come a long way. The technology is more seamless than ever before, and so at least you’re seeing the person you might not get all of the nuance of the physical that that’s in the room. But you can see it in emotion or you can see a reaction to something which is super helpful or their cat walking of the cat we could get a lot of pets walking in front of the camera while people are on video that’s gonna be a lot of fun to talk about cats, but, you know, you have thirty virtual employees. You have fun doing it. I mean, oh, it’s awesome. Oh, it’s completely awesome is i love it. And well, you know, the best thing is that that people have really formed strong relationships with each other, they when you ask them what they like most about working here is they say each other, they say the people i’m here because i have connected relationships with other people on the team and to be able to create a culture where people feel connected to each other in a remote environment is is like, that’s the thing i’m most proud of, anything we’ve ever done, it doesn’t have to do their software product or what we’ve done to impact non-profits is the fact that we’ve had a culture of people that have had a wonderful time working and doing productive, impactful things. Jackson river always had a largest proportion of employees virtual from the beginning, when the beginnings and the culture to start about about it in the family way started as a two and a half person organization in the same way got to probably about eight to ten people in the office. And then our growth took us into different cities and communities. And that’s when we became virtual because of the growth, and so were probably half in the office in boston. And then half of our staff is outside and there’s one or two people in a city by themselves. We’re gonna leave it there. Excellent. Very much. Thank you. Alright. They are heather martin, ceo of interfaith family and alice hendricks, ceo of jackson river. This interview sponsored by network for good, easy to use dahna management and fund-raising software for non-profits. And this is tony martignetti non-profit radio coverage of eighteen ntc ladies. Thank you so much. Thank you. Thank you. Way. We need to take a break. Wagner, cps. Do you need help with your nine? Ninety or your brooks? Are your brooks or your books of those books? And brooks properly managed? Well, i could help you with the books. Eyes financial oversight in place so that your money isn’t going to fly out the door over the brook talkto wagner, partner, eat huge tomb. I’ve gotten to know him. I trust him. He’ll be honest about whether wagner is able to help you. You know where to go. Wagner, cps dot com now, tony steak too. I was at the lou costello statue in paterson, new jersey. Remember lou costello of abbott and costello and who’s on first. So what’s the connection, i hope, you know what’s on first is you’ve got to know that i mean who’s on first. Now who’s, what’s on second. I don’t know’s on third. I hope you know what i’m talking about. The connection is you gotta have some sense of history because this this comedy routine and the abbott and costello you they were from the forties, and if you want to be really successful, implant giving and you going to be actively talking to planned giving donors, you need to have some sense of history from the forties or fifties and vietnam. My video is that tony martignetti dot com now it’s time to map your data to your audience. Nces, welcome to tony martignetti non-profit radio coverage of eighteen ntcdinosaur the twenty eighteen non-profit technology conference day two we’re kicking off our date to coverage with courtney clarke and david mask arena all of our eighteen ntcdinosaur views are sponsored by network for good, easy to use donor-centric software for non-profits courtney clarke. Hello. Hello to you. Welcome. Let me give you a proper introduction. David, you could say hello. Hello, david. Mastering it from the convent and hilton foundation introduced himself. All right, david happens to be the digital communications manager at the conrad hilton foundation. And courtney clarke is managing director of user experience forum one. Welcome. Good morning. Thanks for having us kicking off. Thanks for kicking off with us. Hey, happy to be here. You’re workshop topic is data and audience connecting to create impact. Okay, let’s, start with you. David. What do you think? Non-profits aren’t getting quite right in this subject. Like, why do we need this workshop? To be honest with you, tell you, please beyond yeah, don’t wear really blunt with the arika there’s a lot of data collection that’s happening in the nonprofit sector, but people don’t really do anything with it. There’s like a statistics where it’s like a very, very small percentage of non-profits you do something with data? And, you know, for example, there’s so many data points that in any day, that non-profit collectibe we have overload, i mean, really was data over there’s like there’s, like this just beautiful dash was like, what do we do with this? You have to stay close to michael, okay? All right, so we’re overloaded. So courtney, what we’re trying to do and have you had your workshop yet? Yes, we had it yesterday, so you’re on the downside. Yeah, this is easy for you. So what you were doing and then? And what we’re going to do now is trying make sense of data that well don’t feel overloaded. Well, it’s, it’s mostly around communicating data and really being clear about who your audiences are when you’re doing that cause we have identified five different data, sort of consumers or data people who will consume your data, but they all need different amounts of information, different formats. So for example, like a data consumer, this is like an interested person in the public. Maybe they’re a news consumer. They don’t have a lot of domain knowledge always, and they don’t have a lot of data skills, so what, you’re giving them is going to be very different than, say, a policy maker or a date. A producer. Okay, someone who’s more in depth in the details of it already knows, has has a yeah, you’ve identified let’s. Take it from there. We’ve identified five different audiences. Is that right? That’s? Different, different types of audiences. Okay, what are what are the five? We should start there. Yeah. That’s okay, what? Five? I’ll start. Okay. The next one. So data consumer two and then three e before there’s a ping pong tournament here. But we’re not. We’re not going out today. Okay, fair enough. So first is i mentioned the data consumer. This is i hate it when people say general public, because here you’re not really targeting everyone in the whole world. So let’s be a little bit more specific news consumers, people who are already interested a little bit. Okay, okay. Like i said, not a lot of dough mean knowledge. Not a lot of data skill. What you’re calling this group the data consumer. So this is the person you’re like scrolling through your news feed you’re looking at your phone. Ahn, do you see an instagram? Post or something on facebook, or even in the press in the news. And what do you see? You see an infographic that’s, simple right language that’s easy to understand. The point is very clear. That’s for the data consumer. They don’t have a lot of power, but there are a lot of those people. Okay? Hey, name another one. The next one is the data actor. So this is who everybody is targeting. This is decision makers, policymakers on dh. These folks may have some domi. Knowledge may have a lot of durney domain knowledge, but they don’t have time. So even if they do have dana skills, the ability to analyze and understand massive amounts of data didn’t have time to do that. They have analysts who are helping them do that sort of thing. But very important people. They have the staff, they have the cloud. They have our policymakers decision. Is that right? Yeah. Okay. Okay, david, just give us our remaining three. So, of course, to consume someone has to share it. So you got a date? A promoter. So these were the bloggers he got you get the journalist. The advocacy for folks. This software developers, the entrepreneur. So these people are the ones who are, like projecting that data out there so that the consumer and the actor be able to see that. And then you have the analyst, which is very, very important a lot. You missed this one too. It’s, like now i have all these data is beautifully being shared out being read, who in a way is a domain expert, this staffer that’s going to be able to analyze and help advice, what to do with the data. And then finally, the researcher you got, you know, these air, the phd folks, these are you know, i was talking about like jin ho was their learning officer, that comet and hilton foundation she’s a researcher, and we recently did a site visit nairobi, kenya, for one of our grantees, shopko shining hope for community and they have rich, rich data they’re collecting around there, committing kibera and compare, by the way, is the largest of informal settlement in africa and think about, like, a size of, you know, central park in a compressor that seven thousand people and there’s so much data that they’re collecting about the community and helping them with their health care and, you know, with an education and such and community services in the way when she’s taught dana, she was just, like, drooling all over it. But she’s, like, i want to do something that and she’s such an academic she just wants to, like, basically designed something around it. So these air, like the data modelers is with the academics of phd folks that will help let’s take the data to a new level. Alright, much so our audience is small and midsize. Yeah, non-profit twelve thousand. So we’re talking a lot of people there in small, small and midsize shop. Yeah, they need to identify which of these audiences they’re talking to some some may never be talking to to the researcher, right? Or the or the data actor. They might not be doing lobbying, so they may not be. So you have to identify which audiences you’re talking to, right? You guys hear me? Okay. And your headsets? Yeah. Yeah. Okay, good. I don’t hear myself too well, but as long as you hear me, ok, you have to identify who you’re talking to you and then okay, so so i guess we’re going to get through now there are different data needs different ways of conversing about data with data to each of these different audience that’s right? You don’t have that, right? Yes, we’re mapping needs and method to the five different audiences and the knowledge that they have tio and the time, right? So i mentioned the policymaker. They may have some expertise. They don’t have time right on time, don’t time like the researcher. Whereas the researchers, like, get out of my way. Just give me the spreadsheet, all query my own database, okay? And then also in the spirit of being totally honest, so they have to be honest with yourself who you’re going to deliver the data to, like. If it’s your board, it’s your board and it’s. Okay, you know, and some people are like, oh, this is only for one very specific orders and that’s. Good, you know, because they’re being very, very honest with yourself. Okay, very good. So let’s, start with the ones that are most likely for a small and midsize not to be talking. So certainly data consumer. Yeah. That’s your nose. Your nose could be your donors. I know you’re not calling your donor’s, maybe even just board members. Okay? Data actor. Maybe it could be any decision maker that could be your board as well. It could be. It could be your boss. It could be somebody who is influencing budgets influencing programming. This is the person who has the power to make a change. So it’s therein you figure out which ones were going teo so they’re they’re in data promoter. That could be a journalist. Yes. Right. So that’s potential. The analyst remind me. What’s what’s the likelihood of a small mid size shot talking to the analyst sometimes yeah, for smaller medium non-profit portable. Forget it. Yeah, yeah. Bonem altum but scale that xero scales up now we’re not going right. We’re not going treatable, but let’s, just talk about it, okay? I think what i think what’s different, though, for smaller midsize non-profits is that the people listening may be the ones doing the analysis themselves. They may not have a supper analyst. Okay. Yeah, and many came from currently hilton foundations. They get smaller foundation. And a lot of us were multiple hats. So someone might be liberta both, but yet, yet they still move every important. Okay? They’re all in. Okay? Yeah. All right. So what do we do for the data consumer? How do we have a retailer to that audience? Yeah. They’re a couple of key things. That’s. What we need. Yeah. So one is use plain language when you’re communicating to them, they may not know who you are, what you do, why it matters. Plain language is really key. Sometimes people get a little too marketing me. Sometimes they get a little too research. E you need to be able to say what you want to say in a really simple visual with some simple language like you’re talking to your friends. Yeah, we were at a dinner party. You’ve got ten seconds to explain what this is and what matter-ness schooling for. Graphic. That will do it for you or something like that, right? Or even just like a data point point. Okay, we got to take a break. Tell us, for pete’s sake, think of the companies you can refer and start asking them that’s the first step. Well, actually, the first step is watching the video. Then you start referring the companies and talking. To them, you’ve heard the testimonials from the charity’s. You’ve heard the testimony from the companies. It’s. Time to get that long stream of passive revenue for yourself. Start with the video. That is the first step video. Is that tony dot, m a slash tony tello’s. Now back to courtney clarke and david mask arena from eighteen. Ntc what’s. The summary. Yeah, and a couple of that with something you mentioned visually could be motion. Could be a visual visualization of data. It could be a story. It could be a video that couples with the data because just it’s. Just a lot more impact for when you, when you when you pair it, but okay, let’s, start to make sense. Your data consumer is gonna be a lot more interesting story then your analyst or your research eggs? Absolutely. And during our session yesterday, there are people in the audience who talked. We talked a lot about how we paired data with stories because the narrative makes it so much more riel, it elevates the people that are actually being affected by this data. So there were some great stories about that. Okay, okay. Back-up let’s, go to the well, anything else about the consumer? I mean, this is this is this is probably our largest constituency. Yeah, so i think the other thing is to be clear about what action you want them to take because your data should support that action don’t just and and actually that came up from an audience member yesterday who said people weren’t being moved by the data and so that’s why they started pairing it with stories and once somebody gets hooked and they feel those heartstrings being cold or they feel that passion rise that’s when you gotta capitalize and be really clear what the action is, whether it’s donating, volunteering on asking for more information yeah, signing up for the male daughter, give us your new gives your email yeah, and think about the safety step back a little bit this like you have to identify goal, like whether you’re trying to accomplish with this data set and it would help you help you with to decide like what to share in how to share that welfare that’s always important place to start gold. What was the purpose of this, exactly what we’re trying to move people and then we try to move people to do and then be clear about exactly called. Okay? That’s, right? And the goal is the hardest part. Frankly, knowing the goal is the hardest part. It’s on so simple, but it’s like that ask why five times you got to get to the real root of why you’re doing this. All right? We’re talking about our actor actor. Okay, refresh my recollection, who’s, this decision makers, policymakers, people who are going to make the change that you want, sir. Yeah. Okay. Okay. How do we talk to these people that data. So the format is briefings sometimes it’s in the form of a press release. They need, like, think about a policy maker who has a staff and maybe they have to vote on a bill or make a decision. The staff member is the one who’s calling non-profits calling agencies and saying what’s happening in my district around this topic. So being able to slice your data by topic and location is really valuable to these folks and getting this summary out and again the action. What? Why does this matter and their actions going to be different than the consumer? Usually you’re looking for a decision, a vote, something exactly what you want to say more about the actual, i think something that’s adjustable something that if you could package it for them, like staying here, the key takeaways from this a swell, you know, think of this, like, you know, you know, working the communications team. And, you know, we provide press kits for people. And if you could provided that, you know, so so they could easily digest and help, um, guide them through the decision making process, i think will be the key. Okay. Yeah. Okay. And i guess also keeping in mind you you may not be talking to the principal. Yeah, right, right. It could be a staff staff, something. Usually it is so it’s. Gotta be it’s. Gotta be so your your urine for always going through someone to the decision maker way don’t love that. Right? Twice removed, twice removed from your there once removed from your data. Yeah, it happens. I mean, that’s what? Any communication, though. Anytime you’re putting something out, somebody could take it. Andi at their own commentary around it. That’s what? The data promoter that’s a that’s a benefit in a risk, right? Because they could date a promoter could be multiplying. Your audience is your audience, but they could be putting their own message. They could be manipulating the data in a way that may not be true to it. But, you know, were you everybody has had, you know, that journalist didn’t get the quote quite right? Yeah, you are taking over simplification exactly. If the press often has to do to make something interesting to readers, you know, put in a headline. Yeah, yeah, and the promoter should also think about, like, segmenting looking if they could do, like, a more targeted in a way, like, if they know specifically that they’re going to try to communicate. Teo, i think they’ll be the key as well. And you get to know your trusted data promoters, right? You know, the journalists or the bloggers are the advocates who you trust, who you align with the messaging around. So identifying those folks or maybe you don’t know them and you do a little research and you find out who you are, where, wes, you need to know within your sector who the influencers are. Absolutely yeah, i get a little bit of research. Goes a long way. Yeah. Back-up how do you feel about the standard press release? Since we’re talking about the audience of promoters, we’ll be sending it to either of you have, ah, opinion on press releases. Are they outdated there? Some school of thought that press release is dead. But it’s it’s still being used is using it. You’re still using journalists say they ignore them. Yeah, andi, and honestly goes back to relationship building, you know, like in communications, that our primary key is build relationships with with journalists. So when our press release passes through their deaths, they’d be able to, like sick. Oh, let me take a look at this and then dig deeper into the story for us. Just a little more let’s. Talk about building a relationship with a journalist before you want them. Tio, take some action for you to write about you in to quote you on that day’s breaking news. Yeah. How do we build that relationship when we don’t have a need? But, you know, we want to be in front of the person. Yeah. I mean, honestly, like i just it’s a good old fashioned relation building, you know, you have called them, reach out them email and called, you know, like you have no agenda, but i mean, this marketplace exactly you often cover way. Have coffee, exactly. What a concept. I mean, like, i’m also part of communications network conference, just another communications based non-profit unconference and a lot of journalists attend that and it’s a great opportunity, this plate, this form and ten is a another great form to meet people like i would add to that you need to be you need to understand that audience and you need to be curious about they have their own set of requirements that they’re trying to meet. They’ve got an editorial calendar there. Boss has told them what topics to focus on. They’re looking for. They need they need to youto help them connect the dots. So maybe don’t start with the ask, understand what they’ve been working on for the last month. What stories? What topics? And then being able to which, which, by the way, does not mean ask them what have you been writing me out? It means doing your research before you do the outreach, so that you know, so that, you know, you’ve shown that, you know, you show that you’ve taken the time to know what their beat is exactly not just asking you what do you write about lately? Well, it’s in the paper buy-in there dubai it’s on it’s, on the site, in the research, and then and then what are you working on next or what’s? The story you’ve been dying to write that you haven’t had the chance to there’s always a good answer for that and there’s a great conversation starter, especially like imagine putting yourself in their shoes, you know, like someone just roundly wants to have coffee with you, but you have no idea who they are didn’t even do any sort of research like and, you know, you have very, very busy schedule, and you have multiple crowdster headlines like we just need to remember they’re people tio don’t waste their time any more than you would waste. Teo spend the time with a potential donor. Exactly ask them what you’re worth. You’re not gonna ask them things that you want to know already write, write, write what is it about our work that he loves? Well. I’ve been giving to you for fifteen years, i think it’s, probably in my e-giving history, you know, don’t waste people’s time exactly, but but it is important to build relationships with exactly these influences. Okay, i would add to that there channels are largely on social media. If you talk to any journalists, they spend all their time on twitter. So if your twitter gene is not great it’s time it’s time. Learn what hashtags there using. Follow those channels, see who they’re following. See what they’re talking about. A great way to do research on also how to start to engage early on, even if it’s just observing. Okay. Okay. Very good. Okay, so i want you. I want to spend more time on that. I want to check my mike. Want to make sure that everything is good here. Okay, a little insecure about the way i sound. I don’t know. I sound you don’t sound good to me, it’s. Not okay to you, though, right? It’s? A little soft. Like i can hear myself. Really? I could hear myself, teo. You don’t hear me. According to richard it’s. Not as clear. Yeah, in-kind okay. And give. Myself a lot more volume. All right, now, my too loud. Ok, it’s. Good. Allright. Thank you. Time for our last break. Hoexter give quote, i compared a bunch of companies in my search for it hoexter donate company and text to give is the best hands down. They have b been beyond helpful. I can’t imagine anyone doing this better exclamation mark end quote that’s lauren bouchard from global commission partners in clermont, florida. Satisfied? She is with text to give you will be, too for info text npr to four, four, four, nine nine, nine. We’ve got several more minutes, and here they are for map your data to your audiences. Let’s, continue the analysts. Right. Data analyst. Refresh our recollection. David who is this? So this is the data expert this’s. The staffer that’s or consultant? That would help be a read data. Okay, and analyze it for you, like they be in a foundation. Now. I like the way i sound better. Okay? Like they’d be a foundation program, officer. It could be. Is that an example or no, i’m not necessarily. I mean, it could be a learning officer for the foundation meeting the one. Who’s like analyzing all the learning and data sets. Ok, he could be a data manager, you know, within an organization. Where would you? Where would you put a program, officer out of foundation? Someone who’s evaluating your grant proposal. Where? Where would they fit in these audience? Most like, i mean, it’s a little bit of both between the consumer and the actor, to be honest with you, because they’re both a decision maker. So they’re going to read the data and they’re also going to get this just like, okay, this is how my program is going and here’s how i’m going to act upon it. And here’s how i’m gonna adjust my strategy with it. Okay? Yeah. All right. So, let’s, go back to the analyst. How do we, uh, david? You keep going. What do we do with this? How do we talk to the analyst with our data? Go. No. Gosh, just give it all to them. Honestly, rod, they love him. They loved it. They love spreadsheets there. Said if they see a string of numbers, imagine like matrix type of thing. They’re like oh, my gosh, this is habit. Okay, okay. Yeah. It’s that simple? Well, they have, i would add that they usually have the domain a knowledge. Do you think of a policy maker? They haven’t education expert on staff or they may have an expert in international relations it’s that person who knows the domain quite well and feels comfortable digging through the data and furthermore to add to that, too is like if he providing which your goals and what your strategy is for and what they’re trying to provide the otherwise they’d be able to help you got guide you through the breeding process say more about that? Yeah, what shit a little bit, so think of him like, you know, like, if i’m like, if i am se the heather communications in the foundation and i’m like, i’m gonna talk to a data analyst we’re trying to accomplish x can you help me read through this day that what types of data sets can leave first collect and what’s up days says comey can provide so they’ll be able to accomplish that goal, then they were able to narrow down because otherwise they could they could. You stand in any sort of ways, but if you provide some sort of direction or gold. They’re able to, like filter things a little bit better for you. Okay, yeah, very good. Really good. And our last left audiences the researcher buy-in courtney yeah, the researchers are get out of my way and give me this red sheet they the like they may scan through your infographic, your visualization, your query tool. But really, they’re going to build their own query tool. They’re goingto grab that they’re the ones who are in sequel making pivot table like they’re doing all of it. Okay, we have jargon jail on twenty sequel i think people will know, but i’m going to pivot table. Alright, excel itself. Okay, sorry, i’m taking a data analytics class so i’m learning this stuff, so i’m excited to be able to talk about it just dropping, dropping top, but, yeah, i imagine you’ve got an excel table that is so large that you can’t open it x l can’t open it. That is what these researchers are are working in and they’re very comfortable working in and they’re the ones who may even be collecting data as well as analyze sing it for themselves, so think of it like a like a layer deeper than unless they got analysts who may rely also some visualizations. And of course, like a deep amount of pressure. But these guys are like they’re just like neck or forehead, deep of like numbers and data, and they want to do everything themselves. Yeah, yeah. So one one important thing here we have worked on a number of data projects and for non-profits or foundations any group who wants to attract many of these audiences, the keeping with researchers is you have, like, the get data page or sometimes we’ll put it in the footer and it’s, like, just download the excel spreadsheet because i keep saying it, but you got to get out of their way. Just give them what they want, okay? Okay. We have, like, another minute and a half or so do you have tools? And, uh, in your description, you mentioned choosing the right data tools. Any tools we can introduce briefly that you like, i mean, to be honest and this is like, tio, you get off being out of keeping it will be really hash tag riel here, please place if you’re old website have google and alex installed. I mean, you’d be surprised how many webs are out there and smashing non-profits believe that twenty nine, twenty nine percent of them are using do or not. Okay, okay did not have google and licks and police bare minimum do that and they said, like have i think the fun? Nothing is like have goals, you know, before it was like before you venture into the day the world? Yeah, there is there’s a great study that every action did called the state of non-profit data. And you can it’s from twenty sixteen. But it’s a great read a page i recommended. Okay, we’re gonna leave it with we’ll leave it there without recommendation. All right, all right. They’re courtney clarke, managing director of user experience at forum one. And david mask arena digital communications manager at the conrad hilton foundation. Courtney and david. Thank you so much. Thank you so much. Pleasure. This interview along with all of our eighteen ntcdinosaur views sponsored by network for good, easy to use dahna management and fund-raising software for non-profits. Thank you for being with non-profit radios coverage of eighteen ntc next week the buy-in bitches getting buy-in from your leadership. If you missed any part of today’s show, i beseech you, find it on tony martignetti dot com, responsive by pursuing toe online tools for small and midsize non-profits data driven and technology enabled. Tony dahna slash pursuant capital p well, you see, piela is guiding you beyond the numbers. Bradunas cps dot com by tello’s, credit card payment processing, your passive revenue stream. Durney dahna slash tony, tell us and by text to give mobile donations made easy text npr, to four, four, four, nine, nine, nine a. Creative producers. Claire meyerhoff, sam leave lorts is the line producer shows social media is by susan chavez. Mark silverman is our web guy, and this music is by scott stein. You need me next week for non-profit radio. Big non-profit ideas for the other ninety five percent. Go out and be great. You’re listening to the talking, alternate network, waiting to get you thinking. Dahna good. You’re listening to the talking alternative net. Are you stuck in a rut? Negative thoughts, feelings and conversations got you down? Hi, i’m nor in sumpter, potentially ater tune in every tuesday at nine to ten p m eastern time and listen for new ideas on my show. Yawned potential. Live life your way on talk radio, leo dot n y c geever. Hey, all you crazy listeners looking to boost your business, why not advertise on talking alternative with very reasonable rates? 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16NTC Videos: Virtual Orgs & Volunteers + 17NTC + Hair News

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Nonprofit Radio for April 22, 2016: Virtual Orgs: Managing Remote Employees

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Heather Martin, Karen Graham & Amy Sample Ward: Virtual Orgs: Managing Remote Employees

What does it take to successfully manage offsite employees? You start with the right mindset, people & jobs. You also need tools, rules & etiquette. Heather Martin & Karen Graham are in the trenches on this and they share their wisdom. Heather is COO at Interfaith Family & Karen is executive director of Idealware. We talked at the 2016 Nonprofit Technology Conference.

Then, Amy Sample Ward is with me live to share her tips and lessons learned as CEO of Nonprofit Technology Network (NTEN), an organization with several remote employees.

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Oppcoll hello and welcome to tony martignetti non-profit radio big non-profit ideas for the other ninety five percent on your aptly named host we have a listener of the weak dan kimble in fresno, california. He’s, product specialist at apple owes software at ntcdinosaur just was non-profit technology conference just last month, dan couldn’t say enough good things about the show. So, dan, i thank you so much for loving non-profit radio congratulations on being our listener of the weak dan kimble okay, last friday, i made a mistake last friday was not tax day last week was a pre recorded show, and i hadn’t realized two weeks in advance that you had until the eighteenth for your taxes. I you know, i have accountants and bookkeepers and and attorneys and financial planners dealing with these these mondo ass ity mundane when two triviality things i have a show to produce. Please, i’m glad you’re with me. I’d suffer. You’re a thrill incontinence if you leak the idea that you missed today’s show virtual organizations managing remote employees what does it take to successfully manage offsite employees? You start with the right mind set people and jobs. You also need tools. Rules and etiquette heather martin and karen graham are in the trenches on this, and they share their wisdom. Heather is ceo at interfaith family and karen is executive director of idealware we talked at the twenty sixteen and to see non-profit technology conference, then amy sample ward is with me live to share her tips and lessons learned as ceo of non-profit technology network and ten they have several remote employees on tony’s take two between you’re good data worth fifty thousand dollars, we’re sponsored by pursuant full service fund-raising data driven and technology enabled, you’ll raise more money pursuant dot com, also by crowdster online and mobile fund-raising software for non-profits now with apple pay for mobile donations crowdster dot com from ntcdinosaur are heather martin and karen graham on virtual organizations managing those remote employees welcome to tony martignetti non-profit radio coverage of twenty sixteen non-profit technology conference hashtag is sixteen ntc we’re in the convention center in san jose, california with me now are heather martin and karen graham. Heather is sitting closest to me and she is the chief operating officer. Your faith family. Karen graham is executive director at idealware. Ladies. Welcome. Thank you. Thanks, it’s. A pleasure to have you both. I’ll be here. Oh, thank you. Your topic for the session is virtual organizations managing remote employees in the leadership track. All right, back-up we need to be a little more open, i guess, to virtual employment opportunities. Is that right? Yes. Yes. We’re finding that there’s more talent out there that you might not be able to tap into if it’s only in your local community on dh just there. So you can open yourself up to the whole world. You can potentially the whole country if you’re willing to do that on dh. However, it’s not an easy thing to do necessarily. And so we’re hoping to give some tips and techniques for people who are managing virtual employees or who are virtual employees themselves. Karen so you think it’s a combination? We’re not doing it as much as we could and those who are not doing it. Maybe you’re not doing it as well as they could, right? I think some organizations are held back by fears of, like some of the ms about remote employees. You know, i won’t be ableto know what this person is doing. They’re going to be folding laundry and eating cupcakes all day, things like that and that. Okay, it’s not always untrue, but almost always. But, you know, most most people are pretty conscientious and very productive at home, and in fact, i think i’m probably more productive when i work from home or away from a group of people than i am when when i’m in the middle of all those interruptions. Okay, heather, you you virtual also, i am not virtual, but i manage virtual employees in eight different cities. Oh, excellent. So we have a manager of a different city employees and someone who works virtually you’re virtually my entire team is virtual okay? Arika, uh is the whole company? Yes. Idealware all right. And that’s a recent change for us. So whereas other has a great deal of experience with this it’s really nufer me. And so for the last year, i’ve been learning what it’s like to convert from almost everybody in a brick and mortar office toe having everyone worked from home offices. So i’m really curious what brought about that change? It started with one person who was remote and then as new staff were hired, we just looked for the best talent wherever we could find it and didn’t worry as much about having everybody in one central location. And so just gradually, we’ve evolved into having people in three different time zones and things spread across the country. Ok, whether it sounds like we need to first get over our own objections to know it’s got to be a local employees, i don’t want to take this on somebody wrote. One of the things that we’re finding is the old culture within some organizations is if i don’t see it happening it’s not happening. Ah, nde. We were that’s embedded in a lot of cultural, a lot of older organizations, and once we get over that and we put in some processes to handle that, people get more and more comfortable. One of the things we’re finding and karen alluded to this also is if you hire the right people, then that idea that i don’t see it it’s not happening and trusting your employees is really key in managing virtual organizations. Where do we, since you’re the manager of a different location, people in a different city? Where do we start with this? Should we start with the hiring process? Cerini so i think what’s, very important, is identifying before you’ve been hyre someone what the skillsets that this person needs, what are their goals going, toby, what is their job going to be? There are definitely some roles that cannot be done, virtually so that it’s, not for everyone, it’s, not for every organization, it’s, not for every position, okay, so identifying where it belongs, okay, can anything you want to add that stage? Not yet, okay. The let’s, let’s. Start with some tips. Okay, wait. We’ve identified what types of people we need, what kinds of skills we need up. Well, actually, i’m taking a step back. What are some things that were sometimes of jobs? Heather, that definitely should not be virtual. You think i think that if you’re a type of person that needs teo, if your role needs to be interacting with people on a regular basis to get something done within an office. So an office manager, um, things that need to have interactions with other people on a regular basis and i don’t know if you come up. I’m talking, karen, if you came across any of this as you all went virtual, but i’m finding that it’s been very difficult to have a virtual employees if their job is to sit down with you and communicate with you on a regular basis and get stuff done enough physical environment. Okay, okay. Gary, i would agree with that and that’s a challenge that technology khun partially solve. But it can be really challenging. Okay. All right, let’s, move it to technology. Will get the tips and, you know we’re playing time together. What are some tools that you find just essential for this? Certain? Here we are at a technology conference, so it makes sense too, really focus on that one of the tools that we use most often at idealware to keep in touch and to sort of simulate the water. Cool the water cooler. Conversations that tend to get lost with a virtual team is chat. And and so we use google maps for our email and calendars and document management and everything. And so it felt natural for us to just use google’s chat tools as well. And we have a channel set up called the virtual break room and there’s usually a little bit of activity on there every single day and people will just post like, oh, it just started snowing outside or my cat is sick. O r, you know, just kind of that casual conversation. That’s not really work related. And yet it’s, so crucial to building a cohesive team and feeling like you really are part of each other’s full lives. How cool is that? Because you have to try to simulate what? What? Being in the office is like you mentioned the water. Cooler tryingto virtually simulate that so that it feels like on office space, another that makes it mine. Yeah, going backwards, you know you’re you kind of have to go backwards in order to make this effective communication is key. What all of the tips, all of the technology, everything you use, it goes back to the ability to create cohesive communication between people who are not physically in the same space. So the same way karen has her virtual water cooler. We use skype for business on a regular basis, and if you want to talk to someone, you’re usually on skype, you click on it, you have a video and you have a quick conversation something that may not necessarily be as effective if you try to do it through email and it probably faster on email has been detrimental somewhere, sometimes to our employees, because they’re just getting hundreds and hundreds of these. And if you want a quick answer, there’s all these other tools like these chat tools that make it a little easier. Okay, okay. Karen, please aren’t our process. That idealware for kind of identifying what technologies we needed to help us as a virtual team really started by looking at what gaps were there that were left by by not being in the same place together. So one of the things that you misses, a lot of nonverbal cues, tio what people are thinking, how they’re reacting to something, and so we use video a lot as well and that’s always our default, what video platform way use google hangouts primarily, but we also have some other, like peskay and other tools that we use for external meetings as well. And so with heather, you know, we actually just met for the first time about five minutes ago, you were in person, yes, but were bent on we’ve been on video chats together several times before, and i feel like we kind of know each other. I knew what she looked like, michael workers know when i get a haircut when i get a new outfit, even though it might be four or five months between seeing each other in person, you’re tuned to non-profit radio tony martignetti also hosts a podcast for the chronicle of philanthropy fund-raising fundamentals is a quick ten minute burst of fund-raising insights published once a month tony’s guests are expert in crowdfunding, mobile giving event fund-raising direct mail and donor cultivation. Really, all the fund-raising issues that make you wonder, am i doing this right? Is there a better way there is? Find the fund-raising fundamentals archive it. Tony martignetti dot com that’s marketmesuite n e t t i remember there’s, a g before the end, thousands of listeners have subscribed on itunes. You can also learn maura, the chronicle website, philanthropy dot com fund-raising fundamentals, the better way. Duitz are using video every day. Yes, i probably spend, on average two to three hours a day on video chat there’s that comment through a lot, a lot of video in depending on the positions and who’s working with who? Yes, we actually have a staff meeting through webex, where all twenty eight employees get on to video chat, depending on who’s available and who is not in their pajamas. Sometimes people bow out because they don’t want to be put on video, but it’s really helpful to see people and to connect with them at a visual level, even if they’re not physically in the same space where where humans we want way respond to community and and i think visual visual cues as well, it helps a lot to be to be seeing people. People have a tendency. One of my first experiences with this virtual nus was i was working at ibm, and i was project managing. I was doing strategy consulting as project managing the implementation of lotus notes, and we needed the tech team to do work in in order to get the implementation done. The tech team was in armonk, new york, i was living in virginia and we were implementing this to staff nationwide, and what you do is each project manager had to get in touch with the tech team, get them to do stuff, something broke. You had to go back to them, and what we found was i happened to goto, our monk, for our training, and i went into the room where the tech team was sitting and introduced myself. After that, everything seemed slightly easier. And it was just because when i picked up the phone and i ask them to do something, i knew who i was talking to, and they knew who i wass and just having that physical connection made things so much smoother, okay, you said a lot more eloquently than i did. Thank you. Thank you for helping me recover let’s, identify other tools, it’s gotta be google docks, google calendar or something else, what do using collaborative document systems are very helpful for virtual teams, and actually so at idealware, maybe, not surprisingly, since we’re ah, research and knowledge organization, we have mostly introverts on our staff, and i’ve actually found that when we do brainstorming, sometimes it could be more productive. When we do it virtually by typing notes and ideas into a shared google doc than when we actually do it in person, it helps those introverts kind of get there, get there, say, without feeling like they have to jump into the fray of a really lively conversation and gives them space to think a little bit when they need teo and then participate when they’re ready. Cool. So that’s an interesting benefit of working in this manner you see anything like that? I do. I also think that not only the technology tools are important, but laying the groundwork with expectations is key to making sure that everyone’s on the same page so we back in the hiring no, no, no, not unknown in the hiring, but how? How you’re actually running it. So with karen, if you’re if you’re having a conversation, they do it through video conference for us. We’ve set out some and i know you also have communication charters to make sure that when people are connecting with each other, they know how to connect with each other. Charter, what is this? So, for us way, d’oh, d’oh! Basically, what we do is when we hire someone new when they first come on, they get oriented. One of the things we asked them to dio is to talk to us about how they like to be communicated with and sometimes they can’t answer that question up front. But for us, it’s really important to understand if you don’t like email or there’s people, especially we hear this from various employees, they hate the phone, they don’t want to pick up the phone, they don’t talk to someone, the phone rings and they actually like shake. I don’t want to, but if you were to text them or chat with them online, they’d be more than happy to respond to you. And so understanding how people interact on to communicate with their communication makes it so much easier because you don’t have those visual cues. You can’t see if you’re walking into someone’s office and they’re super busy or super stressed or someone’s sitting there on dh, so we like to set it out ahead of time, so let people know what works for them. And similarly, we have eleven golden rules for working as a virtual team and they charter or the golden rules. Whatever we’re gonna call them, okay? They mostly addressed communication. Our number one rule is assume positive intent, which can be hard when you don’t know that somebody didn’t sleep last night because they were up with their baby or, you know, you missed some of that stuff that you might find out at the water cooler, so assume positive intent is is the number one rule. But then we’ve also talked about, for example, with video chat, it can feel very intrusive to just have that turned on all of a sudden, like someone is calling you and without warning, so we have a practice of doing kind of a virtual knock on the door through chat, and if i want to talk to dan, i’ll send him a chat and say, how are you free right now? Is this a good time? And then then we start the video conference, so there’s just a lot of it’s, a lot of etiquette and respecting each other’s time. Um, another thing we do is with email if there’s an urgent reply needed, then we’ll put that right in the subject line because we get such a huge volume of email. That that helps us to scan and know how to be responsive, teo each other when it’s really needed way have to avoid abusing the urgent your gym tag, too, right? Right. Okay, share another golden rule of the eleven golden rules. I wish i had the memorized, but i don’t want to know what well, okay, we start with positive that’s a great one, right? Another one we talked about was email length. And at what point, when you’re writing a four screen email, does that mean it’s time to pick up the phone or or do a hangout? So that’s that’s another one? We have some guidelines about that. All right, let’s. See so cem cem, other tips about doing this successfully emails a big one for us also, my rule is if i have, if i’m on the third email on the same topic, i’m picking up the phone the minute that you have to go back and forth at least three times it’s too much and it’s so interesting. I was at a session this morning and i just heard the best. The best line about email email should be five lines it should tell me who you are, what you want me to do when you want me to do it by why i need to do it for you. And there was one more that i don’t remember, but if it’s longer than that, you’re going to lose people’s attention it’s gonna go into a file and people may never get to it. If you really need something urgently, whether you flag it or pick up the phone like this is the phone is there or create a chat and do it immediately like don’t put it out there into the ethernet and then hope that someone’s going to respond to it in the way that you would expect them to take time to get comfortable with us? Absolutely. If a person is not accustomed to being a virtual employees very much so. And i also think that setting the expectations up front and letting people know that this is not an easy thing is very helpful because some people feel really lost out there, and what we try and do is when a new employee comes on or someone starts to work virtually who wasn’t working virtually before, let them know that that this might be difficult, there’s going to be a learning curve, and we’re here to work with you on it. You’re not just out there by yourself, and you have to do it without anyone any support, karen, have there been people who decided not to work for idealware because it was one hundred percent virtual, has that ever been a ish? You know, we haven’t encountered that. We did have i’m thinking of one staff member in particular, who is very social and enjoys that aspect of working in an office. And so when he became a home based employees that it was an adjustment for him, perhaps more than some of the rest of us who aren’t quite as social and interactive and, uh, it just it took a little bit of of patients and adjustment on his part, i think, for all of us, it also was very important for us to have our own local networks and people that we could interact with, and so many of us will occasionally work from a coffee shop, or i have a group of local friends and colleagues who also work from home for for various ventures, and so one thing we did was because none of us get to have a holiday party with our co workers. We had one with each other, and i i hosted it at my house, and we had maybe six or seven people there who all work independently from home. And so that was a really fun thing to do to kind of a substitute for the social aspects of working with your own team at an office every day. Is there an annual or semiannual gathering of all the tell us? Fifteen employees of idealware uh, dr bonem right? Fifteen? No, we have five. Oh five oh, yes were fairly small teams and you get together physically at least once a year or so way don’t have a set routine, but yes, at least once a year, we’ll all get together. And in the past year, we have gotten together a little bit more often, too, because, well, various reasons i don’t need to come into here. But, you know, there are times when there’s a big change in the organization there’s a big project that you’re working on that just require you to be together more often. Mother, how about you you have to bring these people from eight cities together. We dio way do, and it was a really interesting learning for us when we first started to expand into these other cities. At first, we didn’t bring that anyone in to meet the internal staff in our boston headquarters. Now, anytime a new employees starts at whatever level, if their virtual they come and do a couple of days training in boston with us just to meet everybody, see what the national office looks like and annually. We have a staff retreat in boston where we bring everybody in for two days to get together and brainstorm and talk and just get to know each other. Okay? That’s interesting like the onboarding process has to be face to face. I think that you can’t you can’t get away from what you get the value you get of meeting someone in person, and if you can and if it’s available financially resource wise, timewise, even if you can get together once a year or even at the beginning so people can meet each other in person, it’s invaluable karen would be one hundred percent virtual doesn’t do employees would they get to meet someone face-to-face physically, we have not made a hyre since we became one hundred per cent virtual, so i’m not. I’m not sure what our plans will be for that, but a related issue that non-profit should think through if they’re considering going to a virtual team is is off boarding our when employees exit, how do you handle that? And we were dealing with that right now. We have an employee who is going to be leaving idealware and so we’re thinking about well, ok, how do we collect the stuff that is in storage at her house? The equipment that is ideal wears equipment that that she has in her possession right now? How do we have a farewell party for somebody on really make that a meaningful event when we can’t physically be together? Those those air, all they require creativity and thoughtfulness, and i’m sure we won’t do them perfectly, but that’s something we’re learning. Okay. Interesting. Yeah. The off boarding right. All right, hyre we still have a couple more minutes together. Uh, you well, party. Your session was gonna be ten key steps. Way covered. Any of the ten key? Steps i think you’ve covered most of them in a variety of different ways, but the other thing that we do just one other tip while we’re at it is i’ve spoken to other organizations who have virtual friday drink beers, get togethers, and friday afternoon everyone gets on video, gets their glass of tea, glass of wine, glass of beer, whatever it is and makes it a very low key social environment on video, which takes getting used to when you’re not when it’s not something you do on a regular basis, but it does give you that personal connection again, that you don’t normally get on a day to day basis. And so there’s things like that that you khun dio that seem a little farfetched sometimes that are really helpful. Hi, great, we’ve i’ve had lunch with one of my co workers where we just get on video together and we’re eating and and just chit chatting about things, and it felt very awkward at first but ended up being a really enjoyable experience for both of us. So i recommend just taking some risks getting out of your comfort zone a little bit. I’ve done a wine, wine, chat with who’s there were maybe half a dozen of us the furthest was in in vancouver. I think so. But, you know, you know, half a dozen people what kind of wine do you have? We’re toasting mean, it could be fun. I mean, it is fun, it could be done. It doesn’t have to involve alcohol way happening. Choose wine, you could do a cough, you can do a coffee date and have everyone you know, on video drinking, whatever their seventeen dollars, coffee is heather would use for video, so we use webex when we do our staff, our staff meetings, we’ve used skype for business. We’ve tried google hangouts also, it depends on who’s running the session and what technology they want to use. We haven’t found the perfect one yet we’re still looking. I think that some of the challenges with video are the number of screens you could get on at one time and who you can see equality has improved significantly over the last five years, even but at first, when we were doing this, the line would drop or you couldn’t hear someone or it was pixelated, you know, i’m feeling like i’m talking old school a little bit, but the technology has improved enough that it makes it seem a little bit more realistic and in person and you can get the visuals, which was something that was a challenge. You couldn’t get the facial expressions without the high definition and the faster response time. All right, so i’m gonna wrap this up and bring it full circle, that kind of belief in the technology i can help listeners overcome their reluctance. We talked about initially and in mindset because that’s really what you got to start, and i would also say the technology isn’t the savior to this it khun definitely help it, but you need all of the other pieces to i feel like you shouldn’t use the technology technology to drive this, but there are some great technologies out there that can help with pieces of this. I couldn’t have said it better. All right. Wonderful. Thank you very much. Heather martin is chief operating officer at interfaith family and karen graham, executive director idealware ladies. Thank you so much. Thank you. Thanks. Great advice. This is tony martignetti non-profit radio coverage of sixteen ntc san. Jose, california, thank you so much for being with us. Amy sample ward is coming up first pursuant and crowdster pursuant has a free webinar dahna relations of the disney way if walt disney was your ceo, how would you treat your donors? How would you inspire staff? What would you do differently? 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I sure am every sample word our social media contributor and ceo of intend, the non-profit technology network there it and ten dot or ge she’s at amy r s ward her latest book is social change any time everywhere kayman sample ward. Welcome back. Same it’s. Fun to get to follow-up anew. Interview from the ntc. Yeah, no kidding. And congratulations on a very successful non-profit technology conference. Thank you. I can’t believe it was already a month ago. Hard to believe i agree. That’s that’s. True. Now you sound a little echo here. You and your ah, you in your office. And and ten, i am in my office. If it sounds a little echoey, i can it’s not bad. No, don’t have. It just sounds. It sounds different. It sounds different. Cubine, have you, uh, have you hung all your your artwork? You have your carpeting down in the new office. Maybe that’s a way. Do have carpeting, and i have a big print right in front of me. Well, it’s under it will get better as we unpack even more. Okay, just sounds like a different environment. That’s all you’re, uh you’re all settled now in the new office in portland. Yeah, we’re all settled. Word. We’re up and running. Yeah. It’s fun to be in a new space. Cool. Congratulations. All right. Thank you. So i know you. Were listening. Teo, heather and karen and and ten, of course, is a virtual organization. How, how many, uh, in office versus virtual employees does then ten have good question we have i think this is something that i thought was interesting that i wanted to bring up from listeningto, karen and heather’s interview with you from the conference was i actually think there are mohr organizations who have teams or individuals that maybe virtual while they still have a physical office than there are organizations who are one hundred percent virtual all right, and they have no physical presence, so i think a lot of organizations, when they’re thinking about this, how do we adapt to virtual staff? And what of the policies with the advocate ex center? I think a lot of that comes from, they still have a gn office, but now they’re trying to incorporate folks and make people who aren’t in the physical office feel included versus just everybody is having the same kind of remote situation, right? That’s. Interesting because heather and karen idealware, where karen is ceo is a hundred percent virtual and heather at interfaith family is not so right. And you are you are hybrid too, yet you have i know you have people in the portland office, and then you have remote employees? Yep, exactly. Someone ten people. You have ten people here in portland, and then we have five people that are remote, okay? And they’re in different time zones to write not all pacific. Exactly. And i think that’s one of the big considerations with a physical office versus remote staff is that it can become easier or the default time for everything to be in the time zone where the office is, even though you have staff that are another time zone. So i think it’s a challenge, but very important. Try and be mindful of time zones when you try and say, oh, my gosh, you know, we’re having a conversation. We should totally loop someone in to realise thirty six p m their time, they’re not online. They’re not waiting for you to invite them to this meeting. Yeah. Interesting. All right, so how do you how do you manage that, then? On dh something early in the morning? If your east coast staffers are talking, you know your office isn’t open yet. Same thing. Exactly, i mean, when i previously was based in new york as a remote employee of intent, whereas now i’m in the office, there was another employee that was on the east coast, and we found the morning to be super productive because the two of us could just, you know, get through all kinds of things on, and we we often worked together on projects it in that way. It was very convenient that we were the two awake early and could get some stuff done and then present it to other staff when they woke up and got online. But now and ten has just one person in east coast time, one person in mountain time and then remote or, i guess, to eastern and then to pacific outside of the office. So it spread enough that i think it helps us force that conversation. You know, we have to say, okay, we have people in enough time zones. What time is it? Really? Right now on dh once, once it gets after two or three o’clock in the portland office, it gets pretty quiet because we know we can’t engage other staff across time zones. Yeah, all right? Do you have mindfulness? Basically means you have to be mindful of this not planned meetings for three o’clock pacific. Exactly. And you know so many of our meetings, and i don’t think this is unique to intend, but so many of our meetings are already kind of reserved on the calendar, right? You you already know when your staff meeting that’s going to be because it’s a recurring meeting and so just making sure that you use those recurring calendar items as a way that start building in that pattern of this is these are the times during the day you could meet with folks. I think that really helped, because then outside of that is when people, maybe, you know, just kind of go head down and work on their own. Whatever is on their to do list. And you set a pattern by the meetings that you schedule in advance. Okay. Yeah, i see. All right. What about the personalities the heather and karen mentioned one of them mentioned. You know, then a lot of introverts, karin said i do. Do you find that in a few different people’s personalities when we’re talking about virtual hi. I actually don’t find it to be different than if you were all in the office together. I mean, i think that if everybody was all in one office, you’re naturally just by probability, right of humans. You’re naturally gonna have some folks that maybe regardless of their personality or just not folks who maybe process in real time in a meeting and are gonna have something to say there people who want that information and they want to go back and think about it before they have an answer, whether they’re an introvert or not. That’s just how they process information. And so in a in a meetings, they were all in one room. Whoever is running that meaning it’s probably i would hope, you know, reaching out to folks who are quiet in the meeting insane. Do you? You know, pulling something out? Do you have something you want to share? Their questions that’ll help you think about this, you know? What are we not considering and that that process, that kind of managing a meeting happens whether everybody’s all in the same room or you’re all of that google hangout? Or you’re talking to two people? In a instant message conversation, you know, i think being thoughtful and intentional about how you interact and kind of manage meetings and manage conversations, it’s the same lessons it’s the same processes, andi, i think, you know, karen’s point about sometimes using those online tools that folks feel like they can participate when maybe they wouldn’t have spoken up in a meeting that could totally be true. I think for me and that antenna it’s really about just regardless of how this meeting is happening, is everybody contributing or does everybody have the answers they need so that we can end the meeting and you know where to go back? Do you find it difficult? Tio include members, employees when if the meeting is by phone, you know and like three or four people are sitting in the conference room or something. And then however, many people are remote and it’s just and thereby phone, not video. Sometimes you have to be very mindful that there are two other people on the phone and it’s hard for them times for them to speak up because they don’t know when the pauses air coming. I mean, you find any awkwardness? Around that, yeah, that’s a good point, i think. Well, two things they’re two strategies one if it’s i think anton has a similar experience, as karen and heather both shared in the interview that if it’s an internal meeting, if it’s really just with other staff, we wouldn’t use the phone, we would use video conference people can kind of raise their hand, or they can post a chat that says, hey, i want to bring something up once we’re done with this point, you know it, and we can manage that easier when it’s on video and then the other strategy that that i think is really helpful, just like best practice generally for mediums, is that if we’re having the meeting, we have a shared document where we’re taking notes, so sometimes that means we could kind of go down a rabbit hole, right? And three of the five people in the meeting are going off on this thing with the other two people maybe don’t want to lose a thought they could just put it into the notes, doc, and we come back to it once we’re done with that rabbit hole, right? We’re we’re still capturing things in a couple different channels, plus as the best practice. Now you have notes from that meeting, right? Yeah, school. All right, all right. Um, what about the part about bringing new employees in who aren’t accustomed to working remotely? Yeah, i think it can be very overwhelming for a new staff person. We try and include processes, best practices, etiquette, social norms in our orientation, but not we don’t do it as a great you’re an employee for the next two hours. We’re going to tell you how we do everything in this, like, remote team versus office environment instead, you know, maybe there’s a section of the orientation where you’re talking with your manager, whoever you’re going to be working with and they’re talking about, okay, these are the meetings were goingto have regularly here’s how you and i are going to check in here’s how i encourage you to check in with others and then in that conversation, you know, talking about some social norms around how to engage folks that are remote verses in the office and where to post content for others to see it and, you know, so we kind of embed the lessons around how we want to operate together into the full process of orientation it’s not a stand alone great here’s how to use instant message er, right hand here’s, here’s, howto chat with folks or hey, remember that these folks were in these time zone, so send them a quick ping before you try and call them, right? Because you don’t know, you can’t see them, so maybe they’re gonna call already or something. You know, i like the suggestion of some virtual knock on the door before you open a video chat with somebody well, and, you know, we honestly we do that in the office, i can see you, but that doesn’t mean that i know if you’re actually muted running a webinar just because it looks like you’re sitting in your desk, so because we are all online or on the phone or running webinars, whatever it might be, it doesn’t matter if you’re in the office or not that’s become kind of standard practice. I am somebody before you walk over to them anyway. Eyes that right? Okay, see, it’s so been so long since i had to work with other people in an office. You had to work with you one of punishment that wass well, okay, i don’t think i’d be a very good employee anymore. We’ll put it that way. Yes, i can see that. Thank you. I don’t think i would hyre myself. I would. I would. I would kill it in the interviews. I mean, why kill it? I mean, i would i would i would kill a possibility. Yes, i would ruin my chances in the interview stage. I would not be a good employee, but so i didn’t know that. So so so in offices, people you i am someone before you, uh, you go and knock on their door anymore before you just walk down and see them. Well, i think part of it is that most staff don’t have a door because we’re working in an open, more collaborative space. And so folks may go behind the door to run a webinar, for example, and then you definitely know they’re offline or not available for you to go talk to, but sometimes you might just be on a phone call and have your line muted for a minute, right? Because someone else is speaking of course, because you’re not speaking out loud doesn’t mean you’re ready for somebody to walk right up to your desk and say something because one ear can still hear the phone call, so okay, i yeah, it’s been since ah nineteen when’s the last time i worked for somebody else was nineteen, no, two thousand three, two thousand three was my last employer for you. Did you know, i think defect tio the idea of being in office where people have really accepted that norm of let’s, just quickly hop on a video call right and have this conversation kind of face-to-face even though your remote, it also means that the folks who really are in the office have to anticipate that at any given moment of the day, they could be in the background of someone’s video, you could be walking past somebody who’s on, you know, has their camera on or maybe the way they’re seated, you know, you’re kind of close enough to them that if they hop on a video and don’t move their screen, you’re kind of in the background doing your email on dh i think that’s just part at least at an ten. It isn’t seen as a negative it’s seen as like, oh, well, i was talking to you, i saw that so and so was was, you know, talking to this person, i didn’t realize they were in the office. Could you tell them this for me? You know? And it makes it feel that much more connected. I can see what’s going on right now that we’re in a new space. As you noted, when when i first talked on the phone, we’re in this new office, we’ll remote staff haven’t seen the new office, and so on monday, everybody in the office wanted to have a conversation about okay, we’re in here now, like, what else do we need? Do we need more chairs or tables? Is there any? Are there any problems we need to address in? There? Were you know, there were problems with, you know, sometimes if we turn the air on it’s too loud for webinar rooms, it’s just too noisy in the room and, you know, just surfacing these issues that you don’t know until you get into the space. Well, all of the remote staff requested to be part of that conversation because they want to know what we’re struggling with. They want to know that if they hop on a quick, you know, video call with us and somebody’s complaining, or or something, they could say, hey, is it because the air is on and it’s really loud, like i understand what you’re going through? I have some insight into that. They want to be a part of it. Cool, all right, that’s, a human, human connection. All right, we gotta take, we got to go away for break. We come back, you and i’ll keep talking about remote employee management. Stay with us. Like what you’re hearing a non-profit radio tony’s got more on youtube, you’ll find clips from stand up comedy tv spots and exclusive interviews catch guests like seth gordon. Craig newmark, the founder of craigslist marquis of eco enterprises, charles best from donors choose dot org’s aria finger do something that or an a a me levine from new york universities heimans center on philanthropy tony tweets to he finds the best content from the most knowledgeable, interesting people in and around non-profits to share on his stream. If you have valuable info, he wants to re tweet you during the show. You can join the conversation on twitter using hashtag non-profit radio twitter is an easy way to reach tony he’s at tony martignetti narasimhan t i g e n e t t i remember there’s a g before the end he hosts a podcast for the chronicle of philanthropy fund-raising fundamentals is a short monthly show devoted to getting over your fund-raising just like non-profit radio, toni talks to leading thinkers, experts and cool people with great ideas. As one fan said, tony picks their brains and i don’t have to leave my office fund-raising fundamentals was recently dubbed the most helpful non-profit podcast you have ever heard, you can also join the conversation on facebook, where you can ask questions before or after the show. The guests are there, too. Get insider show alerts by email, tony tells you who’s on each week and always includes link so that you can contact guess directly. To sign up, visit the facebook page for tony martignetti dot com. If you have big dreams in a small budget tune into tony martignetti non-profit radio, i d’oh. I’m adam braun, founder of pencils of promise. Welcome back to big non-profit ideas for the other ninety five percent. I mean, what about the face-to-face like, do you have face-to-face orientations for new employees? Or do you have annual gatherings where everybody’s together? How do you manage the face-to-face part? Definitely. I think the face-to-face piece is huge. I mean, we we consider some amount of the video calls to be, quote unquote face-to-face you know, we don’t want things to be completely removed into just documents, so we have ah, move a few different layers so that every day at nine thirty pacific, regardless of where you are in the world, if you are working that day, you are expected to be on aa meeting, where every single staff person is able to check in and say, hey, tony, i’ve been waiting on this thing from you so that i can follow-up or this is my big priority today, so if you see me in my head bowed there on, don’t bother me. I got a big deadline, you know, whatever, it might be this on your list, but away for every single staff person to be visible to everybody else, whether they’re in the office. Or not. And then every monday, we have a full staff meeting. That’s actually programmatic. So you know whether it’s a proposal first from somebody or a certain team wants to give an update whatever that might be, you know, formal agenda every monday, but twice a year, all staff come to portland for a full week of planning meetings and happy hours and lots of eating. And and then outside of those two meetings, you know, we have our conference. We have our own events that also bring all the staff together. Okay, off course. The portland food scene is it was worth gathering around exactly so cool sametz priority than planning meeting second. Yeah, we have the trucks, the trucks, air. The trucks are key. You can have. Yeah, there are only two blocks from the office now, but that would mean a lot of trucks, but i’m being a new yorker. I’m calling them trucks. They’re called cart their carts, right? Not trucks? Yes, their carts. Right. And what you call a collection of carts? What is that called? A cart pod. A court pod, right? Right. Just like whales. Write a card pot. But, you know, you call it a pod? Or would you say i’m going to the cart pod? Or you just say, i’m going to the pod, you say i’m going to the cart, the cart’s? Oh, you don’t say pot. Ah, ok, ok. Yeah, it’s. Very important. But anyway, so you do this twice a year, twice a year. All in ten step. Okay, very good to know. Alright. So that’s different than the heather and karen managed things, but cool. Okay. Okay. And then, of course, yeah. You’re conferences drop the whole staff together. Two leading change on tc, right? Yeah. Okay, exactly. And i think, you know, as much as there were all there to run the conference. We’re also there a couple days early. Everybody gets to catch up and see each other in person. But i also think there’s a lot to be said for doing something together, you know, by the end of the week, even though we didn’t spend the weekend casual planning meetings and eating food from the food cards, you know, we get to the end of the week and feel like everybody has certainly bonded has certainly had all kinds of conversations because we just we just ran the whole conference together, right? It really creates an opportunity for there to be a lot of connections. What else came out of that conversation that you want to talk about? We still have a couple minutes left. Yeah, well, i thought one thing that we could chat about were some justice, you know, kind of kind of boring things around policies think at inten we’ve found to be really important so something that organizations may not think about, but karen alluded to this at the very end when talking about, you know, staff person, that leaving the organization and they have all this equipment, the organization really should be providing that equipment, just like you would to someone that’s in the office. So even though you’ve been hired as a remote employee, that doesn’t mean you don’t need a laptop in a second monitor and a phone and all of those pieces. So thinking about policies that treat a remote staff person just like you would a staff person, as in the office, and i think that also goes further to say in the office, right? And ten pays for all of all of the office for the electricity and the internet and everything else. So, do you have policies that they for staff who were working from from their home as they’re expected space, that you will reimburse them for some of their internet or some of their phone cost? Etcetera? Okay, very, uh, very thoughtful policies you have. Okay, do what i think something else that karen heather brought up was, you know, remote staff feeling like, oh, today i’m going to go work from a coffee shop or today, you know, i just need to get out of my house has been sitting in my living room for four days straight, right? I think it also goes a really long way to make sure that feeling of freedom is shared between folks in the office and folks who are remote so that you don’t create this feeling that, like remote staff have it better or folks in the office have it better, everyone should feel like, hey, i really need to write this article and i want to focus. I’m going to go to a coffee shop and sit by myself for two hours. It doesn’t matter if you work from home or you work from the office. If you’ve created that culture, everyone should get to be a part of that. No. Okay. Egalitarian. Right. Okay. Yes. Um what else? What else came out of that that you want to talk about? Well, one thing that i thought was interesting that was brought up right at the end that end ten has a different version of is that idea of ah, kind of virtual happy hour. And i think part of it for us, the reason why it isn’t necessarily happy hours because again time zones, you don’t want to tell somebody that is three hours ahead. Hey, you should wait until eight. Get back on your computer, have a glass of wine. Would you like to be part of the team right now? That doesn’t feel very fair. So instead, what we have is a weekly lunch. So in the office here we turn on a google hangout and, you know, open up the line, essentially and that any of the remote folks can also call in if they’re free. It’s not required it’s. Not like people in the office have to stop right at noon and start eating. Lunch on video. You know it’s just anybody that wants to have lunch together and chat the line is open, you can hang out and you know, it’s gonna happen every single thursday. So if this thursday you can’t do it, no big deal. But next thursday, you can call in on dh. It just creates that kind of open conversation space where you can chat about sometimes work sometimes good ideas for work, but also just random things. What are you doing for the weekend, etcetera? Excellent. Excellent. Thank you. Alright, we have to leave it there. Any sample ward? Our social media contributor. Ceo of antenna and ten dot or ge she’s at amy rs ward. Amy, thanks so much for sharing. Intends remote, you know, management stories. Thank you. Yeah, it was a pleasure. Thank you. Next week, gene takagi are legal contributor returns with election year advocacy. What’s allowed. And what gets you in trouble? Plus, we have another excellent interview from ntcdinosaur. If you missed any part of today’s show, i beseech you, i implore you, find it on tony martignetti dot com. Where in the world i’m very uncertain the way forward with this. I need to know the path i have to find the path ahead. We’re sponsored by pursuant online tools for small and midsize non-profits data driven and technology enabled pursuant dot com, and by crowdster online and mobile fund-raising software for non-profits now, with apple pay for mobile donations. Crowdster dot com. Our creative producer is claire meyerhoff. Sam liebowitz is the line producer. Gavin dollars are am and fm outreach director shows. Social media is by susan chavez, and this great music is by scott stein. Be with me next week for non-profit radio. Big non-profit ideas for the other ninety five percent. Go out and be great. 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