Welcome to Econnect Communication’s September 2003 newsletter.

 

The theme for this month’s newsletter is "Working smarter not harder - reality or bureaucratic myth?” We thought: what better place to write a newsletter on this theme than in the supposedly Smart State of Queensland? The various projects we work on here at Econnect Communication have certainly given us some insights on whether it is possible to work smarter.

 

And one smart move we have very recently made was to invite Terri Westacott to join our team. To find out how Terri came to be employed at Econnect Communication, see her background article below.

 

Our next newsletter will focus on the interface between science and the arts and look at the opportunities, issues and challenges. And I’m sure we’ll have some extra insights after the Science Writers Festival events happening this coming weekend at the Brisbane Writers Festival (see summary and weblink below).

 

As always, if you have any feedback or ideas you’d like to add to our newsletter, we’d love to hear from you.

 

Regards,

Econnect Communication

Jenni Metcalfe, Michelle Riedlinger, Terri Westacott

 

This month – September 2003

Working smarter not harder – reality or bureaucratic myth?

1.      Harder and smarter makes Jill a dull girl and Jack more of a bore

2.      An overview of the rhetoric

3.      Making the most of meetings

4.      Tips for overcoming time constraints for communication

5.      There’s no place like Econnect

6.      Email with ease

7.      Science Writers Festival at the Brisbane Writers Festival 2003

8.      Subscribe to our free monthly e-newsletter

9.      Contact Us

 

1.      Harder and smarter makes Jill a dull girl and Jack more of a bore

By Jenni Metcalfe

In traveling around Australia working for a variety of clients often in government departments or research organisations it never ceases to amaze me about how very busy everyone seems to be. Departments seem to be trying to do much more than they ever did with less staff and people seem to be continually walking around wearing a harassed and often martyred expression. I wonder if they have any homes to go to, and if they do if anyone is still there hoping to catch a glimpse of them now and again! (Of course, having said all that… there have been times when I too have fallen into the black abyss of continual deadlines and a total lack of outside social engagement – a very dull Jenni indeed!)

 

In the face of such dire times and dark despair I have often heard managers mutter something about the need to work smarter or “more strategically”. But what does this mean? A magical cure it would seem for working hard, long lonely hours. The only problem is that no-one has really explained what working smarter means - at least I haven’t heard any clear explanations. And although the following articles provide some tips for making more of your time… they don’t really solve the problem.

 

However, my firm belief is that people need to start saying ‘no’ a lot more. They need to back up such negatives with clear rationale explanations which explain why they can’t do what is asked in the time available and why if they did what was asked it would result in personal and professional consequences.

 

But I’d also like to hear any thoughts or suggestions you might have on this very important issue. We’ll share any insights you might have with our readers in subsequent editions.

 

2.      An overview of the rhetoric

By Terri Westacott

“Work smarter, not harder” is a phrase coined 70 years ago by a process improvement engineer who gave presentations about work simplification. While discussion of the idea involved lots of diagrams and flow charts, it was essentially about increased productivity. These days the idea has evolved and wormed its way into many organisational strategies, including that of most government departments. While increased productivity is still a result of working smarter, a better standard of living is the goal.

 

Some general advice for anyone considering the “work smarter, not harder” approach is to:

  • Accept your limitations

  • Prioritise

  • Undertake training

  • Delegate authority

  • Seek advice

  • Be willing to embrace change

3.      Making the most of meetings

By Michelle Riedlinger

One of the top ten time-wasters for many organisations is the old-fashioned meeting. Despite promises, electronic communication has not proven to be a great replacement for face-to-face get-togethers.

Meetings are useful for gathering a diversity of opinions, honing goals, reaching agreement on decisions that must be made and taking action on issues but they can really slow up a productive working day.

Some tips for organising effective meetings include:

  • realising the purpose of the meeting; if it is for dissemination of information perhaps this can be done in written form

  • ensuring all the right people (i.e. those that need to be consulted) attend so that additional meetings can be avoided

  • ensuring that enough information is available to make decisions

  • providing a good meeting agenda so everyone knows what the meeting is about (giving it an appropriate title, providing a short paragraph describing the meeting content and disseminating this information three days before the meeting)

  • choosing a good chairperson who will keep to time and direct the agenda appropriately

  • scheduling meetings in the morning while everyone is fresh considering alternative settings where participants can feel relaxed or at least less focused on other matters such as garden settings

Participants may need time just to interact informally with others. To avoid interruptions during the meeting, create time for these interactions by scheduling lunch with the group for after the meeting or by organising a field trip.

 

4. Tips for overcoming time constraints for communication      

By Jenni Metcalfe

Potential constraints

  • Pressure from inside or outside your organisation to act quickly

  • Mandated deadlines

  • Volunteers with work-related pressures e.g. a conference to organise

  • Extended timelines needed for communication (e.g. people widely dispersed)

Potential solutions

  • Plan efforts early so they can be integrated into other timelines

  • Use short cuts, if necessary (for example, speak with people by telephone when there is insufficient time to meet with everyone face to face)

  • Develop streamlined processes (for example, consider conducting editing meetings rather than circulating and recirculating drafts, etc)

  • Plan for informal, smaller-scale efforts rather than large-scale events that need a great deal of lead time

  • Investigate sub-contracting of desk-top publishing, web publishing and other methods to speed production of materials

  • Recycle your efforts (Document by keeping organised lists of contacts, files of materials, and records of past efforts can speed your work tremendously)

  • Use of student/volunteer assistance to organise events (provides them with experience/professional development and you get cheap/free assistance)

5.      There’s no place like Econnect

By Terri Westacott

My first observation of Econnect Communication is that things happen a lot differently around here to what I’m accustomed. I have a computer designated specifically for use by me alone, as well as a bookshelf, filing cabinet, mobile phone, and an offer of being supplied with whatever software I feel I need to get the job done. And no committee had to hold a meeting to decide to supply me with these things. To many of you, these may not sound like unusual working conditions, so let me explain why I feel a little like Dorothy in the Land of Oz. 

 

For the past five years I have been working for environmental non-profit organisations. All run with limited resources and by prudent management committees. I have managed publications, events, websites, databases, public relations and marketing programs while having to share computers and use obscure software. I have become particularly adept at creating something valuable out of not much at all, and I didn’t need to study alchemy to learn how to do it.

 

Instead I studied a Bachelor of Environmental Science (majoring in policy and economics) at Griffith University, followed by a Graduate Diploma in Journalism at QUT. I am currently enrolled in a Bachelor of Photography and am open to further suggestions on how to satiate my addiction to study.

 

So far I’m enjoying my time with Econnect… but I’m warning you that I won’t be wearing any red sparkly shoes to work, or clicking my heels together, anytime soon.

 

6.      Email with ease

By Terri Westacott

If your inbox is overflowing or you can’t find the email address you’ve been looking for, the following hints should help to keep things under control. While most of the instructions are specific to Outlook Express, other email programs have similar functions.

  • Create folders for storing your messages. Click file > folder > new. After you've created the new folder, drag and drop messages into it.
  • Create rules for handling messages. For example, Outlook Express can automatically sort email into folders based on who sent the message or words in the subject line. Click tools > message rules > mail. You can also use rules to automatically do other things besides sort incoming email into folders. You can colour certain messages, automatically send a certain reply, and even delete messages.
  • Block unwanted messages instead of deleting messages as they are received. Click message > block sender to select which addresses to block.
  • You can also set up Outlook Express so that people whose messages you reply to are automatically added to your Address Book. Click tools > options > send and select the automatically put people I reply to in my Address Book check box.
  • If you regularly send email to a group of people, there is no need to add their addresses in the To: field individually. Click addresses > new > new group. You can then select which people you want included in the group. Next time you send out email to the group, click the To: button in the new message and select the group you created.
  • Take the idea above one step further. If you are a part of a group of people that email each other on a regular basis, simplify matters by signing up to one of the free discussion group services that are available.  For an example, see http://groups.yahoo.com/ and click on “start a new group” to see how easy this can be. Apart from the convenience of being able to post to a group at a single email address, Yahoo gives the group a free web page that only group members can access (if you choose that option), and includes features such as a calendar of events for the group to fill in.

 

7.      Science Writers Festival at the Brisbane Writers Festival 2003

Fun Science and Fast Facts for the whole Family

Paul Holper and Simon Torok will conduct experiments from their Amazing Science book series published by ABC books - including some that were banned for being too risky!

Two sessions - Saturday and Sunday October 4 and 5, 11.30-1.30 in the BookMania Marquee at Southbank’s Cultural Forecourt

 

BYO Science: The Science of Magic, Madness and Mysticism

Authors Iain McCalman and Sue Woolfe discuss the scientific basis or not of magic, madness and mysticism with local University of Queensland professor of psychiatry, Stan Catts.

Saturday October 4 at 6.30-7pm at the Terminus Hotel, Melbourne St, South Brisbane – Pub style!

 

Café Scientific: Greenies or scientists: Who’s winning the battle for the environment?

Sponsored by the British Council, ABC Science Unit and New Scientist magazine

ABC’s Paul Willis and Bernie Hobbs chair a hot session with UK green activist and author Paul Kingsnorth, Professor Ian Lowe from Griffith University and broadcaster and author Tim Bowden.

Sunday October 5 at 1pm at the Terminus Hotel, Melbourne St, South Brisbane – Café style!

 

For further information see the following websites:

http://www.brisbanewritersfestival.com.au

http://www.swfaus.org/

 

8.      Subscribe to our free monthly e-newsletter

Subscribe/unsubscribe: send email to admin@econnect.com.au with “subscribe” or “unsubscribe” in subject line.

View past newsletters: http://www.econnect.com.au/news_newsletter.htm

 

9.      Contact Us

Econnect Communication works with science, environment, ecotourism and natural resource management agencies to:

  • evaluate and develop communication strategies
  • write and design products that meet audience needs
  • run workshops that train staff and management in communication skills

 

Contact us: phone 07 3846 7111; email admin@econnect.com.au 

Website: http://www.econnect.com.au

New tips: http://www.econnect.com.au/news_qt.htm

 

© Econnect Communication Pty Ltd, 2003

Articles in this newsletter can be reproduced if Econnect Communication Pty Ltd

is acknowledged as the source