Tag: Keep Work In Its Place

  • Forced Fun Isn’t

    Forced Fun Isn’t

    LinkedIn is headlining “Enforced fun is never fun“.

    I’ve attracted some undesired attention from a former employer because I voiced public support for the establishment of a union. I always said that if there was a union formed there, I’d be first in line. But let’s be real. I left there 4 years ago. My opinion means nothing on that issue!

    But I’ll tell you a story (my way of saying some bits have been altered just to make it a better story) about enforced fun.

    This place used to have 2x a year academic meetings. They’d start ~Tuesday (Monday for mid-level management) and finish Saturday after commencement. I still cringe to think that I was involved in that.  You want your team to have a good time but there is just no escaping that the culture placed an emphasis on:

    • Be in the right place,
    • At the right time,
    • Wearing the right clothes,
    • Saying the right thing.
    Enforce fun via lego at a work event in 2015.

    ^ Enforced fun that I’m sorry to say I planned.  But 3 thoughts on this:

    1. Legos are SO expensive. Who decided that?
    2. I went OUT OF MY WAY to make sure that a diverse set of lego people choices was available. In the end, that was a waste of all of my time and money.
    3. I’ve learned my lesson. I no longer think that “fun” should be combined with work as the LinkedIn article suggests.

    I’m also a veteran of how much teams don’t understand the word “optional” even when you over, over, over emphasize it.

    I watched a team member limp through an “optional” excursion to Epcot as her strong pain meds wore off and she kept saying “I’m fine!” I’ve seen my team members apologize that they could not have “optional” dinner with me but wanted to go back to their hotel rooms for the evening.

    Lesson: If employees think that their job gets a “bump up” for doing it, they will.

    Indeed, mid-level managers were instructed to, if needed, walk the halls of the meeting space to MAKE SURE that all of our team members were in the right rooms all of the time (nevermind that that behavior puts these managers NOT in the rooms to hear what is being presented).

    It was well known that a good way to get fired was to be SEEN in the wrong place at the wrong time at these academic meetings. I remember when 3 good mentors were spotted in the daytime in the hotel elevator smelling of alcohol. The fact that they were GOOD mentors is what barely kept them employed after that. Don’t get me started on the he said/she said rumors of who was seen in who’s hotel room.

    But on the traditional Friday night, when I became a mid-level manager, 

    my mentor manager said “You wanna get outta here?” and I was like “YAAAAS!”

    We started a tradition. The employer always offered a mexican-themed meal. But we hiked out as unseen as we could and would eat, on our own dimes/not putting in for reimbursement, some other place in town just to get away from the work culture. A drink or two might have been consumed.

    Then we’d hustle back because we had to:

    • Be in the right place,
    • At the right time,
    • Wearing the right clothes,
    • Saying the right thing

    for a mixer for 2 hours.  That became an act of circulating just enough to be seen by one’s boss and then finding the right moment to leave. Believe me, employees did get in trouble if they were not in the room at the start of that mixer and if the room emptied out by 2 hours later, the employees NOT there had to have a good reason (like illness) to leave. The management was always clear that employees were required to be at certain events–no getting out of it. That created a bit of consternation because, for the 7 years I was in liberal arts/general education, we didn’t have ‘assigned’ student that were graduating but we still have to be in the room, standing around awkwardly hoping that a student would remember us from a few years prior and even though we had never met in person, come over and introduce themselves.

    This all shows the trend to bleed non-work (fun) into work and vice versa isn’t the right place for it. (I have a 6 part article on Keeping Work In Its Place). As some are saying on LinkedIn, it’s fine to have fun at work or to be fun to work with. But when you force it, you’ve crossed a line.

    I recently went to a business conference that started in the afternoon. At 4 p.m. the cash bar opened (which in 2022, I believe no longer accepts cash at all, it’s all a credit card thing). There were further sessions starting at 6:15 that ran until 8 p.m. and then a late dinner.

    By 8:30 p.m. when I was scarfing down dinner because I was so hungry, I realized that I was very uncomfortable. Looking around, it was hard to find 1 or 2 others that weren’t drinking. (I had to drive that night, plus I was in another country facing border patrol coming back in the US. Ain’t nobody got time to mess with that.)

    But I want to paint that canvas all the way out to the edges. There were ~400 attendees and I didn’t see:

    • Any pregnant women not drinking. That is, no visibly pregnant women…and thus no women selecting non-alcohol drinks because of a medical condition.
    • No one with a walker, cane, or wheelchair. That is no visibly disabled persons.
    • VERY few with non-alcohol, as I said earlier. Picking a non-alcoholic drink, therefore, was difficult and had to be sought out.

    The lack of diversity told me that I was in a homogeneous group. That made me very nervous. Heterogeneous groups are stronger and better in emergencies because of the multiple, diverse strengths (aka a hero might be among them). Haven’t you ever heard of “strength in diversity”?  It is an interesting biological and Christian concept.

    And thinking about it, it was a business conference. For all their propping of how great the conference is,

    “Few volunteer-run business organizations have this type of impact.
    Supporting entrepreneurs, assisting with funding, and highlighting
    up-and-coming entrepreneurs … this is a group worth celebrating
    .”
    they are remarkably un-diverse for accepting accessibility, diversity, and stumbling at inclusion. My post-conference comments about being uncomfortable there were received as just a moment where I needed to come out of my shell- absolutely no acknowledgment that crowds, noise, and lack of acceptance of diversity could actually be problems that an attendee CANNOT just “come out of”.

    Blind people cannot just apply themselves harder to see.

    Deaf people cannot just apply themselves harder to hear.
    People with unseen and different abilities cannot just apply themselves harder to not feel their lack of inclusion.
     

    In summary, the LinkedIn article and comments point out that this lack of respect leads to many other problems (rape, sexual harassment, etc.)  And hey, NY State is opening a law that sexual attackers can now be sued far past previous statues of limitations.  Hmm… there might be something good to that!

  • Working Hours

    Working Hours

     

    Capture of tweet that said Corporate: 9AM-5PM Startups: 9AM-5AM. Fixed to: Wise Startups: 9AM-5PM with the comment, Fixed that for you, young buck

    As seen on Twitter.

  • I’ve Quit With Zero-Day Notice 3 Times Now. Sorry, Not Sorry.

    I’ve Quit With Zero-Day Notice 3 Times Now. Sorry, Not Sorry.

     

     Photo of a beautiful spot in Ukraine by Maksym Tymchyk on Unsplash

     

    Zero day notice. Same day notice. Resigning and walking. Notifying your boss that you quit on the day you quit.

    I’ve given zero-day notice 3 times. This blog is about why I found it to be the right choice those 3 times. I’ve been told I write long articles too (yes, I know!) so I’ll keep this moving along.

    Time #1

    I was working for an institution that was famous for quick & sudden firings, Western Governors University. On June 2, 2010, they fired 14 employees, one every 15 minutes, between 9 – 12:30. No severance. Their famous line was “Your position has been eliminated.” 

    The Famous 14 Firings - Image from Up in the Air Movie- Decorative
    WGU was fire happy like this

    The institution was an At-Will institution in an At-Will State. I define that as employment can be terminated for any reason without notice.

    Screen capture of At Will policy from with an example Human Resource Employee Handbook.



    The At-Will clause applies to both the employer and the employee. Notice that? The employee is employed at the employee’s will. Folks often miss that.

    I was being retaliated against for being a whistleblower. I was in a horse race; they would fire me or I would quit. I was not sure which would happen first.

    I consulted with two Human Resource experts over my zero-day plans. Both of them advised that given the institution’s reputation for firing and the at-will status, it would be acceptable to give zero-day notice in this instance. One even said that I’d be a champion for those that were previously fired because they might have wished to walk out on their own terms.

    I calculated my departure day ~3 months in advance. 

    The unanswered instant message


    The day arrived. At 9 in the morning, I sent my boss an instant message. “Hey, it’s important that I meet with you today. Can we find some time?”

    No response. 9-10 goes by. 10-11 goes by. 

    This is just like her. Ignoring me was her management style. 

    Her schedule showed a “Leadership” meeting from 11 – 1 (ironic! 😂). I wait and continue to complete my work.

    By 12:54 I really cannot wait much longer. I intend to give verbal notice but I can’t get to her to deliver it.

    So I click send on an email written to her and Human Resources simultaneously. 

    Three minutes goes by.

    Then my instant messenger goes off. “Oh Heather!”

    My boss begs for a phone meeting. I put her off until 3:30 p.m. Guess who’s too busy now? 😏 


    I communicated the status of my projects by email. Because this institution runs on the Amazon 1:8 leadership model, I had 8 or less direct reports and I did not have much on my plate.

    Once our phone call happened, it was a stilted meeting. I can feel that she wants me to state an reason for leaving suddenly (i.e. “I’ve been diagnosed with cancer, so I’m starting the treatments tomorrow”). That might absolve her of her guilt.

    But I don’t give her a reason. I know I don’t have to. My employment was at my will.

    I shut down the work laptop for last time at 6 p.m. 

    I never looked back.

    Photo of woman walking away in an underground hallway.

    (more…)

  • Measuring Remote Team Productivity or When It All Goes Wrong Part 5 of 5 Keeping work in its place

    Measuring Remote Team Productivity or When It All Goes Wrong Part 5 of 5 Keeping work in its place

     

    This is the fifth and final article in a series about keeping work in its place.
    As a reminder: emails are equivalent to messaging and I’m specifically
    referring to work situations involving remote teachers and students in
    educational contexts.

    This last article is a grab bag of smaller stories to wrap up my topic of Keeping Work In Its Place. I’ll prime you where we are going so that you can keep up.

    Measuring Remote Team Productivity is about using spreadsheets to discover the chilling truth that remote workers tend to over work, not under work.

    Take a Chill Pill is about directing students to be responsible unto themselves. It’s not a sin.

    Slow Down Responding To Students
    is about supporting and backing up remote teachers so that if they do
    not answer a message, there is a support system filling in the whys and
    hows.

    What Happens When It All Goes Wrong is
    Heather’s own story of checking email during a vacation, that lead to
    the direst of consequences. What was lost was more important than a job.

    Education Is An Insatiable Monster
    I’ve been tagging these articles with this phrase all along. It’s the
    unpleasant underbelly of the education profession. I’ll explain what the
    problem is. Spoiler alert: I don’t have a tidy solution.

    Measuring Remote Team Productivity

    For this story, I have to go backwards in time quite a bit and then forward in time.

    Many
    years ago, when I was within my first few years of working full time
    remotely, the university I worked for started a data collection effort. 
    We had to fill in spreadsheets of every work activity we did down to
    the 5-minute increment.  To which, smarmy Heather asked her boss if she
    could create a category for her time called Filling in the Damn
    Spreadsheet. My good-hearted boss said yes.

    What predicated this
    census of remote activity was a long-standing belief (that has NEVER
    GONE AWAY) that remote workers are lazy and don’t actually work if they
    can help it.  Human Resources had reported that remote workers were not
    taking time off. Bosses put their suspicions and the HR data together
    and said “Ah ha!  Everyone is out there relaxing. They are not working
    at all! They are eating bon-bons, sitting in the sunshine and answering
    an email or two once in a while! That explains why our success rate
    never rises!”

    So we filled out the spreadsheets for weeks and sent them in.

    The results chilled our bosses to their bones. It didn’t surprise us remote workers at all.

    Folks were actually overworking.

    Anyone who was scheduled for an 8 hour day was actually working 10 hours.

    Anyone who was scheduled for a 10 hour day was actually working closer to 12 hours.

    The reason no one was taking leave was because we felt like we could not take leave
    The punishment, in terms of catching up on or worse, student loss, was
    too devastating to risk.  So folks worked all the time; we worked
    through holidays, sicknesses, everything.  There were many times when
    folks were ON WORK TRIPS doing work right in front of the university and
    folks would have their laptop open, typing away on emails during
    training sessions. When asked why, the answer was “If I don’t answer
    these emails now, I’ll never catch up.”

    Take a chill pill

    One
    time when I was on one of these work trips, I was caught by one of my
    colleagues walking down the street, literally with my hands in my
    pockets looking like the embodiment of relaxation. She said “Why do you
    look so different to everyone else here, who is basically panicking?” I
    said “Because I told my students to shut up.”

    Now…I actually did
    say that to her, my colleague, because that language was acceptable with
    her. But I didn’t say “shut up” to my students. I professionally
    informed them that I would be traveling for work and that for a few
    days, they would have to make do on their own. Translation: Find your
    own ISBN number for the Chemistry textbook!

    And I lived.

    Did I mention I earned a 100% satisfaction rating from my students?

    The
    end of that story is that 3 hours a day of emails was, in my experience
    for that job, normal. I was not going to budge on that. And I was NOT
    going to suspect my faculty, once I became a manager, of being lazy.

    Slow Down Responding to Students

    We
    had an expectation to answer student emails within 4 working hours of
    receiving the email. Most of the time, we hit that metric ‘with bells
    on’ but I never cracked down on my team on that metric. I would hold
    them back when an email was from an –ahem– upset (that’s a very kind
    word) student. I told them, “If anyone asks, I’m taking responsibility
    for you not answering that email today. I’m specifically asking you to
    NOT answer that email today.”

    Why?

    I have learned from personal experience that

    the email you write tomorrow will always be better than the email you write today.

    Why is that?

    Forgiveness.
    I had learned that with time (an overnight, often) I could be much
    kinder and forgiving of my students. I could answer better.  I might
    have thought of more solutions.

    So as a boss, I’d ask my faculty
    to put on forgiveness “like a shirt.” I said “You don’t have to mean it,
    but I want you to truly try this. You have to be authentically looking
    at this problem from the student’s perspective” (aka remember the days
    YOU struggled in college).  Many times, a student was simply being
    difficult because they felt that they were hurt by us first. It was a tit-for-tat war breaking out. But we could stop it.

    Even
    if a student was wrong in every possible way, we could find forgiveness
    for them. My favorite line was “No one wanted this to happen to you”
    because it was true! We didn’t want our students to have difficulties!
    Starting with that acknowledgement and pouring forgiveness on the
    student solved many problems. (To be clear, you can forgive a student
    even if the student is totally in the wrong. This isn’t about being
    dumb, it’s about being hyper-aware of their perspective. This is active
    listening, in other words, in action. You listen, but you don’t necessarily agree.)

    The
    most common response after we had composed a kind, understanding email
    was “Oh thank you! I was so upset! I’m sorry. It’s just been so hard to
    go to college with…” and you’d get the backstory.  I was amazed at the
    backstories that had nothing to do with the problem at hand but you’d
    learn that the student was facing some unimaginable obstacles.

    Adding
    in time and forgiveness meant that a great deal of student issues never
    had to go past me and go to my bosses. Problem solved.

    (P.S. If
    you’d like more tips on what to say to slow down to responding to
    students or how to craft off-hours email coverage – ask me!)

    What Happens When It All Goes Wrong

    OK,
    what happens when Heather doesn’t follow her own advice?  What happens
    when she checks email on her day off, in the middle of a vacation? She
    worked when she should not have been working.

    Oh, it got ugly fast.

    I
    can’t remember the impetus but I checked my email on a Monday in the
    middle of my annual birthday week off. I must have been thinking “Oh, I
    need to check on this other issue something-or-other.”

    To my
    horror, there in my inbox was notification that a major accreditor of
    our coursework was pulling accreditation because they didn’t find one of
    my courses to be rigorous enough.  If we lost that accreditation, I’d
    lose faculty immediately because about ¼ of the university would close. I
    sat there, tears welling in my eyes thinking “Oh my God, what are we
    going to do?” I saw others on the email thread. So somehow, I shut down
    my computer, gulped back my tears, and hoped that if it was necessary
    for me to come into work from vacation, my boss would let me know. But
    it was Monday and I would not be back at work for 8 more days. There was
    plenty of time for the worst to happen. With me out, around 4 of my
    faculty could be unceremoniously fired before I came back.

    I worried every minute of the next 8 days.  Vacation destroyed.

    When
    I came back into work and started reading through my emails, I found
    out what happened. One person on the thread had replied, “Hey, I know
    the chief accreditor. I’ll give them a call.”  So the accreditor was
    called.  The rigor of my course was explained. A little back room “Hey,
    it’s all good, whatcha gettin worked up about” conversation and problem
    solved.

    No one was fired.

    No one was dumped.

    But I lost my vacation. All because I checked my email when I wasn’t supposed to.

    So
    I share this story because I know plenty of folks are going to counter
    this Keep Work In Its Place series with comments like “It’s all fine and
    good to say, but in real life…..[dire situation/consequences]”  or
    “These actions put people’s jobs on the line!” or “You will be accused
    of not helping students!” I wanted to show you that I’ve walked the line
    of ‘everything being on the table’….everything… my job, others’ jobs,
    students’ success and students’ failures. Through it all, the better
    decision was to preserve myself to fight another day. Work when you are
    at work. Don’t work when you are not at work.

    It can be considered
    a numbers game and I hope you’ve seen that through my stories. When one
    teacher or instructor or faculty member is saved from burnout or
    overworking, they go on to help 10, 100, or thousands of students in
    their teaching lifetime. But when I lose one student, I have thousands
    to replace that one.  Sorry!! I know that’s REALLY hard to read,
    really.  But you have to know where to invest if you have limited
    resources and unlimited demand, which is what online education is.

    Education is an Insatiable Monster

    I
    used to subscribe to the idea that I had joined a noble profession,
    education.  Education is ‘the gift that cannot be ungiven’.  Oo, that
    was my favorite.

    But then one day I read that Education is an Insatiable Monster
    and I paused to really think. The article is about building buildings
    and then recruiting students. Then building buildings and recruiting
    more students. It’s a geographical, place-based problem that puts
    universities in a cycle that never stops eating; it is insatiable. No
    one stops it.

    Philosophically,
    education is a field in humanity where we never argue that one has had
    ‘enough.’  When does one have enough?  I’ve heard medical suicide
    patients claim on their last day of life that they learned something
    new! When do you reach ‘enough’ learning??  No one ever argues AGAINST
    learning. 

    Translated to online learning, how can teachers, then, argue against:

    • answering that parent’s text question?
    • answering that student email before the assignment deadline?
    • being offline for a few hours or a few days? (ahem, we called those weeknights and weekends but teachers don’t get them)

    When
    can teachers disconnect? As I think of some major problems I know of in
    education (e.g. grade inflation, rising tuition, unfair & cruel
    teachers, institutionalized racism), they point back to this central
    force; education never gets enough. Even today, people on both sides of
    the COVID-19 vaccination debate think that the other side simply has not learned enough!

    That
    is not to say that Education is wrong and we need to stop it. It just
    means that we need to be vigilant and watch out for problems. Overworking –now, in this remote teaching world– is one of those significant problems.

    Keep work in its place.

    This was the article that started this series: Defending a Teacher’s Right To Disconnect.

    Article 1 I am the woman who did not check her email and lived.

    Article 2: You replied too quickly!

    Article 3: I’m going camping!

    Article 4: 6 Days A Week

    Now turn off LinkedIn for awhile. Go look at some nature. We’ll be here when you get back.

    Man holding camera looks over a sunset and mountains.

    #KeepWorkInItsPlace #RemoteWork #TimeManagement #SelfControl #EducationIsAnInsatiableMonster

    This article was originally posted to LinkedIn on October 7, 2021.

    https://www.linkedin.com/pulse/measuring-remote-team-productivity-when-all-goes-wrong-heather-dodds/

  • 6 Days A Week – Part 4 of 5 Keeping work in its place

    6 Days A Week – Part 4 of 5 Keeping work in its place

     

    This is the fourth article in a series about keeping work in its place.
    As a reminder: emails are equivalent to messaging and I’m specifically
    referring to work situations involving remote teachers and students in
    educational contexts.

    I wish this story had a happy ending. But it
    doesn’t. This was a direct report of mine that did spectacular work.
    She was a gem of an instructor; I’ll call her Gem for this story. She
    gave me great feedback that I implemented with other hires.

    But I lost her. I lost her to burnout.

    Very
    early on in the hiring process, I made sure that I emphasized that I
    was hiring for 5-days-a-week schedules. I would say specifically “5
    days, not 6, not 7.”  Sometimes I’d meet a traditional faculty candidate
    transitioning to online who would tell me that they provided their
    mobile phone number to their students because —and they would always say this like they were a saint
    that way they could help the student anytime. I didn’t advance them in
    the hiring process. What they thought was excellent customer service
    actually told me that they didn’t have self control. Further,
    they couldn’t see themselves as part of team, relinquishing control to
    others, trusting others, and the environment that they were applying to
    was about to go so fast and so intense, that it would eat them up.

    (True
    story: Once I sat in a focus group of new online faculty hires and they
    reported how surprised they were with how much they felt tied to their laptops
    “Tied” was the actual word they used.  The Vice President running that
    focus group knew I was sitting in the group.  He turned to me and asked
    “Have you ever felt tied to your laptop?” “Never” I said a bit
    breathlessly because I was wondering what the new hires were doing so
    wrong to be “tied.”  But that was because I knew how to keep work in its
    place.)

    So this faculty member Gem was leaving a few clues
    around.  First, I had hired her for a 5 days a week Monday – Friday
    schedule (within those 5 days, we also asked faculty to work 10 hours that were “student-facing”
    which meant that they had to be hours where students could reasonably
    meet with the faculty member…this usually meant 2 evenings per week.
    The other 30 hours could be at more faculty convenient times.) I saw
    emails from her to her others with time stamps of Saturday or Sunday. 
    Later on, I became famous for my checking of time stamps…my direct
    reports actually learned to use “delayed send” if they didn’t want to
    get caught overworking.

    I asked her about those time stamps. “Why did you feel the need to answer So-And-So on Saturday?”

    “Oh, I have my laptop open on the kitchen table. So I saw the email come in and I wanted to help her.”

    ‘Laptop on the kitchen table’ told me that:

    • She
      wasn’t always working from a space that encouraged professional
      behavior.  We firmly asked employees to provide “dedicated home office
      space” that reflected a professional atmosphere with our students.
      #NoBedsInTheBackgroundPlease Even though she obviously was not on
      camera to answer an email, she didn’t separate work from home.
    • Working
      from a non-ergonomically planned space could bring on problems like
      carpal tunnel syndrome or back pain. When you don’t work at a desk, I
      worry about a compensation claim.

    I was already worried.

    “I’d
    prefer if you don’t check email when you are not at work. While I
    appreciate your dedication to our students, this probably could have
    waited.”

    A few more months went by. I see the timestamp problem
    again and it is discussed around the team.  I had another private
    conversation with her.

    “I need you to work when you are supposed to be working. I need you to not work when you are not supposed to be working.
    It’s very important that you get rest and get away from work because
    then, when you come back to work, you are happier, more productive, and
    can help more students.”

    Her response– a peel of laughter–the ‘mad scientist’ kind.  She said:

    “You don’t understand! 

    I like helping students!”

    Uh-oh. I was up against the “what could ever be wrong with helping a student?” argument.  It was the #EducationIsAnInsatiableMonster rearing its head.

    I
    said “I’m very serious. When you work on your days off, I get very
    concerned. The next stop on this train is burnout. At burnout, you help no students.”

    She
    ignored me and kept going. I started trying to figure out how to word
    this problem for her written performance review. I’d given her two
    verbal warnings so it was time to up my rhetoric.

    It ends up, I didn’t have to.

    She called me one day.  She said “I’m resigning.”

    Stunned, I said “Why?”

    She answered, “Because I want to spend more time with my daughters.”

    I screamed into the phone, “That’s funny, because I wanted you to spend more time with your daughters too.  Only, I wanted to PAY you to do that. And I wanted you to be able to tell your daughters that Mommy is a Full Professor. Now you won’t!”

    No, I didn’t scream that into the phone.

    I
    accepted her resignation and wished her well. But ever since that day,
    I’ve known…she never learned the lesson I was trying to teach. She
    burned herself out. She’ll do it to herself again in other jobs.

    If you like my article series, you might want to check this out: You are not your job: Writer Arthur Brooks on why careers shouldn’t dictate your identity

    This was the article that started this series: Defending a Teacher’s Right To Disconnect.

    Article 1 I am the woman who did not check her email and lived.

    Article 2: You replied too quickly!

    Article 3: I’m going camping!

    Article 5 will be: Measuring Remote Team Productivity or What Happens When It All Goes Wrong

    #KeepWorkInItsPlace
    #RemoteWork #TimeManagement #SelfControl
    #EducationIsAnInsatiableMonster #Working6DaysAWeek #Leadership #Success
    #Failure #Management #Email #Burnout

    This article originally posted to LinkedIn on October 7, 2021

  • I’m going camping! Part 3 of 5 Keeping work in its place

    I’m going camping! Part 3 of 5 Keeping work in its place

     

    This is the third article in a series about keeping work in its place. As a reminder: emails are equivalent to messaging and I’m specifically referring to work situations involving remote teachers and students in educational contexts.

    My first story about overworking starts with a colleague; she was not a direct report of mine when this story started.  She was a brand new employee and loved the idea of remote full time work! I was tasked with talking with her about her planned schedule.  What was she going to be her work schedule?

    “I’m going camping!” she said excitedly.  She proceeded to tell me her planned schedule.

    She was going to work Monday through Friday but leave by noon on Fridays.  It was going to be great because she loved to go camping with her husband. She was going to stop work at 12 p.m. (noon) on Friday, pack up the gear, and head out to the wilderness ahead of the Friday rush-hour traffic and be sitting at the campsite sipping a cold beer when the rest of the world was stuck in bumper to bumper traffic.

    “Oh, that does sound fun” I said.

    Then she’s going to relax and probably hike on Saturdays, have another great big camping dinner. On Sunday morning, it will be a sleep-in and then slowly break camp for the afternoon drive back home, throw a load of laundry in the washing machine, and she’ll boot up her work laptop that evening “Just to clear some emails.”

    Uh-oh. I could see it coming.

    I can do the math.  That was 6 days a week of work.  Well, 6 days of the week containing work. I knew that would not be enough time off.

    I tried to talk her out of the Sunday evening email check.  “Just plan to spent an extra hour on Monday or Tuesday catching up…don’t open that laptop on Sunday.” I advised as her teammate.

    “No,” she said, “I’ll be fine, this will be great!”

    She lasted 3 weeks.

    Then she burnt out.

    Tearfully, she told me she could not keep that schedule anymore.

    I asked her, “What happened?”

    Well, it ended up that she’d work on Friday morning–all morning.  Then noon would come…and go…and she’s still be working because emails she was sending out or work she was getting done was coming back in to her in the form of counter-questions or just…more emails. It wouldn’t stop! She felt bad for not helping the next email…and the next…and the next. 1 p.m. would come and go. Then 2 p.m. Then at 3 p.m. her husband who had managed to get out of work early for a Friday walked in the door to her home office and said “Why isn’t the packing done?  We need to leave now or there will be traffic!” and they wouldn’t leave because it was hard for her to shut that laptop down. Finally, in a fit, she’d slam the laptop lid shut and they’d get the campsite late, after having been stuck in traffic, have an unhappy dinner and try to “relax.”

    So much for leaving work early.

    By Sunday morning, she’d start thinking about those emails again. They were at home, waiting for her on that laptop. Even though the morning was supposed to be leisurely, she’d have that work in the back of her mind.  Gotta get home. Gotta get on the Internet. Gotta answer emails.

       

      She’d get home, open the laptop and sure enough, there was a bunch of emails and she’d work at them. 2 planned hours might creep up to 3 or 4 hours but finally at some point, her Inbox would grow quiet, she’d caught up on everything and she’d go to bed knowing that, at least, there would not be a mountain of emails on Monday morning.

      But then Monday morning would come.  And she was wrong.  This was the part of the story that I can personally attest to. Because, while she was working in Pacific time zone as my colleague, I was working in Eastern time zone and no matter how much she “worked ahead” on Sunday night, I had a 3 hour head start on her on Monday and I’d start going through my emails –which meant I was pumping emails into her Inbox for 3 hours before she even booted up. That meant, she’d open her laptop at 8 a.m. Pacific and there would be more emails…piled up…demanding her attention. These emails didn’t exist until the east coast came online. But now they do.

      No such thing as “clear her emails.”

      Three straight weeks of this had pummeled her mental attention. She couldn’t keep up. She was getting no true rest and the work just kept coming.

      True story: I measured my own Inbox in this job. It averaged over 1 email per hour for every hour. EVERY HOUR. EVERY HOUR EVER.  So a weekend that is 64 hours of not working between 4 p.m. Friday and 8 a.m. Monday meant a normal inbox after a weekend of 100+ unread emails (adding in occasional replies, newsletters, and automated receipt emails).

      I became her boss later after this story.  I remembered her struggles. And as her boss, I worked on 3 things to help her:

      1) Turn on the Out of Office (OOO) Message the night before leaving work.  This made her planned 4 hours of work on Friday morning much easier on her because she knew that anyone emailing her after she went offline on Thursday evening was getting warned that she might not respond. So this trick looks like it helped her students, but truly, it helped her mindset. She had a backup plan now.  

      Later on, this would become a standing rule on my team: 

      • Turn on your Out of Office Message 4 working hours BEFORE you go out of the office.  
      • Vacation or Holiday Reminders (blurbs at the bottom of emails) go up as early as 2 weeks before the event.

      Let’s be real folks. Readers don’t read or necessarily follow these OOOs. These are tricks that help the sender, not the reader.

      2) I asked her to bundle up any remaining emails that she could not address by 11:45 a.m. on Friday morning and send them to me. I would answer them or re-allocate them. Period.  Said another way, I’d do her work to help get her out of the office.  Now this is not a “I’ll fall on the sword for you!” behavior. I was literally working LONGER on Friday than her with my Eastern US hours. If she had any, I was getting them at 2:45 p.m. Eastern. Easy peasy to incorporate into my remaining day. I could pick up the slack. I had the ability so it was easy for me to step in and take this.

      3) I begged her to NOT check those emails on Sunday night. I showed her my stats: the emails come in whether you read them or not. So don’t read them. Make all of Sunday a day off.  (It’s really hard for people to understand that true rest brings on GREATER productivity when at work. She could literally answer more emails and answer better on Monday if she didn’t read any emails on Sunday.) This took work for her to implement and I was never quite sure she engaged this tip. Later on, the team built a robust weekend coverage system and she shuttled her clients to the weekend coverage team rather than just pop in to check email.

      One more time for those in the back:

      You do better work at 40 hours per week than at 45, 50, 60, or 80 hours per week.

      Got a problem with that? Talk with your boss. They are responsible for you hitting 40 hours. If you can’t hit that, the boss needs to change things. If they can’t change things for you (and you’ve tried yourself), find another job.

      Lessons of this story:

      If you do work on a day, it’s a work day.

      Yes, I feel like this is a line from a children’s book. Why do I have to go back to children’s book language to make my point? Because we have bastardized work to the point that doing work from your smartphone is not only considered OK, it’s cool.

      I’m telling you, it’s not. To me, you look like a person with low self-control.

      Just yesterday, I heard an interviewee on a radio show encourage listeners to Keep the Sabbath, regardless of your faith or day of the week. The idea was take a day off. Even better take 2, they’re small.

      Email and messaging for work is work.

      Remote working blurs the lines between what and where messaging is “for work.” But just like drunk Facebooking is a thing that we discourage friends from doing, so is emailing or messaging for work purposes from a non-work-as-defined location/device/time.

      Remember that work messages sent via your smartphone gives your workplace the rights to examine, load apps on, and monitor your phone.

      Doubt me? Read your university’s tech policy. I used to edit these policies. I guarantee it has fine print that says that any device “accessing” educational systems is reached out and encompassed by the educational technology security policy.

      That means your smartphone.

      Load on a keylogger without your permission? Yup.

      Screen capture what you see? Yup.

      Search through your photos and files. Yup.

      Value your privacy? Don’t do work outside of work devices/locations/times. (P.S. Not to weird you out more, but the same policy exists at libraries and commercial locations that loan out “free wi-fi!”)

      Humans are not robots.

      We are not allocated a certain number of work hours and life and then we deserve retirement. Some of the most successful, happily retired CEOs report that they ‘figured out’ work once they knew how to hit 40 hours a week. That’s successful people. They don’t say “Hey, I worked 60 hours a week for a couple of decades and then I earned early retirement, wahoo!” Nope. They arrived at happiness when they knew how to keep work in its place.

      Keep work in its place.

      Since OOOs are for you and not for them, write one you like.

      This is Heather’s top favorite:

      I meant to do my work today—
         But a brown bird sang in the apple tree,
      And a butterfly flitted across the field,
         And all the leaves were calling me. 

      And the wind went sighing over the land,
         Tossing the grasses to and fro,
      And a rainbow held out its shining hand—
         So what could I do but laugh and go?


      ~
      Richard Le Gallienne

      Needs some creative OOOs? Try 18 Funny Out-of-Office Messages to Inspire Your Own [+ Templates] I like this one.

      This was the article that started this series: Defending a Teacher’s Right To Disconnect.

      Article 1 I am the woman who did not check her email and lived.

      Article 2: You replied too quickly!

      Article 4: 6 Days A Week

      Article 5: Measuring Remote Team Productivity or When It All Goes Wrong

      #KeepWorkInItsPlace #RemoteWork #TimeManagement #SelfControl #EducationIsAnInsatiableMonster #Working6DaysAWeek #Leadership #Success #Failure #Management #Email #OutOfOffice #LeavingWorkEarly

       

      This article originally posted on LinkedIn on October 6, 2021.

      https://www.linkedin.com/pulse/im-going-camping-heather-dodds/

    • You replied too quickly! Part 2 of 5 Keeping work in its place

      You replied too quickly! Part 2 of 5 Keeping work in its place

       

      This is the second article in a series about keeping work in its place.

      I
      distinctly remember crossing the point in my life where a boss answered
      an email of mine in less than 5 minutes. I had sent a difficult
      question.

      I stepped back from my computer.

      Uh-oh. Hallmark of a bad decision. 

      I’ve
      seen them before; bosses who give you the quick, flippant answer and
      act annoyed that you asked such a simple question. I’ve found myself 6
      months later with that same flippant boss, after massive problems, with
      him looking at me and pleadingly “Why did we decide to do it that way?”  

      Heather learned that day to note why a boss decided what they did.

      Difficult
      decisions made quickly is the recipe for a bad decision. When I had my
      uh-oh moment, I was mid-level management. So that means that I had
      individual contributors/direct reports that worked on my team and then I
      worked on a team of managers with my boss. As such, I was a filter. I passed communication both ways but not all of the communication.

      How communication and mid-level management is supposed to work. Mid-level managers communicate both directions up and down.  But in all cases they engage filters, not passing along everything.

      I
      stop problems that do not need to be escalated. The system is designed
      that each level stops 90% of the problems and only the toughest 10% of
      problems that are escalated to the next higher level.

      For example,
      my Individual Contributors were faculty (READ: teachers) and they
      stopped 90% of the problems with students (unfair grading, exams too
      difficult, extension of deadlines). But the toughest 10% of their
      problems should be passed to me as their boss. I go to work on those
      problems. The toughest 10% of my problems go to my boss. As such, the
      upper echelons of an organization should be tasked with working on the
      very toughest of problems. They should not be “in the weeds” with
      trivial problems. If leadership is too caught up with small issues,
      something is wrong with their focus.

      OK, back to the story. I actually wrote him back.  “How dare you answer me so quickly?  You haven’t thought about this long enough. You can’t handle the truth!”* 

      (*Not my actual email, but for sure my thoughts.)

      It
      sounds trite but I don’t ask my bosses easy questions. If it was easy,
      I’d have figured it out myself. I send my bosses hard questions. They
      need to take time to think about it, to consider, to weigh the pros and
      cons to the decision. If I’m going to put their decision into play, I
      need to defend it. I need to know that the strengths and weaknesses
      have been acknowledged and a decision was still made. (Side note: FYI:
      that’s the hallmark of a good judicial decision. There needs to be
      evidence of a consideration of multiple opposing viewpoints. There is a
      reason that we listen to “dissenting opinions”. Judges WILL TOSS OUT
      decisions that appear frivolous and flippant.)

      I would go on to
      use email response time to judge every boss I’ve had since.  Too fast
      equals bad.  If you are slow with communication, I could be impressed. But I’m not done observing.

      I have 1,000 unread emails in my inbox

      What
      if you are a boss that takes so long to reply that you have 1,000
      unread emails in your inbox? You might want to stop reading now because
      I’m about to get rough. But if you are a leader-wannabe, read on.

      First,
      if you have any email inbox with 1,000 unread messages, you should be
      immediately removed from any position of leadership and demoted
      to Individual Contributor.

      WHOA!

      Why?

      Because when we see people hurting others, we first isolate them to stop the damage.

      If there are that many unread emails and people depend on you, you are hurting them.

      You are hurting your direct reports/individual contributors who have emails in that pile that:

      • update you on projects,
      • ask for you opinion on what to do in a situation,
      • ask for you to escalate some feedback.

      You probably have emails from your bosses that:

      • Point to the organizational vision,
      • Ask for your response by a (now past) deadline,
      • Update you on an expected project.

      Here is the problem, though. It’s not the content inside those 1,000 emails now that bothers me. It is that you didn’t care to manage your email better.

      At work, we use a nice term, time management. But time management is, essentially, self-control.

      Get some. Use it.

      Role up your sleeves and make some hard decisions. Every time I have found someone with this many unread messages, there is a self-control problem. Yes, even you Miss But I’m So Important That I Must Read Every Email.

      Newsletters/Auto senders

      Unsubscribe.

      Oh, but Heather, I route those into a junk email, so it’s OK.

      No it’s not. Because…on whose time are you checking your junk email?

      Work time? Nope. I will not support that. I’ve looked at the content and that newsletter is not that important.

      On
      your time? No. Not a good idea. You are seriously going to peel off
      some dedicated down time to do “quasi-work”. That indicates a problem
      with priorities. You cannot figure out the difference between work and
      non-work. You cannot decide what is important so you are making all of
      it all important. It is not all important. What is important is so
      narrow, you should be relieved to find it.

      No one ever states that reading their own junk email account is satisfying. Stop it. Unsubscribe.

      But I found that one piece so information, so I can’t read/sort/delete!

      Wrong.

      Treating your email inbox like buried treasure is wrong.

      Emails
      and messengers are communication devices, not libraries or vaults.
      Communication is meant to eventually cause action within a brief period
      of time. So each incoming email is asking you to do something. When you
      haven’t read or deleted the email, you have not done any action.

      Those actions can be:

      1. Think about it and give them an answer.
      2. Delete.
      3. Re-route information to another location (calendar, files, etc.)

      Email
      & messaging software is cluing into this and starting to link your
      email’s information to its proper place. For example: Notice how your
      flight itinerary becomes a calendar item within the Google ecosystem?
      That’s good. It should go there. The moral of the story here is that the
      correct data goes into the correct channel.

      Still
      think that email newsletter is “too precious” because some little
      nugget comes along once in a great while? Go to the source. If that
      information is so precious, the source should be archiving it in a
      searchable way. If the information is not archived, the information is
      not so precious. Get it OUT of your email.

      But wait, I really do get 1,000 emails a day

      What
      if you are a boss that has an email account publicly advertised (like a
      company president) and you get TONS of legitimate emails so there
      actually are this many unread emails in your inbox?

      Please. Hire
      someone to read and answer emails for you. No company president worth
      their salt thinks that ignoring their internal and external clients is
      good business.

      I don’t trust someone else to be in my work email inbox

      Puh-lease.
      It’s work email. Don’t you know every boss and IT person is in there?
      Sit up straight with your work messaging. Don’t want me to see it?
      Don’t do it. Easy peasy.

      Leaders: What you say and how fast you
      say it reflects on you as a leader. Take more time to answer an email.
      More time = allowing wisdom to kick in.

      It is always OK to respond initially with:

      • I need to think about this some more.
      • I’m asking someone else for advice what to do.
      • I have to search the Jedi Archives.

      Managing your messaging is part of your self-control.

      Next article will be: I’m Going Camping!

      Article 1 was I am the woman who did not check her email and lived.

      Article 3: I’m Going Camping

      Article 4: 6 Days A Week

      Article 5: Measuring Remote Team Productivity or When It All Goes Wrong

      And this was the article that started this series: Defending a Teacher’s Right To Disconnect.

      #KeepWorkInItsPlace #RemoteWork #TimeManagement #SelfControl #EducationIsAnInsatiableMonster

       

      This article originally posted to LinkedIn on September 30, 2021.

      https://www.linkedin.com/pulse/you-replied-too-quickly-heather-dodds

    • I am the woman who did not check her email…and lived. Part 1 of 5 Keeping Work In Its Place

      I am the woman who did not check her email…and lived. Part 1 of 5 Keeping Work In Its Place

       

      I remember my first job with a company-assigned email
      account. I was working as a research librarian.  One day, I was in the
      book stacks of the library and I heard bing!

      “Oh! Email! I’ll go see!”

      I
      climbed down the ladder. I thought to myself “Oh how exciting! I have
      an email account and something must be important. My workplace values
      me!” I went over to my computer to read the email.

      “The back parking lot will be paved Friday. Park somewhere else.”

      Oh, well, OK, I’ll try to remember that.

      Back to the stacks.

      A few minutes later, I’m moving around these huge scientific journal volumes, breaking a sweat, and I hear…bing! 

      “Oh! Email! I’ll go see!”  

      Down the ladder again and over to my computer.

      “Fridge cleaning is tomorrow for the second floor. Any food still there is getting thrown out.”

      Oh. I don’t use the 2nd floor fridges. 

      I went back to the stacks.

      The 3rd bing I didn’t leave the ladder.

      And I lived.

      I am the woman who did not check her email and lived.

      This article prompted me to write this, Defending a Teacher’s Right To Disconnect,
      but I’m writing much more broadly…to everyone tethered to our digital
      realities and everywhere I talk about email, I do include messengers,
      WhatsApps, Discord 1:1s, and all forms of push notifications. I’m also
      going to write stories as I get much more interaction with stories than
      facts.

      After that refusing-to-climb-down-the-ladder again moment, I have had a few more moments to shape my philosophy about keeping work in its proper place
      So these series of articles will cover emails, working 5 days a week,
      trust, and forgiveness.  We’ll talk about fear, worst case scenarios,
      and the dread of education. Lots to cover! Here we go!

      When I had my first job with an assigned laptop,
      I saw the little pop-up when a new email arrived. I also heard that
      bing again…my old nemesis. Given that I had witnessed how personally
      embarrassing it is to read someone else’s email when they are
      screen sharing, I realized that those notifications were distractions,
      not helpers. Those notifications and that bing were the first things
      that I turned OFF on that laptop. 

      Lesson 1: Urgent Does Not Equal Important

      Around
      this time, I also started reading The 7 Habits of Highly Effective
      People.  True disclosure: I only got to Habit 4.  I’ll admit that I’m
      not that highly effective.

      But I remember the huge impact of
      learning to separate urgent from important. The Navy actually taught
      this tip in a very literal way to naval families. Before we went through
      our first deployment (families with a the service member out to sea for
      6 months), the Navy offered personal safety training. One tip they gave
      us was:

      When the doorbell rings, don’t open the door. Talk through it.

      They explained that generations of Americans were taught by our parents to open to the door to
      people on the other side.  Counter to that, the Navy taught that you
      don’t have to open the door…and actually don’t open the door. That’s
      where your problems will begin. No salesperson or attacker can do a thing to you from the other side of a locked door.  Think it’s impolite?  It will be perceived that way, yes. Too bad. The good guys won’t mind, they’ll get over it. You have to get over the feeling of not opening the door. It’s better to be perceived as impolite than to explain to the State Trooper how you opened the door to your attacker.

      So
      all kinds of signals that we take as urgent: ringing phone, doorbell,
      ding of email, etc. need to be re-assessed.  Incoming signals can be
      re-categorized. Urgent is not the same thing as important.  Many urgent things can be completely put off to a later time, a different format, or re-categorized as not important at all.

      • Ringing phones become voice mails.
      • Doorbells become ‘they’ll come back later’.
      • Email dings keep the email as unread in your inbox.

      You reallocate them from Category 1 (Urgent/Important) to Category 3 (Urgent/Not Important) where those items belong. 

      Kitchen fires and crying babies, should, of course, be addressed.

      By
      the way, I have worked with many parents who at this moment have pushed
      back on my leadership where I have encouraged them to turn the ringer
      down or off or to not answer a ringing phone because “It might be my
      kid.”  I respect this concern but I realize it comes with 2 caveats:

      1)
      It is assumed that the child does have a way of communicating via phone
      back to the parent (not all children have access to a phone and some
      children are too young to use one).

      2) It assumes that the message
      from the child to the parent is of a dire nature. Not all
      child-to-parent messages are of this type.  Actually, very few are.

      So I have a response for you!

      #1.
      Caller ID.  You are free to glance at your phone and see who is calling
      you. Caller ID lets you allocate the incoming “urgent” information
      where it belongs. If you’d like to stop work to tend to your children,
      you won’t get any complaints from me. Actually, if you work to
      distraction and don’t pay attention to your kids, you will get in
      trouble with me, but that conversation is for another time.

      #2
      Children did and have survived generations without phones. Sorry, it’s
      just true.  Just because we have phones doesn’t mean they dominate our
      lives. I once witnessed a 70 year old father hustle to pick up the phone
      because he thought his 40 year old son might be calling.

      Yeah.

      That father needs a break. Seriously.

      So
      the moral of the story is to remember that data does not arrive without
      meaning. We ascribe it meaning. If you treat your messenger, email,
      ringing phone, or ringing doorbell as all-important in your life, it
      will be. It has become your god.

      If you re-ascribe it to a place of “I will pay attention to you when I choose to do so”, you will have started to tame to monster.

      My next 4 articles in this series that I will come back and link here will be:

      Article 2: You Replied Too Quickly!

      Article 3: I’m Going Camping

      Article 4: 6 Days A Week

      Article 5: Measuring Remote Team Productivity or When It All Goes Wrong

      #KeepWorkInItsPlace
      #RemoteWork #TimeManagement #SelfControl
      #UrgentIsNotTheSameAsImportant #7Habits #StephenCovey
      #TurnOffYourEmailNotifications #TeachersAreNotAlwaysOn
      #EducationIsAMonster

       

      This article originally posted to LinkedIn on September 27, 2021