10 traits to look for when you're hiring a programmer

Programmers come with a wide range of skill sets, hail from many countries and cultures, and can have differing backgrounds and experiences. Nevertheless, certain qualities can mean the difference between a great programmer and someone who’s not so great. Here are 10 things to look for when you’re hiring a programmer(SONY VGP-BPS8 battery).

#1: Curiosity

Great programmers never accept things “as is”; they need to poke deep inside something, even when it appears to be working fine, to learn more. This is how many problems are solved before they are problems, and it’s usually the quickest way to fix acute issues(SONY VAIO VGN-FZ Battery). A programmer without this mentality will usually end up lacking the knowledge underlying why they are doing what they are doing, which means they’re working with blinders on. Unless candidates are very shy, their curiosity, if they have it, will show strongly during interviews(SONY VAIO VGN-FZ11S Battery).

#2: Clear thinking skills

It may sound obvious, but programming is an exercise in logic. People who can add 2 and 2 to get 4 are common, but people who can take “2 + x = 4″ and figure out that “x” is equal to 2 are much less common. This is why I have always preferred programmers with strong math or science backgrounds(SONY vgp-bps9 battery). It makes them a bit better at programming, but more important, it generally indicates good logic skills. When I discuss the job, I sometimes leave blanks in what I’m saying to see if the candidate can fill them in. In addition, if your hiring process includes formal testing, that’s a good time to test logic skills(sony vgp-bpl9 battery).

#3: Top flight reading speed and comprehension

Another “duh” when it comes to programmer productivity is that most of their work is not the typing of the code. A significant portion of a programmer’s day is spent reading, whether it be other people’s code, Web sites with examples, documentation, or project specs(SONY VAIO VGN-FZ32 Battery). Programmers who read slowly, or worse, don’t understand what they’re reading, will be inefficient at best, and dangerous at worst. You probably don’t want someone on staff who misreads the spec and spends three weeks doing the wrong thing; that’s just embarrassing when you need to explain the delay to the project sponsors(SONY VAIO VGN-FZ440N Battery). It’s really hard to gauge reading skills during the hiring process unless you use a formal testing process.

#4: Attention to detail

Attention to detail is a close cousin to curiosity. A programmer who pays attention to detail will be significantly more productive than one who doesn’t, all else being equal(SONY VAIO VGN-FZ280E Battery). It is, unfortunately, extremely difficult to measure this quality during the hiring process. Still, sometimes things happen during the hiring process that show that a candidate has this trait. Maybe it’s a casual remark or just a minor incident that occurs during the interview(SONY VAIO VGN-FZ460E Battery).

For example, I once had an interviewee casually compliment me on my shirt and mention that he was a fan of that designer; that spoke volumes about his attention to detail (as well as his fashion sense) (SONY VAIO VGN-FZ190 Battery). And of course, a severe lack of attention to detail can sometimes be obvious too; the candidate who walks in with pants unbuttoned or toilet paper stuck to a shoe clearly is not paying attention to detail(SONY VAIO VGN-FZ150E Battery)!

#5: Quick learner outside of programming

Unless your company develops programming tools, like compilers and IDEs, your programmers are working with projects outside the realm of programming. Just as journalists need to understand a little bit about the subjects of their stories and good teachers need a working knowledge of the field they’re teaching, good programmers are able to learn about the environment their software will work within(SONY VAIO VGN-FZ260E Battery). Of course, you don’t need a CPA with a computer science degree to work on your accounting software, but a programmer who can’t understand the basics of the math and business rules involved is going to be a liability(SONY VAIO VGN-FZ140E Battery).

I take candidates I’m seriously considering on a tour of the facility and provide a brief, simple, jargon-free overview of the company and how it works. Candidates who ask pointed questions that show they understand what I’m talking about, or who otherwise show comprehension, get extra credit in the overall hiring decision(SONY VAIO VGN-FZ11l Battery).

#6: Self-learning skills

It’s extremely rare for a programming shop to have the budget and time to provide training to its programmers. This is unfortunate, but it’s a current business reality. The result is that most programmers self-teach their skill sets (ideally with a mentor handy) once their formal schooling is over. Programmers who are good at self-learning are going to be better at programming(SONY VAIO VGN-FZ11z Battery).

During the interview process, I like to ask questions such as, “How did you learn to do that?” when the candidate talks about something difficult, or, “How do you get new skills?” and “Do you read any programming-related books, magazines, Web sites, blogs, etc?” (SONY VAIO VGN-FZ11m Battery). Candidates who aren’t just capable but who are eager to teach themselves new programming skills are much better to have on staff than those who don’t like to learn outside a formal training program(SONY VAIO VGN-FZ18m Battery).

#7: Passion

Some programmers are “daycoders” — people who write code 9 to 5, Monday through Friday, and do not think about it in the slightest outside of those times. That’s perfectly fine; not everyone can be a super geek who lives and breathes code(SONY VAIO VGN-FZ21m Battery). I have hired people like this in the past to fill a gap or to work on the sections of a project that are routine. But when I need to hire a top programming candidate (regardless of skill or experience level), I need to be hiring someone with a passion for the work(SONY VAIO VGN-FZ410 Battery).

Passion is a “make or break” during crunch time or on a project that requires tricky techniques, rare skills, and so on. After all, daycoders won’t be motivated to learn the best way of doing things and will instead just do what they’ve always done, which may not be the best way of doing things(SONY VAIO VGN-FZ21 Battery). Daycoders are also difficult to retain without a steady stream of raises and a high level of perks, since they are there for the money, not for the work. Passion will be fairly obvious during the interview. Candidates who get excited when you talk about your project or who are talking about their past projects have it for sure(SONY VAIO VGN-FZ160 Battery).

#8: Adaptability

Have you ever worked on a programming project that ended with the same specs it started with? Neither have I, and I am including short projects that lasted less than a day! Programmers who do not handle change well will probably not be very successful, except on long-term(SONY VAIO VGN-FZ210CE Battery), Waterfall-type projects that last years, usually under government contract. That is not to denigrate those kinds of projects or programmers, of course. But most projects are simply incompatible with a lack of adaptability(SONY VAIO VGN-FZ38M Battery).

It’s pretty obvious during interviews when candidates are not adaptable or handle change poorly, particularly if you ask questions like, “Did the requirements change often?” Candidates who say something like, “Sure, but that happens on all projects and it’s a fact of life” are winners. Those who roll their eyes and respond with, “Yeah, that’s why I could never get anything done!” probably will not be a good fit for most environments(SONY VAIO VGN-FZ31z Battery).

#9: Good communication skills

“Communication skills” doesn’t mean the same thing as “Speaks perfect English.” It means, “able to convey an idea accurately and effectively.” Pictures, sounds, and hand motions are all part of communication skills(Sony Vaio VGN-FZ31S battery). Programmers who have a hard time getting their point across or understanding what others are trying to tell them will not be effective in the long run. This is a difficult ability to properly measure in a phone interview, but when candidates have difficulty communicating even in a face-to-face interview, you can be sure that they’ll have a hard time on the job as well(SONY VAIO VGN-FZ31E Battery).

#10: Who’s the boss?

Programmers are a notoriously independent group of people. Indeed, I believe that’s one of their strengths, and it’s great not having to micromanage people working on technical projects. However, a good portion of programmers struggle with the idea of “I am the boss and you are not.” I know, it sounds tyrannical(SONY VAIO VGN-FZ31J Battery). In a way, it is. Managers often need to make decisions for nontechnical reasons, and they may not be able to explain those reasons to their team (secrecy, politics, not enough time, etc.) (SONY VAIO VGN-FZ31M Battery).

A little bit of pushback, particularly on bad decisions, is something I encourage and fully support, especially if the boss doesn’t realize that it is a bad decision and if the feedback is delivered correctly. But when the boss says, “I know from the technical perspective this is a bad idea, but this is how we need to do it,” it’s final(SONY VAIO VGN-FZ31B Battery). All too often, certain “rogue coders” will ignore their marching orders and go do their own thing. Even worse, they have a tendency to run their mouth to anyone and everyone about how stupid the boss is, and how he or she obviously does not understand programming — which may or may not be true. This sinks projects and does nothing but cause animosity and hurt team morale(HP PAVILION DV6000 battery).

This mentality can often be seen during the interview process, especially when you’re asking about past work experiences. Rogue coders love to talk about their “evil, idiot, pointy-haired slave driver” former managers, even when it is wholly inappropriate to do so, like in a job interview(SONY VGP-BPS13 Battery). Well-adjusted programmers will say things such as, “I disagreed with some of my manager’s decisions at a technical level, but I know that those decisions had to have nontechnical issues factored into them(SONY VGP-BPS13B/B Battery).”

10 ways to trim your IT budget

In this election year, everyone is worried about the economy. Experts disagree about whether the United States is headed for a recession, but the housing slump, losses on Wall Street(SONY VAIO PCG-5K1L battery), and the skyrocketing price of oil have both individuals and companies looking for ways to tighten their belts and trim their budgets.Nobody likes being told to spend less, but the tough reality is that in many organizations, all departments are seeing their budgets cut — and that includes IT(SONY VAIO PCG-6W2L battery). The question now is not whether to trim the budget, but how to do it in a way that’s least painful for the company and its employees. In this article, we’ll take a look at a few ways you may be able to save big bucks by making little (and not-so-little) changes(SONY VAIO PCG-7112L battery).

#1: Put off unnecessary upgrades

If your IT department is in the habit of automatically upgrading to the latest version of the operating system as soon as it comes out (or as soon as the first service pack is released, or any other arbitrary timeline), rethink that strategy(SONY VAIO PCG-8Z1L battery). Do you really need the new features offered by the new OS? Will those features actually increase productivity, solve some problem with the current software, or otherwise save you money? If not, maybe you can get along just fine without upgrading for another year or so(SONY VAIO PCG-8Z2L battery).

Remember that upgrading the operating system doesn’t just require the money for those licenses, but also often requires that you spend more money to upgrade the hardware to support the new OS. And there are indirect costs, such as the administrative overhead involved in the upgrade and end-user training(SONY VAIO PCG-8Y2L battery).

The same thing goes for productivity applications, such as Office. Will you benefit from the new features or have you been just automatically upgrading every time a new version comes along? Many companies save money by upgrading only with every other new release(SONY VAIO PCG-8Y1L battery). Of course, there may be good reasons to upgrade, but do a cost-benefits assessment first and be sure those reasons are sound.

#2: Don’t buy top of the line

Like it or not, hardware does eventually fail or become obsolete. When it comes time to purchase new computers — whether servers or desktop machines — you can save a lot of money by not buying the top-of-the-line product(SONY VAIO PCG-7Z2L battery). When you buy the fastest processor on the market, for example, you pay a big premium. The processor that’s one step down may be considerably less. And one thing you can count on in the IT industry is that the top-of-the-line model won’t stay in that lofty position for long(SONY VAIO PCG-7Z1L battery). In a few months, a new, faster model will come out and the price of that expensive piece of equipment will drop like a rock.

Of course, you don’t want to go cheap by buying the oldest, slowest systems available, either(SONY VAIO PCG-7133L battery). The best value usually comes one or two steps below the top-of-the-line model. For example, at the time of this writing, a Dell Optiplex 755 with a 2.40 GHz Core 2 quad processor costs $320 less than the same model with a 2.66 GHz Core 2 quad, yet the difference in performance will hardly be noticeable. And when you start buying dozens or hundreds of workstations for a business, that $320 difference can add up fast(SONY VAIO PCG-7113L battery).

#3: Consolidate servers

Server virtualization is all the rage now, and there’s a good reason: Consolidating multiple physical servers on one (or fewer) machines, using virtualization technologies such as Microsoft Virtual Server, VMWare ESX Server, or (coming soon) Windows Server 2008’s Hyper-V, can save money on hardware costs, power and cooling costs, and administrative workload(SONY VAIO PCG-6W3L battery).

Dedicated servers are often underutilized, but combining server applications/roles on the same computer can become an administrative and security nightmare. With virtualization, each server role functions in a separate logical (virtual) machine that appears on the network with its own name, IP address, etc., but multiple logical machines run on the same hardware(SONY VAIO PCG-7111L battery).

Server consolidation also cuts down on the amount of server room space you need, allowing you to save money on valuable office real estate(SONY VAIO PCG-6W1L battery).

#4: Virtualize applications

Server consolidation isn’t the only use of virtualization technology in today’s cost-conscious IT environment. Application virtualization using technologies such as Microsoft’s SoftGrid can save you money by reducing the administrative costs of installing, maintaining(SONY VAIO PCG-6V1L battery), and troubleshooting application software. Because the virtualized application is installed on the server instead of the clients, admins don’t have to deal with multiple installations of a program on different machines(SONY VAIO PCG-6S3L battery).

Application virtualization can also provide a way to protect the OS and other applications from software with bugs or glitches, reducing or eliminating expensive downtime. And because it uses fewer resources than separate virtual machines, less expensive hardware can be used(SONY VAIO PCG-6S2L battery).

#5: Use thin clients

Thin client computing is another way to cut hardware costs and allows you to provide users with a modern desktop while utilizing older or low-powered client machines. Windows Terminal Services in Windows Server 2003 and the soon-to-be released Windows Server 2008 can be deployed to allow users to access the full Windows desktop or selected applications on the terminal server over the LAN or Internet(SONY VAIO PCG-5J2L battery).

As with application virtualization, administration, maintenance, and troubleshooting of applications is centralized, saving administrative overhead. Programs can be deployed and updated more quickly, and less network bandwidth is used to access remote applications(SONY VAIO PCG-5L1L battery).

There are many approaches to thin client computing, including new “zero client” technology such as that offered by Pano Logic(SONY VAIO PCG-5K2L battery).

#6: Consider selective deployment of open source software

Open source software is often available free of charge, but may also come without warranties, formal training programs, or technical support. Updates may or may not occur(SONY VAIO PCG-5J1L battery). Some organizations have deployed open source operating systems and applications, only to return to commercial software due to these problems. Another disadvantage of some open source products for business use is lack of integration/interoperability with commercial software that may be in use by other departments, partners, customers(SONY VAIO PCG-5G3L battery), etc. Traditionally, open source programs have tended to require more technical expertise on the part of the users, although some open source software has become more user-friendly(SONY VAIO PCG-5G2L battery).

All that said, open source may have a place in your organization if deployed carefully and selectively. Open source (Linux/UNIX-based) server software may be appropriate for certain dedicated servers if you have IT personnel who have knowledge and expertise in the OS(SONY VGP-BPS13B/S Battery). Open source operating systems on the desktop may work fine for more technically savvy users. Open source applications such as Open Office that offer compatibility with the file formats of commercial applications might be the right choice for some users, especially those who only need to create documents occasionally and don’t need the advanced features of commercial programs such as Word(SONY VAIO VGN-FZ31B Battery).

A careful assessment of where open source software can and can’t be deployed in your organization without undue disruption and a steep learning curve can help you integrate it into your network in a way that saves money(SONY VAIO VGN-FZ31M Battery).

#7: Have fewer, smarter meetings

Meetings eat up a lot of time that could be better spent on more productive work. This is true across all organizations, and the IT department is usually no exception. You can cut down on meeting wastage by careful planning, having a set agenda and staying on-topic, and requiring only those who really need to be there to attend(SONY VAIO VGN-FZ31J Battery).

In many cases, the purpose of a meeting can be accomplished much more efficiently via e-mail or a telephone conference. Meetings at remote locations cost even more in travel time and expenses. If face-to-face communication is essential, you can use videoconferencing to save both time and money(SONY VAIO VGN-FZ31E Battery).

#8: Look at new training options

Training is often one of the first items to suffer when budgets have to be cut, but arbitrarily slashing all training dollars can end up costing the company more in the long run. It’s necessary for IT personnel to keep current on the technologies they deploy and administer; mistakes can result in expensive downtime or even loss of critical data(Sony Vaio VGN-FZ31S battery).

When cutting training allocations, it’s important to have a plan for personnel to continue to maintain and update their knowledge and skills. There are a number of ways to save money on training. Instead of attending expensive offsite conferences that involve travel and per diem costs, you may be able to set up onsite training or utilize computer-based training and self-study programs to accomplish the same thing(SONY VAIO VGN-FZ31z Battery).

Encourage IT personnel to keep learning. If the company can no longer afford to pay all the expenses for employees to obtain industry certifications, for example, you may still be able to cover part of the expenses (such as the exam fee) and/or offer incentives — monetary and otherwise — to employees who complete the training on their own time(SONY VAIO VGN-FZ38M Battery).

#9: Replace dedicated WAN links with site-to-site VPN

If your business has multiple physical locations and you have dedicated leased lines connecting them, it might be time to think about ditching the expensive dedicated links and replacing them with site-to-site VPN connections instead. Midsize and large businesses may be able to save thousands of dollars on monthly fees by doing this(SONY VAIO VGN-FZ21 Battery).

Likewise, small businesses that are currently paying hundreds of dollars per month for a T-1 line should look into new Internet service options. In some areas, you can get a business FiOS line (with static multiple IP addresses) for less than half the cost of your T-1, and it provides up to 10 times the downstream bandwidth and twice the upstream(SONY VAIO VGN-FZ11m Battery).

#10: Outsource some services

Outsourcing is a sensitive subject. Many people, hearing the word, think only of personnel cuts and jobs going to foreign shores. But judicious outsourcing can allow you to better utilize the personnel you have and to more efficiently and cost-effectively run your IT operation, without entrusting your data to people half a world away(SONY VAIO VGN-FZ11z Battery).

For example, as your business grows and your need for more servers expands, you might find that it’s less expensive and less hassle to use a hosting service for your Web servers or e-mail, rather than buying more hardware and hiring more personnel(SONY VAIO VGN-FZ11l Battery). As with other money-saving measures, this is not a one-size-fits-all solution, and you should first assess your specific needs, compare prices, and do a cost/benefits analysis to determine whether outsourcing really is the most cost effective option in both the short and long run(SONY VAIO VGN-FZ460E Battery).

10 ways to work better with your boss

Bosses: You can’t live with them, and you can’t live without them. Like it or not, most of us must deal with a boss, and the way we do so affects not just our career advancement and our salary, but also our mental well-being. Here are some tips on how to get along better with your boss(SONY pcga-bp2ea battery).

#1: Remember that your boss just might have useful insights

Think you have a clueless boss? Remember the words of Mark Twain, who once said that when he was 14, his father was so stupid it was unbearable. Then, he continued, when he became 21(SONY VAIO PCG-5K1L battery), he was amazed at how much his father had learned in just seven years. Your boss might be smarter than you think, and maybe later in your career, you will appreciate that fact. Regardless, a bad boss can still offer good advice(SONY VAIO PCG-6W2L battery).

I remember what a boss from years ago told me about the workplace. He said I should be aggressive and find out what people needed done rather than sit back and wait for assignments(SONY VAIO PCG-7112L battery).

Think of it this way: You still can learn from a bad boss. Analyze why that boss is a bad boss and then resolve to avoid those things if you ever become a boss yourself. As the cynic reminds us, even a stopped clock is correct twice a day(SONY VAIO PCG-8Z1L battery).

#2: Know your boss’ objectives

Software developers often concern themselves with “traceability.” The requirements for a software system must directly or indirectly be tied, or traced, to the objectives of the company. In theory, therefore, any requirement that lacks such traceability should be considered irrelevant and removed(SONY VAIO PCG-8Z2L battery).

In the same way, try to see the bigger picture. You need to know what the boss expects of you (see the next tip). But at the same time, you need to understand how your job helps the boss. Make sure that what you’re doing not only meets your own job description but helps the boss achieve his or her own objectives(SONY VAIO PCG-8Y2L battery).

#3: Know what your boss expects of you

When I was young, I once complained to my mother that I had nothing to do. “Calvin,” she answered, “Why don’t you practice piano?” That was the last time I ever complained to her about that topic(SONY VAIO PCG-8Y1L battery).

Ignorance of your parents’ wishes may be fine when you’re a child, but ignorance (willful or otherwise) of your boss’s expectations can kill your career. How can you expect a good performance evaluation if you’re unaware of how you’re going to be measured? If you know your objectives, are they quantifiable? If so, both of you will have an easier time during your evaluation(SONY VAIO PCG-7Z2L battery).

Every once in a while, check with your boss about what you’re doing and what you’ve accomplished and make sure your boss has that same understanding. If your boss has issues with your performance, it’s better for both of you that you know sooner rather than later, so you have time to make adjustments(SONY VAIO PCG-7Z1L battery).

In a perfect world, no surprises should arise during your performance review. If they do, either your boss didn’t communicate the objectives or you failed to understand them. Don’t let that happen to you(SONY VAIO PCG-7133L battery).

#4: Be low maintenance

Don’t be the “problem employee,” the one the boss always has to check up and follow up on. Instead, try to be the one the boss can depend on. It might not be apparent immediately, but a good boss will recognize and appreciate that trait(SONY VAIO PCG-7113L battery).

Are you going to be perfect in your work? Of course not. You’re probably going to make a mistake or create a problem at least once. However, when that happens, and you go to your boss (as you should, as mentioned below), try to go not just with the report of the problem. Think of some solutions and be prepared to offer your recommendations to your boss(SONY VAIO PCG-6W3L battery).

#5: Don’t surprise your boss

Don’t let your boss be blindsided by bad news. In other words, “fee up” if you created a problem or made a mistake. It’s better that bad news about you should come from you — not from a customer, not from a co-worker, and absolutely not from your boss’s boss. Did you have a negative interaction with an abusive caller or customer(SONY VAIO PCG-7111L battery)? As soon as the call is finished, call your boss and give a briefing. Tell the boss who you spoke with, why that person is upset, and what the boss can expect to hear from that person. Also give your side of the story(SONY VAIO PCG-6W1L battery).

The same advice applies to good news as well. Let your boss know about your successes. Otherwise, your boss might give the impression of being unaware of them when his or her own boss offers congratulations(SONY VAIO PCG-6V1L battery).

#6: Acknowledge your boss in your successes

The moment has arrived: You’re in front of your group, receiving an award or other recognition from your boss or your boss’ boss. An appropriate thing to do at this point is to recognize the people who made it possible, in particular your boss. It’s easy to do if your boss really did help you(SONY VAIO PCG-6S3L battery). What about the “difficult” boss, though? You should try to say something, but at the same time you probably should be truthful as well.

Remember what we discussed above — that even a bad boss can provide good insights and examples. Did your boss discourage you or make things difficult(SONY VAIO PCG-6S2L battery)? Maybe, in that case, you could thank your boss for helping you “keep things in perspective” or for “serving as a sanity check” or for helping you “see the problem from multiple points of view.” Don’t push things, or you may start sounding cute and insincere. However, do try to say something about your boss’ help(SONY VAIO PCG-5J2L battery).

#7: Don’t take criticism personally

Because most of us are so involved with our work, it’s hard to separate ourselves from it. So when someone criticizes our work, we view that criticism as a personal attack. Reacting that way can hinder our development and our progress(SONY VAIO PCG-5L1L battery). The next time your boss (or anyone else) criticizes your work, try pretending that the work was done by someone else. Then, examine it as a third party would and test the validity of the criticism(SONY VAIO PCG-5K2L battery).

A smart boss realizes that your success is tied to his or her own success. Therefore, the boss has an interest in your doing well. Furthermore, criticism from the boss could be a sign that the boss has high expectations from you(SONY VAIO PCG-5J1L battery). When I first began working, I was upset because my boss had given me a task that I thought was too hard. I discussed my concern with a friend of my father, who worked in the same area as I did. Though it happened years ago, I still remember that friend’s advice. “Calvin,” he said, “[name of boss] gave you that task because he thinks you can do a good job(SONY VAIO PCG-5G3L battery).”

#8: Remember your boss has a boss

We discussed earlier the importance of knowing your boss’ objectives. In the same vein, be aware that your boss has a boss as well. You can use that fact to build a collaborative relationship with your own boss, because both of you have a common objective of making the boss’ boss happy and making your boss look good. Having that collaborative relationship gives your boss a better impression of you and gives you visibility to your boss’ boss(SONY VGP-BPS13A/S Battery).

#9: Don’t upstage your boss

Upstaging your boss can limit your career mobility. Therefore, be careful of correcting your boss in public, as someone did to my father once. While he was making a group presentation, he referred to Worcester Polytechnic Institute(SONY VGP-BPS13B/S Battery). In doing so, he correctly pronounced it as “Woo-ster.” This person spoke up, saying, “Wellington, you’re wrong. It’s ‘Woo-ches-ter.’” Fortunately, my father was smart, deflecting the comment with the following answer: “I’m sorry. Please forgive me. English is only my fifth language.” My father humorously defused the situation(SONY VGP-BPS13S Battery). However, the fact that after all these years I still hear this story tells you what my father thought of that correction and the person who made it.

There’s one instance when it’s okay to correct your boss in public: when your boss mistakenly thinks he or she made a mistake but really didn’t(SONY VGP-BPS13/B Battery). Suppose your boss quotes a figure while giving a presentation. He or she then stops and says, “I’m sorry, I think I made a mistake.” If you know the boss was originally correct, it’s fine at that point to interrupt and say, “No, [boss' name], you’re correct.” (SONY VGP-BPS13B/B Battery)

#10: Manage your boss when necessary

Getting ahead in your career requires more than just sitting back and waiting for assignments. You must take initiative, looking for opportunities and problems to be solved(SONY VAIO VGN-FZ31M Battery). In doing so, take advantage of any organizational power your boss might have. Explain to your boss your plans and why they represent a good business decision. Then, ask your boss to fight any bureaucratic battles that may arise and to run interference for you. In doing so, you recognize the boss is the boss. However, you are directing your boss, in taking advantage of pull that you possibly lack(SONY VAIO VGN-FZ31E Battery).

10 signs that you aren't cut out to be a telecommuter

I’ve been telecommuting off and on for about 12 years, mainly because I insist on living in the middle of nowhere, which makes the drive to any regional office facility tiresome, inefficient, and expensive. Also, I’m a hermit, so that works out well for all concerned(Sony Vaio VGN-FZ battery).

When I tell people about this working arrangement, I usually get one of two polar-opposite responses: Wow, that must be GREAT! or How can you stand it? I’d go out of my mind after two days. Sometimes, I get the cousin of the second response: Oh, I’d never get anything done; I’d just sit around and watch TV all day(Sony VGP-BPL11 battery).

Successfully telecommuting — being productive, staying in the mix, keeping yourself on the executive radar, and not allowing work to bleed into your home life until you can’t tell which is which — definitely requires some discipline and vigilance. It’s not for everybody. But if you like it and you want to hang onto the deal, you’ll do whatever it takes to satisfy management and avoid pissing off your co-workers(Sony VGP-BPS10 battery).

If you’ve been considering a telecommuting arrangement, you’ll want to be aware of some of the ways it might go off the rails. Here are a few indications that maybe your commute to the office isn’t so bad after all(Sony Vaio VGN-FZ21M battery ).

#1: You fall prey to external distractions

One common lure of a telecommuting arrangement is the misguided notion that staying home will make it easier to juggle caregiver demands and work demands. Whether it’s kids, an elderly relative, or anyone else who happens to inhabit your home-now-office and requires some of your attention, the distractions are likely to take a sizable bite out of your focus and productivity(Sony VGN-FZ150E battery).

I’m not saying it’s impossible to find a balance. I’m sure many of you out there have. (And please share your comments and tell us what works for you.) But make sure you take a good hard look at what’s really going to happen if you try to manage domestic and professional responsibilities in the same space-time continuum(Sony Vaio VGN-FZ18M battery).

#2: You’re a sitting duck for internal distractions

If you can immerse yourself in a project and resist the little devil on your shoulder that urges you to raid the fridge, do the laundry, call your brother, pay some bills, weed the garden, bathe the dog, finish that Stephen King book so you can return it to the library, pop over to the library to return that Stephen King book(Sony VGN-FZ480E battery), hook up the new DVD player, look for that missing cell phone, cut the grass, watch a few minutes of SportsCenter, check your eBay bids… well good for you. It’s not that office employees aren’t doing a workplace version of some of these activities (some more than others). But at home, there are likely to be more tempting distractions (WAY more), with nobody but you to keep yourself in line(Sony VGN-FZ31E battery).

Of course, you need to give yourself some latitude here. But if you’re going to succeed, you have to do a little self-policing. Or bribery. That can work. One time-honored trick is to promise yourself a break or reward at a certain time or after you accomplish a particular task(Sony VGN-FZ180E battery). Sure, it has a kindergarten flavor. But if the devil on your shoulder is around five years old, as mine is, you might give it a try(Sony VGN-FZ18E battery).

#3: You can’t put together the necessary equipment, services, or infrastructure to do your job

One of my ongoing frustrations as a telecommuter has been the lack of anything resembling a high-speed Internet connection out here in the valley where I live. I came within a few nanoseconds of inking a deal with a satellite broadband service(Sony VGN-FZ160E battery), only to have the installer double-check the elevation and azimuth and discover the trees had grown enough to block the signal in the weeks I’d been waiting for him to show up. Seriously(Sony VGP-BPS14 battery).

Decent connectivity is essential for the work I do, and odds are, it will be important for you, too. But even if you have a screaming connection, you might face other equipment or infrastructure shortcomings that could make your work difficult or impossible to perform from home(Sony VGN-FZ11S battery). Think carefully about what you need to create the optimum working environment. Your organization may be able to help you fill in the gaps, just as it supplies employees with what they need in the office — but you don’t want to have to function with sub-par services or inadequate facilities day in and day out(Sony VGN-FZ17 battery).

#4: You can’t sustain enough (or any) proactive contact with the office

If your goal in telecommuting is to get the hell away from everybody in the office and have little or nothing to do with them, you probably need a new job. And possibly some counseling(Sony VGP-BPS18 battery). It’s true that I like solitude, which is a plus in a remote working situation. But I spend a large portion of each day in contact with co-workers, bosses, and TechRepublic contributors. I pester people with instant messages all day long, sometimes just to touch base, to say, “How’s it going,” or to get a read on the mood in the office from my trusted confidants(Sony VGP-BPS15 battery). Other times, I need a quick answer, a simple debriefing, or the latest on a go/no-go decision. If you’re an isolationist or you’re reluctant to take the steps needed to keep communications flowing freely, telecommuting probably isn’t a good arrangement for you(Sony VGP-BPL12 battery).

#5: You don’t function well without a lot of structure

Some people really need to have someone else impose a work routine on them. They need help lining up tasks, setting priorities, scheduling their days, staying motivated, and deciding how to tackle a project or assignment. If that’s your working style, you might find yourself adrift with nobody around to help you stay on track(Sony VGN-FZ29VN battery).

If you can’t seem to get organized or get started on things you know you should be working on (or you don’t know what you should be working on), telecommuting is going to be tough for you(Sony VGN-FZ220E battery).

#6: You have a manager who can’t or won’t manage remotely

My first opportunity to telecommute got torpedoed by my manager. The company president and CFO were all excited about the idea. In fact, they’d come to me with it, to see if I’d be the telecommuting guinea pig for the organization. But my manager wasn’t included in the initial conversations and when she heard what was afoot, she threatened a hunger strike(Sony VGN-FZ11Z battery).

Some managers simply can’t imagine trying to oversee the performance of a staff member who isn’t in the office with them. Could be management style, could be insecurity, could be an unwillingness to make the types of accommodations needed to keep telecommuting staff productive and integrated with the team(Sony VGN-FZ11M battery). Whatever the reason, I can tell you first hand, you need your manager’s buy-in for this type of arrangement to work. And the more you can take on your own shoulders (keeping your data backed up, your antivirus updated on the laptop, your online meeting software properly configured, your maintenance requirements low, and your participation levels high), the easier it will be to hang on to that buy-in(Sony Vaio VGN-FZ31M battery).

#7: You can’t establish boundaries with friends, family, or neighbors

Telecommuters cite the boundary problem as one of the biggest challenges they face. For whatever reason, not everyone gets the fact that yeah, you’re in the house, but you’re working(Sony VGN-FZ19VN battery). Your proximity is an irresistible invitation to some folks — even those who should know better — to see if you can tell why their car engine is making that noise, help move a refrigerator, fix a pot of coffee and talk about spring training prospects, read The Cat in the Hat Comes Back, or explain what you really meant when you said that thing you said last night(Sony Vaio VGN-FZ38M battery).

Of course, co-workers and bosses interrupt each other all the time in the office, and not always for any useful (or even discernable) purpose. But those boundaries are generally easier to establish and maintain, especially if you have a door (or a Mafia death stare) (Sony Vaio VGN-FZ31S battery). Trying to get family members and friends to understand that you need uninterrupted work time can be a lot more difficult and frustrating — and feelings may get hurt. If you think this could be a problem for you, or you just don’t want to have to be the bad guy and enforce some limits, you might be better off in the office(Sony VGN-FZ11L battery).

#8: You can’t bring yourself to quit for the day

Some people hit the door the instant their workday is over. Others have a tendency to hang around until they wrap things up. If you’re a hang-arounder, be wary of letting your work life encroach on your home life. Maybe you just want to test one more thing, try one more approach, knock out two or three lingering tasks, or get a head start on tomorrow(Sony VGP-BPS9/B battery). But before you know it, it’s 8:00 o’clock, it’s 10:00 o’clock, it’s midnight. Occasionally, this may not be a bad thing. It may not even be avoidable, depending on your job role. But if it becomes a habit, you could be in trouble(Sony VGN-FZ190E battery).

If you’re not careful, your job will begin to infiltrate your personal life — with potentially destructive consequences. Here are a few recommendations for combating this “pervasive workplace” syndrome(Sony Vaio VGN-FZ21E battery ):

Set up a dedicated area for working (so you can leave when the day is done).

Establish a work schedule and stick to it.

Take breaks just as you would in an office environment.

When it’s quitting time, quit.

#9: You can’t work independently

This is a little bit like #5. Being able to establish your own work structure, schedule, and priorities is an essential part of working independently. But there’s more to it than that. Working independently also means being able to create and pursue ideas and solutions without constant feedback or approval(Sony Vaio VGN-FZ21S battery). It means that you’re innovative and proactive, you spot opportunities, and you don’t always need to be told what to do or have everything spelled out for you. It means that you’re experienced enough to fly solo and make good decisions without too much hand-holding(Sony VGN-FW11 battery).

If you’re new at a particular job or constantly under the gun to learn new processes or technologies, working independently can be next to impossible. Take a realistic look at how much your work requires you to lean on co-workers and supervisors to accomplish tasks(Sony VGN-FW11M battery).

#10: You hate missing out on collaborative opportunities

Brainstorming, tag-teaming, and sharing project planning, development, and execution aren’t out of your reach if you telecommute — but you have to make a concerted effort to keep yourself in the game(Sony Vaio VGN-FZ31B battery). That may mean IM-ing and e-mailing incessantly, speaking up during phone conferences even though there’s that funky delay and awkward interruption factor, forcing yourself to use online collaboration software, or making extra in-person visits to the office. It can be done. But it’s not the same as being there every day(Sony VGN-FZ11E battery).

If you thrive on the ongoing interaction of working in the trenches with your colleagues, being able to look over their shoulders and hang around the break room or someone’s cube arguing spontaneously and face to face instead of via your keyboard or cell phone, telecommuting is probably going to disappoint you(Sony VGP-BPS13A/S battery).

10 things you can do to create better documentation

Let’s be honest. No one wants to write about it, read about it, or actually have to do it. I’m talking about documentation, usually defined as the second-to-last step in the Project Life Cycle(SONY pcga-bp2ea battery). Although documentation can and should occur at any point in the Project Life Cycle, I will be focusing my tips on the documentation phase. Please note that there are two subsets of documentation I will be discussing, End User Documentation and System/Internal Documentation(SONY VAIO PCG-5K1L battery).

The Project Life Cycle

While doing the research for this article, I pulled out the Encyclopedia of Computer Science, editors Anthony Ralston and Chester L. Meek, Petrocelli/Charter, 1976. It is definitely a first edition classic, but some things are timeless. It states in the Documentation listing(SONY VAIO PCG-6W2L battery):

“Documentation is a vital part of developing and using a computer-based system. In some commercial organizations, 20 to 40% of the total development effort goes into the documentation of the new system, recording how the new system is to work and how it was developed.” Author, K.R. London(SONY VAIO PCG-7112L battery).

I was curious if that was still true today, and if so, why documentation is not given the media coverage it deserves. I could not find a lot of information on the costs of documentation during the Project Life Cycle(SONY VAIO PCG-8Z1L battery). (See Figure A.) I suspect that these costs are often understated or not properly collected. For IT professionals whose job is to develop working systems, many may consider admitting the actual costs of documentation as embarrassing or reflecting poorly on their productivity and work(SONY VAIO PCG-8Z2L battery).

Your opinion of the documentation phase of the Project Life Cycle likely depends on your role in the IT organization. If you are a manager or project lead, documentation is critical to the success of the project(SONY VAIO PCG-8Y2L battery). If you are in a non-managerial position, documentation is an annoying nuisance that gets in the way of your real work. While the 10 tips below are mainly targeted toward the latter category, managers and supervisors can also benefit from them(SONY VAIO PCG-8Y1L battery).

#1: Document with pictures if possible

The old adage a picture is worth a thousand words means that by using pictures to augment your text, you can minimize the length and complexity of your documentation. System users like having pictures, diagrams, tables, and bulleted lists for quick reference(SONY VAIO PCG-7Z2L battery).

#2: Give examples

Examples are an excellent way for end users to quickly grasp concepts that they may not fully understand. It is also a good way for an end user learning new software to sit down and tackle a new challenge more easily. Here is an example of documentation with pictures(SONY VAIO PCG-7Z1L battery):

Previous Versions in Vista Business, Ultimate, and Enterprise

Previous Versions is the term that Microsoft uses for saving shadow copies of a file. If you are working on a document or any other project that is labor intensive and have accidentally lost part or all of your work, you can go back to a previous version. Think of it as an automated way to make snapshots of how the file looked at previous points in time(SONY VAIO PCG-7133L battery).

#3: Don’t presume to assume

Even if you know your targeted user base, your documentation needs to be written so that anyone with only basic computer skills can read it and learn how to properly use the system. Step-by-step instructions should be provided when possible, but consider placing them in an appendix, a separate chapter, or making them available via a hyperlink to avoid clutter(SONY VAIO PCG-7113L battery). If you are doing the documentation, change your mindset so that you place yourself in the shoes of a new system user. That can be difficult to do at first, but if you pay attention to details and fully document all features and functions, you can create documentation that doesn’t assume that the user can figure out information and procedures you have failed to include(SONY VAIO PCG-6W3L battery).

Don’t assume that your end user understands all of those acronyms that litter the IT landscape. The first time you present a new acronym, detail what the acronym stands for(SONY VAIO PCG-7111L battery).

#4: Anticipate problems

When testing your system, you should have tried your best to break the software any way you could. If your software has known issues (developers like to call them issues; end users call them bugs), document a workaround and provide it to your users and the help desk. You will not only save a lot of frustration for the end users but also a lot of extra calls to the help desk(SONY VAIO PCG-6W1L battery).

Document the events that are inevitable during the lifetime of any long-lived system:

What workarounds are available while the system or network is down?

How do you recover from a server outage, a hard disk crash, or database corruption?

How does someone who knows absolutely nothing about your system get the system up and running again(SONY VAIO PCG-6V1L battery)?

Your documentation should anticipate these problems and provide a detailed plan and instructions for system recovery(SONY VAIO PCG-6S3L battery).

Will the person who replaces you know where to find your documentation and any purchased vendor application documentation? All of these documents should be neatly organized and stored together in a safe and known place(SONY VAIO PCG-6S2L battery).

Another good example of anticipating problems is the Y2K Millennium Bug problem and solution. The media began reporting in the late 1990s that systems and software were likely to fail due to the storage of only two digits for the year in legacy systems. This problem was anticipated in advance and a lot of effort went into fixing the problem before it occurred(SONY VAIO PCG-5J2L battery). Software in development was built and certified as Y2K compliant years in advance of January 1, 2000. The results were remarkably successful. Except for a few minor reported problems, New Year’s Day 2000 was a festive occasion and not a disaster for the IT community, though a lot of us were on-call just in case(SONY VAIO PCG-5L1L battery).

The same mindset can be used to anticipate problems that might arise in your documentation. The Y2K problem also illustrates the need for continual document updating. System/Internal Documentation was changed to note the Y2K compliance or noncompliance of software and systems. For older legacy systems, workarounds were found and documented(SONY VAIO PCG-5K2L battery).

#5: Test your documentation

Sit down and follow your own instructions. If you are documenting the building of a server, a network, or any other IT system, start with a clean partition and build everything from scratch. You will undoubtedly discover that you have left something out or that some of your instructions are unclear(SONY VAIO PCG-5J1L battery).

Work with an uninformed but committed co-worker to get feedback before you publish. Let them test out your documentation(SONY PCGA-BP1N battery).

You will be amazed at what you will learn when you sit a person down to work with your software and documentation for the first time. A lot of features of the software that are obvious to you will not be so obvious to someone who is honest and willing to work with you. Watch closely what your guinea pig does while navigating your software. Ask for feedback and take notes(SONY VAIO PCG-5G3L battery).

I remember the feedback I got during the testing of one of my projects. The feedback was written in an e-mail so I could review it point by point. The first thought that came to mind was “how long will this take to do?” You may also take these comments as critical or personal. Don’t make that mistake. Looking back on it now, I should have implemented more of the missing features that my helpful critic had provided(SONY VAIO PCG-5G2L battery).

Use this opportunity to make final tweaks to your project. Feedback during the documentation process can help you make the overall project more successful(SONY VGP-BPS13B/S Battery).

I was writing a review for the Foxconn 975X7AB-8EKRS2H motherboard and I ran across two errors in the manual. I wasn’t the first person to review the board. Foxconn had missed the errors and all of the other reviewers had missed the errors as well. One mistake in the manual was far from trivial(SONY VGP-BPS13S Battery).

The diagram in the manual showing the normal position of the clear CMOS jumper setting was incorrect. I know because when turning the motherboard over to verify the proper seating of the heatsink, the jumper fell off(SONY VGP-BPS13AS Battery). I put the jumper back on according to the instructions in the manual. The computer failed to POST. After a careful look at the tiny diagram on the motherboard, I discovered the error and corrected the misplaced jumper(SONY VGP-BPS13A/S Battery).

I was working with a tech from Foxconn at the time who was kind enough to answer my questions and I informed him of the error. Documentation errors like this are easy to miss and can lead to potentially large costs to the manufacturer. I would have missed the error myself were it not for the fact that the jumper had been loose enough to fall off when turning the motherboard over(SONY VGP-BPS13/B Battery).

#6: Humanize your work

How many times have you read a user manual and wondered if there really was a human at the other end of the creation of the manual — or was it a computer that made that manual? Although you don’t want to create a colorful novel, humanize the document just enough with some of your personality so that a reader will feel a little more comfortable while reading it(Dell INSPIRON 1764 battery).

#7: Explore new technologies

Documentation can be costly even when done correctly. New technologies will continue to be created to help create more effective documentation that is less costly to develop. Look at these new tools as opportunities to reduce the time and cost of the documentation process(Dell INSPIRON 1564 battery).

Documenting as part of a project team can be especially difficult. Your documentation needs to be shared and added to the documentation of other team members. Changes have to be made, often on a daily basis. Software exists that will allow for this and will not only help to ensure a standardized end product but will also help to foster the sharing of ideas and knowledge among the team members(SONY VGP-BPS13B/B Battery).

While working at CSC (Computer Sciences Corporation) I had experimented with Microsoft’s Agent and text-to-speech technology with mixed results. I always thought that it offered some wonderful ways to guide a new user through some of the features of my system. Some may remember that offensive little paper clip character with the blinking eyes in Word 97. It was slightly more than annoying(SONY VGP-BPS13 Battery).

With Agent, you can have your character move across the screen, point to a drop-down box, programmatically open the drop-down box, and allow the character to speak to you about the options presented. I created a guided tour of my software and let Peedy, the parrot, point to boxes, fill in text boxes, change screens, and generally walk the end user through the entire process of creating a new record in the database(SONY VAIO VGN-FZ31E Battery).

I found that using Agent saved me from having to write many tedious pages of documentation that detailed the steps necessary to create, save, and modify new records. It was also fun to develop(SONY VAIO VGN-FZ31M Battery). It allowed my creative side to participate in a positive and beneficial way. Creativity is pre-programmed in most developers and is a key component of what makes them successful. Creativity can and should be considered when developing your documentation, depending on the standards and expectations of your company(Sony Vaio VGN-FZ31S battery).

The only feedback I received about my MS Agent experiment was that someone had too much time on their hands and it was never taken seriously, at least in part because of the comical looking character. It wasn’t a lot of extra work to build, but it did require me to learn some new coding techniques(SONY VAIO VGN-FZ31z Battery). It was a pleasure when a person in our department was to be trained. I told them to take the guided tour. Perhaps Microsoft was ahead of its time, and with a more respectable character, this type of technology could still become mainstream one day(SONY VAIO VGN-FZ38M Battery).

I recently built a computer for my dad as a 50th wedding anniversary gift. I documented some notes marked Important PC Notes PLEASE Read and left a shortcut on the desktop. I also created an audio file that documented the features and use of the computer. I had to ask him if he looked at my notes, but he offered to tell me that he took the case and computer audio tour(SONY VAIO VGN-FZ21m Battery).

These are just a few examples of alternative ways to document. It is this humble writer’s opinion that new ways to document are underutilized and underestimated for their simplicity and potential impact in today’s corporate environment(SONY VAIO VGN-FZ11m Battery).

The elusive be all and end all documentation software package has yet to be developed, but there are a number of useful documentation tools that are designed for specific documentation tasks(SONY VAIO VGN-FZ11z Battery).

#8: Do the documentation yourself if possible

The best person to document is the builder. After all, who knows the system better than the system builder(SONY VAIO VGN-FZ11l Battery)?

If you are the system builder, you are likely a crack programmer. But just mention the word document to a programmer and you will be given that “you’ve got to be kidding” look. If forced, programmers will document their work, or at least make an attempt to create something that will pass as documentation. I know. I have seen it all too often and even been guilty of it myself(Sony VGP-BPS21A/B battery).

And that is a real shame because a programmer with good documentation skills is a valuable asset to the company. What will your manager remember at performance review time if another person had to do the documentation for your project? My guess is it won’t be that you deserve a promotion, raise, or bonus(Sony VGP-BPS21/S battery).

While not exactly fun, documentation can be rewarding when done correctly. Not only will you have a better overall project to present to your customer, you will also greatly reduce the future support time you will have to provide. You can also reduce the amount of support and maintenance time for the help desk(Sony VGP-BPS21B battery).

When working at CSC, I was given the opportunity to be the project lead for the design and creation of our global reporting system and infrastructure. I got to see first hand the other side of documentation(Sony VGP-BPS21 battery). We had a very good programmer in the group who was doing Crystal Reports API work and custom function building. It was obvious to me that his knowledge was unique to him and needed to be shared with the rest of the team, and what better way to do that than to properly document his work(Sony VGP-BPS13A/S battery)? I wasn’t entirely successful in getting him to explain his work to the point that another person could step in and pick it up. He did list and explain the function names, how to use them, how they worked, and what they accomplished, and that was very helpful to the other members of the team(Sony VGP-BPS13B/S battery).

There seems to be an unwritten rule in the Realm of the Code that programming skills are inversely proportional to the amount of documentation programmers have to do(Sony VGP-BPS13S battery).

The second greatest compliment ever paid to me in my career was when I had to give a presentation to our global technical support team. I had to create and present documentation on how to build a reporting server(Sony VGP-BPS13/B battery). One of our database administrators was a chap from England who had to sit in on the presentation. He looked at the How to Build a Reporting Sever document and, to paraphrase, commented how good the documentation was and that he should be able to build a reporting server using my documentation(Sony VGP-BPS13/S battery). Statements like that make all of the hard work worth it. And it wasn’t a compliment for the main project work — it was for the documentation(Sony VGP-BPS13A/B battery).

#9: Coordinate the development of the End User Documentation with the Internal/System Documentation

You can cut your documentation time if you build your User Documentation at the same time you write the System Documentation(Sony VGP-BPS13B/B battery). You can share some of the information between the two and reduce missing information. Even if you don’t want to or it is inappropriate to share information between the documents, you can benefit from topics in one document that will prompt you to include additional documentation in the other(Sony VGN-FZ11E battery).

#10: Follow department or corporate documentation guidelines

Create and follow standard formats and guidelines. This will help to ensure that important information is not excluded and allow for easier reading by system users(Sony VGN-FZ32 battery).

The one time I had a dedicated documentation expert work with me to document my system was at Hughes Aircraft Company. The results were excellent. The format was the department standard and the results were better than I would have done. It required a lot of time and effort to get those results(Sony VGN-FZ440N battery). The documentation expert needed access to my beta system and access to me so that I could answer questions. This is more expensive and not all companies have the resources to allocate to professional documentation, but the results can be excellent if the system builder can verify that important information is not misinterpreted or left out of the end product(Sony Vaio VGN-FZ21J battery).

I was very fortunate that I had a former engineer who was also excellent at writing documentation. He understood what the system was designed and built to do and he filled in the blanks by actually using the system and discovering for himself how it worked. You may not be so fortunate(Sony Vaio VGN-FZ31J battery ).

In this day and age of global marketing, sales, and support, documentation should also follow country or regional standards. I am often irritated reading the manual for a piece of electronic gear made in China that is all too often difficult to translate. It is written in Chinglish and for some sentences I have to pause and try to comprehend. I usually just make a mental Scooby Doo sound and move on to the rest of the manual(Sony VGN-FW11M battery).

Were English-speaking documentation pros to learn (they never do) and write in Chinese, I imagine their Englese would sound the same to the Chinese-speaking people. Find and use a professional translator to make the documentation understandable so that important information is not lost in translation(Sony VGN-FW11 battery).

I should also state the obvious. Your documentation should be free of misspelling and grammatical errors. Always use a spell-checker to find errors. I never cease to be amazed at how many obvious spelling errors I have made and simply missed on a reread(Sony Vaio VGN-FZ18S battery).

Documentation developer

If I haven’t already convinced you that creating good documentation is good for you and your employer, take comfort in this fact — creating good documentation is not just a menial task. When you document your work, you are now also a documentation developer. Hopefully these tips will help you to avoid those time-consuming and disruptive questions that are bound to come your way and to your friendly help desk techs(Sony Vaio VGN-FZ21S battery).

Author’s note:

This is my first officially published document. I want to personally thank Sonja Thompson and Mark Kaelin for giving me this opportunity to share my thoughts with you. I’m not sure why Mark decided to offer me the opportunity to discuss such a daunting subject as documentation for my first article. Perhaps he figured that if I could write an interesting article about documentation, I could write about almost anything! I am glad he did, though, and my thanks to him and TechRepublic are more than I can convey with the tools of this trade(Sony Vaio VGN-FZ21E battery ).

10 tips for helping users keep Outlook data secure

Your users probably understand the importance of safeguarding the data on their computers. But they don’t always realize that some of that data is contained in Outlook. Here are a few suggestions you can share with them to help them protect that Outlook data(SONY pcga-bp2ea battery).

Note: Since Exchange servers control certain options, users may need to check with their administrator if they run into something that’s unavailable. Also, some of the options discussed here are available only to Exchange clients. If users are running Outlook on a contained system, those options won’t be available(SONY VAIO PCG-5K1L battery).

#1: Protect private items

If you’re running Outlook on an Exchange server, you can mark some items as private when you create them. Other people can see the item, but not its details. For instance, if you create a private appointment(SONY VAIO PCG-6W2L battery), other users will see only Private Appointment. Other users won’t be able to open the appointment to glean more information. To create a private appointment, simply click the Private check box on the first page of the Appointment form (it’s in the bottom-right corner) (SONY VAIO PCG-7112L battery).

Anyone with permission to access your folder can open items unless you specifically deny them access. To do so, Select Options from the Tools menu and click the Delegates tab. Select a user and click Permissions. To hide private items from the selected user, deselect the Delegate Can See My Private Items check box(SONY VAIO PCG-8Z1L battery).

#2: Secure personal folders

You can password-protect your personal folders to slow down a would-be snoop. Just remember that a password isn’t a total solution. Cheap password-hacking utilities are available to anyone with the inclination and a few bucks. A password only slows down a determined hacker while you’re away from your desk(SONY VAIO PCG-8Z2L battery).

To create a password for your Personal Folders file, right-click the top-level folder (which is probably Personal Folders) and choose Properties For Personal Folders. On the General tab, click the Advanced button and then click Change Password. If you had a previous password, enter it in the Old Password field(SONY VAIO PCG-8Y2L battery). If not, skip this step. Then, enter the same password in both the New Password and Verify password fields. The Save This Password In Your Password List option lets you bypass the password process. Doing so negates the password, so don’t select that option(SONY VAIO PCG-8Y1L battery).

You can’t password protect subfolders. It’s everything or nothing.

#3: Change logon security

Most systems allow unrestricted access to Outlook once you log on to Windows. That means that anyone can log in to your copy of Outlook while you’re away from your desk. Password-protecting your personal folders certainly helps, but you might also want to restrict access to Outlook(SONY VAIO PCG-7Z2L battery). You can do so by changing the authentication method Outlook uses. If you do, Outlook will require a password every time you open it — even if you’re already logged in to your system via Windows authentication. To change the authentication method Outlook uses, do the following(SONY VAIO PCG-7Z1L battery):

Open Outlook and choose E-mail Accounts from the Tools menu. Select View Or Change Existing E-mail Accounts and click Next.

Choose the appropriate Exchange account and click Change(SONY VAIO PCG-7133L battery).

Click More Settings and then click the Security tab.

Check the Always Prompt For User Name And Password option.

Click OK, Next, and Finish.

Close Outlook and relaunch.

Outlook will prompt you for your domain\username and password. For instance, if the server name is RabbitTracks and your username is SusanH, you’d enter RabbitTracks\SusanH(SONY VAIO PCG-7113L battery).

Use extreme care when changing this option. If you make a mistake, you’ll lock yourself out of Outlook. In fact, you might want to discuss this decision with your administrator before committing to it. In addition, this option is available only for Outlook clients on Exchange Server(SONY VAIO PCG-6W3L battery).

#4: Make your passwords strong

Some people make the mistake of using passwords that are unique to or known only to themselves — or at least they think so. For instance, they use a social security number or their baby’s middle name. These are weak passwords. Someone who knows you could quickly gain access to your data by simply guessing(SONY VAIO PCG-7111L battery).

A strong password adheres to the following guidelines:

Has at least seven characters.

Includes both uppercase and lowercase letters, numbers, and a symbol character between the second and sixth position.

Is a random collection of characters.

Repeats no characters.

Doesn’t use consecutive characters, such as 123 or abc(SONY VAIO PCG-6W1L battery).

Contains no pattern.

Doesn’t include any string or value that’s familiar to you, such as a social security number, your pet’s name, or your birthday.

Write down the password and keep it in a secure place it. Don’t write it on a post-it and stick it to your computer screen. Don’t laugh — you’d be surprised how many people do just that, without thinking about the consequences(SONY VAIO PCG-6V1L battery).

Remember, most passwords are case-sensitive. Change your password frequently. Once a month isn’t too often.

#5: Protect against infection

Most people know by now that viruses are programs that hide inside other files, and that they can hijack e-mail, destroy data, and replicate themselves and try to infect other files or users. But knowing about the threat is one thing. Effectively protecting against it is another(SONY VAIO PCG-6S3L battery).

E-mail is particularly vulnerable. Harmful files can gain access through e-mail attachments and Web-based e-mail. Just opening a message can execute the virus file. The best protection is an antivirus program. After installing, you must remember to update the definition files frequently because new viruses are released every day(SONY VAIO PCG-6S2L battery).

#6: Suspect attachments

Just because you know someone doesn’t mean the attached file he or she just sent you is safe. If the sender’s system is infected, the attachment may contain a copy of a virus, and the system sent it to you without sender’s knowledge. The potential for infection is so serious that starting with version 2002, Outlook blocks most attachments by default. There are three blocking levels(SONY VAIO PCG-5J2L battery):

Level 1: Outlook blocks access to potentially unsafe attachments. You can see the attachment with the e-mail message, but you can’t open it.

Level 2: You can’t open the attached file from inside Outlook. Right-click the attached file and store it to a local disk(SONY VAIO PCG-5L1L battery).

Level 3: Double-click to open the attached file inside Outlook.

If you receive a level 1 attachment and you need it, you have a few options:

Ask the sender to zip the file and resend it, as zip files have level 3 clearance.

Edit the Windows Registry to change level types for specific types of files. Do so only when you receive certain file types regularly. (Don’t consider this option unless you’re experienced with tweaking the registry.) (SONY VAIO PCG-5K2L battery)

Export the message to Outlook Express and open it there.

Keep in mind that the second and third options can release a harmful virus.

#7: Encrypt sensitive data

Outlook clients on Exchange offer built-in encryption. Doing so protects your data only as it travels from your client to server. It won’t encrypt data in your personal folders, so anyone who has access to your system can still view your Outlook items(SONY VAIO PCG-5J1L battery).

To add encryption to your Exchange E-mail account, do the following:

Choose E-mail Accounts from the Tools menu. Then, select View Or Change Existing E-mail Accounts and click Next(SONY VAIO PCG-5G3L battery).

Choose your Exchange account, click Change, and click More Settings.

Click the Security tab and select Encrypt Information.

Click OK twice, click Next, and then click Finish.

#8: Purchase a handy-dandy decoder ring

If you’re working with sensitive data, consider purchasing a digital certificate. Certification uses Secure Multipurpose Internet Mail Extensions (S/MIMME) protocol, and Outlook supports it. Using certification, you can send secure messages by offering a guarantee to the recipient that you are who you say you are. Purchase a digital certificate from VeriSign or obtain one from Thawte(SONY VAIO PCG-5G2L battery).

Each certificate has both a public and a private key. Windows stores it in the Registry and it’s never distributed. You’ll share the public key to anyone who sends you encrypted mail. Then, you’ll use your private key to decrypt the message(SONY VAIO VGN-FZ31E Battery).

Truthfully, if you intend to go this route, you need more than this tip. Knowing this type of security is available is just the beginning. But here’s the real tip — once you’ve installed your digital ID, back it up by completing the following steps(SONY VAIO VGN-FZ31B Battery):

Choose Options from the Tools menu and click the Security tab.

Click Import/Export in the Digital ID section.

Click the Export Your Digital ID To A File option.

Enter a filename and/or click Browse to select a location to save the file and click Save.

Enter a password and confirm it. Write down the password and store it in a secure location(SONY VAIO VGN-FZ31M Battery).

Click OK to export the digital ID.

Store the file in a safe secure place — preferably an off-site location in a fireproof safe or vault.

#9: Defensive zones

Incoming e-mail messages and Web pages often contain files you want to run. However, sometimes those files have the potential to release a virus or perform some other malicious deed locally. Internet Explorer uses security zones so you can determine which sites can download files. Outlook also uses security zones(SONY VAIO VGN-FZ21 Battery):

Local Intranet Zone: Use this for sites on your local intranet; security level is set to Medium-Low.

Trusted Sites Zone: Use this for sites outside your intranet that you trust completely; security level is set to Low(SONY VAIO VGN-FZ21m Battery).

Internet Zone: Use this for most Web sites; security level is set to Medium.

Restricted Sites Zone: Put sites you don’t trust into this zone; security level is set to High.

A Low level accepts all content without warning you first, so you should use this zone with care. A Medium level warns you before running content. You can choose not to run the file. Medium-low runs most content without prompting you(SONY VAIO VGN-FZ11z Battery). However, it will prompt you before downloading an unsigned ActiveX control. A High level won’t download or run anything. Just remember that a High level won’t protect you from the latest threats, so back up your efforts with update virus software(SONY VAIO VGN-FZ11l Battery).

#10: Download patches and updates

Perhaps the best way to keep Outlook data secure is to keep your system updated with the latest patches and service packs. Windows can handle it all for you automatically. In the Control Panel, double-click Automatic Updates and click the Automatic (Recommended) option. This setting downloads and installs appropriate updates for your system behind the scenes. You don’t have to do a thing but be online for the download(SONY VAIO VGN-FZ190 Battery).

Alternately, you can download updates automatically and then decide when to install them. Or you can choose when to download and install them. However, do not turn off automatic updating unless you have a good reason for doing so and know what you’re doing(SONY VAIO VGN-FZ150E Battery).

Initially, automatic updating was a bit buggy, but Microsoft seems to have worked out most of the kinks. If you don’t have PC support or an IT department that handles updates for you, the best thing you can do to protect yourself is to enable automatic updates(sony vgp-bpl9 battery).