Five* Digital Tools I Use

Last week I shouted from the rooftops about reaching zero unread messages in my inbox.  This feels like a good opportunity to geek out a bit on some cool digital tools I use for my process flow.  Below are a handful of applications and services I use to keep on top of things, which supplement any physical systems I use to stay organized (like my notebook, for example).  None of the referenced products below are sponsors and I have no business ties with them.

Boomerang (Paid)

I was introduced to Boomerang for Gmail a few years back and made use of their free tier for quite some time.  However, last year I made the jump to unlock some additional functionality and allow me to boomerang more messages per month.

Seamlessly integrated into Gmail, Boomerang allows me to kick messages out of my inbox and set to return at a predetermined time.  You may have noted in a caption that I mentioned “boomeranged messages;” this is what I was referencing.  If I have messages that I want to come back to, but I don’t want them to clutter my inbox, I use Boomerang to remove them temporarily without me forgetting about it.  Boomerang has other features, such as being able to append notes to myself or asking a message to return if no one responds within a certain time frame.  All in all, a great little service that doesn’t cost much for the year.

Evernote/OneNote

I use both Evernote (free) and OneNote (Enterprise).  I don’t really have a preference one way or the other at the moment, but I tend to use Evernote for personal items (saving notes, planning blog posts, etc.) where I use OneNote for Board work and my main job.  I was urged to go paperless by my boss, so I slowly adopted the services and moved away from extra notebooks and loose papers on my desk.  Especially within OneNote, I can use the attach document feature to put “print outs” of documents within a notebook page, then use my tablet’s stylus to annotate the document with handwritten notes.

Scanbot

Speaking of embedding print outs, I started using Scanbot for Android to capture paper documents and port them into my digital notes.  I like Scanbot over the regular camera because the AI recognizes the page and will use algorithms to digitally morph distortions of the page.  Instead of requiring perfect lighting and standing perfectly over the page, I can capture documents on camera and Scanbot flattens out and crops the image for me.  I’ve also found it handy for taking pictures of overhead presentation slides, and whiteboard writing.

Pushbullet

Pushbullet has a lot of features for pushing documents across devices, but I mostly use it as a way of preventing myself from always looking at my phone.  Instead, I can avoid temptation and quickly reply to text messages from my wife before jumping back into my task.  I know myself well enough that picking up my phone is inviting a trip down the rabbit hole of distraction, so Pushbullet really helps keep my monkey brain in check.  (Note: if you’re wondering about how I avoid distractions on my computer, I use the StayFocusd extension to block website during certain hours of the day)

Trello

Month over month, I will have lots of To Do items that are left incomplete.  I used to copy them over manually to the next notebook, but over time the list grew.  Out of laziness, I started porting those tasks over to Trello for longer term storage.  Yes, I should either discard those items I’m not doing or clearing my plate by completing the tasks.  However, there are items that are not urgent and not important enough to do at the time.  Instead, I’ve set up a kanban board that allows me to move tasks from a pool to an active list, then to a complete, abandon, or hold list, depending on the status of the task.  It’s a handy way of keeping on top of tasks that are not immediately pressing and allows me to use my notebook for day-to-day pressing concerns.

There are a few other tools I’m trying out, such as Toggl, RescueTime, Microsoft Teams, and Notion, but I’ll save those for a future post.

The five-ish tools above are a few things that makes it easy for me to keep on top of several process flows for work, my personal projects, and my volunteer work.  Without them, I would be drowning in trying to keep everything fresh in my mind.  Let me know what kind of tools you use (digital or analogue) in the comments below.  I’m always interested in learning what different people have set up for themselves.

Stay Awesome,

Ryan

“Give Business Card” As A Default Action

I had a strange realization last week.  I am now at a point in my career where I need to make “give business card” a default action for when I’m out and about, but not for the reason you may think.  Under normal circumstances, I feel it’s relatively rare that I have to give out a business card.  In most instances, my role has been too small and insignificant to warrant it, but also because I don’t really buy into the culture of swapping business cards with people in an effort to ‘network.’  I have been promoted to a new role, which entails more responsibility and autonomy when it comes to business meetings, but I’m still getting used to the idea of thinking of myself as an administrator or a manager.

Last week, I was in a coffee shop to grab a quick bite to eat before a meeting.  The cashier saw that I was wearing a jacket with our school’s logo, and he excitedly asked if I was a student or employee.  I let him know that I work at the college, and he asked in what area.  When he heard I work in the school of engineering, he proudly told me that he received multiple acceptances into our mechanical engineering diploma programs.  Since the coffee shop was dead, he then launched into a mini history of his background – he was born in east Africa, immigrated to the Middle East, did secondary school in the US, and now has his visa to study in Ontario.  He told me some of his education, that he had top marks in design in high school, and even has a portfolio.

His energy and enthusiasm was infectious, and he left a strong impression on me.  He sounds like a great kid, and I have no doubt that he will be successful in his studies.  I told him where he could find me on campus, and he said he’d find me in the future.

I realized as I was driving away that I had missed the perfect opportunity to give him my card and promise to follow-up if he had any questions.  I want to see him succeed, and if there was anything I could do to help, I’d gladly try.

Rather than seeing the business card as a way of helping myself, I should put more emphasis on seeing the business card as a way of helping others.

Stay Awesome,

Ryan

 

“Kids These Days” Part 1

At the time of writing, I’m assisting faculty with processing the grades and academic standings of students from the last academic year.  All of the grades for the Winter are in, but for the engineering degrees we are in the long, tedious process of reviewing all the grades and courses delivered over the last twelve months and making notes on ways the delivery can be improved for next year.  This is an important process for us to follow, not only for our continuous improvement requirements for accreditation, but also because it’s important to pause periodically and reflect on the reasons students perform they way they do – especially when they fail.

Because people have a tendancy to shift blame away from themselves, reviewing student failures can be challenging.  If you ask students why they fail, you’ll likely hear something that reflects courses that are too challenging, professors who are unreasonable, or circumstances they had no control over.  Faculty, on the other hand, think students are unwilling to put in the hard work needed to be successful.  The truth is likely somewhere in the middle.  In my opinion, I feel that faculty sometimes forget what it’s like to be a student, and I feel that students don’t see the bigger picture to help them understand how they should be prioritizing their work.

Despite the fact that students are legally adults when they come to school, we forget that the depth of their experience is often pretty shallow.  It’s the first time they are away from home, the first time they are having to manage their day-to-day lives, and often higher education is a large step-up in academic expectations compared to their secondary school experience.  I’ll chat a bit more about this next week, but I think the takeaway is that we often take for granted the experience we, as professors, draw upon to manage ourselves and our work, and instead we shake our heads when the students perform poorly in their work and seem to ignore the opportunities we extend them for extra support (office hours, anyone?).

A valuable skill faculty need to develop and practice is empathy for students.  We as faculty have a responsibility to both apply high expectations to the students, but also be willing to place ourselves in their shoes and see the world as they do – a world where everything seems important, everything is competing for their attention, and crucially, students think everything carries dire consequences.

Stay Awesome,

Ryan

Management and Teaching My Replacement

Over the last two weeks, I’ve been onboarding my replacement at work.  On the one hand, it’s great to finally offload the extra tasks that I’ve been juggling since assuming my new position.  On the other hand, I’m having to experience a new world at work in the form of management and performance coaching.  It’s one thing to do the tasks yourself, but it’s an entirely different thing to anticipate another person’s tasks, teach those tasks to the person, the follow-up on the progress with feedback.

While I am not the direct manager for the new program assistant, I share some of the responsibilities for ensuring she’s successful in her new role by virtue of me being the last person who occupied the role.  I suppose I’m over-thinking this a bit, since employees move on all the time and are not accountable for the new person’s performance.  Nevertheless, between me still working in the same office and me being a team player, I feel that it is my duty to help the new employee succeed until she can run under her own steam.  Afterall, the program assistant position is a job that was developed over the course of four years, so it’s a lot to take in all at once.

I knew prior to her starting that I would need to reflect intentionally on how I could teach someone to do the job that I have built over time, and figure out how to deconstruct the tasks and portfolios so that it makes sense to a fresh set of eyes.  Since this is my first time doing this, I took a stab at it and realized that there was a lot more I could have done to prepare for onboarding her.

One example is at the end of her first day.  I met with her to do a mini-debrief on how she felt her first day went.  She admitted it was a bit overwhelming, but was confident that she would learn more as she did the tasks.  She then asked for my input on what she should do the next day.  I hadn’t anticipated this question, so I floundered a bit, suggesting that she should take some time to read through the relevant policies and procedures I’ve got stashed away in a binder, as well as reviewing the committee minutes from the past year for an upcoming meeting she will need to plan.

After work, I reflected on this and realized that I didn’t do a good job of setting her up with concrete tasks for her to fill her day meaningfully.  Don’t get me wrong – at some point she will need to read over all of that stuff as it will be important to her job.  However, I realized there are better ways she could be utilizing her time.  Instead of reading over abstract documents, I need to get her working on tasks that are directly related to what she will be doing over time.

The next day, I jotted some ideas down and met with her in the afternoon to discuss how things are going and give her concrete tasks to start figuring out, such as responding to program-based email inquiries, learning where to find reports, typing up committee minutes so I could critique them, etc.  I also coached her on setting up meetings with the program Chairs to 1.) introduce herself more formally, and b.) to learn from them what their needs and wishes are.  I seeded some questions with her on topics she ought to cover, and left it to her to arrange the meetings.  In the background, I also spoke informally with some of the Chairs to let them know she was doing this, and to suggest ways they could help onboard her to their program areas.

This was a much better way to onboard her, and she was busy over the rest of the week learning various systems.  She would stop by my office a few times a day to ask clarifying questions or ask advice on how she should approach a certain task.  She was learning by doing, and seems to be adjusting well to her new role.  I’ll leave it for her actual boss to determine whether she is meeting targets, but at least I know she’s able to work with us as a team behind her.

Stay Awesome,

Ryan