By Breanna Banford, Social Marketing Specialist, Xerox Enterprise Business Group

More often today companies are accepting the new flex schedule for their employees. This goes beyond the “working mom” status of the past, where employees today have the freedom to choose the schedule that fits their needs. If you work in an environment where you need to be creative or focused, that doesn’t just happen at 3 p.m. when that days’ meetings end; it happens when it happens. While this isn’t perfect for every industry, it does suit some people and the goal is to provide the option for those employees that will thrive in a flexible company culture, which in turn benefits the employer.

As Nichole Kelly, president of SME Digital, stated in a recent article, “This isn’t so much about the desire to work from ‘home’ as it is to work from ANYWHERE.” That means, having access to your pertinent business files anywhere, even outside your company firewall, all the while knowing it’s secure. We’re a mobile world today and want to have the ability to use the mobile technology provided to us by all those innovative companies out there!

Beyond access to virtual work documents, it’s important to remain a team, even if people are always on the go. There are ways to set up team meetings in a productive way, outside of the office with virtual workspaces and video conferencing tools. These tools behoove you to work efficiently, to make use of the time available to you as a group and avoid unnecessary conference room meetings where half the people are multitasking anyway. One thing I’ve noticed is that if you’re on a video conference call everyone can see what you’re doing, so subconsciously you’re more likely to participate and pay attention. Somehow that’s not the same for in-person group meetings. The list can go on about why flex schedules work well for employees and their employers. Here’s my takeaway:

The Benefits of Flex Schedules

• Productivity blends with creativity – You’re most efficient when you have to freedom to do your tasks when you know you can complete them, sometimes outside the 9-5 schedule, which can be limiting.
• Work/life balance – Family and friends are important in life so enjoy them while you can. It’s important to turn off your phone or step away from your computer, a difficult thing to do in the always-on world we live in.
• The employer benefits too – Employee morale improves and they’re engaged in their projects.
• Global, contract workforce – You can source talent from all over the world, it doesn’t have to reside within the circumference of your city.
• Encourage social networking – This is an instant form of idea generation and inspiration (within reason… employee guidelines for engagement are valuable). Social and online collaboration are great ways to connect people to great ideas.
• Economy- booster & energy-saver – Employees who work from home drive less, which results in lower green house gas emissions, building cost savings for companies, less traffic on the highways and more money in your pocket after saving hundreds buying less gasoline. Here’s one way to calculate the savings.

As we enter 2013, future workplace trends will impact how we work. There are pros and cons to both sides of the flex schedule story. So, what do you like most about it? Do you wish you had that option at your office or not?

By Breanna Banford, Social Marketing Specialist, Xerox Enterprise Business Group

A colleague recently shared a TEDTalk video from Susan Cain, author of Quiet: The Power of Introverts in a World That Can’t Stop Talking. Her TEDTalk followed that same theme. I was immediately intrigued because I always felt that introverts (I am one myself) are often forced into a world of extroversion early on in life. We’re encouraged to be social butterflies when we would rather to go back to our cocoon. After watching the video, I thought about how this concept fits in the working world. How can we find that balance between extroversion and introversion in the office environment, to empower both groups of people to work in the ways they feel most comfortable? Secondly, how can we maximize our talents as individuals to benefit the organization as a whole?

Susan stated in her TEDTalk that a third to half of the population are introverts. She also quickly emphasized that introversion does not equate to shyness; a common misconception. Rather, introversion is more about how you respond to stimulation – introverts feel the most engaged and creative when they’re in quieter, low-key environments. And yet, she says  the world is designed for extroversion. Creativity and productivity are assumed to come from group brainstorms and open workspaces. As a self-proclaimed introvert, I am not able to do my best work in those environments. I do my best work when I can focus in my own comfortable space. When I went from working in a cubicle to an office, I felt instantly more productive knowing I could put a barrier between myself and common office distractions, specifically when I knew I needed to focus.

With this new understanding, how can team leaders and managers strike a balance to provide introvert colleagues with a work environment in which they can thrive? Here are a few steps to consider when forming a collaborative team:

• Hiring Tips: During the interview process, incorporate behavioral questions to better understand how the candidates work best based on the role and responsibilities. What resources do they tap into for team collaboration? When and how are they at their most creative? That will help you better integrate this new member to your team, giving them access to resources that will empower them.
• Office Setup Tips: The open office setup (think newsroom, desk or cubicle farm) isn’t an automatic collaboration hub. Some people don’t work well in those environments because it’s difficult to block out distractions. After better understanding your employees (see bullet 1), know that some may work better with a place to relish in quiet time. Offer a flex schedule that allows them to work from home or set aside small conference rooms for employees to schedule time to concentrate in a quiet, closed off space.
• Brainstorming Tips: Instant idea generation is not an inherent quality among introverts so brainstorming sessions can feel stifling when put on the spot to be creative. Share guidelines or an agenda for your next brainstorming project a week before the team meets. Introvert employees can have time to process the information on their own and come to the meeting with the creative ideas that they feel most comfortable sharing with the group.

Overall, it’s important to recognize the differences among your employees to play up their strengths. The more you know about them and how they work well, it’s more likely they will feel inspired and able to contribute beyond your expectations.

I’m curious to hear your thoughts – does this resonate with you? Would it be a culture change for better or worse in your office?

By Matt Keener, President of Keener Marketing Solutions, LLC and Author of the upcoming book Executive in Sweatpants.

Your business goals are obvious….to you.  If asked about your short-term and long-term priorities, you could probably speak for hours.  Profitability is a necessity; however, a higher calling is what really drives you.  This need for self-actualization is an underlying motivator for many entrepreneurs and business professionals.

As business owners know, this level of passion can be difficult to ignite among your team members.  The reality is that some employees and contractors are simply interested in collecting a steady paycheck from you.  Furthermore, with an increasing number of businesses tapping into the virtual workforce, management issues can become even more complex without an effective game plan.  Let’s take a look at a few ways you can translate your vision into a happy and productive virtual workforce. 

Start (and End) with Your Vision

What is your organization’s true purpose in the world?  Are you simply in the business of developing software for hospitals, or are you actually in the business of helping hospitals save more lives and reduce the cost of healthcare (through the use of your software)?  It’s much easier to build rapport with prospective team members when your vision is clearly defined and serves a greater purpose.  It is important to communicate your vision during the interview process.  Try to identify contractors who share your vision and express an interest in bringing it to fruition.

Virtual workers, like traditional employees, want to feel they are being helpful.  Many workers are motivated by regular positive reinforcement and encouragement.  Once you’ve built your team, it is important to hold regular progress meetings.  During these meetings, you should start with the “big picture” and provide your perception of how things are progressing.  This type of meeting is especially valuable in a virtual work environment, as there are fewer opportunities for interpersonal communication.  Don’t just assume that your team knows what you’re thinking.

Build Trust Through Automation

When your team is spread throughout the world, it’s easy to lose track of simple administrative tasks such as payroll.  Forgetting to pay your team members can quickly damage the trust you’ve built with them.  Luckily, there are tools that can help you automate this process.  For example, oDesk’s Time Tracker automatically tracks your team’s hours and pays them for the exact amount of time they bill.  No invoices, no payroll hiccups, no oversights… just happy team members.

As an added perk, such automation tools are also in alignment with the business owner’s goals.  Streamlining the payroll process saves the entrepreneur time, frustration, and reduces the probability of operational disturbances.  As any business owner will tell you, staying out of the weeds will help you stay focused on the bigger picture (i.e. realizing the corporate vision).

Set Clear Deadlines but Don’t Micro-Manage

As discussed in the book, “The One Minute Manager”, managing a team doesn’t need to be a daily headache (even in a virtual setting).  In fact, by leveraging technology, the one-minute delegation is actually more feasible than ever.  Set clear expectations, check progress against those goals, and provide honest feedback.  It’s OK to be firm with your team members.  If he or she is not performing to your expectations, express your concerns and provide constructive criticism.  Other than that, stay out of the way and let your team use its creativity to accomplish its goals.

Today’s the Day – Get Motivating!

Your team is looking to you for leadership.  Whether you’re leading a small team of onsite employees or hundreds of online workers, the need for leadership remains constant.  Will you lead by communicating your vision, building trust through automation, and setting clear goals?  By focusing on these three key areas, you will be well on your way to success.  There has never been a better day to get started than today.

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The content shared in this blog post is the author’s opinion and does not necessarily reflect the views of Xerox.  Matt Keener is President of Keener Marketing Solutions, LLC and is also the author of the upcoming book Executive in Sweatpants.  Visit his blog for helpful tips and tools for launching and growing a successful virtual consulting business.

By Matt Keener, President of Keener Marketing Solutions and Author of the upcoming book Executive in Sweatpants.

With a national election just around the corner, a lot of politicians are talking about creating or “saving” jobs.  What many politicians don’t realize is that Americans are taking control of their own destinies by leveraging the power of the Internet and freelance tools such as oDesk and Elance.  According to the Freelancers Union, nearly 1/3^rd of the nation’s workforce is now comprised of independent contractors.

Business owners are faced with new challenges each day.  In today’s economy, many entrepreneurs have to juggle more work with a slimmer staff.  By hiring contractors or working with agencies, businesses can add much needed support without affecting headcount. However, leveraging outsourced labor does have its own set of unique issues. It is especially challenging to keep a virtual workforce motivated. In this article, we’ll take a look at a few of the issues that companies commonly encounter when working with contract employees or new agencies.

Issue #1:  Bad Contractors

Just like a bad employee, a bad contractor can create a lot of problems for an organization.  There are typically two types of “bad contractors:” those who perform poorly and those who are dishonest.  The poor performers are usually the easiest to spot.  From a recruiting standpoint, if a person has a questionable track record it can be a sign that he or she may be incompetent.  The dishonest contractors are usually more difficult to identify.  Many companies do not realize they have hired a dishonest contractor until it is too late.  Common types of dishonesty from virtual team members can include:  questionable billing practices, unethical work patterns (such as spamming or cutting corners), and even theft.  It is important to have a recruiting system in place to avoid hiring such people.

Issue #2:  The Silent Treatment

Another problem you can run into when managing virtual workers is the “silent treatment.”  Unlike a typical workspace, you can’t physically tap your virtual team members on the shoulder and have a face-to-face meeting.  As a result, if you are not intentional with your communication, some contractors may feel like you are avoiding them (even if you’re not).  The fact is that many people need consistent positive reinforcement to stay motivated.  Being proactive will help avoid such issues.

Issue #3:  Those Pesky Time Zones

One of the most amazing things about using outsourced labor is that even a small company can have a virtual team working around the clock.  However, having a sales analysis team in India, a web team in the Philippines, and a graphic designer in France can create issues if you’re not careful.  If you’re creative, you can often find a time that works for everyone to meet as a cohesive team.  Using free productivity tools such as Freedcamp, Google Docs, and AnyMeeting can also keep everyone on the same page.

Issue #4:  Lack of Interest

Here’s a simple truth:  some contractors are more serious about serving your needs than others.  When building your virtual team, you may find that some of your hires begin to lose interest despite your best efforts to keep them engaged.  Unfortunately, this comes with the territory of using outsourced virtual labor.  One way to minimize this risk is to look for contractors who are focused on working from home full time.  This simple strategy can help you find contractors who are focused on serving your needs for the long haul.

Your Team, Your Rules

Remember – you set the rules.  With your team spread throughout the world, it is important that you are especially proactive in setting boundaries and expectations.  Hold your virtual team accountable just as you would any onsite employee.  In doing so, you can give your organization a great opportunity to benefit from the ever-growing pool of virtual workers.

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The content shared in this blog post is the author’s opinion and does not necessarily reflect the views of Xerox.  Matt Keener is President of Keener Marketing Solutions, LLC and is also the author of the upcoming book Executive in Sweatpants.  Visit his blog for helpful tips and tools for launching and growing a successful virtual consulting business.

By Breanna Banford, Social Marketing Specialist, Xerox Enterprise Business Group

I came across the video below from Fast Company’s Bill Taylor on MIXTV. I found the video on a group feed on the Xerox Yammer network (hint hint: great collaboration tool!) I watched the video because I was intrigued by the comments from the poster and the title of the video – “Are you a problem solver or a solution finder?” At first, the difference between the two seemed vague, but that’s what prompted me to watch.

In the video, Bill Taylor explained that people should start acting as solutions finders versus problem solvers by tapping into the “collective genius” of their organization. Bill added that solutions to problems often come from unexpected places – no matter the size of your business – perhaps the last person you’d think to ask.

I’m sure you wouldn’t want to be typecast purely due to your current professional title– it’s possible you’ve had many years of experience working in other industries and other roles. Therefore, sharing your perspective to solve a problem for your organization albeit one outside your typical job task-sphere – that’s a win-win in my opinion. Great leaders ask questions and tap into the unique insights from their employees, their organization, their customer advocates, the list goes on. It’s possible to mine this information in a passing conversation or by tapping into the social conversations taking place internally and externally, like what I saw on Yammer or perhaps a LinkedIn group discussion related to your business.

Could you be more productive and efficient solely by asking a question? You never know what response you’ll get in return! I can admit, some great ideas have come from conversations I’ve had with people who are completely outside of the “social media” realm. Talking with new people helps rev my creative engine to bring a new perspective to the work I do. When you admit you don’t always have all the answers, you open up the opportunity receive answers you never expected.

How are you learning from people inside or outside of your organization?

By Breanna Banford, Social Marketing Specialist, Xerox Enterprise Business Group

With 12 Grand Slam singles titles, 16 Grand Slam women’s doubles titles, and 11 Grand Slam mixed doubles titles, it’s clear that Billie Jean King knows how to take control on the tennis court.  She is also the founder of the Women’s Tennis Association and the Women’s Sports Foundation. It was amazing to be in her presence knowing how much she advocates for women’s empowerment. Her contribution to our culture goes beyond “tennis legend.”

As Kevin Warren, president of United States Client Operations for Xerox, said before Billie stepped in front of the crowd of attentive Xerox customers, “She personifies innovation and impact.” She led the way for women in sports and beyond. Billie Jean King entered to a standing ovation in a room of people who understood her influence on the evolution and advancement of the game of tennis. She spoke to the group about the importance of innovation no matter the industry – whether it’s in the game of tennis or a company like Xerox. She called Ursula Burns one of her “sheros” (female hero) for her contribution and accomplishments in business.

Breanna Banford (left) and Billie Jean King (right).

Speaking candidly, Billie explained the major changes that took place during the 1970s, stating it was a “tumultuous time.” She said the tennis players then were part of a transition generation. She also reminded the group that in tennis in the ‘70s there were no trainers, no massage or physical therapists and definitely no instant replays. A lot has changed since then – even the rackets are completely transformed. Today, tennis rackets are super lightweight, have a bigger sweet spot to hit the ball and many tennis players care most about the strings (the thinner, the better). All these changes were necessary to improve and advance the sport.

Similar to the game of tennis, any person and any organization must recognize the importance of evolution. Billie said failure is a bad word; rather look at it on the flip side – it’s feedback. With a positive outlook, ask: what can you do differently? How do you adjust and learn from your mistake?

As Billie said, “Champions keep playing until they get it right.” It’s important to learn from the past and take risks. Without risk, you may not be pushing the limits to reach or exceed the expectations you set for yourself. In business and in life, sometimes failure is a necessity on the path to success.

By Breanna Banford, Social Marketing Specialist, Xerox Enterprise Business Group

Today marks the one year anniversary of the launch of the Business of Work blog! We’ve come a long way over this past year, not without the amazing contribution of our blog authors and our readers. Thanks to all of you for keeping this blog going strong each month – we hope you’re learning from our contributors and we love hearing your feedback.

In honor of our one year anniversary, we’re sharing our Top 5 posts since our launch in August 2011. Take a look:

1. Here, there, doesn’t matter where – I am the workplace: Are you living a double life, unable to discern work and personal time in the always-on workplace? Here’s some perspective about the future of work following the June 2012 Future of Work Dreaming Session.
2. How To Choose an Online Platform for Collaborating with Your Coworkers: Tips on choosing the best collaboration software for your company as you search for new ways to connect using social media and online tools.
3. What the Best Run Companies Do: Apply the Basics: Great companies do something so basic, so simple, and logical one wonders why more companies do not follow suit? They apply simple and basic principles of life.
4. Tipping Points and Long Hauls – The Tablet Revolution: Will tablets soon be pervasive in the office, taking over laptops? If so, are we at the tipping point?
5. Tablets: Productivity Tool or Toy?: As more business professionals begin using tablets, will vendors and developers recognize the need for more enterprise applications that keep workers connected during their busy work days?

Tell us, what do you want to read about in the 2^nd year of the Business of Work blog?