Author:matt.jansen
Embrace Digital Nomad Peculiarities
Do more by embracing the peculiarities of digital nomads
Digital nomads share some similarities with traditional office workers, but they also have a unique scoring system on what motivates them to participate and stay engaged with a project. It’s important to embrace those differences because that will encourage independence while realizing gains in productivity and a reduction in turnover. Here is a breakdown of some good ways to keep productivity high.
- Learn from Facebook. The system is immensely popular because it allows people to interact with their friends easily and in creative ways, and it’s fun because there are various ways to poke, tease, challenge, and compliment friends. A system that transplants some of those same concepts to a cyber working environment will be extremely effective by communicating in a fun, intuitive way while preserving and expediting core kernels of information.
- Be open with digital nomads about problems the company is facing and successes it is enjoying. That opens the way for suggestions on how to improve a situation and celebrating victories encourages repeat behavior (just be sure you find out how people like to be recognized first). It also helps participants feel like they have ownership in the organization.
- Respond to suggestions from team members, because if they take the time to create a written suggestion there usually has been some thought behind it. Seeing suggestions implemented is even better because it helps team members feel like their opinion is valued and leadership is in touch with what’s happening on the front lines.
- Pay attention to successes and recognize them with monetary compensation whenever possible, though simple recognition is good too. For example if a writer is able to wrangle a large swath of traffic from a popular search term by including relevant keywords and an attention-snatching title, let them know you’re impressed!
- Some face-to-face time is best. At least for now humans react best to seeing each other in person. It allows us to read body language more clearly and understand other points of view the clearest.
- Recognize the support team. For example a disorganized CEO would never make appointments without a strong administrative assistant. A star blogger wouldn’t bring in nearly as much traffic without the regular posts generated by other writers on the team which make a blog a daily destination.
- Help digital nomads manage any necessary time tracking and invoicing easily as that kind of work will quickly aggravate them.
- Allow independent decision making. If digital nomads are too bound by a series of checks and balances they may not be able to respond quickly enough in a high pressure situation.
- Finally, be clear and upfront about what your expectations are for digital nomads regarding deadlines, time reporting, and pay. It will foster a good relationship and keep team members focused on building success for the company.
Tangibles and Intangibles of Digital Nomads
To gain good perspective on the ROI of digital nomads it’s important to look at both tangible gains like reduced facility expenses and intangible factors like employee morale and the security of intellectual property.
The leadership inside many organizations has a tendency to focus on tangible benefits. That kind of benefit usually takes the form of numbers that are comfortable in their black and white symbolism. The problem with that approach is that it can often lead to shortsighted decision making and quickly lead an organization toward mediocrity or worse.
The table below illustrates the theoretical costs and gains realized from a set of tangible benefits. Values will scale to a cost of -100 to a gain of 100. This provides a model for discussion without the distraction of company-specific metrics.
View the table in html.
Now take a look at intangible benefits using the same scale.
View the table in html.
With this analysis, it’s clear that the business is benefitting strongly by utilizing digital nomads, though individual organizations are sure to allocate valuations differently. This is simply a tool meant to provide clarity and direction.
Trust In Workers Is Key
Organizing a mobile workforce requires a certain amount of trust and faith that those workers will do the right thing. Security is a particularly tricky issue in this space because it can hamper productivity and frustrate employees. At the same time, some level of protection is prudent and should scale depending on how exclusive the work is. In other words, if a worker is focused on producing the latest tweak on an instructional brochure, biometric scanners with dynamically generated passwords broadcast to a mobile receiver is generally overkill. That is, unless those instructions are describing how to assemble bleeding edge explosives or specific mechanics behind a unique business model.
Before looking at any technology a frank business discussion is necessary to determine which mobile workers, if any, will engage with a part of the business that is mission critical and must be protected. This includes decisions on whether or not the business will pay for tools like laptops, mobile phones, software and vehicles.
On one end of the spectrum, the employee receives an agreed upon wage and provides all of their own equipment. This is usually a compatible model because it communicates to the employee that they are responsible completely for all of their own decisions. That means handling security threats like viruses and phishing attacks, as well as protecting higher cost items like laptops from theft.
Mobile employees who are closer to the business though may require some additional security. Once again, the key is to make security as smooth as possible so that it protects assets while at the same time feeling transparent to the employee.
I’ve worked in both environments, one where the employer insisted that Novell Netware be installed on my laptop with various security restrictions on what I could install, how long I could use the same password to log in and which types of applications I could install. They also paid for my laptop, software and mobile phone but I found that the restrictions on what software I could install were constantly hampering my ability to perform. There are so many open source applications available that this sort of barrier felt like a handicap. Additionally, support for the equipment was minimal. Calling support on occasion for assistance with updating an existing software package or for assistance to change a setting blocked by Novell Netware always resulted in long hold times and disgruntled helpdesk staff. Everyone seemed aggravated by the underlying business decisions.
But, some businesses take a more laissez faire approach. For example I’ve worked for a company that tasked me with accomplishing a certain number of articles per month and however I accomplished that goal was up to me, my pay stayed the same. This enabled me to use whatever applications and resources that I wanted to online and encouraged a sense of independence and trust. You can guess which employer I worked for longer.
Mobile workers are typically accustomed to, and often insist on, accomplishing goals on their own terms. Companies that seek to overburden them with security restrictions will see short-term and long-term consequences for getting in the way. It’s also difficult to protect against every type of threat, just look at Windows XP and Vista for an example of how a heavy investment in security still results in regular breaches.
The business first has to decide which employees are working with mission critical material, then implement appropriate security that’s effective but seamless as possible.
Keeping Employees Connected
Problems with a mobile workforce:
- Interpersonal relationships can become mechanical because there is no personal connection between employees
- Team building is enhanced by live interaction between employees. Trivial (but critical) side conversations build a foundation of understanding between people who otherwise would interpret interactions from a purely objective and reserved perspective.
- Brainstorming can be stifled by a lack of live interactivity
- Otherwise good employees are sometimes overlooked because they don’t have the necessary technical skill set to make mobile work feasible
- Distractions in mobile work environments (e.g. coffee shops, shared workspaces, basements, home offices) can dilute focus
- Infrastructure is sometimes reliant on consumer-oriented services. For example, consumer Internet access, electricity. Gaps in service are outside the organization’s control.
Advantages with a mobile workforce:
Mobile Work Environments Are Still Awkward
Being a mobile worker means taking a whole new level of responsibility for self-management and adhering to deadlines. It also means a certain level of tenacity is a prerequisite to push through the myriad distractions and challenges that typically arise while traveling.
First on that list is weight. After piling on a laptop with an extended battery, a mobile phone clipped to a belt, chargers for the laptop and mobile phone, iPod, voice recorder, a mouse, perhaps a projector and all necessary connector cables, it’s easy to imagine an aching back from carrying that briefcase.
One solution to reducing all of that clutter is to use convergence devices. For example many mobile phones provide a way to record voice memos, include a music player and also build in a camera. That solution only goes so far though, because convergence devices often don’t provide the same depth of functionality that a specialized device does. A second option is to buy streamlined devices. An extreme example is Apple’s Macbook Air, but companies like Dell and Acer have ultra-slim models as well. Miniaturized devices can save on weight but they usually sacrifice functionality, or they match functionality but cost much more.
A third option, which also can carry the risk of appearing unprepared to a client is to purchase a mobile phone like a Blackberry that provides many of the same basic features laptop does. This will reduce your clutter down to a mobile phone and charger, but it requires you to call contacts ahead of time to make sure they have the right equipment on site to get the job done. And, if a job requires anything like graphics editing or coding then this isn’t a good option.
Once a mobile worker has come to a decision on which devices are necessary, the next challenge becomes interfacing with them in a healthy way. Laying in a bed typing at a laptop for 30 minutes isn’t the most comfortable position, and consistently using bad posture can lead to repetitive stress injuries. Typically I look for a desk or counter that levels out just above my waist when sitting down. That works for a while, until my neck begins to ache from looking down at the screen that’s stuck on the other end of the clamshell hinge. I’ve found the best solution in this situation is to move periodically to new positions where the screen and keyboard are higher and lower so that none of my muscles lock up. It’s also very helpful to take microbreaks and do some physical exercises like pushups or crunches.
But, what if in the middle of a pushup you realize that the hotel you’re staying in doesn’t provide WiFi access, and you still need to e-mail out a critical document? It’s happened to me many times, a cold stabbing feeling usually slides through my stomach. After a couple of frenetic evenings searching for other nearby hotspots I decided to invest in a wireless broadband modem. I use a USB version so that it can be utilized on many devices. Since buying that I haven’t paid fees at hotels for WiFi access and I haven’t been concerned with deciding which restaurants to visit based on their network access. It’s also easy to look online at coverage maps ahead of time to determine if the places I’m visiting will provide good wireless data coverage, so far coverage has only been an issue in remote places far away from any city. Even then I’m usually able to get coverage, just at a slower speed. To cut back clutter, many mobile phones can also function as a broadband modem.
Challenges with being a mobile worker:
- Authenticating into a corporate network through some sort of VPN software
- Synchronizing between different files if using multiple machines
- Finding an environment that allows concentration while traveling
- Attending to basic biological needs can be stressful, particularly for those who have health conditions (e.g. diabetics)
- Internet connectivity
- In companies that do not embrace mobile workers, IT departments can become a barrier to gaining the right access
- Access to electrical power to recharge batteries
- Leaving things behind when it’s time to travel again
- Critical to be clear in voice and e-mail communications because there is far less face time
- Knowing when to turn off the blackberry and spend some time in their personal life
Given unfettered liberty, Mobile workers will excel
Employers who look to control mobile workers will meet with the same rejection that belligerent advertisers have encountered with the youngest generations. Smart advertisers have figured out that if they provide an inspiring, relevant message to a narrowly targeted segment then usually the people receiving those messages are receptive. Smart employers are figuring out the same thing. Appealing to mobile workers requires that they provide a targeted mobile work environment with goals that are tailored to the interests of its employees. Mobile workers who are genuinely interested in the subject material and direction of their company will be ultimately productive.
But even when employees are passionately interested, sometimes they like to know that someone cares about their success and that they’re accomplishing what the company is looking for. That’s why it’s important to have regular personalized interaction — live conversations are best if possible. That creates an opportunity for a business manager to subtly check in on progress of key projects without creating a sense of stifling micromanagement.
Periodic personal check ins will help maintain a good relationship, but it’s important to respect that mobile workers are usually good at sustaining a balance between life and work. They’re also tenacious in meeting the deadlines they commit to. That makes it critical for business managers to position themselves as mentors instead of overbearing “boss” figures.
The word “boss” will generally inspire a host of negative impressions with moble workers and most of them hate supervision. Why? Because they are capable of managing themselves without a “boss” reiterating a set of instructions already apparent. Once again, mobile workers are looking for mentors who are willing to assist them with decisions during difficult crossroads. They aren’t willing to accept “boss” figures in their lives. Mobile workers who aren’t able to manage themselves will be easy to spot because the quality of their output won’t be on par with their peers, and project schedules will become haphazard.
Because mobile workers demand so much liberty in their day-to-day routine it’s critical to pay close attention during the hiring process. Most importantly: is the candidate interested in the position and the overall subject material? Generally it’s easy to gauge interest based on portfolio work or other experience that they can talk about in detail.
Once a group of mobile workers gather and the initial excitement of something new wears off, what keeps them engaged? Two things. The first is their initial interest, and the second is a sense of belonging to something larger that’s moving in a direction with purpose. A sense of belonging doesn’t come from business discussions though, it comes from the jokes and quirks that germinate and grow within and in between business topics. Business managers who encourage some jovial interaction in online forums and playful back and forth will see a group of people forgive some of their differences and meld into a team. When mobile workers can lower barriers and relax, that’s when trust grows, which is the case for almost any human.
Speaking of humans, most have them have personal problems. Personal issues in the workplace are fine and they’ve always been present, perhaps just swept under carpets and camouflaged by various idiosyncratic behaviors. As long as other mobile team members aren’t overburdened by a person’s issues and deadlines are still met regularly it’s fine to accept that people are human and that they have problems. Additionally it’s almost impossible to monitor and crack down on mobile workers addressing their personal issues during work hours because they’re especially adept at finding ways around any barrier erected in front of them.
Mobile workers have a lot to offer employers who embrace their prerequisite liberty, and who provide mentorship during difficult forks in the road.
