Setting Up Your Name in GoToMeeting

When working remotely, be it with coworkers or clients, considerate communication is key. The other day while on a GoToMeeting, my virtual conference room, I noticed that a co-worker had included his name and our company in the Attendees view. Brilliant!

How often do we get on these calls and wonder who everyone is — even amongst our own team? When a new name pops up, do you ever wondering if that person is a new addition from the client side or a co-worker you’ve never encountered before? And if we’re wondering these things, our clients certainly are. Let’s cut through the confusion.

There are two things I now ask all of my clients and teammates to do when setting up their names in GoToMeeting. (Note: I’m specifically calling out GoToMeeting because that’s where I spend much of my day. These principles apply to any remote meeting app.)

Use Your Full Name ⎮ It’s easy to figure everyone already knows which David or Jennifer you are. While this is might be true, take the guess work out of it and type out your full name. Then there won’t be any confusion should a second Jennifer join the call.

Include Your Company Name ⎮ Take things one step further and include your company name. After your full name, use a visual break of some sort and then type your company name, i.e. Libby Brouwer ⎮ Appirio. It will end up looking like this in the GoToMeeting Attendees list.

Have you already set up your name and are wondering how to make an edit to it? Go to the GoToMeeting list and select Preferences. You’ll see a section titled “Display Name” where you can edit how your name appears.

Now when you’re on a call with people who may not know exactly who you are, you’ve given them more contextual information from the start. Who knows, they may even track you down on LinkedIn now that they know your full name and where you work.

Ideas are best when shared. How do you format your name to make virtual meetings feel more personal?

Seeing the Forest for the Trees

You’ve spent months working with your client to sort out exactly what fields they need on which objects and where they are placed on the page. Phew. That was a lot of work. Now you’re rolling out the build to a broader audience and getting a bombardment of questions or objections or the dreaded, “This doesn’t do what I need it to do.” And for a moment, you believe it. Even though every execution is backed by careful deliberation, you begin questioning, “Maybe this doesn’t do what it’s supposed to do.”

But then you take a step back and a deep breath, and you realize that while the granular decisions were being made, you lost sight of the bigger picture — the why behind even launching into a project of this scale.

You’ve lost sight of the forest for the trees.

The tree is beautiful up close. The bark, the leaves, the roots shooting through the ground. Stare at the tree. Admire it. Celebrate how amazingly strong and huge it has become. Now take a step back. Now another. As you step away from this specific tree, you begin to see how all of the trees work together. Their root systems share the same water source. Their branches rustle against each other. The richness of the forest brings out attributes of the tree you couldn’t see when you were standing next to it.

You guessed it. The tree is a metaphor.

Up close your fields operate the way they were intended — they auto-populate where they should, roll-up appropriately, and even have the proper help text to guide the user along. The page layouts provide context for how the fields interact, grouping them together in a way that facilitates data entry. The objects relate seamlessly, after all, a great deal of thought was put into their architecture. You’ve agonized over mapping the data correctly until your import was finally clean. Still the tree.

If that’s all part of the tree, then what is the forest?

The forest is how the instance of Salesforce that you built fits into the larger picture of your client’s business needs. It’s the reason you decided to architect the database the way you did. It’s migrating 100+ different instances onto one platform. It’s moving off of spreadsheets tucked in people’s drawers so that all of the data has visibility. It’s breaking down silos from department to department to give greater meaning to the data being collected. It’s a smoother platform that’s user friendly and adaptable as needs change. It’s reports with live data instead of monthly, or worse yet, annual reports.

And guess what, if you’ve lost sight of the forest, so has your client. No matter how you slice it, this is major change for them. Even when you’ve been talking about the impact and the next steps after they go-live with their new system, it’s hard to grasp if you’ve never been through this scale of a migration before. That’s why you’re there. It’s your role as a consultant to aid them in this transition and remind them of the reasons they’ve undertaken the project. Help them take a few steps back and survey the forest. It’s really quite beautiful when you stop and look.

Ideas are best when shared. How do you help your clients remember the benefits of the disruption and change that comes with a new database? What are your tried and true ways to put them at ease?

Be Duck Like

I had just moved. My life was still in boxes. Not all of the boxes had arrived. I could barely find a spoon in my kitchen. My desk was a repurposed baker’s rack as I awaited my real one. A box on the floor was standing in for my dresser. I was sleeping on an inflatable mattress. Things were completely disjointed, and it showed.

But guess what, you have to save your flusteredness for your off hours. Some call this putting on your game face. I call it being duck like. Your feet may be moving furiously under the water, but above the surface is poise and grace. But if you’re scattered, your meetings will be too. Recognizing that you’ve fallen into this pattern, regardless of the reason, is a helpful first step to getting things back on course. When I’m in this frenzied state, here are a few of my tell-tale signs.

Loss of Vocabulary

My generally articulate nature vanishes. In its place, a cadence of fillers tumble from my lips — ummm, uhhhhh, yeah, and so on. It’s dreadful to hold a conversation with me. Luckily, I hear myself. This can also take the form of people being baffled by what you’re explaining. If people with whom you generally have rapport are suddenly mystified by the words coming out of your mouth, pause and assess. Chances are it’s you who’s suddenly unclear.

Running Late

Not only are you prompt to meetings when you’re on your game, you get there three minutes early in order to be settled and ready when the meeting begins. Yet suddenly you find yourself constantly late. When life is throwing you curveballs, things take more time. And that means you’re late — a lot.

Impersonating a Ping-Pong Ball

I’m going to work on this. Now this. Ooh, that thing over there needs some attention. I’ll work on it now. Sound familiar? Ping-pong ball.

Once you’ve identified that you’re a bit scattered, what can you do to craft an air of composure when yours feels far, far away?

Space Out Your Meetings

Give yourself some breathing room. Literally. My day is often filled with back to back to back meetings. Generally I love this. Grouping my meetings together gives me a larger chunk of white space to work when I’m through talking for the day which allows me to be more productive. When I’m having a harder time gathering my thoughts, it’s imperative that there’s a buffer between my meetings. This gives me time to transition from one topic to another or to stand up and refresh my tea before drawing focus again.

Breathe

And while you’re at it, breathe. Take those extra minutes you’ve added between meetings to sit quietly and breathe deeply. Those diaphragmatic breaths will remind your nervous system that it’s okay to chill. There are no wild animals chasing you. Your emails will still be there after your next meeting. Pause. Breathe.

Script Your Agenda

On a normal day, I am able to hold my meetings with a loose outline and the bulk of my notes and topics in my head. (We can talk about whether this is a solid strategy later.) When things are operating a bit less smoothly than normal, that’s no longer a viable plan. To counteract the crazy, I compensate by carefully scripting out all of the items I need to cover in my meetings. For morning standups [brief daily meetings common in the tech world], I jot bullet points of what to mention. Longer meetings require more thought so an outline format does the trick.

Drink More Water

It’s always a good idea to stay hydrated. Keep a water bottle on your desk and sip throughout the day. Your brain will be sharper and clearer.

Let Your Team Know

They call it a team for a reason. We’ve all had moments when we’re a bit distracted. Sometimes it’s a move or a kid going off to college or a sick spouse. Your team knows the quality of work that you hold yourself to and deliver. Chances are they’ve also noticed that something is a bit off. Acknowledge it so they know you’re aware. Then let them help you pick up the slack. Ask someone else to lead a meeting you generally lead while you take notes. Talk through something that’s tripping you up to get a second opinion. Hold a working session to hold your focus. You’re all heading in the same direction, and you would do the same for them if the shoe were on the other foot.

Ideas are best when shared. When do you find yourself a bit off kilter? What behaviors serve as indicators for you? How do you get yourself back on track?

 

Staying Present During Remote Meetings

You dial into a meeting, say your hellos, then promptly start multi-tasking in the background. Be it responding to emails, shopping for the perfect dress for your weekend, or browsing Facebook, your attention is elsewhere. Then someone asks you a direct question and you realize you weren’t actually multi-tasking. You weren’t paying attention to the meeting at all. Cue deer in headlights.

It’s hard enough to pay attending when you’re at a meeting in person. Multiply that exponentially when it's just you and your computer sitting alone in a room.

So how do you stay present during a meeting?

First things first. Ask these questions to make sure you’re not holding a meeting for the sake of holding a meeting. It happens more than you might think.

Does the meeting actually need to happen? Some meetings become obsolete because you’re holding them out of habit long after the matter at hand has been resolved. Others are a result of feeling like you have to have a meeting even if there’s nothing to share. Pause and assess if the meeting truly needs to happen, especially if you’re the one scheduling it.

Do I need to attend? Okay, so the meeting does need to happen. It’s an import topic that needs to be addressed. But wait, there’s a chance that this pressing matter can be discussed without you in the [virtual] room. If you’re not the one scheduling the meeting, and you’re feeling like you’re not imperative to the conversation, ask the scheduler if he or she would mind if you didn’t attend.

This is especially helpful when it feels like all of the white space has vanished from your calendar and there are so many meetings that your work isn’t getting completed. When my calendar is awash in blue (because that’s the color of my meetings) with not a bit of white space to be seen, I’ll pass my updates to my project manager and keep cranking on other items if I’m not integral to the topics of the day.

Another option is to address the items for which you need to be present at the start of the meeting. Points covered, now you can bow out. It’s the best of both worlds.

What’s the appropriate length? Calendar invites generally default to 30 or 60 minutes. Perhaps your meeting could be wrapped up in 15. My team holds daily standups where we all share what we’ve accomplished, what’s in process, and what’s blocked. If everything is smooth sailing, we don’t need the full 30 minutes of the meeting so we hang up after the ten or fifteen it actually takes to talk through things. Sometimes we linger to talk about the latest release on Netflix or our favorite beverage to have on our desk while we’re working. The important things.

Now that you've established that the meeting needs to happen, and you need to be there, and it’s the appropriate length — let’s discuss how to stay present.

As a remote employee, I spend a lot of my time dialed into meetings. This has given me the opportunity to figure out how to fully show up for meetings instead of zoning out. And yes, there are times when my attention wanders because I am far from perfect. But the majority of the time, these strategies keep me dialed in, literally and figuratively.

Remove distractions. This is more than just a meeting strategy. Keeping your desk tidy and your workspace clean will help you focus. This goes for your screens too. On any given day you’ll find me with a slew of windows, tabs, and desktops open. [Though that’s a whole other conversation.] When I launch a meeting, I make sure everything else is cleared away. That way I don’t see an open window behind my meeting window tempting me to click through to read my email or review a document, unless of course that’s what the meeting is about.

Fidget. Here’s when it’s an advantage that you’re not in a room with other people. Fidget away. I have a smooth stone on my desk that I often roll around in my hand while conversing. A friend of mine keeps a Koosh Ball (yes, they do still exist) on his desk. Whatever your preferred object, have something with which to occupy your hands so your mind is free to pay attention.

Take notes. Speaking of paying attention. If you’re taking notes you’ll be following along with everything that’s happening. Maybe the notes are to share with everyone or maybe they’re just for you. Regardless, they’ll keep you on point.

And if all else fails:

Turn on your video. Us remote meeting dwellers sometimes forget that we really can see the person on the other end of the line if we so desire. And when we do see each other, it’s so nice! It’s like a breath of fresh air to not have to decipher someone’s reactions based on speech pattern and intonation. You get to see them. So maybe this isn’t so much of a last resort as a way to remember that we’re all connected even if we are miles apart staring at individual computer screens.

Ideas are best when shared. How do you stay present when engaging in remote meetings?

Meditation ⎮ Instantly Finding Your Calm

Running through airports week upon week, inevitably you have one of those days where it knocks the energetic wind out of you. Your flight is delayed. There’s one too many crying babies on your plane. You were up long before the sun, and now you’re running on empty. And even though you take precautions so that you won’t end up feeling like this, it happens.

So how do you quickly rebound from it?

I’ve recently been reminded of one of my favorite ways. I first read about the technique in Donna Eden’s book Energy Medicine [link]. That was years ago. But the things that need to find you have a way of popping up in your life to rekindle their relevance. Sitting on the plane scrolling through articles I had saved, I read back to back posts about the power of placing your hand over your heart, breathing deeply, and focusing on positive words — the first from the Tao of Dana and the second from Colette Baron Reid.

This was a little nudge as if to say, “Remember that conversation you had about this last week? Yeah. Listen.” That discussion was with Joan D’Argo, an incredible energy worker, who suggested tapping or massaging the center of my breastbone as a way to decrease anxiety and return to a place of calm.

Here’s my take on how to instantly find your calm amidst chaos.

A Moment to Sit —
Find a spot to sit. I often pop down by the gate in one of the rows of chairs and draw my legs up to me to sit cross legged, unless I’m wearing a skirt — then I keep both feet on the floor.

Take a deep breath and exhale slowly.

As you do so, bring into your mind a word or image that epitomizes how you would like to feel in this moment. Often this is the opposite of your current feeling. For me the word is often calm as I’m feeling frazzled and scattered or an image of sitting on the shoreline of Lake Michigan watching a sunset.

Gently place your hand over your heart. Continue breathing deeply and slowly exhaling. Feel your hand and your chest rise and fall as your nervous system relaxes. Sometimes you’ll feel the shift in your body happen almost instantly. Some days it might take a bit longer. I know I’ve relaxed when breathing deeply feels natural again and my shoulders have relaxed and are no longer reaching for my ears. It’s a bit different for everyone. Trust your body to tell you.

When you feel a renewed sense of calm, take a final deep breath deeper and slower than those that have come before and release it as slowly as possible. Squeeze every last bit of air out of your lungs. Pause and embrace the feeling of constriction. Breathe in a quick and vibrant breath and as you’re doing so open your eyes. Know that you’re ready to handle whatever the day throws at you.

When On the Go —
When scooting through the airport, there’s not always the luxury to sit down when things feel frenetic. If that’s the case, there’s still a version of this practice you can use. Place your hand over your heart, begin to breath deeply and continuously, and keep heading to your destination. Keep your eyes open this time. You don’t want to topple over at the end of the moving walkway. As you’re walking, use each step to deepen your breathing. If it helps, time your inhales and exhales with each step.

I have a hard time holding a word while on the move so in this version I skip that part. If you are able, hold a word or an image in your thoughts that describes how you would like to feel the way you would if you were sitting in place.

As you approach your destination, take a prolonged deep breath, relax your shoulder, open your chest, and know you are ready for what lies ahead.

This practice is for more than just airports. You can spot me doing this walking through bustling streets of a big city (that’s you New York) or while riding the subway. Find Ikea overwhelming? Give this a try. A bigger crowd at the concert than you anticipated? This works there too.

Ideas are best when shared. What keeps you going in your hectic airport moments? Share your tips so that we can all move through life, and airports, with a bit more ease.

Joy Magnet ⎮ Krohn Conservatory

The long weekend brought with it a trip of the non-work variety, a perk of working remotely. I took a quick jaunt down to Cincinnati to visit friends and the city in which I grew up. Much has changed over recent years and some neighborhoods look nothing like I remember yet most of it is exactly as I left it.

The weekend was filled with a host of epicurean adventures. Many a beverage was sipped at Collective, {m5}, and Cheapside. Copious amounts of food were eaten at my all time favorite Indian restaurant, Ambar. Flights of juice were sipped at Off the Vine. Ye olde turkey legges were devoured (though not by me) at Ohio Renaissance Festival. (It really hasn’t changed since the last time I was there twenty years ago.) And Charley Harper glasses were purchased at Mica 12/v for use in my own kitchen. And of course some ice cream was enjoyed at Graeter’s.

What made me especially happy, in addition to all of the fresh air and sunshine this weekend had to offer, was a trip to Krohn Conservatory. A site for many field trips past, I hadn’t been in years. Turns out, a building full of beautiful plants and flowers still makes me smile.

Air plants at Krohn Conservatory

Air plants at Krohn Conservatory

Building Reports Like The Awesome Admin You Are

Salesforce events always offer an opportunity to get to know others enthusiastic about the Salesforce platform. As part of Salesforce’s efforts to continue to highlight the excellent work of Salesforce Admins, they’ve carved out the #AwesomeAdmin Zone. Keep an eye out for this area at Dreamforce 2015 as it’s sure to be hopping. If you’re new to Salesforce Admining, it’s a great spot to get some of your questions answered by seasoned Admins who are eager to share their knowledge.

Last week at the NYC Salesforce World Tour I had the pleasure of volunteering at the Reports & Dashboards booth with #AwesomeAdmin and fellow Philly Girly GeekKathy Chicotle. In addition to it being a total blast, it was incredibly enlightening. Answering question after question about building reports and customizations reminded me that there are overarching commonalities regardless of your industry. What are some of those things? Read on.

Start with the Business Process
I can’t tell you how many times I asked the Admin with whom I was speaking what the underlying business process was of the Report we were discussing. The role of an Admin requires much of the same insights as being a Business Analyst. It’s up to you to make sure that the decisions being made fit into the context of your instance. If you ever have the opportunity to listen to Jeff May discuss Admins as BAs, seize it.

When you are building a Report, trust but verify. Ask the requestor to describe for you in plain English what he or she is trying to accomplish with the Report. Often the requestor will come to you with preconceived ideas of how you should build the Report. That’s great some of the times but can also be misleading. You, as the Admin, know your instance and its architecture better than your users. So while someone might be requesting certain Fields or Objects be pulled into the Report, make sure you’re understanding the context of what you’re building. Perhaps there’s a better way to get at that information that hadn’t occurred to your coworker.

If you’re starting from scratch with a shiny new Salesforce instance, take the time to really scope out the reporting needs before you build. Having a clean slate from which to work is a luxury. Enjoy it! If there is already a whole host of Reports, see if there’s a way to add a field to an existing Report to fulfill the need and avoid creating one more Report.

Standardize Naming Conventions
Naming conventions are your friend. There are no sub-folders for Reports & Dashboards so it’s up to you to keep things in order. Reports have a way of multiplying like bunnies if you aren’t careful. The next thing you know, they’re so out of control you don’t know where anything is. Let’s put a stop to that.

My preferred method of organization is to use the basic formula of Heading: Report Name. For instance, if you have built a Report to see how many members are renewing annually and who they are, the Report name would read — Membership: Annual Renewals. Let’s say you also want to see a Report of your LYBUNTs (Last Year But Unfortunately Not This Year) and SYBUNTs (Some Year But Unfortunately Not This Year). Those would be named Membership: LYBUNT and Membership: SYBUNT respectively.

How is this helpful? This will group all of your “Membership” Reports together thanks to the power of alphabetical order. Now, when you go to look for your “Membership” Reports, you don’t have to dig for them or remember what the exact name was. Boom, they’re right there.

Use Standard Salesforce Time Filters
The discussion of LYBUNT and SYBUNT Reports raises another interesting point — how to filter for dates. I’ve seen any number of Reports that have been built with a filter for “2015” or another equally restrictive time period. Whenever possible, use the Range function for dates. This gives you a wide variety of options spanning FY (fiscal year), CY (calendar year), Quarter, Month, Week, Day, and beyond. There are also options to filter for “Next 30 Days” or “Previous 30 Days” as well as other time windows if you want your Report to float with you and not be affixed to a certain month. This will give you greater flexibility as you build your Reports and save you from having to build a new Report every year.

Keep Custom Report Types Streamlined
Do you really need a new Custom Report Type for that? Remember, the more Report Types you have, the more confusing it will become to build Reports. Just as I recommend naming conventions for the Reports themselves, these are also helpful for Custom Report Types. Keep things clean and tidy and use titles that reflect what the Report Types do. You’ll be so much happier in the long run.

Join Your User Group Community
Want a place to ask those, “How do other people do this?” questions? Join your local User Group! Login to the Salesforce Success Community and click on the User Groups tab. This will provide a list of all the amazing User Groups out there. Many of the larger cities also have a specific Nonprofit User Group and a Girly Geeks chapter. Search your city and see what comes up, then go mingle. They’re a fantastic way to meet other #AwesomeAdmins like yourself as well as those who hold other Salesforce roles. Plus, it’s always great to chat with folks who are as enthusiastic about all of this as you are.

Please find the original post on roundCorner's Blog.

Women in Tech: Cracking Open the Door

Since establishing the Philly chapter of Girly Geeks, a Salesforce User Group dedicated to women, there’s a question I’m often asked that I didn’t anticipate: “Why do women need their own group?” At this juncture I do a quick scan of the room tallying how many women are present. By and large I can count them on one hand, five women in a room full of thirty-five people. And I think, “This is why.”

What comes out of my mouth is slightly different. No, women don’t need their own group. Nor do Developers. Nor Nonprofits. Nor FinTech. If you boil it all the way down, we don’t even need a Salesforce specific group.

But we flourish in them. Humans crave community, an environment in which our peers comprehend how we work, the forms successes take, the struggles that we might be encountering, and our specific brand of tech. These groups give us a forum to discuss what’s on our minds in a highly specific context.

But there’s another part of the story — the one that I often don’t delve into when standing in a room full of men. I still regularly find myself the only woman on a team or in a meeting. I’m not unique. This is what women in tech are used to. (I’m not about to delve into diversity numbers. Others have addressed those quite adeptly — TechRepublicSalesforceGoogleFacebookApple. They all hover around a 30/70 split.) I knew what I was getting into and 100% signed up for it. I’m comfortable with this dynamic. But I know there are those who aren’t. These are the women who could thrive in the Salesforce ecosystem but don’t want to be the only woman in a room. By entering, they would bring yet another perspective to the table. One that I’m not completely able to articulate because, honestly, I’m not one of them, but that I know is important.

Sometimes we’re so busy knocking on the door, shouting, “Why aren’t there more women in STEM?” that we deafen ourselves with the noise. What if we stopped banging and stepped back and opened the door letting those on the outside peek into the room? Peering in, they would see me sitting at the table looking over to say, “Welcome. Come join me.”

As more women join us in the room, both the physical and the metaphorical one, we’ll continue to nudge our slice of the diversity pie chart until one day asking the question, “Why do women need their own group?” sparks an entirely different conversation.

Please find the original post on roundCorner's Blog.