Hey Delta, is it this hard to find an iPad?

So this post is a bit of a rant more than anything, so for the three regular readers of this blog feel free to skip over this post. I promise to make this foray a brief one.

I made a blunder on my flight home from Atlanta to Akron/Canton Airport a few weeks ago; I left my lovely, SugarCRM logo and my name engraved iPad safely in it’s case in the seat pocket of seat 3A. D’oh!

I realized this the moment I got home, and being a bit of a snow storm decided it not prudent to risk life and limb to return to the airport. Calling the airport informing them of this, they took my name and number as said they would ask the Delta desk about this. Being my self driven self, I started tracing the plane, and saw it was doing a CAK-ATL-CAK-ATL-OMA run that day, so figured it would end up in one of CAK, ATL, or OMA ( Omaha for those who aren’t as familiar with airport codes ).

So I went back to the airport at CAK, and they didn’t have it ( but had another iPad someone lost on a plane ), and called OMA, which didn’t see it either. My guess is that it’s in ATL, but low and behold, THERE IS NO NUMBER TO CALL ABOUT DELTA LOST AND FOUND AT ATLANTA. That’s right, nobody to call and ask, nor anyone I could be transfered to that will call there and ask. What do they want you to do? Fill out a web form and hope for the best. Which I did, and all I am left with is hope :-(.

So my call to the blogosphere and twittersphere is this: short of going down to Atlanta and stalking the Lost and Found desk, who can I call to help me.

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Where I’m speaking at next…

I have a number of exciting talks coming to a conference near you…

  • Next weekend I’ll be in Antwerp for the 2012 PHPBenelux Conference. This has grown to be a favorite conference of mine, as you can’t go wrong with a combination of PHP, great people, great chocolate ( just ask the wife ), Belgian Beer, and Belgian Fries. In fact, I’m so much a fan of the show that I’m having my company, SugarCRM, be the platinum sponsor for the event. We’ll have a booth and a hacking lounge there, where we will bribe developers with free t-shirts and other prizes for hacking on the codebase and building new integrations between Sugar and various other frameworks, applications, and services. I’ll also be debuting a new talk, Working successfully outside the cube, where I’ll be talking about how to become a successful remote employee and how to become a more remote friendly employer.

  • Then, the following week I’ll be a part of the The Virtual Git Summit hosted by php|architect on February 1st. I’ll be doing a talk entitled “Subversion to Git: A Sugar Story”, where I’ll be talking about how we at Sugar moved to git and GitHub, including why we did it, how we did it, the challenges and successes of the move, and what we can do now that we are using git. With a great lineup of speakers, it should provide a great overview of using git in real life.

  • And then in March, I’ll be a part of another virtual conference Day Camp 4 Developers #4: Business 101. A great conference for those looking to move out into doing your own gigs, my talk entitled “Is it good for the company?” will center around helping developers learn the ins and outs of corporate culture, learning how to deal with it in order to grow you career. It’s a packed conference with some of the best and brightest minds in the community that have real world experience with building a career around software development.

Hopefully you can make one or more of them 🙂

Having relaxing time off when you are remote

I think one of the most challenging part of being a remote worker is taking time off. When you work at an office and take a day off of work, all you need to do is not show up at the office. But if you office is in your house, it can be really tough to get away from it. And since people aren’t used to seeing you in an office to signifying that you are available, it can be really tough to get that message across.

I’ve been working like crazy lately. Tons of travel taking me to many locations across the US, Brazil, and Europe, lots of hours in getting various projects and programs going, and many late nights processing emails, reviewing pull requests, and doing reports, has really kept my head entirely into work. Which is good in one sense, as I’ve let my passion for what I do professionally really help me grow, but sometimes you need a bit of time away from it all to clear your mind and reset the engines, so to speak. So with the  end of the year holidays ( and a glut of PTO time in the bank ) I decided to take two full weeks off from work.

So knowing that I’m a remote worker, and getting pinged by everyone under the sun every day, how did I get this done without the temptation of slipping back into work?

Well, for starters, I knew I couldn’t completely ignore work for two weeks. I of course sent out an email to all of my co-workers to announce my intentions, and set my out of office reply to remind everyone when emails come in that I don’t respond to. But I also know from past experiences that I didn’t want to come back to a mountain of email, and so every day of vacation I knew I would be stressing about that first day back. So everyday, I spent 10 minutes just processing thru email; just clearing out things I knew didn’t matter and making sure anything of super urgency didn’t come in. My goal? To make sure that January 3rd isn’t spent processing and dealing with email for an entire day.

Next, I knew I needed something to do. One of the easiest ways to slip into work is to have too much idle time, and then you can rationalize opening up the laptop and starting to work on work stuff. So I planned to have several projects to work on as a part of our basement remodeling project; doing some plumbing work, pulling some cabling, and so on. We did a lot of different family activities together; from get togethers with family we don’t see as often to taking the kids to see Christmas lights. All in all it has been rejuvenating.

So far, this mix of managing my work life while taking more time in my personal life has resulted in a very relaxing and enjoyable time away from work. I’ve realized that cold turkey is just a recipe for disaster, but learning how to turn down work has given me the freedom to enjoy being away from it rather than stressing about the disaster that could be lurking upon my return.

What’s your secret? Sound off in the comments below….

Being respective of your time, as well as others

One of the biggest challenges I’ve run into in being a “remotee” is the daily interaction with other team members. When you are just a cube, an office, or a desk away, there’s always that common water cooler or coffee pot that provides a natural place to interact with others. Or, if you have a question, you can always just stop and ask. Being able to physically get together without having to make much effort is a real bonus for people working in the same office, but can be a bit more challenging if you are remote team member. But this can also be a blessing in disguise, allowing you to concentrate on projects more and be interrupted less often.

What many people don’t realize is that every interaction with fellow team member or collegue is a meeting, and having that meeting is taking he or she away from thier normal duties. Organizations don’t hire people to be in meetings all day, they hire them to be productive contributors to making the organzation as a whole successful. This is where being remote has it’s advantage, as it’s easier to turn off the outside world by turning off your virtual links where in an office you have to hide somewhere to when you need some heads down time.

I recently read the book “Read This Before Our Next Meeting“, which talks about how to improve the quality of the meetings you hold, and at the same time eliminate those pointless meetings that drag your team down. The big takeaway I had from the book is that you need to be respectful of other people’s time. How do you best do this in the context of meetings? Here’s some good starting points:

  • Every meeting should have an agenda, a purpose, and a goal. This helps avoid those “open discussion” types of meetings which can quickly diverge away from what you are really meeting about. A meeting should have a clear purpose that is communicated to the attendees an agenda that everyone has before the meeting so they are ready to discuss the talking points to be addressed. And in end, there should be some tangible goal to be achieved by having a meeting, whether this is a decision to make or action items for people to take out of the meeting to work on separately.
  • Keep meetings short and to the point. Avoid blocking out an hour of someone’s time for a meeting when 15 or 30 minutes will do. This also helps keep you on topic and focused, forcing you to avoid the conversation from spinning out of control.
  • Invite only who should be there. Sometimes we like to play the politics game and make sure certain people are at a meeting. Other times we are worried about “making descions behind closed doors” and thus overinvite to make sure nobody feel out of the loop. If someone really just wants to know what happened, but not really needing to contribute, then take notes or record the session so they can review later. Then if they feedback they can follow up outside of the meeting. The goal here is to have less people in a meeting, which reduces the chances of a meeting spinning wildly out of control.
  • Use smaller meetings for planning, and larger meetings for approval. A friend of mine once told me that the best meeting is one where the decision has already been made, you are just getting everyone’s OK on that decision. I completely agree with this; smaller meetings are great to brainstorm since you can easily have a discussion, but with each person you add keeping everyone on topic gets harder and harder. It’s best to bring a plan to a meeting to have it approved or rejected, then outside of the meeting deal with all the details.

What are your pointers for effective meetings and finding ways to be respectful of people’s time? Let me know in comments.

Want to save the US economy? Hire remote!

I was talking to my boss the other day on his drive into work. He was complaining about how bad the traffic was getting in the South Bay area over the past few weeks during rush hour, and corolating this to how much ecomonic growth is going on in the valley right now. People are hiring like crazy, and as a result it’s becoming harder and harder to find talented developers. I contrast this to the rest of the country, especially where I live in Ohio, where the slowdown in the ecomony and the impending recession are hot button issues and very noticeable.

It’s as huge of a disconnect as I’ve ever seen. But how could we “connect” them back up?

I ran across a great article the other day, which talked about a trend called “Rural Sourcing“. What this does is look into the vast rural sections of the country to build virtual teams and a remote workforce. This allows companies to cut costs by hiring Americans ( gasp! ) that live in areas of the country that have a lower cost of living, where even 20% paycut on the salary earned in those high cost markets will let you live quite comfortably. Plus, employers don’t have the added overhead cost of office space that is becoming harder and harder to come by in many areas, like the Bay Area.

But why not offsource to a far away location like India, China, Eastern Europe, or Africa, where the costs are even lower? Here’s a few good reasons:

  • There isn’t a language barrier to overcome. While English is the defacto language in tech, it doesn’t mean that those in areas of the world where it’s not the predominant language are fluent at it. This is one reason why call centers are moving back to North America in droves.
  • Time difference. It’s quite difficult to work agile with a team when there is little to no overlap in your daily work schedule. In the US, worst case there is a 3 hour time difference between team members, which is quite easy to deal with an enables a team to easily work as one with great visibility. Try that with a 14 hour time difference ( hint: it doesn’t work as well ).
  • Quality of product. This isn’t to say that other countries can’t build something as good as an American, but it’s quite difficult to be agile when there is a time and language barrier to overcome. Offshore teams have to often fall back to building things to spec, since that gives them the best guidance on how to produce what is wanted. But conveying the idea of innovation, thinking outside of the box, or just experimenting tends to not to happen because of the disconnect that happens between developers and product owners. If your team is all on a similar schedule, and can work more agile and less waterfall, the end product will turn out better.
So if you are a company in San Francisco, New York, Boston, or some other high cost market with a shrinking talent pool, try looking else where in the US for talent. By doing it you are saving the US economy, one new hire at a time.

Making in-roads in your organization when you are 2000 miles away

What’s the best way to meet your co-workers? Break their app of course!

I remember fondly how I got on the radar of much of the company I work for in one fell swoop.  One morning I decided to get ambitious and try to move a bug of older bugs for a feature I was working on to be assigned to me, so I could process them individually and close them out. Great idea I figured, and definitely a good way to show the ROI on a project by saying “hey, this change clears out X number of bugs off the backlog”. So heck, why not do it?

As we use Sugar internally to manage bugs, I saw the nifty little “Mass Update” panel as the way to victory. I simply did a search to get myself the list of bugs that I’d be assigning to me, mark them all, then in the ‘Mass Update’ panel put the ‘Assigned To’ to me and click ‘Submit’. Oddly this took a while, which seemed a bit weird at the time but I figured that since it was in the morning US Eastern Time ( which meant very very early US Pacific Time ) perhaps the server was a bit slow and hadn’t woken up let. As it turned out, that wasn’t the case.

I had assigned every bug inside Sugar to myself ( thru no fault of my own, as it turns out it was a bug in our instance).

Thanks to MySQL query logging we were able to step back in time and pretend like this never happened, but within an hour IMs started coming to me like this:

“Hey John, this is XXX. I see you are working on all our bugs now :)”

While for each time I had to explain the curious series of events that lead to this, it was also an opportunity in disguise. Most often the conversation started with “the incident” but quickly moved to me learning more about them and vise-versa. I think that part of it was pretty cool, as within a morning I met a ton of people that I interact with even today on a regular basis.

Now I’m not saying that I recommend you and break something to help get everyone’s attention ( cause you’ll most likely gain the distain of your entire IT staff in one fell swoop ), I do think making yourself known when nobody sees your face is a big part of the remote worked job. Here’s a few ideas on “safe” ways to do this:

  • Promote some great work you’ve done or let everyone know a breakthrough you’ve made on a project you’ve worked on. Everyone likes to see shiny new things, and getting your visibility next to it is a great way to become known well in a company. If you a manager or mentor to remote team members, you may want to do this yourself, as sometimes an email from an unknown may get skipped over while an email from someone known in the company is more likely to be read.
  • Volunteer for a project. This is exactly how I got involved in the PHP project many years ago. I followed the internals list and saw a discussion come up about the current state of the Windows installer, and how the current maintainer didn’t have the time/interest in furthering it along. I decided to take up this project, and thru those efforts got myself better known in the community and part of a great open source project all at the same time. Do be careful here, as sometimes the urge to volunteer just to volunteer can also get you involved in a project you may want no part of.
  • Answer a question. Most teams have some sort of place where people can ask questions about a problem they are running into ( perhaps via an email list, forums, or chat room ). If you know an answer to a question, jump in and answer it.

The key with being remote is to establish yourself as a team player, even though it’s tough to see when you are not there. So look for opportunities where you can use you talents to make an impact, and then don’t be shy; reach out and let people know.

The basics of having successful remote team members

“So how did you find a job with Sugar?”

This is one of the first set of questions that always comes out when people ask me about what I do ( alongside “What’s SugarCRM?”, “What is CRM?”, and “Where’s Ohio?” ). I can actually see how this is a pretty relevant question; SugarCRM has no presence in Ohio other than me ( although now just recently another fellow just joined us ). And it’s not like SugarCRM was doing some sort of hiring campaign in Ohio at the time; heck, Northeast Ohio isn’t exactly what I’d call a “tech hotbed”. So how did I end up here. Let me tell a bit of the story.

It was the fall of 2007, right before gas prices shot up and the economy tanked. I had been working for a small, financial services company for a number of years, looking for something new to do. Becoming more involved with the PHP community, I saw a post by Travis Swicegood that SugarCRM was hiring Engineers. I sent him over a resume that day, and within a few days my interview parade began.

When I say interview parade, I do mean parade. Lots of phone interviews, two coding assignments, and a trip out to the SugarCRM HQ with a day full of interviews with even more people, all over the course of 3 months. While many people gasp at the lengthly interview process, I look back at it and realize to an extent it made sense. Hiring someone that won’t be working in the same physical space as you can seem like a bit of risk if you aren’t used to doing so. While many parts of the organization had remote employees or were completely virtualized, it was somewhat new to this team with at the time just two remote team members ( one of which was originally non-remote for quite sometime ). But ideally hiring remote shouldn’t be a risk, provided you have the infrastructure to support it.

So what is that infrastructure? Here’s a few things I find to be essential parts of it:

  • Excellent communication channels. Having everyone on instant messaging is becoming more and more common these days as a replacement for the desk phone. If you are supporting remote team members this becomes a requirement, as it is really the primary way to keep in touch with your teammates. It’s also helpful for remote team members to help establish “available” and “not available” times, as you can indicate an unavailable status when you are in a meeting, getting some “heads down” work done, eating dinner, having family time, or sleeping. However, don’t restrict yourself to just IM, as being able to talk to people is also a necessity ( if for nothing else but your own sanity, as being remote can get lonely and sometimes you need to talk to someone ). Make sure everyone has access to each other Skype or some other VOIP tool for team meetings or if you just need to talk something out.
  • Collaboration tools. This extends the communication channels above, but give you a better way to have planning and brainstorming sessions. Think WebEx or Gotomeeting here as starters, but even more specialized group whiteboard or pair programming tools could also prove valuable.
  • Mentorship program. While this may be consider more of a “nice to have” for organizations where everyone is under one roof, it is absolutely essential to have if you have remote team members. Remote folks are expected to be self starters and not need much handholding in general, but they need that person they can plug into to help learn the ropes of the organization. I’m thinking this doesn’t necessarily need to be a manager, but perhaps a team lead or another senior team member. And this mentorship program shouldn’t have a finite end, but at the same time shouldn’t be the only way a remote team member interacts with an organization. There should a bond between the mentor and the “mentee” that is continous, with the goal to foster the growth of more bonds into the organization. And this should be just as much for professional and well as social reasons; if the folks in the office are having a team lunch, the remote folks should be able to go have a “lunch on the company” for example. This where the mentor should stay on top of to make sure that even though the remote team member may be 1000 or more miles away, they feel like they are sitting in the next desk over
  • Regular Face to Face time. The whole team should schedule regular times where everyone can get together, on whatever interval makes sense. I think once a quarter is a pretty good sweet spot, as it’s not too often to be burdensome, but not too infrequent as to make the team feel disconnected. This is a great time for long-term planning meetings, code sprints, and lots of social activity. These are the times where your team will bond together, and these bonds will help make the physical distances between team members become less significant. This will cost money ( hey, plane travel ain’t cheap ) but it will pay dividends over time.
As you look at those items, there’s one thing that stands out to me. They not only are requirements for having successful remote employees, but also for successful employees in general. What organization can survive without any of those four items in place?
So reflecting on what it takes to have successful remote team members, it ends up being a reflection of being able to support your team members in general. If you struggle with on-boarding new team members, keeping communication open, and collaborating with others, it’s only going to be worse with remote team members in the mix. But, if you have that strong mentorship program, great communication channels, and a healthy bond within your team, adding someone 5000 miles away will be a piece of cake. And at the same time putting these things in place strengthens your local team members as well, which over the long term makes your team as a whole stronger and more tightly connected.