Post written by Ivan Walsh. Follow me on twitter

Last week I showed you how to use Microsoft Visio to create business process maps, use case diagrams, flowcharts. org charts, and other type of documents. This week, we’ll look at text. How to add, change, flip and control the text in your diagrams. For example, if you have a lot of shapes in the same flowchart – and need to add text instructions – it can be hard for the reader to see the text clearly. This makes your diagram looks crowded and hard for business analysts to understand the process flow or use case.

Control the Position of Text On Lines

Here is one way to control how text is positioned in your Visio diagrams.

1. Double-click on the text.
    
2. Use the slider to move the text along the line.
   
3. Click the yellow arrow to move the entire block of text along the line.
   
4. This lets you nudge the text closer to endpoints and to squeeze in more text, especially in tight diagrams where there is not much space.

Rotate & Flip Text

Another trick is to flip the text.

1. Select the blue curved line and do copy/paste.
    
2. Right-click on the copy and then do Shape, Flip Vertical.
    
3. This flips copy upside down. Select the line and nudge it until it snaps to the shapes. 
     

Remember to use the Format, Line option to control the visual appearance of your diagrams. A few minutes can make all the difference between a boring black and white diagram and a really stunning presentation.

What tips do you have to make Visio diagrams more professional looking?

Related posts:

1. Use Case Tips #10: Move Multiple Shapes With A Single Click Post written by Ivan Walsh. Follow me on twitter...
2. Business Process Design Tutorial # 1: Why, What & How? Post by Ivan Walsh. Follow me on Twitter. At...
3. Case Study Part 3: How to Structure your Case Study Case studies and white papers are very effective marketing...

Related posts brought to you by Yet Another Related Posts Plugin.

Post written by Ivan Walsh. Follow me on twitter

I use Microsoft Visio to create business process maps, use case diagrams, flowcharts. org charts, and other type of documents. One way to create these diagrams faster is to group shapes & images, so you update all the shapes with a single click. I’ll also show you how to move the shapes back and forwards on the Visio worksheet.

Visio Power Tips: Move Shapes With A Single Click

How do you move several shapes at the same time in Visio? You can move several shapes, blocks of text and other items by grouping them into a single ‘object’. The principle is the same as grouping objects in Microsoft Word and PowerPoint. Here’s how it works in Visio.

How to Group & Move Shapes In Visio

You can move several shapes at the same time in Visio as follows:

1. Drag your mouse over the shapes you want to ‘group’.
   
2. To group the entire page, do Ctrl + A (Select All).
3. To group shapes which are next to each other, drag your mouse over the shapes.
   
4. To group shapes in different parts of the page (e.g. if you want to shapes in different parts of the page) hold down SHIFT and then click on each shape you want to select. Click, click, click!
5. Visio highlights the shapes that you selected with little green handles.
6. Right-click and then select Shape, Group. The shapes and lines you selected are now grouped.
   
7. Select this shape and drag it across the page, or to another Visio diagram, and it will move as one unit, i.e. grouping. You can also use the arrow keys to nudge it across the page.
8. To un-group the shapes, right-click and then select UnGroup.

Note that you can also move the group to the back (or bring to the front), for example, if you want it to float behind another image.

What tips do you have to make Visio diagrams more professional looking?

Related posts:

1. Use Case Design #11: Rotate, Change & Flip Text Post written by Ivan Walsh. Follow me on twitter...
2. Case Study Part 2: Why You Must Focus On a Single Issue As mentioned earlier, a case study is a soft-sell...
3. Ten Tips & Tricks to Get the Most Out of HootSuite f you have multiple Twitter accounts, want to schedule...

Related posts brought to you by Yet Another Related Posts Plugin.

Post by Ivan Walsh. Follow me on Twitter.

At the end of the workshop, our client confessed, ‘I didn’t know our business worked like that’.

We’d came onsite and over three months mapped out the processes in his Finance, Sales and Operations Depts. For me, one of the most rewarding aspects of Business Analysis is discovering how a business works and then mapping it out in Visio.

Business Process Template – MS Word

Definition: What is a Business Process?

We write the process narratives in Word. In simple terms, business process design is a way of gathering related, structured activities (tasks) that serve a particular goal, usually for customer though it can also be for an IT system. The best way I’ve found to capture the business process is in flowcharts, which show the sequence of activities and where each task inter-relates.

I’ve learnt so much how business models work by taking a business apart, process by process, and seeing where it’s working best and where it needs some fine-tuning.

• One definition of a business process is that it’s a ’set of coordinated tasks and activities that will lead to accomplishing a specific organizational goal’ TechTarget’s Definition of Business Process. In addition, business process management (BPM) is a systematic approach to improving those processes.
• The Business Process Management Initiative (BPMI) promotes the standardization of common business processes, as a means of furthering e-business and business-to-business (B2B) development. To realize end, it developed the Business Process Modeling Language (BPML), an Extensible Markup Language (XML)-based meta-language for modeling business processes.
• A business process diagram let’s you illustrate activities that are designed to produce specific outputs. For example, if you worked for a bank, you might have a Credit Card application process.That shows what the customer needs to give in, what happens when the application is received, and what results are expected. The customer gets a new credit card or is rejected. You need to design processes for each these scenarios.

Visio Business Process templates

Business Process Example

Let’s look at an example of creating a process flow diagram for a Credit Card application. Like we said, business processes show how to capture (record) the order in which activities occur.

For example.

1. Customer applies for credit card on the bank site
   Or
2. Customer applies for credit card in the branch
   Or
3. Customer applies for credit card at promotional event
   Then
4. The credit card application is received electronically, but the email is wrong (separate process flow)
5. The credit card application is received at main office, but address is missing (separate process flow)
6. The credit card application is received at branch office who send it to head office (separate process flow) Then
7. The customer gets a new credit card in the post
8. The customer is offered a new credit card but has to come into the branch (with ID) to pick it up
9. The customer is offered a new credit card but it send to the wrong address (printing error)
   Or
10. The customer is rejected online.
11. The customer is rejected at branch.
12. The customer is rejected at sub-branch.

All of these scenarios need to be mapped correctly and, if necessary, form part of a new process. For example, the credit card rejection process. As a Business Analyst, you need to design business processes for each these scenarios.

Business Process Analysis

A process must have a start, inputs (documents or information) and outputs (reports/forms/results). At its most simple level, every process has a:

1. Start – what triggers the process into action? I want a credit card.
2. Middle – what goes on in the process? The different steps, including variations, business rules, and possible exceptions.
3. End – what conditions are necessary to close the process? I got my plastic friend. Woohoo!

Business process modeling involves designing processes that add value by showing the transformation of inputs into useful outputs.

What inputs go into the Business Process?

Inputs are whatever enters something into the process, for example, the customer (a human resource) submits a credit card application. In another process, a HR system (equipment) may submit a report to anther IT system, maybe the SAP or Oracle databases. Inputs can be resources (people), materials, energy, and equipment (software).

In UML, a resource is an input to a business process and is consumed during the processing. For example, as each daily train service is run, the service resource is ‘used up’ as far as the process of recording actual train times is concerned. When mapping business processes, an Input link indicates that the resource is consumed in the processing procedure. For example, when customer orders are processed they are signed off and used only once per order.

What are Business Process Analysis outputs?

Outputs are the result, the end product, in the business cycle. Outputs may be a physical product (possibly used as an input to another process) or a service. Outputs are whatever is produced as a result of this action. While this seems obvious, remember that in complexes there may be two or more outputs. You need to decide which is the main output and relegate other outputs to sub-processes. More on sub-processes later.

As a Business Analyst, this means that in the credit card application, the outputs will be the Acceptance of the Credit Card request or a Rejection of the request. When designing the process map, make sure you cover all scenarios so the process flow and all intermediate activities are mapped.

Conclusion

A business process will typically produce one or more outputs to the business, either for internal use of to satisfy external requirements. Outputs may be a physical object (such as a report), a transformation of raw resources into a new arrangement (a daily schedule) or a business result such as completing a customer order.

Remember, business process A’s output may feed into business processes B, either as a requested item or a trigger to start new activities.

Next week, I’ll look at how to use Business Process design techniques for large Software Development projects. You might want to read this if you’re looking at ways to improve your department’s performance, outsource projects, or to improve your knowledge of process design.

Do you enjoy process design or designing flowcharts? Please share your thoughts or lessons learnt below.

About the Author: Ivan Walsh is a contributing editor to the Klariti Small Business Centre. Ivan also shares Business Plan tips for SMEs on his business plan blog. Follow him on Twitter

Related posts:

1. Use Case Design #11: Rotate, Change & Flip Text Post written by Ivan Walsh. Follow me on twitter...
2. S.P.E.E.D. Writing – 37 Ways to Write Your Business Document Faster Post by Ivan Walsh. Follow me on Twitter. Working...
3. Requirements Analysis – Part 5 Prototypes Prototypes are mock-ups of an application. Mock-ups allow users...

Related posts brought to you by Yet Another Related Posts Plugin.

One of the alternative careers I’ve considered as a Technical Writer is Information Architecture. Information Architecture is worth considering if you’re attracted to organization of data, for example, indexing, rather than writing. I get a bit tired to typing at times and enjoy other tech comms activities such as analysis, diagramming, and documentation planning. This short article gives some insight into how Information Architecture is used when developing websites. So, for those of who want to retain your writing skills and move into web-facing career, maybe Information Architecture is worth exploring.

Using Cards To Index, Organize and Structure User-Focused Websites

In order for any site to be successful, you need to  arrange the information so that users can make find the relevant  content quickly. While most websites are content-driven, many designers underestimate how difficult it is to arrange a site structure that is easily understood by both novice and experienced users.

Why is this?

Maybe it’s because we are trained from childhood to retrieve data in certain ways, for example in library systems we use chronological order and subject categories; or alphabetical listings in phone books, and later we use this method when using other media such as the Internet.

The Role of Information Architecture

Prior to any graphic design or coding taking place, an Information Architect will gather, sort and organize the content.

Card sorting is one way to organize groups of information:

• Create cards for all the topics on the site. For example, if it’s a sport portal, create cards for Football, Basketball etc
• Sub-divide these categories into Leagues, Players, Stats, venues etc that are most appropriate.
• Label them as you work and cross-reference any cards that overlap.
• Define the optimal organization structure based on the data you have gathered.
• Test the structure by performing mock tasks i.e. how do I find information about Michael Jordan, when he played softball.

Prepare Flowcharts
Next, prepare flowcharts that outline the overall site structure, showing all pages, respective navigation paths between sections and content labels. The advantage of using a flowchart is that all parties in the development process can see the site’s information architecture structure and make suggestions to remedy, alter or delete sections as needs be.

Unless information is flowcharted there is likely to be misunderstandings between departments when the site is released.

“I’d thought that it would do this…”

“I’d thought that it would be more energetic…”

“I’d thought that it would be, y’know, different…”

Breakdown Each Page
Then for each main section prepare an itemized list of its contents.

Include text, images, sounds, video clips, audio clips, applets and all downloadable items.

List all links and their destination pages.

Divide the links which appear on all pages, i.e. Contact Us, from those that will only appear on specific pages. If this list is being prepared in Excel or Word it is useful to color-code the lists for quicker reference.

By breaking down each page you will reduce any misunderstanding about its content objects and its functions. For example, designing pages within a Shopping Cart require considerable attention to detail as each separate page needs to be prepared correctly. Any omission of data may cause the user to leave the shopping section and search for it elsewhere.

Design for Breadth
Studies into HCI and Usability have shown that users get disorientated once they go past the third level of depth on a site. Therefore your site plans should enable users to find any data within three clicks. If you can’t achieve this with the current design then go back to the flowchart and begin again — the rewards will be worth the efforts.

Prior to any graphic design takes place, it is necessary to gather, sort and organize the content. The more time spent on this the greater the ability for users to retrieve your data.

Finally, when performing user analysis record how users perform tasks and make modifications to the site structure based on this feedback.

Remember websites are built to please users, not graphic designers.

Use the feedback to record the steps users take to perform tasks. Create flow diagrams showing the relationship between each content object and their surrounding elements based on the test subjects performance.

PS – If you want me to cover this in more depth, please say so in the Comments below.

About the Author: Ivan Walsh is a technical writer with a weakness for documentation plan guides. His also runs a video marketing blog at www.videocameraschool.com

Related posts:

1. Requirements Analysis – Part 5 Prototypes Prototypes are mock-ups of an application. Mock-ups allow users...
2. 9 Software Modeling Languages For Software Development A modeling language is any artificial language that can...
3. 9 Software Modeling Languages For Software Development A modeling language is any artificial language that can...

Related posts brought to you by Yet Another Related Posts Plugin.

Post by Ivan Walsh. Follow me on Twitter.

Working in China means more business analysis and less technical writing, especially process design, proposal development, web marketing case studies and white papers. As some friends I hang out with on LinkedIn are also moving into business analysis/rfp proposal development, I thought I’d add a few tips here. While there is some overlap with technical writing, it does require a different mindset, for example, to understand the emotional drivers that persuade customers to accept or reject business proposals.

This purpose of this article is to reminds us that our sales, marketing, business, and proposal development do not stand alone. It is all part of a larger process that involves planning, research, writing, editing, proofing, submission and acceptance.

This list gives 37 ways to improve your next proposal. Scroll through it and tell me what I missed.

1. Show that your response is logical and organized
2. Make the information easy to find. Cross reference against the Request For Proposal
3. Include a table of contents for proposals over 10 pages in length
4. Ensure that your Proposal is in compliance with the RFP
5. Arrange material in order of priority to the reader
6. Arrange everything in the order that’s most important to the client
7. Arrange the response in accordance with their requirements
8. Number pages and sections consecutively; do not re-number each section
9. Use headings that make sense to your readers. See Audience Analysis template.
10. Each section title should stresses the main benefits
11. Each section title should help readers orient themselves
12. If possible, express the key point of the section in the headline, or immediately after it.
13. Highlight important points
14. You can emphasize the most positive points by using bold, underlining, different fonts, spacing, titles, bullets and summaries
15. Sell the Message.It needs to have an emotional element. This is not a technical document. You need to hit the pain points. 
16. Respond completely. Don’t skip anything.
17. Answer every question in the RFP. Failure to respond correctly to the RFP may disqualify your proposal. The client put these questions in for a reason, and expect an answer.
18. Avoid banal headings and titles
19. Rather than say "Development Section," say "Ten Ways to Improve Your Processes"
20. Use action verbs in heads, especially verbs that stress a benefit for the client
21. Avoid boilerplate
22. Don’t recycle resumes and corporate profiles from previous proposals; modify them in accordance for the proposal at hand. Using old, tired resumes will be perceived by the reader, and will count against you when they can making the final judgments.
23. Avoid hype, padding and other self-congratulatory drivel. Remember that the proposal is a legal document that becomes part of the contract if you win
24. Support your recommendations
25. By giving specific details and quantifying the benefits whenever possible
26. Don’t just say that you will comply with a requirement — say how we’ll do so
27. Don’t attack competitors. Refer to rival products if you must.
28. Point out the weaknesses of alternative solutions.
29. Use a strong closing statement
30. Ask for their business; tell the reader exactly what you want him or her to do
31. Remind the reader of the benefits of taking action
32. Avoid business cliché’s
33. Avoid hackneyed openings and closings that clients have read a thousand times. Avoid "I would like to take this opportunity to thank you for considering the enclosed . . ." Get to the point: "Here is your proposal." Avoid "If you have any questions, please feel free to call." That closing has been done to death, so avoid it and write something more genuine.
34. Make your proposal easy to understand
35. Use the same terms and jargon that appear in the RFP. Don’t try to impress the client with your own special brand of buzzwords or TLA (three-letter acronyms)
36. Use simple, direct language
37. Close your business documents on a high note. Don’t be too humble. A little confidence never hurt!

What did I miss?

About the Author: Ivan Walsh is a Beijing-based technical writer who writes Internet Business Proposals. He also shares business writing tips for smart people at Klariti

Related posts:

1. How to Get 10 Ordinary People to Write One Perfect Business Document Martha asked me, “I want to put a template...
2. How to Write a Business Needs Statement – Part 2 Ivan Walsh provides this week’s guest article. One of...
3. 5 Ways to Improve Your Business Needs Statement documents Here is a suggested outline for writing your next...

Related posts brought to you by Yet Another Related Posts Plugin.

The Harvard Business Review asks What the U.S. Can Learn From Europe About Gender Equality in the Workplace, and then Can She Lead? These articles raise the sensitive issue of a) whether women make good bosses, 2) want to be bosses and (slightly controversially), 3) will men support women bosses or do their best to defeat them? One argument is that many men don’t feel comfortable playing second fiddle to a women boss. Yes, I know there are exceptions but… So, while men tend to become CEOs etc due to networks/old boy’s clubs etc, most women, regardless of their ability may not get this opportunity.

Percentage of Women in High Level Positions

The Center for Work-Life Policy announced that while 47% of college-educated entry-level corporate professionals are female, women comprise a mere:

• 21% of senior executives,
• 17% of Congress and
• 15% of board directors

Do Women Make Good Business Leaders?

The Harvard Business Review articles raise three issues:

1. Masculine vs. Feminine women: Ambition in women is often misinterpreted as aggression. Laura Lopez writes about how toughness from a woman can be taken differently than toughness from a man. Similarly, women who allow their “feelings” to get in the way are perceived as too weak to lead and run others. This paradox can leave women unsure about how to best behave and people doubting their intentions as leaders.
2. Belonging vs. Competing: Dr. Roy Baumeister showed that humans have a desire and need to belong, yet women and men differ on how they handle this. He says that women tend to prefer close and intimate relationships, while men tend to go for shallower connections in a larger group of people or a cause. This can lead to men thriving in competitive environments involving networking and competing with their peers, and can result in women avoiding jobs that will place them in direct competition for advancement with their peers to preserve close friendships.
3. Family Life vs. Work Life: In “Opting Out: Why Women Really Quit Careers and Head Home” Pamela Stone highlights the institutional obstacles and cultural pressures that lead many women to be pushed out of work. This dilemma draws many women away from high-profile careers to stay with the kids at home.

The article concludes by saying that, “Female leaders can rise to the top as they embrace their own strengths as women and maintain a leadership style that is embedded in their individuality. This is what will draw others near, inspire, and motivate. It will also require society to respect women for the strengths they posses?”

Is this true?

Do you see this happening in the workplace? Do you support your female boss as much as your male boss? What are the blind spots and politically correct behavior that stops this from happening?

No related posts.

Related posts brought to you by Yet Another Related Posts Plugin.

Post written by Ivan Walsh. Follow me on twitter

I spend 10 hours a day writing user guides, online help and other such delights. One of the hazards of working these long hours is migraine, back pain and (literally) a pain in the neck. You can get away with this in your 20s, but as you get older you need to take greater care of your health. I really hate jogging (: and looked for an alternative form of exercise. I found Tai Chi.

The Tai Chi Guide to Software Development

I start work at 6 a.m. most days. By 12am I’m ready for a break. Usually I walk by the canal or hit the gym. But, it gets a bit monotonous. All those thread-mills pounding along. And no-one ever looks happy in the gym. All so serious – fight the flab!

My local gym (I’m in Beijing, great place!) offer Tai Chi classes every Thursday. So, why not? Along I went.

Now, I’m pretty sporty and have done yoga, dancing and other such activities.

How hard can it be?

It is really hard.

No, really, really hard.

What’s difficult is the simplicity of the whole thing

If you tighten up, get tense, or start to get negative, then you’ll lose your footing and look a bit of a clown. Luckily, our teacher (it’s a group class) is very calm and shepherds us along. Bit by bit we got there.

Remember all of this is in Chinese – and you know more Chinese than I do!

At a certain point, I felt defeated. Despite my best efforts, I could not get it.

Also, I’m left-handed (first excuse!) so I ended up doing all the steps back to front, backwards and upside down. It really was crushing but I kept a brave face and went on.

By the way, all the others were ladies — and no-one spoke a word of English. Let’s say I soon became light entertainment.

Why not?

But then it clicked.

I did a few turns, swayed this way and completed a small routine. A minor triumph. After that I went home and re-started on my technical writing.

So, did this improve your user guides?

Yes.

Tai Chi makes you:

1. Stop your mind.

For this I am very grateful. It’s so difficult at first, you have to just stop thinking and ‘feel’ how it works.

2. Eat less

I noticed that after I finish, I tend to eat a smaller lunch, maybe a salad and feel more calm. Not sedated, Calm.

3. Sleep better

I try to do 10 min at night when junior is in bed. It seems to slow down the machine. Thoughts, worries, deadlines melt away.

4. Less time-wasting

The lesson is about 45 min every Thursday, so I gave up a few other activities. In real terms, it meant less time on social media sites, checking email and other time-killers.

Once you stop doing these things, you realize how pointless they really are – or for me anyway.

5. Better documents

This is the acid test, isn’t it?

When you sleep well as night, eat better, feel calm, are in less pain, and waste less time twittering with some jezebel, then you’re output is bound to improve.

How about you?

What do you do to take care of your health? Do you find Tai Chi, Yoga, or other such activities really make a difference?

Related posts:

1. 20 Tips For Home-based Software Developers I’ve worked from home for almost seven years. Some contracts...
2. 9 Software Modeling Languages For Software Development A modeling language is any artificial language that can...
3. 9 Software Modeling Languages For Software Development A modeling language is any artificial language that can...

Related posts brought to you by Yet Another Related Posts Plugin.

How strong are your passwords? I attended a course in London last year and one of the topics covered security. In Mel Brook’s movie SpaceBalls, the password to all the earth’s natural resources was…12345. It’s a comedy but you get the idea. All those efforts to control the planet and the password is child’s play. Here are some ways to strengthen your passwords and also how to show others the mistakes to avoid.

9 Ways To Create Strong Passwords

This week we look at how to setup a strong password and test its strength. I’ll also look at the type of mistakes people make when creating passwords and how to avoid these.

1. Passwords should be 8 or more characters in length; 14 characters or more is ideal.
2. Strongest passwords combine both length and different types of symbols.
3. Long passwords are stronger than short ones.
4. The more characters you add to your password, the more you increase its level of protection.
5. Use symbols by holding down the ‘Shift’ key and typing a number are very useful in developing strong passwords.
6. Choose symbols unique to your language.
7. Use the space bar in passwords.
8. Combine letters, numbers, and symbols.
9. The greater the combination you use in your password, the harder it is to guess.

10 Ways to Avoid Weak Passwords

Here are some of the mistakes to avoid when creating passwords:

1. Don’t store your password online.
2. Avoid using look-alike substitutions of numbers and symbols. This means that you don’t replace an ‘i’ with a ‘1′ or an ‘a’ with ‘@’ as in “M1cr0$0ft” or “P@ssw0rd. These are too easy to guess.
3. However, these substitutions can be effective when combined with other measures, such as length, misspellings, or variations in upper and lowercase, to improve the strength of your password.
4. Avoid sequences of word or repeated characters. Examples of these are “12345678,” “778899″ “abcdefg,”
5. Letters on your keyboard that sit next to each other are also a mistake. For example, qwertqwert.  These are very weak passwords.
6. Avoid your login name.
7. Avoid words from the dictionary.
8. Don’t use any part of your name, birthday, social security number.
9. Tools can guess passwords based on words in multiple dictionaries, including words spelled backwards, common misspellings, and substitutions.
10. Use password combinations. If any one of the computers or websites using your password is compromised, then all of your other information protected by that password will be compromised as well. Use different passwords for different systems.

I know this sounds obvious but, if others find your passwords stored online (or on a networked computer), they have access to all your information.

Remember to change your passwords on a regular basic, for example, every six weeks. If you’re planning on opening a PayPal or Ebay account to buy and sell goods online, then I think you should read this. There’s no point making all this money, if someone can walk in a run off with your profits.

What do you think?

How do you create strong passwords?

No related posts.

Related posts brought to you by Yet Another Related Posts Plugin.

What’s the best XML Editor for software developers? I’ve used several but tend to stick with Altova XMLSpy. I use this for editing XML code; Notepad++ is my favorite text editor. While neither is perfect, and have their little glitches, I’ve stuck with these as I know them inside out. Maybe it’s time to look at alternatives. Hera are some screenshots to show what XMLSpy looks like.

What is Altova XMLSpy?

An XML editor with support for working with all XML-based technologies. Used for modeling, editing, transforming, and debugging XML-related technologies

Key features:

• XML Schema and DTD-based XML validation
• Multi-tabbed validation window for searching over multiple files
• Context-sensitive entry helpers
• Built-in XML document templates
• XPath auto-completion
• XSLT / XQuery debuggers and profilers
• Database integration
• XBRL support
• Support for OOXML in Microsoft Office 2007 and higher

XMLSpy Screenshots

XMLSpy User Interface

Schema Settings

Annotation

Run Java Macros

Generate output to PDF

You can also develop in a text view or graphical view, or switch back and forth between the two.

It does the job for me. What XML Editor do you use?

PS: The Official XMLSPY Handbook is here.

Related posts:

1. 20 Tips For Home-based Software Developers I’ve worked from home for almost seven years. Some contracts...
2. 9 Software Modeling Languages For Software Development A modeling language is any artificial language that can...
3. 9 Software Modeling Languages For Software Development A modeling language is any artificial language that can...

Related posts brought to you by Yet Another Related Posts Plugin.

Post written by Ivan Walsh. Follow me on twitter

I’ve worked from home for almost seven years. Some contracts are on-site so I go to the office, but in general, I work in my home office. Actually, for the past 7 months, this means working in my bedroom. More on this later. I’m married, with a little nipper, and friends are always popping over for a chat. How do I cope?

20 Tips For Home-based Software Developers

1. Attitude – you have to learn to take the rough with the smooth. People will interrupt you, the web will go down, all kind of things will go wrong. So keep your attitude positive, otherwise go back to the office.
2. Monitor – get the largest monitor you can. Like the girl says in the ad – it’s ‘because you’re worth it’! Seriously, this had made a huge difference to my health, productivity and sanity.PS: if you work for yourself you can always claim it back as an expense.
3. Nice Chair – it doesn’t sound like much, but if you spend 10 hours per day sitting down, get the best you can. I have nice chair with a high back and good support. It really makes a difference.Warning – don’t use the kitchen chair. You’ll weaken your back and once it goes, or you slip a disc, you’ll regret it. Invest in your health.
4. Health — I go to the gym between 11-1 about twice a week. I really try to get out for a walk, for at least an hour. You will go mad — and worse! — if you stay glued to the PC for long hours. Long walks blow the cob-webs away. Also badminton and swimming seem to help reduce neck and lower back pains. Badminton forces you to look UP! Yoga is also great.
5. Schedule — Stick to a schedule, otherwise you’ll never stop working. Up at 6. Start at 6.15 am, school run at 7.30, back at 8.30, work till 11, gym till 12.30, and lunch till 1.30. Then work  flat-out until 5.30. School run. Then more from 9.30-11 if possible.
6. Weekends — I try to keep these two free but usually end up dabbling with lighter stuff , like changing the Wordpress theme again!
7. Fruit — I keep lots of fruit next to my PC. Avoid snacking on sugars and candy. I have a grapefruit next to me (which has a great kick) and some dates. Plain Yogurt also helps. Add honey and black pepper if you want some flavor.
8. Hot Coffee – here’s a trick if you eat the stuff for fun. Buy a nice, expensive expresso cup. It has to be SMALL. Only use this for drinking coffee. So, I still have 4 cups a day, but the size in cut down. It’s a stupid trick but it seems to work.
9. Sign on the door – If you have a conference call coming up, walk around the house and remind everyone. I know it sounds dumb but if you don’t, they’ll walk in the middle of your presentation. Hang a sign on the door if needs be saying ‘At Work’ or something like that.
10. Intervals – you can’t work flat-out all day. Work for 20-30 min, stop, get up and do something, then get back to work. The key is to get UP and walk away from the PC.
11. Stretch it!— learn 5 yoga exercises and stretch your next, shoulders, lower back and legs a few times a day.  Nothing crazy. Just get into the habit of stretching.
12. Walk after lunch — a quick 15 minutes walk helps digest your food. Skip this and you’ll be falling asleep, looking for coffee, at 3 pm or so.
13. Routine – I use Google Calendar to plan my week. Stick to the schedule. Create your routine and stick to it.
14. Interruptions from friends — one way to get rid of the unwanted guest (you know the type) is to remind them that you’ve a conference call coming up. It’s better than saying “go away, some of us have got things to do.” Just be polite and head off. Skype is great if you do have to make conf calls.
15. Interruptions from family part 1 — a bit trickier admittedly. You need to be realistic here. It’s naïve to expect a 7 year to understand that you have to update your status report or whatever. Why not go out a kick a ball? You may as well. If you stay inside, you’ll just feel guilty. Anyway, isn’t this why you wanted to be at home?
16. Interruptions from family part 2 — ok, you need to work. Cut a deal. Say, give me 20 minutes, let me finish this and then we’ll play. It usually works. Other tricks involve pacifying the child with yu-geeo cards, football magazines, or whatever keeps them busy for a while. You need to be creative, so plan ahead and always have some things in store.
17. Avoid time-wasting activities — if your kinds are on holiday or have a short school day (e.g. finishes at 1.30) then avoid time-wasting activities wherever possible. Unsubscribe from newsletters, forget the news, ignore facebook, turn off twitter. Just get the important things done first.
18. Other parents – if you have kids consider picking up a friends kid(s) one day a week, so they have a few spare hours to do their work. Later in the week, they can return the favor.
19. Know when to Stop — many freelancers burn out because they can’t pace themselves. I try to stop at 6pm. Sometimes I have to go past this but if you don’t have a cut-off point you’ll end up working non-stop. This is a real problem for freelancers, small business owners.
20. Sleep — don’t fall asleep watching 24. If you’re tired, go to sleep.AND don’t take your laptop to bed or into the toilet!

Tomorrow is another day.

What have I missed?

Let me know if you work from home what works best for you.

Related posts:

1. How Tai Chi Will Make You a Better Software Developer Post written by Ivan Walsh. Follow me on twitter...
2. Is XMLSpy the Best XML Editor for Software Developers? What’s the best XML Editor for software developers? I've used...
3. 7 Tips for Business Trips to Shanghai, China Planning on doing business in China? Doing business in...

Related posts brought to you by Yet Another Related Posts Plugin.