Will the Microsoft Surface tablet unseat the iPad?

by Frank 28. October 2012 06:00

I run a software company called Knowledgeone Corporation that produces a content management system called RecFind 6. We need to be on top of what is happening in the hardware market because we are required to support the latest devices such as Apple’s iPad and Microsoft’s Surface tablet. Our job after all is to capture and manage content and the main job of devices like the iPad and Surface tablet is to allow end users to search for and display content.

At this time we plan to support both with our web client but each device has its special requirements and we need to invest in our software to make sure it perfectly suits each device. The iPad is by now a well-known partner but the Surface tablet is still something of a mystery and we await the full local release and our first test devices.

As we produce business software for corporations and government our focus is on the use of tablets in a business scenario.  This means using the tablets for both input and output meaning, capturing information and documents from the end user and well as presenting information and documents to the end user.

When looked at from a business perspective the Surface tablet starts to be a much better proposition for us than the iPad. I say this because of three factors; connectivity, screen size and open file system. To my mind these are the same three factors that severely limit the use of the iPad in a business environment.

Let me elaborate; I can connect more devices to the Surface, the slightly larger screen makes it easier to read big or long documents and the open file system allows us to easily upload and download whatever documents the customer wants. Ergo, the Surface is a much more useful product for our needs and the needs of our corporate and government customers.

So, after a superficial comparison, the Surface appears to have it all over the iPad or does it?

Maybe not given the early reviews of the buggy nature of Windows 8 on RT. Maybe not given that Windows 8 will never be as easy to use or as intuitive as iOS. Maybe not given that the iPad just works and no end user ever needed a training course or user manual. I very much doubt that end users will ‘learn’ Windows 8 as easily as they learnt iOS.

One unkind reviewer even referred to the Surface as a light-weight notebook.  I don’t agree though with its attached keyboard it is very close. I do think it is different to a notebook and I do applaud Microsoft for its investment and innovation. I think the Surface is a new product as opposed to a new generation notebook and I think most end users will see it that way too.

As is often the case both products have strengths and weaknesses and the real battle is yet to come as early adopters buy the Surface and test it. This is a critical time for acceptance and I hope Microsoft hasn’t released this product before it is ready. The early reviews I have read about the RT version are not encouraging especially as everyone still has awful memories of the Visa experience.

Microsoft is super brave because it is releasing two new products at the same time, the Surface hardware and Windows 8. Maybe it would have been smarter to get Windows 8 out and proven before loading it on the Surface but my guess is that Microsoft marketing is in one hell of hurry to try to turn the iPad tide around. There must be a lot of senior executives in Microsoft desperate to gain control of the mobile revolution in the same way they dominated the PC revolution. The Surface plus Windows 8 is a big-bang approach rather than the more conservative get-wet-slowly approach and I sincerely wish them all the best because we all need a much better tablet for business use. Apple also needs a little scare to remind it to be more respectful of the needs of its customers. Competition is always a good thing for consumers and Apple has had its own way with the iPad for too long now.

Don’t get me wrong, I love my iPad but I am frustrated with its shortcomings and I am hoping that more aggressive competition will force them to lift their game and stop being so damn arrogant.

I am about to place my orders for some Surface tablets for testing as soon as the Windows 8 Pro version is available and promise an update sometime soon about what we find. Watch out for an update in a month or so.

What is the future for real IT professionals?

by Frank 21. October 2012 06:00

I own and run a software company called Knowledgeone Corporation that produces an enterprise content management solution called RecFind 6. As such, our business is the design and programming of complex, heavy-duty application software. This means that we do the hard stuff, including all of the invention, and that I need really clever and innovative and productive IT people (mainly programmers) to work for me.

I have written previously about how hard it is nowadays to find the quality of people I need, see my previous blog entitled “Where have all the good applicants gone?” However, there is an even bigger problem in our industry with an ongoing fall in standards that began way back with the Y2K problem in the late 1990’s as everyone panicked about the problem of date handling once the year 2,000 clicked over.

The problem was basically one of greed where emerging countries like India realized there was a lot of money in providing IT expertise and started mass-producing so called ‘experts’ and shipping them all over the world. Very soon a resume or list of qualifications or certifications was all that was needed to convince paper-bound and rules-bound bureaucrats that an individual had the prerequisite skills to either immigrate or be awarded a work permit.

And of course, young people in countries like India and Pakistan and the Philippines moved into the IT industry not because they were motivated by the prospect of becoming IT professionals but because it was their ticket out of poverty and an entry opportunity into countries like the USA, Canada and Australia. So, we started to fill up the ranks of IT professionals with people that did not have the aptitude or motivation, just a strong desire for a better life (and who can blame them?).

Greed raided its ugly head again as local executives linked bigger bonuses to lower costs and the Indian companies further reduced ‘real’ qualifications to increase the supply of experts. Universities also got in on the act, again motivated by greed (more students equals more income) and standards were again lowered to create  a production line mentality, “Just pump more out of the system, we can sell them overseas!”

The law of averaging applies and as you gradually increase the number of the less talented and less well qualified people into the talent pool the lower the ‘average’ standard becomes. It is analogous to starting with a glass of the best Scotch Whiskey and then gradually adding more and more water. After a while it isn’t worth drinking because it isn’t whiskey any more, it is just flavoured water. We have similarly diminished our IT talent pool (especially in the ranks of programmers) to the degree where the average programmer can’t actually program.

For a long while we imported tens of thousands of these less-than-adequate programmers and they filled up the holes in mainly large enterprises like banks and finance companies and the public sector where they could hide their lack of real expertise. However, and unfortunately for them, the Global Financial Crisis (GFC) has accelerated the growth of outsourcing (back to even less qualified people in places like India, Pakistan and the Philippines) and our recent immigrants are now losing their jobs to their home country-men. I find this ironic but maybe you don’t agree.

In another previous blog, the world according to Frank, I predicted a significant rise in unemployment numbers within our IT industry. I also said it has been happening for some time but that the real numbers won’t be clear until around mid-2013.

Greed will continue to drive the outsourcing phenomenon just as it will continue to drive the lowering of standards and the overall effect on our industry will be significant as the available pool of real talent becomes smaller and smaller. Similarly, local opportunities for real professionals are disappearing fast. Many of you will end up having to help justify your boss’s big bonus by approving software created overseas when it isn’t really up to scratch and many more of you will relegated to fixing the crappy code being delivered to your company from the outsourced incompetents. Not a good future for real professionals and definitely not an environment of high job satisfaction.

When I began as a programmer in the 1960s everyone I worked with was highly motivated and everyone had a high aptitude because it was such a difficult industry to enter. You had no chance of working for a mainframe vendor unless you scored at least an A+ on the infamous IBM or Burroughs or ICL or GE or CDC aptitude tests. We were a very small and very exclusive group and to my mind, a dedicated band of professionals who were in IT because we loved it and were really good at it. The average level of expertise was extraordinarily high and this is now patently no longer the case because our industry has changed dramatically since those early and halcyon days.

So what is the future for real IT professionals who are in this industry because they love it and are really good at it? Like with all things, I believe there is good news and there is bad news.

The good news is that as a true IT professional your value is higher but, probably much higher than the less-than-competent manager who is interviewing knows. This is because many incompetent programmers have now managed to become incompetent managers and this situation protects incompetent programmers but punishes highly competent ones. Basically, your manager isn’t smart enough to recognize how different you are to the average programmer in his team. This makes getting paid what you are really worth very difficult.

Ergo, if you are really good at what you do and want to be paid what you are worth and want to do challenging and satisfying work your only chance is to select a company doing challenging work and a smart manager to be interviewed by. Oh, and don’t select a company with a greedy CEO who is looking to increase his bonus by outsourcing (regardless of the result) and lowering costs to impress the board and or shareholders. Sounds like a tough ask to me, thank God I am self-employed.

Would I recommend the IT industry to any young person today in high school contemplating a future career? No I probably wouldn’t. I would probably recommend accountancy, business studies, medicine or dentistry instead. So where am I going to find the really bright, talented and motivated programmers I need in the future? This almost certainly doesn’t bear thinking about but maybe it is an opportunity as most problems are.

We need a new way to select and train IT professionals; the universities are simply not doing a good enough job. Is there anyone out there with the money, ideas and knowledge willing to set up a new kind of highly selective IT training program? If so, please contact me, I will be more than happy to be one of your first customers.

The world according to Frank

by Frank 14. October 2012 06:10

I run a software company called Knowledgeone Corporation that builds an enterprise content management software solution called RecFind 6 and that sells to government and private corporations all around the world but mainly the western world. That is, Australia, New Zealand, the UK, the USA and Canada. Thankfully, I don’t sell much into mainland Europe so the imminent collapse of the Eurozone will have little short term impact on my business.

Whereas we are not immune, Australia has fared better than most but mainly due to our resources industry exports, not our self-congratulating politicians. Have you ever noticed how politicians are quick to claim credit for good times but never claim blame for bad times? When bad times arrive all we hear from our previously brilliant economic managers is that it is out of their control and due to external issues like the world slowdown. I wish I could get a job like that.

Because I have to guess what the future will bring I get up early every morning and watch the overseas news and business channels. I also watch the Australian business news when that comes on around 7:00am.  At work I subscribe to a number of business newsletters and I monitor the markets using a Bloomberg app on my iPad. In other words, in the limited time available (I do have a business to run), I try to get as much information as I can about ‘what is happening’.

In December 2011 I wrote a blog titled, “What will be the real impact of the meltdown in Europe? I have just read it again and today looks pretty much like I forecast. China has slowed down and Europe and the USA continue to talk rather than do.

Europe is still a mess, Greece will never repay its debts and we are still to face the fallout of bigger countries like Spain also not being able to repay its debts. Germany and France are now in a much worse state than they were in 2011. France is now under a socialist government that doesn’t believe in cutting wages or pensions and Germany is facing the real prospect of moving into a recession.

The UK lurches along with an incompetent government run buy upper-class university debaters and teeters on recession while the USA in election year is going backwards fast and may get much worse in 2013 if they don’t soon fix what they are calling the ‘Fiscal Cliff’ or the imposition of a much heavier tax burden on everyone starting in the new year.

I read an article in the Financial Review this morning where a pundit said no one should expect any improvements in Europe until around 2018. We should be so lucky.

I have listened to Gillard, Swan, Abbott, Bernanke, Obama, Romney, Draghi and countless experts and none have filled me with confidence. In fact, none have yet convinced me that they have any idea how to solve the world’s financial problems.  

It is obvious that we have not improved since December 2011; in fact, we have gone backwards since then.

The well-fed and pampered bureaucrats of the EU are now promoting what they call ‘closer fiscal union’ to solve the problems (and protect their jobs and extensive benefits). However, ‘closer fiscal union’ translates to “Give up your sovereignty and your right to self-determination and let us faceless bureaucrats in Brussels make all the decisions for you” and most ordinary people of Europe are smart enough to know this. This is a solution proposed by the elite for the benefit of the elite and ordinary Europeans would be crazy to accept it.

The alternative of course is the breakup of the Eurozone and the loss of tens of thousands of cushy jobs for the useless paper pushers and senseless legislators now protected within the walls of the EU monolith. It is their jobs they are worried about, not the jobs of ordinary people in Greece and Spain and Portugal and Italy and France, etc.

However, I am now going to forecast that the Eurozone will break up and that all the extended, protracted negotiations and procrastinating going on in Europe is just to delay the inevitable.  It is to give the elite and the banks time to get their houses in order and to minimize the impact of the break-up when it comes. I think we will see the first fall-outs in 2013. Greece is the best bet closely followed by Spain, Portugal and Ireland but an even bigger danger is that the German taxpayers will get tired of paying extravagant southern European pensions and will revolt and force Germany to leave the AU.

In a way the procrastination of the European leaders has been good for Australia because it has given our banks and financial institutions the time they so badly needed to do as much as possible to isolate themselves from the inevitable European collapse. As far as our major banks are concerned the longer the talks go on the better because it allows them to withdraw from Europe and minimize the inevitable impact.

China is slowing and this is to be expected given that since the beginning of modern economies we have moved through economic cycles and that natural cyclic rhythm isn’t likely to change. Ups and downs are part and parcel of the game. However, when you consider the growing demands of the Chinese middle class and the fact that China adds twenty to thirty million new job seekers to its economy each year it doesn’t take a rocket scientist to figure out that China will continue to grow for many years to come and will continue to buy our food and resources. In fact, China’s insatiable appetite for resources and food, especially food, will become even more so.

India is also growing but India is so corrupt and so inept at the top that it won’t keep pace with China’s much better managed economy. However, the future demand from Asian powerhouses like China and India and even from lesser economies like Indonesia will continue to power western economies like Australia albeit at a lesser intensity than a few years ago. We in Australia may have to downgrade our expectations and manage our money a little better but we are not yet facing the prospect of a recession, just slower growth and higher unemployment. Worst case is you may have to buy a Toyota instead of a BMW (if you still have a job).

The real and most painful impact in Australia will be in the loss of jobs particularly in the manufacturing and services industries. I think my industry, IT, will be hard hit as our big banks and financial institutions continue or even accelerate their cost cutting programs as they prepare for the mini Armageddon of a Eurozone collapse and of the USA also sliding into recession because of the gross ineptitude of its government. I believe that it probably won’t be until around mid-2013 that we will all become aware of the real extent of job losses in Australia. This coming bad news is also probably why we may see an early federal election called. The current federal government is cunning enough to want to go to the polls on the basis of promises and a good news story, not the unpalatable facts.

Let’s see if I am right.

The PC is dead, or is it?

by Frank 7. October 2012 06:00

The financial and IT news services tell us very pessimistic stories about the major PC players like DELL and HP. The general gist is that sales of PCs are down and sales of tablets are up and that the share prices of DELL and HP are falling. Just yesterday, the CEO of HP announced to a stunned market that 2013 will likely be worse than 2012. She also lamented the frequent turnover of HP CEO’s since the demise of Carly Fiorina. But to my mind that was a strange thing to do when also announcing that she won’t be improving anything and in fact will be in charge when things get worse. The mental picture I get is of the captain steering the ship into the rocks. My guess is that the musical chairs game at the top of HP will continue for some time yet because market analysts don’t like bad news and shareholders don’t like falling share prices.

So is the PC dead? Will we see it completely replaced in our homes and offices within a few short years? Are you still planning to buy a new PC? If so, why? Is business still planning to buy more PCs, for example to support Windows 8?  Will business in fact move to Windows 8 in 2013 or 2014 or 2015? Why would anyone be investing in expensive new PC hardware for their home or office? Are there better alternatives available now?

To my mind the global financial crisis that began in 2007/2008 has at least as much to do with falling PC sales as the advent of clever tablets from people like Apple. All over the western world people are holding back on spending money and are simply not replacing ‘older’ PCs or notebooks. In fact, I see the current crop of tablets as complimentary devices to PCs and notebooks, not replacements.  I blogged about this previously in “Why aren’t tablets the single solution yet?” and still believe my arguments to be valid.

My customers for example, still use PCs in the office to run my enterprise content management system RecFind 6 and use notebooks to run it when travelling. However, they are also now demanding that I provide support for a range of mobile devices including smartphones and tablets. But my customers are not replacing their PCs and notebooks with tablets, they are using tablets in an appropriate way to extend what they can do with mobile workers.

I also think that companies like DELL and HP are their own worst enemies. They have both exhibited a surprising lack of innovation and salesmanship and their marketing people seem to be about five years behind the market. They have both outsourced their services and support to awful Indian call centres and focussed more on reducing costs than on improving customer service. Customers have a way of showing their disapproval by walking away and I believe this is what they are doing.

So whereas I think tablets are the future I don’t think they are capable enough yet to replace PCs and notebooks in the office environment. I think most people have a tablet in addition to their PC and notebook (and smartphone).

I don’t see tablets, even the next generation, having all the functionality and screen size and power we need to replace PCs in the office. Even in the home, the small screen size of a tablet mitigates its value as does the lack of applications and connectivity; not everyone wants to replace their working backup drive and USB printer just to accommodate Apple.

I also think that PCs and notebooks are too expensive and that Intel, DELL and HP are too used to big margins. In economics we talk about the intersection of the price and demand curves; the theoretical point at which we make the most money. Set the price too high and you sell fewer and make less money. Set the price too low and you sell more but make less profit. Somewhere in the middle is the point where we set our price to get the optimum sales and profit results.

For example, if Apple priced the New iPad at $5,000 if wouldn’t sell any and it wouldn’t make any money but if it priced it at $10 it would sell a shed-load but also wouldn’t make any money. At $400 plus it seems to sell as many as it can produce and also make the maximum profit. Apple has found its optimum price point.

Every vendor struggles for the optimum price point and over time as technology matures and becomes more common, prices have to drop. I don’t think the prices of PCs and notebooks have dropped enough. It’s just economics stupid, your PC and note book prices are way above your optimum price point and that’s one reason why people are not buying them.

So no, I don’t think PCs are dead. I think their sales have dropped because of a combination of the ongoing global financial crisis and poor management and product decisions from the major players like Intel, DELL and HP. Apple has cleverly capitalised on this situation, it didn’t create it. Apple is clearly innovative, HP and DELL are not.

I believe that we are yet to see at least one more re-invention of the PC and notebook, albeit of a higher quality and with more innovation that Intel’s Ultra Book attempt at reinventing the notebook. The re-invention should also come with a new lower pricing algorithm, not a raising of prices as attempted by Intel with the Ultra Book range of notebooks.

So, Intel, DELL and HP; the ball is firmly in your court. You all employ scores of really smart and innovative people. Why don’t you give them the challenge? If you come up with a realistically priced and innovative new PC solution I would certainly buy a few. But, please do something about your service levels; I for one am really tired of being bounced around Indian, Singaporean and Philippine call centres. If foreign call centres are part of the new deal I am afraid that I want no part of it. That model is broken. If you want my business then I demand better service.

 

What will be the next big thing in IT?

by Frank 29. September 2012 23:42

I run an application software development company called Knowledgeone Corporation that develops enterprise content management software applications. My customers are generally big business and big government and part of my job as the designer of our applications like RecFind 6 is to predict what my customers are going to ask for in twelve or twenty-four months’ time.

I read a lot of technical papers and forecasts and blogs and try to ingest and evaluate as much as I can about where our business is moving so that I can make the changes necessary in our products to meet future demand. I have been doing this for twenty-nine years and like most pundits, sometimes I get it right and sometimes I get it wrong.

Like Gartner (that never seems to get it right) I have been silly enough to publish a number of my predictions as white papers and they make interesting reading years later. Some examples are listed below:

2009   Windows 7 – Frank’s views

2007   Technology as a Tool – Where is Records and Document Management Heading?

1998   The Thin Client – The Next Panacea?

1997   Knowledge Management – The Next Challenge?

1996   Information and Records Management Towards 2000 – Electronic Document Management Principles.

1995   Document Management, Records Management, Image Management, Workflow Management,…What? The I.D.E.A.

I have also published more predictions in my blog, a few examples follow:

09/2011        Will developers, Corporates and Government upgrade to Windows 8?

11/2011        Mobile and Web – The future of applications?

12/2011        The real impact of mobilization – how will it affect the way we work?

01/2012        Will desktop virtualization be the final nail in the computer room coffin?

03/2012        What is the future of software applications in 2013 and beyond?

The obvious problem with publishing prediction is that you can’t always get it right and you will be judged at a later time when everyone is a lot wiser. However, people in my business have to predict the future because we start working on a new product a year or more before we are able to sell it. In a way, it is a silly business. We invest man years and large amounts of money designing, building and testing software applications long before we can get any kind of return on our investment.

Games makers have a similar problem, they have to invest millions and many man years long before they know if their game is going to be a success or not. This is why we have to predict the future and why we need to get it right more times than we get it wrong.

Right now I happen to believe that the world of software applications is going through a major paradigm shift. The advent of powerful mobile devices that really began with the first iPhone has changed the way most people want to work with applications. Like the PC network paradigm change of the early 1980’s, this one is also end-user driven, not IT Department driven. In fact you may conclude that the often reactionary IT heads of the commercial world have been dragged kicking and screaming into this revolution just as they were in the early 1980’s.

The availability of smarter and more powerful mobile devices like the iPhone and iPad have already had a major impact on PC and notebook sales and have caused major vendors like Intel to re-evaluate their product lines and strategies. In Intel’s case it first tried to leverage off old technologies with the promotion of ultra-books and now it has announced a move into new processors for mobile devices to rival those from companies like ARM and Qualcomm. Similarly, Microsoft, late to the party as usual, is now focusing on its new range of surface tablets and new versions of Windows 8 to support mobile devices.

As I said above, it is significant than none of these major changes have been driven by the usual suspects like Microsoft and Intel, they have been caught napping and are now in catch-up mode.

So, what are my chances of correctly predicting the future if giants like Intel and Microsoft with their huge budgets and research departments can’t get it right? Or, is the problem not one of budget but one of corporate arrogance? I will leave that judgement to you.

In my view the move to faster, smarter, more powerful and more user-friendly mobile devices is inexorable. When I now look at my office with its bulky PCs and masses of wires and connections it looks like a museum honouring the 20th century. My iPad in contrast, looks like the beginning of the 21st century; still not there yet but definitely the progenitor of coming office computing.

I see the same picture when looking at enterprise application software. Most of it, including my product RecFind 6 (based on the very latest Microsoft .NET technology), needs to be completely redesigned for the coming mobile world and this is the real challenge.

Everyone now knows (or should know) how to design games and small simple apps for mobile devices like the iPhone and iPad but most of us are still struggling with the redesign of heavy-duty, feature-rich and enterprise-strength applications like RecFind 6 for the new mobile platforms.  We can’t just scale them down, we have to come up with a completely new way to communicate with our mobile end users. We have to discard the technology we are most familiar with and re-invent our solutions using new and unfamiliar technology.

Just like Intel and Microsoft we have to change our game and we have to do it fast because this particular revolution isn’t being driven by us, it is being driven by end-users and the innovative people at companies like ARM and Qualcomm and Apple all of whom have had very little impact on corporate application software in the recent past.

The current paradigm shift is still in its early days but it will completely change the way we all run our businesses in the near future. If only I could predict exactly how.

Do you really want that job you are applying for?

by Frank 26. August 2012 06:00

I own and run a software company that builds, sells, installs and supports an enterprise content management solution called RecFind 6. As such, I employ programmers, support specialists, accountants, consultants, trainers, pre-sales people and sales people to name but a few categories. This means I am always hiring and always reviewing applications from candidates.

Basically, most of the applications I receive are rubbish. They are badly written, badly formatted, not ‘selling’ documents and almost never focussed on the position I am advertising.  This is very sad but it does make vetting an avalanche of resumes pretty easy. I would probably spend no more than a minute or two reading each resume in the first pass to separate the real candidates from the flotsam. I move the results into two folders, one called possible and the other called ‘No way’.

This may sound a little impersonal but I have no patience with people who waste my time by firstly not reading the advertised job description properly and then by sending in a non-selling document. In fact, most resumes I see are great big red flags saying, “Please don’t hire me, I am a dope who didn’t read your ad properly and then couldn’t be bothered even getting the spelling and grammar correct or trying to sell myself in any way”.

So my first advice is if you are too lazy to allocate the time and effort required or can’t simply be bothered to sell yourself in the most professional manner possible then don’t bother because all you are doing is wasting your time and the time of any prospective employer. Prospective employers also have long memories so rest assured your next application to the same firm will be instantly relegated to the waste bin.

I only hire professionals and professionals do not send in a non-professional job application.

I only hire people who respect my time and I only hire people who manage to convince me that they really want the job I am advertising and are the best person for that role.

I figure that the effort you are prepared to expend on what should be your most important task at this time (i.e., finding employment) is indicative of the quality of work I can expect from you as an employee. If you send me a poor quality application then I assume everything you would do for me as an employee will be of a similar poor standard. If you are too lazy or too careless to submit a winning application then I can only assume you would also behave in this manner after employment so I have zero interest in you.

This is the bit I struggle to understand. How come the applicant doesn’t understand the obvious correlation any prospective employer makes between the quality of the job application and the quality of the person?

Please allow me to give you some simple common-sense advice that comes from a very experienced employer of people.

Always:

  • Read the job ad very carefully. Note the prerequisites and requirements; the employer put them in for a reason and he/she would really appreciate it if you didn’t waste his/her time by applying for a position you do not qualify for.
  • Always include a cover letter personalized for each and every job application. Your objective should be to convince the prospective employer that the job advertised is perfect for you and that you are in turn a perfect fit for the job.  If your past experience or skillset isn’t a perfect fit, use the cover letter to explain why it isn’t a problem and why you are still the right person for the job being advertised. All potential employers are impressed by someone who takes the time and trouble to align their skills and experience to the job on offer. Most importantly, use words and phrases from the job ad in your cover letter. This helps convince the potential employer that you have really thought about the position and have put intelligent time into your application.
  • Clean up your resume, spell and grammar check it and convert it to a PDF for a much better and more professional looking presentation effect. All potential employers can’t help but appreciate a well presented and professional looking resume; it sets you apart.

In the end it is all about the initial impression you convey to the prospective employer. You have one shot so make sure it is a good one.

You need to convince your prospective employer that you selected their advertised job to respond to because it really interests and excites you and that you have the attitude, aptitude, character, experience and skillset required to make the most of this position. You have to convince them that you would be an asset to their organization.

It doesn’t take long to write a personalised cover letter, maybe an hour or two at the most and it should never be more than one page long. My final advice is that if you don’t think the advertised position is worth an hour or two of your time then don’t respond because you will be wasting your time. Don’t ‘shotgun’ job opportunities with multiple low-quality and non-selling applications. Instead focus on just the jobs you really like and then submit a smaller number of high-quality and personalised applications. I guarantee that your success rate will be much higher and that you will be asked to more interviews and that you will eventually get the job of your dreams.

The simple message is that you will get out of the process precisely what you put into the process. It is a tough world but in my experience effort is always rewarded. For your sake, please make the effort.

Are you addressing the symptoms or the problem?

by Frank 19. August 2012 06:00

We are a software company building, selling and supporting our product RecFind 6 as an information management system and enterprise content management system. We have an in-house support department (we don’t outsource anything) and thousands of customers that contact it with questions and reports of problems they are having.

However, like I suspect happens at most software vendors, it is often very difficult for my support people to initially diagnose the real problem. Obviously, if there is an error message then it is easier to resolve but in most cases there is no error message, just an explanation of what a user thinks is the product not working properly.

If we can connect in to the user’s workstation using GoToAssist then we can usually ‘see’ firsthand what the problem is and then help the customer. However, this is not always possible and in a lot of cases my people are working ‘blind’ via phone or email and the only recourse is a question and answer dialog until we get to the point where we can define what the user thinks is going wrong and we can get the history of the problem. That is “When did it start to happen? What changed? Does it happen with everyone or just some users?” Etc., etc.

My people are pretty good at this process but even they get caught occasionally when the customer describes what he/she thinks the solution is rather than what the problem is. This usually takes the form of the customers telling us the ‘fix’ we need to make to the product to solve his/her ‘problem’. The wise support person will always ask, “What were you trying to do?” Once you can determine what the customer was trying to do, you then understand why they are asking for the particular ‘fix’. In most cases, the real problem is that the customer isn’t using the right functionality and once shown how to use the right functionality the need for a ‘fix’ goes away.

Problems also arise when my support people start mistakenly addressing the symptoms instead of the problem. In all fairness, it is often hard to differentiate the two but you can’t fix a problem by addressing the symptoms; you have to go back further and first define and then fix the root problem. Once the root problem is fixed the symptoms magically disappear.

For example, a customer reports multiple documents being created with the same auto number (i.e., duplicate numbers) as a problem. This isn’t really the problem though that is how the customer sees it. It is in fact a symptom and a clue to the identification of the real problem. In the above example, the root problem will be either an auto-number algorithm not working properly or an auto-number configuration with a flawed design. The former is what we call a ‘bug’ and the latter is what we call ‘finger trouble’; the configured auto number configuration was working precisely as designed but not as the customer intended.

Bugs we fix in code but finger trouble we fix by first clearly understanding what the customer wants to achieve and then by helping them to configure the functionality so its works as expected.

All experienced support people get to know the difference between:

What the customer thinks is the solution versus the problem; and

The symptoms versus the problem.

In my experience these are the two most common challenges faced when handling support calls. Recognizing both as early as possible is critical to achieving a speedy resolution and minimizing frustration. Not recognizing both as early as possible leads to longer resolution times and unhappy customers.

If we extend our support experience to real life we realize that these same two challenges face us in everyday life and in all of our social interactions. It why we often argue at cross-purposes; each party seeing the problem differently because of different perceptions of what the real problem is.

The challenges of misunderstanding are also often harder to overcome in real life because unlike a support call which has form and structure, our social interactions are mostly unstructured and opportunistic. We don’t start with a problem, we start with a casual dialog and don’t realize we are about to enter a conflict zone until it sneaks up upon us.

So if you find yourself in an argument please take pause and take the time to ask yourself and the other party, “Just what is it exactly we are arguing about?”  Which upon reflection, is exactly how we should handle each and every support call.

If we take the time to properly define the real problem we would spend far less time arguing and making people unhappy and far more time enjoying the company of our customers and friends. It is a no-brainer really, who wants to go through life in constant conflict?

For my part, I will just continue to ask to ask, “Before I address your request for a change would you mind please explaining what you were you actually trying to achieve; can you please show me?” And “What were you doing when you first saw that problem? Please start from the beginning and walk me through the process.” These two questions have worked for me for a very long time and I certainly hope that they work for you.

 

Is Information Management now back in focus?

by Frank 12. August 2012 06:00

When we were all learning about what used to be called Data Processing we also learned about the hierarchy or transformation of information. That is, “data to information to knowledge to wisdom.”

Unfortunately, as information management is part of what we call the Information Technology industry (IT) we as a group are never satisfied with simple self-explanatory terms. Because of this age-old flaw we continue to invent and hype new terms like Knowledge Management and Enterprise Content Management most of which are so vague and ill-defined as to be virtually meaningless but nevertheless, provide great scope for marketing hype and consultants’ income.

Because of the ongoing creation of new terminology and the accompanying acronyms we have managed to confuse almost everyone. Personally I have always favoured the term ‘information management’ because it tells it like it is and it needs little further explanation. In the parlance of the common man it is an “old un, but a good un.”

The thing I most disliked about the muddy knowledge management term was the claim that computers and software could produce knowledge. That may well come in the age of cyborgs and true artificial intelligence but I haven’t seen it yet. At best, computers and software produce information which human beings can convert to knowledge via a unique human cognitive process.

I am fortunate in that I have been designing and programming information management solutions for a very long time so I have witnessed first-hand the enormous improvements in technology and tools that have occurred over time. Basically this means I am able to design and build an infinitely better information management solution today that I could have twenty-nine years ago when I started this business.  For example, the current product RecFind 6 is a much better, more flexible, more feature rich and more scalable product than the previous K1 product and it in turn was an infinitely better product than the previous one called RecFind 5.

One of the main factors in them being better products than their predecessors is that each time we started afresh with the latest technology; we didn’t build on the old product, we discarded it completely and started anew. As a general rule of thumb I believe that software developers need to do this around a five year cycle. Going past the five year life cycle inevitably means you end up compromising the design because of the need to support old technology. You are carrying ‘baggage’ and it is synonymous with trying to run the marathon with a hundred pound (45 Kg) backpack.

I recently re-read an old 1995 white paper I wrote on the future of information management software which I titled “Document Management, Records Management, Image Management Workflow Management...What? – The I.D.E.A”. I realised after reading this old paper that it is only now that I am getting close to achieving my lofty ambitions as espoused in the early paper. It is only now that I have access to the technology required to achieve my design ambitions. In fact I now believe that despite its 1995 heritage this is a paper every aspiring information management solution creator should reference because we are all still trying to achieve the ideal ‘It Does Everything Application’ (but remember that it was my I.D.E.A. first).

Of course, if you are involved in software development then you realise that your job is never done. There are always new features to add and there are always new releases of products like Windows and SQL server to test and certify against and there are always new releases of development tools like Visual Studio and HTML5 to learn and start using.

You also realise that software development is probably the dumbest business in the world to be part of with the exception of drug development, the only other business I can think of which has a longer timeframe between beginning R&D and earning a dollar. We typically spend millions of dollars and two to three years to bring a brand new product to market. Luckily, we still have the existing product to sell and fund the R&D. Start-ups however, don’t have this option and must rely on mortgaging the house or generous friends and relatives or venture capital companies to fund the initial development cycle.

Whatever the source of funding, from my experience it takes a brave man or woman to enter into a process where the first few years are all cost and no revenue. You have to believe in your vision, your dream and you have to be prepared for hard times and compromises and failed partnerships. Software development is not for the faint hearted.

When I wrote that white paper on the I.D.E.A. (the It Does Every Thing Application or, my ‘idea’ or vision at that time) I really thought that I was going to build it in the next few years, I didn’t think it would take another fifteen years. Of course, I am now working on the next release of RecFind so it is actually more than fifteen years.

Happily, I now market RecFind 6 as an information management solution because information management is definitely back in vogue. Hopefully, everyone understands what it means. If they don’t, I guess that I will just have to write more white papers and Blogs.

Are you really managing your emails?

by Frank 5. August 2012 06:00

It was a long time ago that we all realized that emails were about eighty-percent plus of business correspondence and little has changed today. Hopefully, we also realised that most of us weren’t managing emails and that this left a potentially lethal compliance and legal hole to plug.

I wrote some white papers on the need to manage emails back in 2004 and 2005 (“The need to manage emails” and “Six reasons why organizations don’t manage emails effectively”) and when I review them today they are just as relevant as they were eight years ago. That is to say, despite the plethora of email management tools now available most organizations I deal with still do not manage their emails effectively or completely.

As an recent example  we had an inquiry from the records manager at a US law firm who said she needed an email management solution but it had to be a ‘manual’ one where each worker would decide if and when and how to capture and save important emails into the records management system.  She went on to state emphatically that under no circumstances would she consider any kind of automatic email management solution.

This is the most common request we get. Luckily, we have several ways to capture and manage emails including a ‘manual’ one as requested as well as a fully automatic one called GEM that analyses all incoming and outgoing emails according to business rules and then automatically captures and classifies them within our electronic records and document management system RecFind 6.

We have to provide multiple options because that is what the market demands but it is common sense that any manual system cannot be a complete solution. That is, if you leave it up to the discretion of the operator to decide which emails to capture and how to capture them then you will inevitably have an incomplete and inconsistent solution.  Worse still, you will have no safeguards against fraudulent or dishonest behaviour.

Human beings are, by definition, ‘human’ and not perfect. We are by nature inconsistent in our behaviour on a day to day basis. We also forget things and sometimes make mistakes. We are not robots or cyborgs and consistent, perfect behaviour all controlled by Asimov’s three laws of robotics is a long, long way off for most of us.

This means dear reader that we cannot be trusted to always analyse, capture and classify emails in a one-hundred percent consistent manner. Our excuse is that we are in fact, just human.

The problem is exacerbated when we have hundreds or even thousands of inconsistent humans (your staff) all being relied upon to behave in an entirely uniform and consistent manner. It is in fact ludicrous to expect entirely uniform and consistent behaviour from your staff and it is bad practice and just plain foolish to roll out an email management system based on this false premise. It will never meet expectations. It will never plug all the compliance and legal holes and you will remain exposed no matter how much money you throw at the problem (e.g., training, training and re-training).

The only complete solution is one based on a fully-automatic model whereby all incoming and outgoing emails are analysed according to a set of business rules tailored to your specific needs. This is the only way to ensure that nothing gets missed. It is the only way to ensure that you are in fact plugging all the compliance and legal holes and removing exposure.

The fully automatic option is also the most cost-effective by a huge margin.

The manual approach requires each and every staff member to spend (waste?) valuable time every single day trying to decide which emails to capture and then actually going through the process time and time again. It also requires some form of a licence per employee or per desktop. This licence has a cost and it also has to be maintained, again at a cost.

The automatic approach doesn’t require the employee to do anything. It also doesn’t require a licence per employee or desktop because the software runs in the background talking directly to your email server. It is what we call a low cost, low impact and asynchronous solution.

The automatic model increases productivity and lowers costs. It therefore provides a complete and entirely consistent email management solution and at a significantly lower cost than any ‘manual’ model. So, why is it so hard to convince records managers to go with the fully automatic solution? This is the million dollar question though in some large organizations, it is a multi-million dollar question.

My response is that you should not be leaving this decision up to the records manager. Emails are the business of all parts of any organization; they don’t just ‘belong’ to the records management department. Emails are an important part of most business processes particularly those involving clients and suppliers and regulators. That is, the most sensitive parts of your business. The duty to manage emails transects all vertical boundaries within any organization. The need is there in accounts and marketing and engineering and in support and in every department.

The decision on how to manage emails should be taken by the CEO or at the very least, the CIO with full cognizance of the risks to the enterprise of not managing emails in a one-hundred percent consistent and complete manner.

In the end email management isn’t in fact about email management, it is about risk management. If you don’t understand that and if you don’t make the necessary decisions at the top of your organization you are bound to suffer the consequences in the future.

Are you going to wait for the first law suit or punitive fine before taking action?

Have we really thought about disaster recovery?

by Frank 29. July 2012 06:00

The greatest knowledge-loss disaster I can think of was the destruction of the great library of Alexandria by fire around 642 AD. This was the world’s largest and most complete store of knowledge at the time and it was almost totally destroyed. It would take over a thousand years for mankind to rediscover and regain the knowledge that went up in smoke and to this day we still don’t think we have recovered or re-discovered a lot of what was lost. It was an unmitigated disaster for mankind because nearly all of Alexandria’s records were flammable and most were irreplaceable.

By contrast, we still have far older records from ancient peoples like the Egyptians of five-thousand years ago because they carved their records in stone, a far more durable material.

How durable and protected are your vital records?

I mentioned vital records because disaster recovery is really all about protecting your vital records.  If you are a business a vital record is any record without which your business could not run. For the rest of us a vital record is irreplaceable knowledge or memories. I bet the first thing you grab when fire or flood threatens your home is the family photo album or, in this day and age, the home computer or iPad or backup drive.

In 1996 I presented a paper to the records management society titled “Using technology as a surrogate for managing and capturing vital paper based records.” The technology references are now both quaint and out-of-date but the message is still valid. You need to use the most appropriate technology and processes to protect your vital records.

Interestingly, the challenges today are far greater than they were in 1996 because of the ubiquitous ‘Cloud’.  If you are using Google Docs or Office 365 or even Apple iCloud who do you think is protecting your vital records? Have you heard the term ‘outage’? Would you leave your children with a stranger, especially a stranger who doesn’t even tell you the physical location of your children? A stranger who is liable to say, “Sorry, it appears that your children are missing but under our agreement I accept no liability.” Have you ever read the standard terms and conditions of your Cloud provider? What are your rights if your vital records just disappear? Where are your children right now?

Some challenges are surprisingly no different because we are still producing a large proportion of our vital records in paper. Apart from its major flaws of being highly flammable and subject to water damage paper is in fact an excellent medium for the long term preservation of vital records because we don’t need technology to read it; we may say paper is technology agnostic.

By contrast, all forms of electronic or optical storage are strictly technology dependent. What good is that ten year old DAT tape if you no longer have the Pentium compute, SCSI card, cable and Windows 95 drivers to read it? Have you moved your vital records to new technology lately?

And now to the old bugbear (a persistent problem or source of annoyance), a backup is not disaster recovery. If your IT manager tells you that you are OK because he takes backups you should smack him with your heaviest notebook, (not the iPad, the iPad is too light and definitely not with the Samsung tablet, it is too fragile).

I have written about what disaster recovery really involves and described our disaster recovery services so I won’t repeat it here, I have just provided the link so you can read at your leisure.

Suffice to say, the objective of any disaster recovery process is to ensure that you can keep running your business or life with only a minimal disruption regardless of the type or scale of the disaster.

I am willing to bet that ninety-percent of homes and businesses are unprepared and cannot in any way guarantee that they could continue to run their business or home after a major disaster.

We don’t need to look as far back as 642 AD and the Alexandria Library fire for pertinent examples. How about the tsunami in Japan in 2011? Over 200,000 homes totally destroyed and countless business premises wiped from the face of the earth. Tsunamis, earthquakes, floods, fire and wars are all very real dangers no matter where you live.

However, it isn’t just natural disasters you need to be wary of. A recent study published by EMC Corporation offers a look at how companies in Japan and Asia Pacific deal with disaster recovery. According to the study, the top three causes of data loss and downtime are hardware failure (60%), data corruption (47%), and loss of power (44%).

The study also goes on to analyse how companies are managing backups and concludes, “For all the differences inherent to how countries in the Asia Pacific region deal with their data, there is at least one similarity with the rest of the world: Companies are faced with an increasing amount of data to move within the same backup windows. Many businesses in the region, though, still rely on tape backup systems (38%) or CD-ROMs (38%). On this front, the study found that many businesses (53%) have plans to migrate from tape to a faster medium in order to improve the efficiencies of their data backup and recovery.”

It concludes by estimating where backups are actually stored, “The predominant response is to store offsite data at another company-owned location within the same country (58%), which is followed by at a “third-party site” within the same country.”

I certainly wouldn’t be relying on tape as my only recovery medium and neither would I be relying on data and systems stored at the same site or at an employee’s house. Duplication and separation are the two key principles together with proven and regularly tested processes.

I recently spoke to an IT manager who wasn’t sure what his backup (we didn’t get to disaster recovery) processes were. That was bad enough but when he found out it seemed that they took a full backup once a month and then incremental backups every day and he had not tested the recovery process in years. I sincerely hope that he has somewhere to run and hide when and if his company ever suffers a disaster.

In a nutshell, disaster recovery is all about being able to get up and running again in as short a time as possible even if your building burns to the ground. That in fact is the acid test of any disaster recovery plan. That is, ask your IT manager, “If this building burns down Thursday explain to me how we will be up and operating again on Friday morning.”

If his answer doesn’t fill you with confidence then you do not have a disaster recovery plan.

 

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