Saturday, March 24, 2007

Interview: Joel Spolsky, Co-Founder, Fog Creek Software

Interview: Joel Spolsky, Co-Founder, Fog Creek Software

Joel Spolsky founded Fog Creek Software with his friend Michael Pryor
in 2000. They didn't have a specific product in mind, but were
motivated to start the kind of software company where they would want
to work—one where programmers were the stars.

Around the same time, Spolsky began writing Joel on Software—now one
of the most widely read programming blogs—to share his thoughts about
software development, management, business, and the Internet. Joel on
Software was one of the first examples of a now common (though rarely
achievable) strategy for software startups: create a popular blog to
get attention.

With its popular software, including FogBugz and Fog Creek Copilot,
Fog Creek Software has doubled its sales every year, even during the
post-Bubble meltdown. The company never took any outside investment
and continues to operate as a profitable privately held company.

Livingston: How you did you come up with the idea? How did Fog Creek
Software get started?

Spolsky: There was no idea, in the sense that the only thing I thought
was, "There's a bunch of people out there doing certain types of
things and they seem to be pretty incompetent, but they're getting
huge valuations. Surely if I did those same things, knowing that I am
less incompetent—merely semi-incompetent as opposed to extremely
incompetent—I should be able to achieve at least their level of
success."

There was a period in the late '90s when starting companies was just a
slam-dunk, no-brainer kind of thing. The people that were going public
with $100 million valuations were punk kids that just graduated from
college and knew nothing about anything. There were some really bad
implementations of very pedestrian ideas, and we thought we could do a
lot better.

Probably the key inspiration—what actually made me take the leap into
starting Fog Creek—was Philip Greenspun of ArsDigita, who had a
particular business plan that seemed to be working at the time. In the
long run, it didn't work, because they took venture capital for a
consulting business and the consulting market disappeared. But we
looked at ArsDigita and said, "Wow! They're doing all this great
stuff. But there are a couple of things that I would do differently."
They had this weird, religious fear of everything Microsoft, which I
thought came from something of a position of ignorance. I don't want
to say that Microsoft is great, but they said, "We are successful
because we don't use Microsoft technology." I thought they were just
kind of randomly being anti-Microsoft. So that was one small thing I
was going to change.

A larger thing was that they were developing this product. They had
this idea; they got the consulting and they got the product—which was
the ArsDigita Community System that they were developing alongside it.
The theory was that the product they created would support the
consulting, and the consulting would support the product.

But they thought the product needed to be open source, and we thought,
"That's nice, but consulting is a business where your revenue is just
a multiple of the number of people you can hire. Software is a
business where your revenue can grow much faster than the people you
hire." If you can make licensing fees by selling software using the
same model as ArsDigita in every way, but just charging for the ACS,
we thought that you would have a steady growth of the consulting side
of the business.

So the idea was that the consulting would grow linearly with the
number of people as you hired more good people that you could rent out
as consultants, and the software business would grow like the hockey
curve because, at some point when it took off, you wouldn't actually
have to hire new people. You could just make more copies of the
software you were selling.

That was the theory. Realistically, it didn't work, but we were able
to suspend disbelief for long enough to start the company.

Livingston: Who were the founders?

Spolsky: Michael Pryor and I (we were friends from Juno Online
Services) cofounded it in 2000, which was a good move. Probably
starting it by myself, I never would have really had people to bounce
ideas off of. I don't know if it would have gotten off the ground,
really.

So it didn't work for ArsDigita, and I think they probably think that
it didn't work for them because the VCs came in and mismanaged it, but
actually all the other businesses that looked like their business
failed at the same time. Even with good management, it's likely that
their consulting business would have collapsed as ours did at the
time. Luckily, we hadn't grown very much and didn't have much
consulting business to lose, so we could survive that.

We had, for all intents and purposes, three consulting clients when we
started in September 2000. By February or March, we had none. Other
firms that were building web stuff lost something like 90 percent of
their business in the course of 1 or 2 months. There was a huge
dropoff; the consulting market completely disappeared.

The consulting market is the derivative of every other market. When a
company is growing, they will hire a few consultants to help them grow
a little bit more rapidly. When they're shrinking, they'll instantly
fire all consultants. If the market is even going down by 0.002
percent instead of growing—which it did, because there was a sort of
dot-com nuclear winter—then the first people to go will be the
consultants. So the consulting business completely collapsed, and
every company in that space more or less collapsed. The ones that
remained—Razorfish, Scient, Viant, whatever—all sort of conglomerated
into one company with about 120 people, and that was it.

Livingston: Were you and your cofounder working out of your apartment
at this point?

Spolsky: We never wanted to do that. We had certain philosophies.
Working out of our apartment was never a possibility; we got office
space from the first day. It was somebody else's apartment, but we
weren't living there. It was an office.

Livingston: It was someone else's apartment? Did you sublet it?

Spolsky: Yeah, it's a long story. We wound up getting ripped off. We
actually sublet it from another company which, in turn, went bankrupt
in a sort of disrespectful way where they just disappeared and didn't
even bother to go bankrupt or give us back various deposits we'd made.
But we survived that one.

Livingston: You had three initial consulting clients. Were those
people that you had known while you were at Juno?

Spolsky: No, I think all of them I found. I am pretty sure those were
Joel on Software readers who emailed me and said, "Hey, we've got a
project for you."

Livingston: You had been writing Joel on Software back then?

Spolsky: Yeah. I'd left Juno around the beginning of the summer. I
spent the summer writing a bunch of articles on Joel on Software, just
because I was taking that summer off, living in a beach house. By the
end of the summer, when we started, it already had enough of an
audience that it was pretty easy to find people who wanted to hire us
as consultants to build some stuff. But like I said, that market went
south really, really quickly.

Livingston: What did you do when you didn't have any clients?

Spolsky: The market disappeared in November of 2000. I'm using
specific dates because it really disappeared in that month, but nobody
knew that it had disappeared until April. All the businesses'
perception was that the amount of time it takes to sign up a new
client was going up by about 1 day per day.

They kept saying things like, "It used to take us about 2 months to
sign a client. It looks like it's going to take a little longer. The
sales cycle is up to 3 months." Then the next month they would say,
"Looks like the sales cycle is up to about 4 months." Nobody was ever
saying, "We're never going to hire you. Go away." But that was the
reality.

So for most of the firms—ArsDigita, Razorfish, Scient, iXL,
MarchFirst—they didn't even understand that the market was gone and it
was not coming back, and therefore they continued to pay consultants
their salaries while they had nothing to do. And that caused them to
hemorrhage money until most of them closed.

We didn't have enough consultants at that time. We hired a couple. But
since we always knew that we wanted to be a software company on the
side, around October or November we wrapped up FogBugz, which was an
internal bug-tracking application we had lying around, and started
selling it. And lo and behold, people started buying it.

Livingston: This was your own internal product?

Spolsky: Yeah. Basically that's where all bug-tracking applications
come from. Every bug-tracking application in the world is some
internal developer's idea.

Livingston: Did you think, "Hey, we'll build this for us and see if we like it?"

Spolsky: Yeah. We actually had three product ideas in mind, and
FogBugz was one of them. That was the easiest one and the one closest
to being able to be sold. The other two product ideas—one of them was
CityDesk, which was kind of a market failure, and the third one was
something called Tintin, that we never even wrote, let alone shipped.

We had this idea of a family of three applications that would work
together in various ways. FogBugz would provide workflow, Tintin was
going to provide a content management server, and CityDesk was going
to be this content management client. That was the long-term vision,
and we started launching FogBugz because we had it.

I think we started making $5,000 to $10,000 a month selling that. It
was enough to pay our expenses and live off of once we laid off the
two consultants we had hired. (They both immediately found jobs, so it
was not really an issue. One of them is now back as a full-time
employee.) I guess we were kind of lucky that we started late enough
in the business cycle that we didn't waste a lot of cash discovering
that there was never going to be a consulting market again.

Livingston: You were nimble enough to change your plan because you
were just getting started?

Spolsky: Yeah. We just lucked out. If we started a year earlier, we
would have had 37 consultants whose salaries we somehow would have had
to pay for 4 months while we realized there was not going to be any
money for them. That would have been a dangerous situation.

Livingston: So people were buying FogBugz. Was there another turning
point for you then? Because I know you never took any outside
investment.

Spolsky: We never took any investments. I put in probably $50,000 of
my own money—mainly to cover people's salaries, when we didn't have
clients. There was a fairly long period of time where I went without
salary because I had my own savings. (Michael had less savings, and he
took out a little bit of salary.) And we had some expenses, because
during this entire period we had an office. Although it was my
grandmother's apartment, we were paying rent, and we were using it
solely as an office. So we were paying, let's say, below-market rent
for a below-market-quality office space.

Livingston: Was it in Manhattan?

Spolsky: Yeah, it was a brownstone in Manhattan. Two floors, with a
garden out back. It was quite a pleasant place to go work. Nobody was
living in there, but it had a kitchen.

So we shipped another product, CityDesk. There are all kinds of
reasons why it was not a successful product. We misinterpreted some
things, and that product was not a big hit. But FogBugz just kept
growing and growing and growing. Every time we did a new release, we
would double our sales. We just sort of sat there and watched this
little geometric growth occur—which has been happening in the last 5
years to this day. This application is getting bigger and bigger and
selling more and more copies every month.

We had to raise the price a couple of times. We didn't have to, but
raising the price actually increased the number of units that we sold.
I guess because it looked more legitimate with the more realistic
price.

Livingston: If people have to pay more, they take the product more seriously?

Spolsky: Definitely. There was a five-user license that was like $199,
and that just feels like shareware, practically. But today, when you
say that a ten-user license is $999, it starts to feel like a more
substantial product. In that market, it still is actually a good deal.
But you really have to have a price point that conveys what you think
the product positioning should be. Many people will judge where your
product fits in the market based on its price.

So we increased the price a couple of times, and both times it
increased the number of units we sold. We launched new versions, kept
adding more and more features. It's become this gigantic monster. It's
also a whole customer email management system. Your customers email
bugs, it spam filters it automatically, it sorts them into areas, it
assigns them to people, you can keep track of them, you can set due
dates, you can automatically reply to a customer with a nice little
message that gives them a link that they can click on to see the
status of their message. We use it for handling all our incoming
company email and make sure that it gets handled by the appropriate
person.

Livingston: Would you consider when you released this product one of
your major turning points?

Spolsky: Yeah, although it didn't feel like "Let's have a
celebration." At the time, we thought, "Hey, we have this product. We
don't know what else to do. Let's just ship it and see what happens."
We had no idea. At the time, you could have told me that this thing
was going to sell zero copies, and I would have believed you. You
could have also told me it was going to sell $50,000 a month's worth
of copies—an equally unrealistic number—and I would have believed that
too.

Now I have enough experience to know that almost everything you launch
is going to sell $2,000 to 3,000 in the first month, and that's the
way the first month of any software product always is, if you do
things perfectly. But at the time, I just had no idea what to expect.

Livingston: Was there a time during that first year when you thought,
"We've lost our clients. Time to close up shop"?

Spolsky: We never thought we would close, because we had this theory
that Fog Creek would continue as long as Michael and I could eat and
pay whatever external obligations we had. There was no reason to
completely and thoroughly give up. And that's pretty much what it got
to. In the first year, I'd say revenues off of FogBugz averaged like
$10,000 or 15,000, and that was enough to live on. It was growing at a
reasonable rate—I remember literally every month it would grow—at
least 100 percent a year. And that gave us the confidence that we
could wait this out.

There was money coming in, and the amount of money coming in was going
up every month. So there was no reason to give up and go home. The
theory was that we would only give up when there wasn't enough income
even to pay the minimum bills we had to pay. I think our monthly
overhead was $5,000—mostly rent, but also office supplies and T1 and
that kind of stuff.

Livingston: It seems like you have a really unique corporate
culture—one that values hackers. Did you plan this from the start?

Spolsky: Absolutely. Remember, the original model was, "How can we
become a big consulting company and then build a software company
inside a consulting company?" The consulting company was a means to an
end. It was to get cash flow, so that you could build a real software
company. And when you were done, the theory was you'd still have these
consultants, but software companies often need consulting arms.

The basic economic model for us and ArsDigita and those kinds of
companies was that you could get a bright MIT grad or whatever and
give them a salary of $75,000 to 125,000 a year, depending on
experience. That comes out to, at most, $60 an hour, and the billing
rate was $200 to 250 an hour for building database-backed websites.

Livingston: Wow.

Spolsky: Yeah. Obviously it was just an arbitrage condition that all
these startup companies were trying to take advantage of.

The question is, how do you get the bright MIT grad to work for you
and not somebody else? What was astonishing at the time was that none
of these companies were making any effort whatsoever to make the work
environment pleasant and to treat the people that they were hiring
with enough respect that they would be able to attract people.

You would go into companies—there were a lot of them in New York:
Scient, for example—and they would have millions of desks crammed into
the most crowded room where they would pack people in like herrings
and treat them as interchangeable cogs. It was not a fun work
environment. There was not a lot of respect for the developers. There
was not a lot of treating developers well and making them feel like
they were the hotshots in the organization.

Things that to us are basic: Aeron chairs; private offices with doors
that close for every programmer; letting programmers report to other
programmers, so that your boss will understand you. We had 4 weeks of
vacation and another week of holidays, which you can move I think. For
the consulting business, we had a rule that you fly first class and
that you never be away from home on a weekend.

We actually figured out the entire business model, and we figured
that, if we spent 4 percent more or 8 percent more giving people a
better work environment in these particular ways, everybody would want
to come work for us and not go to the Scients and the Razorfishes of
the world. And that was going to be our business model. Everybody is
charging $250 an hour for these consultants and paying them $60 an
hour. We would pay them the equivalent fully burdened of $64 an hour.
That was our clever trick that we came up with, and that's what we
thought our innovation was. It turned out not to have been what we
did.

Livingston: What did you do?

Spolsky: We started a consulting business and we hired a couple really
smart people. We had a few clients. We did the whole $60/$250 thing,
which was great, and that business then disappeared very rapidly out
from under us. So we became just a real software company.

Livingston: But you still kept a lot of your culture for the programmers.

Spolsky: Oh yeah. That was always sort of the goal, really, in
creating Fog Creek. If you are in Boston, Austin, Raleigh-Durham,
Silicon Valley, or Seattle, as a programmer you have a lot of choices
of where to work. In New York, the choices are investment banks, some
hospitals, advertising agencies—but not technology companies. There
are very, very few technology companies in New York.

But New York still is the largest city in America, and there are an
awful lot of programmers who are stuck in New York because their wife
is going to medical school, or their family is there, or they just
love the city, or they want to do improv theater and this is the best
place to do it—millions of reasons why a programmer might find
themselves in New York. Every programmer wants to work at a product
company because it is so much better than working as a slave in an
investment bank. And there were none in New York.

We would go to parties, and we'd find geeks, and they'd say, "Do you
know of any software product companies in New York where I can work?"
And we would say, "Gee, no. I can't really think of any." This is what
programmers would talk to each other about: how can I get out of the
investment bank in New York? So part of our model was, "Let's create a
fun place for us to work, since we are stuck in New York City. Create
a software company specifically in New York City."

With many programmers, you are sort of peripheral to the goal of the
company and you are doing a peripheral path, so that you're never a
part of the company and nobody cares about you.

Livingston: Why do big companies get it wrong?

Spolsky: I worked at Viacom, which is a culture of creating MTV and
Comedy Central. It's not even about creating MTV and Comedy Central;
it's about buying MTV and then buying Nickelodeon, and then merging
MTV and Nickelodeon and creating a thing called MTV Networks and
playing political games with that, and then maybe selling one of them
off and buying CBS.

In order to succeed in that environment, those are the things you have
to be good at. And if you need to make some interactive websites or
MTV needs a web server or whatever the thing is, then you don't even
hire programmers; you hire some people who know some people who might
know something about the technology. Eventually, you get somebody who
thinks, "Let's get some programmers in here," and they actually hire a
programmer. And if they are lucky, they get a good programmer, but
they will torture that programmer until that programmer wants to cry
and leave.

A company that is not designed to create high-tech products is very
unlikely to have the culture or the DNA that it takes to create
high-tech products. So if you are a high-tech person in that company,
then you're basically a glorified typist in some sense. It's very
unlikely that the kind of people who would be successful in an
entertainment company would even understand what programmers do that
makes them more than typists.

Livingston: Looking back, is there anything you would have done differently?

Spolsky: The biggest mistake that we consistently made is that we kept
getting all kinds of interesting marketing ideas. Well, the first
problem we had is that we thought we didn't understand sales and
marketing because, indeed, I am a programmer and Michael is a
programmer. We thought that the whole business of sales and marketing,
which we recognized as being utterly crucial to the success of a
high-tech company, was completely mysterious to us.

When we read about it, we knew that we were bad at the particular
skills that we needed to do sales and to market things. We didn't have
any kind of budget for marketing. So we were just afraid of the
so-called "go-to-market" strategy. I see a lot of startups in their
first couple of years kind of flail around—exactly the same way we
did—trying to figure out, "Oh shit, how are we going to get people to
buy our stuff?"

We had this dream that we would find a company that would sell and
market our products, and we would do development. There would be some
kind of 50/50 split. But search as I may throughout the history of the
annals of computer software, I could only find one example in which
one company sold a product and the other company developed. It was
Lotus Notes, which was developed by a Boston-area company called Iris
Associates.

They had a deal that was a 50/50 split with Lotus, basically. Lotus
Development did all the sales and marketing and bought copies of Notes
from Iris for, I believe, 50 percent or something. It is probably 25
percent of the MSRP (manufacturer's suggested retail price) or
something like that. That particular relationship, before Lotus
completely acquired Iris, lasted long enough that I thought that maybe
this model would work.

I later talked to people that were involved, and they said, "Oh my
God, the tensions were unbelievable. It was a nightmare." Lotus had to
acquire them.

So the next thing we looked at was selling Fog Creek to some other
company that we thought could take us to market. We went through the
whole song and dance and negotiations with the company that we thought
would acquire us and had the cash to take us to market. It didn't work
because we were prima donnas with inflated opinions of our own worth.
In other words, they made an offer for about $4 million, and we
thought we were worth about $12 million. We understood why they
thought we were worth $4 million. That's what we would have said in
their position, too. But, we really thought that we were going to go a
lot further.

Lo and behold, the company that didn't acquire us did acquire another
company of some friends of mine in the same scenario. They were
developing software, and they were hoping that this acquiring company
would be able to go to market with the software. And the acquiring
company actually proved that they did not have the ability to go to
market with the software products, so that was a flop. I think if we
had gone that particular route, we would have disappeared, pretty
much, and the products would have disappeared, and Fog Creek would
have been no more.

So the mistake I made was in thinking that I had a sales and marketing
problem, you know, because everybody said, "Where's your salesman?
Where's your marketing department? How is anybody going to buy your
software?"

In the early years, we thought, "Let's get people to link to us on
their websites, and we'll pay them a little bit of money if they sell
our software." When we had a consulting business; there was this
little thing up on our web page saying, "Help us find some consulting
clients and we'll give you $5,000"—which I thought would get people's
attention. Everybody that had any kind of business experience said,
"No. This looks like you're desperate and it's a bribe. Take it down
from here." The only person who ever even bit at that slightly was
someone who was going to hire us anyway, or thought that his firm
should hire us, and was trying to get what would have amounted to an
illegal kickback.

So it was just a completely goofy thing that we did. But then we took
it further. We said, "Make hyperlinks to Fog Creek properties (or
whatever) and if people follow the hyperlinks and buy our software,
we'll give you a percentage—15 to 25 percent." It was an affiliate
program, just like Amazon affiliates. That actually did get us some
sales, but we put a lot of work into developing that, and the amount
of sales it got us was negligible. The administration and development
overhead were just not worth doing, and we eventually shut it down
because I was sick of writing $19 checks every month. It was a
complete waste of time; it absorbed a lot of time very early on,
critically.

A third example of this was when we said, "Let's make some kind of
coupon system"—because we had this idea that we would send people an
automatic email when they visited our website that would tell them—and
we had all these crazy ideas like, "Buy our software within the next
72 hours and get 25 percent off." (That thing was actually a bot that
we wrote years ago, and it still runs. If you try CityDesk, which is
our least popular product right now, you will get an automatic email
with a 25 percentoff coupon that you have to use in the next 72
hours.) When we launched that, it did increase our sales a little bit.
It gets people to evaluate the demo version right away—because they
don't want to lose their 25 percent off coupon which is going to
expire.

These were all marginally good marketing ideas. Unfortunately we spent
a lot of time chasing them. The one thing we learned over 5 years is
that nothing works better than just improving your product. Every
minute, every developer hour we spent on any one of these crazy
things—although they had some marginal return on the work that we put
into them—was nothing compared to just making a better version of the
product and releasing it. If we had taken all the effort we put into
these crazy schemes and put it into moving our software development
schedule ahead by the equivalent amount, it would have paid off much
more.

That was probably the biggest mistake we made. And that's the advice I
give everybody. All those little coupon schemes, this is what General
Motors does. They figure out new rebate schemes because they forgot
all about how to design cars people want to buy. But when you still
remember how to make software people want, great, just improve it.

Talk to your customers. Find out what they need. Don't pay any
attention to the competition. They're not relevant to you. Only talk
to your customers and your potential customers and see what it is that
caused them not to buy your product or would cause them to buy more
copies of it. And do that, and then ship it. That was something we
really, really should have focused on, but, you know, we didn't know
any better.

Livingston: Do you consciously not take any investments?

Spolsky: Yeah, absolutely. We took no investments because there were
so many horror stories about what VCs would do to you. ArsDigita was
the most public one, obviously, of kicking out the founders and then
mismanaging the company and bringing in the so-called professional
management.

You can definitely see how, if you're an investor at a VC stage, when
you look at your investments and you look at the kind of founders you
have of companies, it's obvious that some of the founders are just
hardcore geeks that are never going to develop into good managers of a
large company. Some of them are founders precisely because they
wouldn't be good managers of a large company. So in those kinds of
companies, you probably do want to bring in better management, if you
can find it. Although I don't necessarily believe that VCs really have
the ability to do that or that it ever works trying to bring in
"professional" CEOs. There is a justification for saying a lot of
founders would not be good managers, but there are an awful lot of
companies being run by founders that do a pretty good job of running
them by themselves.

So we didn't want that to happen; we didn't want to be forced to do
anything we didn't want to do. I find new reasons every day why I'm
thankful that we never took any kind of outside investment. Let me
give you a small example. The board of directors consists of (because
we're private and we can do whatever we want) me, Michael, and my
boyfriend, Jared. Jared had a friend that had an idea of some way that
we could modify FogBugz to be really useful to the investment
community as something—I don't remember what, but something that the
investment community could really use that's 5 percent different than
FogBugz. And I kept thinking, "This is a huge distraction, and there's
not a big enough market. I just want to stick to our core competency,
and I'm not interested in doing software for the financial markets."
He kept saying, "No, no. You've got to talk to this guy. You could
make a lot of money off this. It would be great."

I kept thinking, "You know what, if it was a real board of directors
and the VCs were bringing you these great ideas, you wouldn't really
have any choice but to say yes. And you'd keep getting distracted to
do their pet projects that they dreamed up in the shower one night and
they think might be a good idea, and you just don't think it's a good
idea." You don't really have the ability to say no when you take those
outside investments. It's hard to tell your investors, "Let me just go
in my own direction."

There are things that we do, boy, that I'm so thankful that I don't
have to answer to anybody. I don't think it's possible to have private
offices for developers when you're VC-funded, because it looks
extravagant. I think that it's worth paying for in terms of the
productivity you get. We spend an outrageous amount of money on
quality office space that other people don't. That makes it easier to
recruit and makes us more productive, I believe. But I've heard from
people that it would be considered completely unacceptable by the
average VC to have private office space—because it's considered an
extravagance of a successful company or something like that. And, you
know, "Why aren't you all in the same room talking?"

I've had that argument whether it's better to have private offices for
developers. I don't want to have that argument anymore. I don't want
to have to try to convince people anymore. Certain features—flying
first class, Aeron chairs, double monitors, the best computers that
money can buy—these are things which might be considered extravagant,
but it's nice just to be able to do things the way that we believe
they should be done, without having to have a big argument educating
other people as to why we know how to develop software and they don't.

Livingston: Is there any advice you would give a programmer who wanted
to start a startup who wants to avoid having to take any outside
investment?

Spolsky: It's totally possible. I would recommend that you create a
weblog and have millions of readers every month from around the world
that read it. That's not really necessarily followable. Step two is a
little bit hard. I think it's Larry Wall who used to have this saying
about Perl that, "Well, if you don't like it, just make your own
language and then make it popular." That was his way of refuting any
and all complaints about the Perl syntax or whatever.

So the reason I'm saying this, even though it's tongue-in-cheek, is
that we definitely got a lot of publicity—what a traditional company
would call PR—through Joel on Software. And that caused us to get an
enormous number of initial customers. After that, our products spread
by word of mouth. Existing companies buy more, and people leave those
companies and go to other companies and buy it. They've never heard of
Joel on Software, but they're still buying our stuff. We've actually
seen that in the curve. Whereas, in the early days, we would ask
people on our website, "How'd you hear about Fog Creek?" when they
purchased things, and 100 percent of the people that filled out that
field would write, "Joel on Software."

Now it's down to about 30 percent. It's dramatically reduced, but it's
still there, so to some extent I don't believe this is a replicable
model. Because I've seen a lot of people—that maybe can't write in as
exciting a way, or maybe don't have things to say that other people
happen to want to read—try to replicate that model and maybe succeed
and maybe not. Unfortunately, startups have to find something that
works for them.

In our case, our software didn't really have a strong viral nature to
it, and so using Joel on Software got the word out there that we make
software products. It worked very well for us, but it's not
necessarily a model that anyone else could be successful following.

I remember one of the stupidest things I ever wrote on Joel on
Software. I was giving advice on writing technical specifications, and
I said, "Be funny." The reason that was stupid was that I later
realized that most people, when they try to be funny, aren't that
funny. They just look kind of sad. That's like, "Be born to rich
parents." It's not that useful advice for most people.

Livingston: Did you have any competitors that you worried about?

Spolsky: Probably, but I never really worried about them. It's sort of
funny, but, because Joel on Software has such a wide readership, a lot
of people say, "Hey, if Joel can do this, I can do this too." And
they'll copy the model all the way down to the actual product.

I believe there have now been seven clones of FogBugz. The most
extreme example was somebody that reimplemented the whole thing, but
copied our user interface word for word, so the help file was actually
a copyright violation, which we had to tell him to change. But it was
an exact clone of FogBugz in every single way. He later used all kinds
of nasty search engine optimization techniques, got banned from
Google, and that was the end of his business. That was the worst
extreme.

On the other hand, there are people, who we generally respect a lot
more, who kind of said, "Oh yeah, bug tracking. We could do that," or
"We have one of those." So all told, I think there are probably seven
competitors.

The interesting thing is what they copied. They didn't really copy the
code; they copied the implementation of how FogBugz works. But they
missed what made us successful. They didn't really copy Joel on
Software. And I think what's happening to those seven people right now
is they are getting an object lesson that merely copying the product
that another company makes does not make you successful. We're not
afraid of those people by any stretch of the imagination. Sometimes
they can be aggravating, but we don't really care.

More than that though, we've long had a philosophy of pretty much
ignoring our competitors. When I first went to work at Microsoft,
there was a person on my team who decided it would be useful—it would
get him some notoriety internally—if he wrote a weekly email
summarizing Microsoft's competitors. We were the Excel team, so it was
really the spreadsheet competitors, Lotus and Borland—what they were
doing and what was new and what features they had. He sent out this
email internally at Microsoft to a bunch of people for 6 weeks, until
he lost interest. I remember thinking that, no matter what we knew
that the competitors were doing, the information was completely
useless to us. It never really changed what we were doing. If it's
like, "The competitors are going to do feature x," well, if that's
such a good feature to do, why aren't we hearing about it from our
customers?

In other words, why listen to our customers indirectly through what
our competitors do when we can just talk to our customers? So my
mantra has always been, "Listen to your customers, not your
competitors." I don't know who our competitors are. Sometimes I'm
asked to list other bug-tracking products, and by now I know about
Bugzilla. I think there's something called BUGtrack. I don't know what
they have, what their products are, what their price point is. I could
research all that, but I can't think of a single thing I would do with
that information.

I do want to talk to people who evaluated our software and then
decided to go with a different product instead. I want to know why
they did. "Well, one of your competitors has a wiki built in." OK,
maybe we'll have some kind of wiki integration. But, again, that's
something I would hear from our customers and not from paying any
attention to what our competitors are doing.

Livingston: Looking back on the earlier years, what was most surprising to you?

Spolsky: Most? It was all surprising. One thing that surprised me was
that, when we released a new version of our software (we're on 5.0
with FogBugz already), there would be a big jump in the number of
sales. We would say, "OK, all the upgraders are upgrading right now,
so that's what accounts for the boost." And the surprise is that after
that initial boost, the number never went down. We expected there
would be a hump after a new version was released and that would make
us want to keep releasing new versions. But instead there was a step.
A big step up. We kept thinking it was a hump that was going to go
down, then it never went down again.

Now I understand why that is. You made a better product. When you have
a better product, you will win more of the evaluations. More people
who evaluate your product will decide to purchase it. So you are now
on a new permanently high plateau in sales caused by the fact that you
have a better product. It overcomes more of the hurdles that your
software is put through when users evaluate it to see if it meets
their needs.

Livingston: Who did you learn things from?

Spolsky: Oh, everyone. I can't even begin to list the number of people
who taught me things.

I was in the Israeli army, and I learned some strategy there by
mistake, by osmosis. In order to avoid spending too much time in
uniform, I did this kibbutz army program. It was two years on a
kibbutz, which is a communal farm in Israel. They usually have
industry, and the kibbutz I was on had a bakery, which was this
gigantic factory that made bread. I spent almost 2 years making bread
every night in this factory that made hundreds of thousands of loaves
of bread. It was not artisan bread by any stretch of the imagination.
It was a big, noisy bakery. There are so many things that I learned
from that about how people work, how to think about working, how to
manage, how an assembly line might be organized, how industrial
machinery works.

But my first job at Microsoft is really where I learned the software
industry. I got there in 1991. At the time, there were almost—I
hesitate to say this, but—no software companies that really knew the
basics of how to develop software in the way that Microsoft did. They
accomplished what they did because they figured out a ton of things
about how to make software, repeatedly and reliably, that people want
to buy, that nobody else had figured out. And they were doing things
like bug tracking—like having a bug-tracking database—that seem
completely obvious, and, when you looked around, 80 percent of
commercial software companies did not do bug tracking. Or 80 percent
of commercial software companies did not write specifications. Or 99
percent of commercial software companies did not do usability testing.

If you were an alien and you came here in 1991 and you wanted to learn
how to develop software, you would learn ten times as much at
Microsoft as anywhere else, I think, because I watched these companies
kind of flail making mistakes. There were things—really basic things,
that companies did not know. Microsoft knew that loading a segment
register on the 386 was a very time-consuming operation, and therefore
on the 386 architecture you can't use far pointers unless you
absolutely have to because it's extremely slow. Borland did not know
that. Result: Microsoft Access loaded in 2 or 3 seconds; Borland
Paradox for Windows took 90 seconds to get running. Because of
something that Microsoft knew that Borland did not know. And that's
one of a million examples.

Now Microsoft has forgotten all these things, and they've hired a lot
of morons that don't know these things anymore. I think that now
Microsoft is kind of a big tar pit where you can barely move forward
because there's so much bureaucracy. But I learned a lot.

Livingston: There were only 5,000 people back then, right?

Spolsky: Right, 1,000 of whom were developers. 200 were program
managers. I was a program manager. I was working on Excel, which was
really at the heart of the company, other than Windows and DOS, so it
was really cool.

Livingston: What do you think makes a good hacker?

Spolsky: I think what makes a good hack is the observation that you
can do without something that everybody else thinks you need. To me,
the most elegant hack is when somebody says, "These 2,000 lines of
code end up doing the same thing as those 2 lines of code would do. I
know it seems complicated, but arithmetically it's really the same."
When someone cuts through a lot of crap and says, "You know, it
doesn't really matter."

For example, Ruby on Rails is a framework that you can use with the
Ruby programming language to access databases. It is the first
framework that you can use from any programming language for accessing
databases to realize that it's OK to require that the names of the
columns in the database have a specific format. Everybody else
thought, "You need to be allowed to use whatever name you want in the
database and whatever name you want in the application." Therefore you
have to create all this code to map between the name in the database
and the name in the application. Ruby on Rails finally said, "It's no
big deal if you're just forced to use the same name in both places.
You know, it doesn't really matter." And suddenly it becomes much
simpler and much cleaner. To me, that is an elegant hack—saying, "This
particular distinction that we used to fret over, just throw it away."

I don't know if that's what makes a good hacker. I guess that would be
answering a slightly different question to what's a brilliant hack. I
guess a brilliant hacker is someone who comes up with a brilliant
hack.

But it's also a programmer who gets into flow—sort of what Paul Graham
describes as an animal. I see it specifically as a programmer who sits
down to do something and they get into a mental state where they're
just cramming away. They're just generating stuff and the time is
passing and they're not aware of it. They're just typing, typing,
typing, typing, and great things are happening because they're in that
particular mental state.

I think probably there are a lot of workaday programmers working on
upgrades to Enterprise Java (now I've insulted all the Java
programmers) who never achieve flow. To them, it's just kind of
engineering step by step; it's never the magic of creation.

Livingston: Is that what makes a good software company?

Spolsky: To me, building a software company—and this is kind of
hand-wavy—is creating the factory that was going to be equipped for,
when I have an idea or when somebody has an idea, we can throw it into
the factory and get the working code at the back.

The first time we ever did this was last summer with Copilot, where we
took four summer interns (three programming interns and one marketing
intern), and we had this idea for a particular way of doing remote
desktop assistance. It was a pretty obvious idea, and we looked out in
the marketplace and there were not any compelling alternatives. We
realized that, lo and behold, we could do this with four summer
interns in one summer, because it was not that big of a programming
problem. There was a neat hack where we could reuse somebody else's
code. We could accomplish this with a small amount of effort and it
was a business opportunity, so for the first time ever, Fog Creek was
actually able to take an idea and, within a few months, churn out the
solution to that idea on a fairly small scale.

My goal is to build a company where I can take much more significant
ideas—where I can say, "Golly, backup software is really, really
terrible. It's awful for all kinds of reasons. Let's make good backup
software." That's a big project. I want to have the organization that
I don't have yet where, when we get those ideas, we can produce the
products. Because the capital is sort of endless. Capital is not a
problem for us. Even if it was a problem for us, there's VC. The real
problem is how to deploy that capital to create software, and that's
something that we want to make the machine that is able to do.

Livingston: What advice would you give to a programmer who's thinking
about starting a company?

Spolsky: I've got a lot: [laughs] Don't do it. It's going to suck.
You're going to hate it.

Can I steal one from Paul? Don't start a company unless you can
convince one other person to go along with you. If you don't have two
people (or I would even say three) that you've convinced to devote
their lives to doing this, it's just going to be a different thing.
There are a lot of programmers that are very tentative about starting
their own companies. There are a lot of working programmers doing
something they hate, with some company that they hate, but they need
money to pay the mortgage. So they figure, "I'll develop something in
my spare time. I'll put in 1 hour every night and 2 hours on the
weekends and I'll start selling it by downloads." And you say to them,
"Who's your cofounder?" And they say, "My significant other—husband or
wife. My cat."

But because they never really take the leap and quit their job, they
can give up their dream at any time. And 99.9 percent of them will
actually give up their dream. If they take the leap, quit their job,
go do it full-time—no matter how much it sucks—and convince one other
person to do the same thing with them, they're going to have a much,
much higher chance of actually getting somewhere. Because they either
have to succeed or get a job. Sometimes "succeed" seems like the
easier path than actually getting a job, which is depressing.

So quit your day job. Have one other founder, at least. I'd say that's
the minimum bar to getting anywhere.

Want to Building a successful and profitable web app?

Building a web app is easy. Building a successful and profitable web app is where most people fail.

In this new series of articles, I will share valuable strategies and tips for building successful web apps. I’ll be covering everything from powerful marketing strategies, how to build a quality team, tips for great customer support and finally, exit strategies.

Building a web app is no different than launching any other product - it needs to be backed by solid business principles. You’ll need funding, a real audience, a solid monetization model, a marketing plan, quality support, and good project management.

The three vital questions

If you want your app to stay out of the Dead Pool, you need to know the answer the following questions:

  1. Who is it aimed at?
  2. Why will they use it?
  3. Will they pay for it?

#1 - Who is it aimed at?

Before you spend any time or resources, it’s vital to know exactly who your app is aimed at. Small business owners? Stay-at-home dads? Spanish speakers? Males under 30? It doesn’t matter, so long as you know who they are.

I believe that some of the best apps come from meeting your own needs. If you ever catch yourself thinking, “Wow, I sure could use …” then it might be a brilliant web app opportunity.

However, if you are not the target user of your web app, proceed with extreme caution. It’s incredibly easy to make faulty assumptions about your audience’s needs or wants. Remember that you’re an early-adopter and way more technically advanced than your average person. In many cases, 90% of your customers will think “The Internet” is the blue “e” icon on their desktop.

#2 - Why will they use it?

You may have an amazing idea. Maybe it’s going to help busy mothers organize their shopping list. Sweet. But do busy moms actually need that? Do they even want it?

Here’s some free market research you can do to determine if people will use your app:

  1. Ask people that you trust. What’s their first reaction?
  2. Search for terms that are related to your idea. If there’s a lot of online activity about it, you’ve got a good chance (and you’ll probably have competitors to deal with).
  3. Make sure it’s practical. Imagine someone actually using the app. If anything seems awkward about the actual use of it, be very careful about proceeding.
  4. Interact with your potential customers. Talk to them, hang out with them, participate in their online forums - get them to tell you what they need.

Making sure there’s a real need for your app is the most important thing before plowing your hard earned time and money into a project.

#3 - Will they pay for it?

This is where the rubber meets the road. You can be zeroed in on your target customers and know they desperately need the app, but if they won’t pay for the dang thing, you’re in trouble.

This is a useful test: close your eyes and imagine you’re one of your potential customers. Walk yourself through their typical day, from when they wake up, to the point where they come across your web app.

Imagine they make it to your “Pricing & Signup” page. Will they be so convinced they need your service that they’ll actually drag out their wallet and enter in all their details? If so, what will they be willing to pay?

If your app is aimed at business owners, they’ll be able to afford spending $49 to $99 per month. If your app is aimed at 15 year old kids, you’d better find an advertising monetization model.

Going the free route

If you’re building an app that is completely free to use (YouTube and digg are great examples) you typically have two options for monetization:

  1. Advertising
  2. Acquisition

You should never plan on being acquired. Remember that getting bought for $1.65B (or even $5M) just isn’t likely for 99.9% of web apps. Profitability should be your #1 goal.

You need to have a viable and serious plan for profitability. If you get acquired, great. Just don’t plan on it.

Now for Option #1 - Advertising. It’s a great monetization strategy, providing that you have a solid plan for selling the inventory.

There are three options for selling advertising:

  1. Use advertising networks (Federated Media, Right Media, etc)
  2. Hire an advertising sales team
  3. Use a product like Google AdSense

Ad networks are brilliant because they take all the hard work out of selling ads. It comes at a steep price though - you’ll usually only get 60% or less of the ad revenue.

The next option, hiring your own ad-sales team, is a proven way to get your ad inventory sold … but it’s going to be damn expensive. You’ll typically be looking at paying a basic salary of $20K plus commission for each salesmen.

If you don’t have the cash for a full ad-sales team, here’s how to do it on a budget: See if you can find any friends who are already doing ad-sales and ask if they can do a bit of work on the side for you. They could be paid on commission, so there’s no financial risk to you.

The last option, using a product like AdSense, is only a possibility if your web app is going to receive a very large amount of traffic and is largely content based (Google needs to be able to parse text to offer relevant ads).

Pricing - hitting the sweet spot

If you do decide to charge for your app, determining your prices will be tough.

Every web app builder agonizes over pricing. Should you have a monthly or one time fee? Should you offer a free plan? Should you monetize with ads?

As an example, CrazyEgg and Flickr have two very different pricing strategies.

flickr-crazyegg.gif

Here are some practical tips for determining your pricing model:

  1. Ask folks who know your target market. They’ll help you determine how much disposable income they have to spend on your idea.
  2. Use a spreadsheet to experiment with your figures and determine where you achieve profibility. I’ve created a straightforward Excel spreadsheet that will allow you to play with different pricing plan numbers and observe the effect on your profit. It’s simple, but it should give you a general guideline.
  3. If you’re going to monetize with ads, make sure you have a way to sell these ads. You will probably need a fulltime ad-sales person. Don’t expect to just slap on some Google Ads and become profitable.
  4. Use promotion codes to get users to upgrade from free to paying plans. Whenever we offer DropSend users 50% off their first month, we see a huge amount of upgrades.

The best advice I ever got on pricing was from Jason Fried of 37signals. I ran our pricing structure by him and he had a quick think. After a moment or two he said “Make sure your free plan doesn’t give away too much. Because if no one upgrades, you’re in trouble.”

If you decide to offer a free plan, only give your users a taste to get them hungry.

I’ve decided to share the percentage breakdown of paying users for DropSend so that you can see a real-world example:

  • $5/mo plan: 13% of total revenue
  • $9/mo plan: 17% of total revenue
  • $19/mo plan: 20% of total revenue
  • $99/mo plan: 50% of total revenue

So are you financially viable?

If you were able to able to answer the three vital questions and you’ve chosen a monetization model that puts your cash flow spreadsheet in the black, then you’ve got a damn good chance of surviving and becoming profitable.

Please feel free to share any lessons you’ve learned while building your web app or challenge some of the points I’ve made.

Next time …

In the next installment of Web Apps 101, I’ll share valuable tips on funding your app, building a successful team and project management.

Monday, March 05, 2007

Lessons from Project Management

Lessons from Project Management: 101 ways to organize your life

Project Management (and life) Wisdom straight from the mouths of the horses – oops, I mean project managers:

Leadership

1. Keep your approach friendly: People are not looking to make friends at work, but refraining from an aggressive approach towards your employees is a good idea. The whip - your - team - into - submission approach worked with the "Pyramids of Giza" project – but it is outdated now. The days when you could bully and scare the s*** out of your team are over. Be diplomatic and assertive, instead.

2. When taking on a new project/responsibility at work, convey to your management the extent of authority you need in order to effectively execute your project. Ensure that you have the authority that you need before you start work on your project.

3. Being people-oriented does not mean that you cannot be task-oriented (and vice-versa).

4. One-to-one: Meet regularly with your team members on a one-on-one basis. When you apply this principle to your kids, it makes each of them feel special.

5. Nobody appreciates a micro-manager: Don’t sit on the heads of your team members.

6. Giving autonomy does not mean not keeping track of progress.

7. Learn how to manage people (more difficult than it sounds, believe you me!), and the rest of your job will that much easier to execute.

8. As a leader, you should have the ability to bind the team together and give them a sense of “we’re in this together.” For instance, as the head of your family, you can promote bonding by setting aside time for family board games, story-telling sessions, family picnics, family prayers and the like.

9. Stay visible – As a leader, you need to be visible in good times, as well as when there are problems to address.

10. Your reputation depends on your perceived credibility and integrity: A very basic item for leaders is to ensure that promises made are promises kept. If action is committed, it must be performed.

11. Personality: As a leader, does your personality influence and inspire your team?

12. Leadership CAN be learned. Focus on these areas to improve your leadership skills:

  • Initiative
  • Leverage your charisma to influence others
  • Lead purposefully and with commitment
  • Develop a result-oriented approach
  • Cultivate an attitude of optimism
  • Work on your self-confidence - especially for weakness areas (for instance, if you are particularly nervous around people with an intimidating body language, create a plan to tackle that, and come across as confident and in-control in their presence.)
  • Cultivate empathy so that you can encourage and nurture your team
  • Learn to identify winners – and nurture them
  • Learn to read between the lines to understand the underlying concern that prompted the dialogue
  • The ability to motivate people so that they stretch out of their "comfort zones"
  • Improve your decision-making abilities by learning from past decisions
  • Learn to see the big picture
  • Polish your Goal Setting skills
  • Develop Personal Goals and examine them at regular intervals
  • Effective Time Management

13. Flexibility: While it is a good thing to be firm and stand by your decisions, It is important that you are flexible enough to realize when plans need to change. View planning as an ongoing process. That way, you can change course midway without too much damage, if the original plan is not working. Are you open to continuous planning and updating of the plan?

Effective personnel management (Managing your team / family unit)

14. Stand up for your team. When your employees are in the right, have the guts to take up their case.

15. Don’t let team members intimidate you with technical mumbo-jumbo. Don’t feel stupid when you ask them to explain what they are saying in layperson’s language.

16. Match assignments with skill sets: Is every team member equipped to handle his part of the assignment? If not, then you are in deep trouble!

17. Creative Solutions: A Japanese story – when a little girl kept wearing the wrong shoe on the wrong foot, her parents found a solution. There was half a smiley face on either shoe. The smiley face was complete only when she wore her shoes the correct way. Problem solved. It can be as simple as that if we use our creativity.

18. When you pressure your team to deliver faster than is humanly possible, don’t be surprised to see a poor quality, bug-laden product.

19. Agree on rules: In project management, once the design has been completed, the design and production staff create a style guide for future reference. Make the rules of the game clear to all players involved, and to any players who join in later on.

20. Building Trust: Build trust within the team by demonstrating to each team member that everyone is important and creating a sense of personal value and contribution.

21. According to the book "Retaining Your Best People" (Harvard Business School Press), retention should become a core strategy. A very significant and important piece of advice from the book and something that all leaders should do on a regular basis is to "let your best people know you treasure them, count on them, and want to reward them in as many ways as possible."

22. Look beyond money: There should be an effort by the manager, project manager, or business executive to determine what the non-monetary interests of the key players are. Translated to a family situation, don't sit smug thinking that you are doing your bit by bringing in the bacon. Your family needs more than that from you - your attention and interest, for instance.

23. Say thanks, offer words of support, and show appreciation for good work.

24. Reward your key players as often as possible. People generally won't work for people who just don't care for them.

25. Provide Challenges – Encourage your team to stretch beyond their comfort zone. This will help them see just how far they can go.

Recognition

26. Rewarding works better than nagging: A reward can be something as simple as a coin or a note of appreciation – as long as your employees perceive it as a symbol of recognition, it works.

The relationship between Accountability, Empowerment, Ownership and Motivation

27. The buck stops here: You are accountable for your task / project. However, this does not mean that you do not delegate. Delegate work to your team members, let them know that they are accountable for their assignment/s, and ensure that they have the resources so that they can deliver successfully. Decide the plan of action beforehand, and decide how follow-ups will happen.

28. Ownership: Have an attitude of owning your work.

29. Minimize your supervision - Provide a sense of autonomy. Freedom is a major motivator and builds trust on both sides. (Tip: But don’t tune out completely.)

30. To motivate, you have to empower. Motivation involves not only being enthusiastic and pumped up about approaching the task, but also involves being equipped with the tools and the ability to complete the assignment. When you delegate an assignment, convey to the team member that it is now THEIR exclusive responsibility that the job gets done. If it doesn't, they will be held accountable.

31. Accountability of Self: Take a couple of co-workers into confidence about your expectations from yourself. Besides making your goals clearer to yourself, this helps others keep track of your progress.

Communication

32. Clear, open communication is a prerequisite for a healthy, result-oriented work environment.

33. Keep them posted: A lack of information is a fertile ground for rumor, gossip and insecurity. Keep the team in the loop about information concerning and affecting them.

34. When in doubt, ask: Don’t refrain from asking “stupid” questions – they may save miscommunication and misunderstandings, resulting in saved time and money!

35. It is bad policy to wait till your team members find out important information concerning them from other sources. That information should come from you.

36. Ask questions and listen to suggestions.

37. Feedback: Provide it often and ask for it. Keep an open mind. (Tip: Don’t expect all feedback to be pleasant and positive.)

38. Listen: It’s always important to listen, but even more so in tough times. Listen for undertones.

39. Be Open: While you should not be a dumping ground for grievances, you SHOULD be accessible enough for team members to openly discuss concerns or delays. (Tip: If you are not open, you'll find out about the concern or delay later in the game when there is less time to fix it.)

40. Touch Base: One-on-one and in meetings, meet up with your team members (or family members). (Sitting in front of the television with the family does not count as touching base!)

Morale

41. Pride: Have you read the Japanese story about the janitor who described his work as “Contributing to the progress of his country?” His logic – if the executives did not have clean toilets to use, they couldn’t be very productive, could they? That is the kind of pride you need to have in your work / project.

42. Keep your sense of humor: It helps – especially in situations where no one feels like laughing. (Like the time a short executive stood on a chair so that she was at eye-level with her colleague, and she quipped, “Maybe now we can see eye-to eye?” The laughter that followed this lightened up the tension that everyone in the room had been feeling up to that point.)

43. Have fun @ work: It’s true that all work and no play makes Jack a dull b ec638dcoy. And fun, on the other hand, recharges your batteries and lets you approach work with a fresh mind.

44. Celebrate achievements – even mini-achievements: Celebrating at every landmark gives your team something to look forward to, and lets them remember that they are making steady progress towards their goal – project completion!

45. Give praise: When a team member does something great, let them know it! Make sure your praise is sincere. Also, your praise will be valued only if it is given when it's due.

46. Help Others Help Themselves: If a team member / family member has a mental block, you can guide this individual to tear it down. (Tip: Tackle such issues early on, because a negative frame of mind can be highly infectious.)

Self-Management

47. Use impatience to your advantage: Channel the energies generated by your impatience to propel the process faster.

48. Procrastinators don’t make good project managers. Find a way around your weakness (procrastination) if you want to achieve your targets.

49.

24X7 availability for the project is not the way to effective achievement of targets. It will only end up overwhelming you. “The key is to schedule and set boundaries so you don't need to be accessible 24/7.” (webmonkey)

50. Do you like what you are doing? If not, why are you still doing it? Money is not compensation enough for being trapped in a role you do not like. Because for every hour you spend doing something you don’t enjoy, you are giving up doing something that you do.

51. Be Informed: Know not only what is happening in your organization, but also keep track of changes within other organizations that may impact your team members.

52. Analyze after the event: A postmortem offers valuable insights for future reference.

53. Ask yourself
(1) Do I know what is expected of me?
(2) Do I expect I can perform that which is expected of me?
(3) Do I expect a reward of value to me personally?

Stress

54. Use stress as an ally: Let stress work as the red flag that tells you to take action.

55. One key element in dealing with stress is taking control. A feeling of helplessness increases stress. So take some action that reflects that you do retain some amount of control over the situation – even if that little control is only over your reaction to the stressor.

Personal organization

56. Nothing beats being organized. Keep an organized filing system, for instance, even something as simple as storing documents chronologically will go a long way in saving you time and stress when you need to locate information.

57. Keep a daily journal where you jot down the day’s highlights. Then, set aside an hour on Saturday night/evening to analyze your week. What did you do wrong? What did you do right? What will you do differently the next time in a similar situation? This practice will help you grow professionally and personally in the long run.

58. Make daily lists and cross things off. Keep a personal scorecard and grade yourself weekly.

59. Buy a Daily Planner; now actually use it.

Planning

60. Plan ahead: Before you plunge headlong into work, spend some time planning your project.

61. Break down work into tasks: Breaking down the project into smaller tasks (and mini-tasks if required) ensures that you have a systematic approach.

62. Keep it visible and visual: Plotting a chart or graph about work progress and tacking it in a prominent place on your soft board (or keeping the softcopy on your desktop) ensures that your progress is visible to you.

63. Infrastructure: A reliable server lays the foundation for efficient work. Good infrastructure and equipment translate to smooth functioning for any task.

64. A step-by-step plan is the best way to ensure you know where you are going.

65. In project management, the bulk of the work happens after the planning phase. How well this implementation of the plan happens depends on how thorough and specific the planning and documentation was. Bad planning translates to bad implementation.

66. Good planning alone does not ensure good implementation. Follow-through becomes vital here. As the leader, the project manager ensures that the team sticks to the plan.

67. As a project manager, you need to check that everyone is following the functional spec and style guide, that they are using the proper naming conventions and version controls, and that backup files are being saved on the server. Rules are useful only insofar as they are implemented and followed.

68. Be prepared: Know your stuff front-wards, back-wards, and every way in between. This does not mean that you need to say everything you know. Being prepared helps you to quickly answer questions and convey that you know what you are talking about.

69. Understanding the goals: A project is truly successful only when you are meeting the need for which it was created. Identifying the scope and requirements at the outset and also acknowledging that in the real world, these can change is a good starting point.

70. Getting it right from the outset: The most important part of a project’s life cycle is the identification of its requirements.

Conflicts

71. Manage conflict (especially within the team) at an early stage – before it reaches crisis proportions.

72. The best way to side-step petty politics - nip conflicts in the bud.

73. Remember that no two people view the situation with the same pair of eyes – they actually see different things. This helps in understanding differences of viewpoints and eventually resolving conflict within your team.

74. Create the Team Charter; and keep it up-to-date: A team charter is a code of conduct developed by the project management team and later adopted or modified by the project team. It defines the mutual expectations of each team member of one another. As a project manager, hold yourself and others accountable to be consistent with this code.

Risk Management

75. There is no such thing as a zero-risk project: There is no such thing as a risk-free life.

76. If you want to understand a risk fully, identify its causes as well as its effects.

77. How do you respond to risks? There are four ways:
a) Aggressive responses: You can achieve avoidance by removing or changing a cause, or by breaking the cause-risk link so that the threat is no longer possible.
b) Third party: You involve a third party to manage the risk.
c) Size: You can change the size of a risk, thus reducing a threat.
d) Acceptance: You accept the possibility of the risk, and create a fallback plan to recover from negative impacts.

78. When a project is desperately troubled, first take action to contain the damage then worry about recovery, just the way a first aid or rescue teams first “contain the damage” and consider other options after the victim’s condition stabilizes.

79. Checklists for risks: Trouble sometimes stems from omissions. It is easy to “forget” key components of a work package. A checklist reduces the potential of leaving out important considerations.

Work / Life Balance

Naps, Breaks and Vacations: The rejuvenation trio

80. Take a break: When you feel overwhelmed, take a break; get your mind off work for some time. Chances are, you will be able to handle the situation better after a break.

81. Get enough sleep: There is no substitute for sleep. All else being equal, a well-rested person is better equipped to meet the challenges that the day presents, as compared to a person who has not had enough rest.

82. When you plan a vacation and want to really enjoy it, ensure that all the work-oriented nitty gritty is taken care of, and out of the way.

83. Manage your vacation as a project (a lot of planning) if you enjoy doing a lot of things rather than just lying around idly all day (which is also an excellent way to recharge your batteries, by the way).

What You Eat

84. Remember GIGO? Garbage in, Garbage out: Eat low-energy fast food and be prepared for irritability, mood swings, and blood sugar swings. Eat healthy, wholesome and nutritious meals to bring out the best in you.

Bonding and Loving

85. A healthy personal life translates to a well-balanced, healthy person. Make sure you are not succeeding at the workplace at the cost of your family and loved ones. Given enough time, they will learn to live without you around – without complaining about it. Tip: Pets are wonderful to shower you with (unconditional) love when nobody else will.

86. No job in the world is worth neglecting your kids for. Your kids will outgrow their strong dependence on you – the job will always be there (one or the other). If you are not there for them when they need you the most, don’t count on their unconditional acceptance and love for you later on.

Your clients and stakeholders

87. Keep the stakeholders updated: Keep the sponsors and stakeholders posted about the progress. This becomes more important when there are unforeseen problems or newer risks; like when there are delays.

88. Understand the need: When working on the project, it helps if you understand what need your project will fulfill. Sometimes (make that often) your client’s description the project will not match his need. Ensure that what you are doing will serve the purpose that it is meant to serve.

89. When to give in and when to hold your ground: Once a project has started, the client will almost always want you to incorporate changes and add tasks. Sometimes requests are legitimate, and it is possible to incorporate them without throwing the project off track. But when the client’s demands require significant changes, you need to take a call. Michelangelo Buonarroti’s ceiling of the Sistine chapel project is a classic case in point. The original project involved creating twelve paintings. By the time the project was completed, over 300 paintings had been created, costing the artist his health and youth.

90. When stakeholders do not respond to information or do not respond in an expected manner; create alternative, proactive communication mechanisms to avert trouble.

91. Don’t forget to ask, “What does my client want to be able to do as a result of this project?” Translated to real life situations, every time you work on something, ask yourself what you (or someone else) hope to accomplish from that activity. The answer can be as simple as “feeling refreshed and rejuvenated” to something as complex as “moving towards my dream of contributing to a cleaner and healthier planet”.

Across Borders - It's a global world!

92.

Whether working with offshore teams or just a diverse group at home, today's project environment is multicultural. Be open to and aware of your project stakeholders' cultures. Not only should we respect our colleagues' cultures, but we should understand and EXPERIENCE them. Go out for Dim sum with the team or learn a new phrase in another language. (allpm.com)

93. Cross-cultural global relations: (courtesy Elizabeth Larson, PMP and Richard Larson, PMP)
a) Plan extra time to model requirements when working cross-culturally.
While modeling is an excellent tool for overcoming some cross-cultural communication issues, multi-cultural project management may still take extra time to get the requirements and ensure that important facts are captured.
b) It is important to plann more time for capturing requirements when working in multi-cultural environments.
c) Meeting in Person to Develop Relationships Saves Time and Money in the Long Run. In some cultures tasks are completed based on established relationships and, ultimately, trust, rather than simply being driven by schedules. Attempting to forge ahead with tasks before spending social time with clients can well lead to incomplete requirements. While it may not be standard practice all over the world, when PMs are working in some other cultures taking the time to meet face-to-face can save time and money for your project and organization.

The Zen of Project Management - George Pitagorsky's tips

94. Zen is a form of self-investigation that has its roots in China and Japan. It is a merging of Indian Buddhism and Taoism. The Zen approach is one that cuts through complexity to go straight to the heart of a matter. Zen promotes knowing through inner experience. It promotes discipline from within. In the Zen way, the individual comes to fully know his or her own nature by cutting through intellectualism, cultural barriers, conditioned responses, rules and any other “extras” that get in the way of seeing the essence. One who sees the essential nature of things has wisdom. Wisdom leads naturally to compassion. Wisdom and compassion are at the heart of our essential nature.

95. What is a wise approach? It is an approach that gives us the ability to see things clearly and minimize the probability that we will be reactive and ineffective in achieving our goals and objectives. Wisdom is the synthesis of knowledge into active, practical use. A wise person moves through life with equanimity, un-phased by the chaos surrounding her. A wise person has choices. He is not unconsciously driven and reactive.

96. "Only the person who learns to relax is able to create, and for them, ideas reach the mind like lightning." Even in face of chaos, pressure and stress, relax! How? Relaxation is not the same as tuning out and turning off. It is not somnabulence. Learn to rest in the moment. Cultivate the ability to quickly focus on your breath and body just long enough to find your "center". Then engage.

97. Serve someone. Serve everyone. That is the secret of wise leadership. There is a difference between a leader who serves and one who just leads. "The difference manifests itself in the care taken by the servant-first to make sure that other people's highest priority needs are being served." Such a leader asks if "those served grow as persons; do they, while being served, become healthier, wiser, freer, more autonomous, more likely themselves to become servants?" When the motivation is to serve, posturing, politics and self-serving gains are replaced by useful effective action.

98. Mental models are deeply ingrained assumptions, generalizations … that influence how we understand the world and how we take action. ” They may be useful, or they may lead to habitual, reactive behavior. What paradigms condition your behavior? Do they help or hinder you? Do you have the courage to question them? Do they provide established basis for analyzing problems, or do they limit your ability to act in the way that is best for the current situation.

99. Desiring the impossible gives rise to suffering It is also the root of many failed projects. When undertaking a project, you have the duty to question authority, to push back. Ask questions, rather than voice objections. Why is this the deadline? What if it isn't met? What do you really need, and by when? What assumptions are you making? What would you give up to get what what you really need? Will we have the right resources at the right time?

100. The Good, The Bad, The Continuous Improvement: We learn at least as much from bad experience as we do from good. Yet, blaming, fear of punishment and models like “I’m so smart, how can I make mistakes” lead us to avoid looking at and learning from our mistakes. Continuous improvement begins with the candid acceptance of the existing situation, particularly its flaws. If you don’t accept what is, you can’t change it.

101. How to Push Back when Negotiating: When pushing back to negotiate a rational schedule and budget you need solid footing. Come to the table with a well articulated plan, complete with assumptions. Use your communication, task definition, estimating, scheduling, and risk management skills and knowledge to offer realistic alternatives. Seek win-win solutions. What if you are forced to accept an irrational schedule or budget? Try to do your best to negotiate expectations that can be met given the project’s scope, resources, and risks. Do your best to work within the project’s real-world conditions.

Friday, March 02, 2007

76 Smart Tech Solutions (part I)

Meeting these requirements doesn't require deep secrets or complex technology. Basically, it's about e-mail, telephones and IM. For e-mail, outsourcing can provide extra features, higher security and web access. For IM, you can use the many free solutions offered online. And if you want access to customers no matter what IM platform they're using, try chat clients like Trillian that allow you to cross platforms. And for that pesky file-sharing problem? Look for in-house servers that offer secure web access and online file sharing.

With all the hustle and bustle of running a business, you may have fallen out of touch with what's hot in technology and which of the latest and greatest gadgets can help you in your business. But never fear--from hardware to tech services, we've compiled these tips to bring you up to speed.

Start Controlling Your Tech--Before It Controls You
1. Increase Communication With Far-Flung Employees
It sounds basic, but the first step in setting up a technology solution for working with offsite employees is to figure out just what you need to do with your extended work force. Most growing businesses with multiple work sites will have two particular needs at the top of their list: the ability for employees to talk with each other on a minute-by-minute basis and the ability to have access to files away from the office. To add to the challenge, these needs have to be met at a price point that won't strain the budget.

2. Use Wiki to Ease Collaboration
Chances are, you may be familiar with wiki by way of Wikipedia, an online encyclopedia fed by contributions from thousands of people. A wiki is a web page that multiple users can collaborate on--it's generally basic in design and easy to use. Now, like the blogging phenomenon, wikis are starting to work their way into the business arena.

Ross Mayfield, CEO and co-founder of Palo Alto, California-based Socialtext, a group productivity and wiki solution provider, says wikis have two main benefits: They boost group productivity and also act as a business knowledge base where information is logged and easily accessible. The constantly-changing nature of wiki means it may never be completely finished, but it does remain up-to-date. Mayfield says candidates for wiki use include companies that generate a lot of documentation through groups, are team-project-oriented or seek a collaborative writing environment. Just freeing your inbox from the heaps of cc'ed e-mails and boosting productivity can be worth the investment.

3. Create a Continuity Strategy
You never know how much you depend on technology until you don't have access to it anymore. If a disaster strikes, you may not only suffer direct losses of data and hardware, but indirect losses due to downtime. But with some foresight and planning, you can avoid sustained downtime--and lost profits.

First, create a broad, holistic plan to ensure business continuity, not just disaster recovery. This plan should involve every part of your business, such as processes, operations, assets, employees and so on. Your overall goal: to prevent business disruption--then minimize it if it does occur. To this end, you should:

  • Conduct an impact analysis. How much downtime, loss of productivity, loss of data, loss of revenues and so on can your company sustain? For how long?
  • Develop a plan for dealing with mission-critical (revenue-impacting, customer-facing) functions and business-critical (back office, supply chain, e-mail) functions under various disruptive scenarios. Determine which business technologies to employ.
  • Educate your workers about the plan before a crisis occurs.
  • From time to time, revisit the plan to make sure it remains practicable and viable.

4. Do You Really Need That Tech?
Before you make a large tech expenditure, make sure you actually need whatever new technology you want to buy. Inventory all your current PCs, printers and software, and look for opportunities to consolidate purchases, standardize configurations and root out duplication. A recent study of IT purchasing by New York City consulting firm McKinsey & Co. included one example company that had 30 percent more printers than it needed. The company was also able to reduce PC configurations from 10 to three. To continue spending smart, pick a team of people--be sure to include at least one IT expert--and meet with them regularly to discuss what they need and how to save on it.

Protecting Your Business and Your Data
5. No More Passwords
Biometrics is the use of body measurements to identify people. These technologies rely on the uniqueness of the human body to identify individuals, literally measuring your biological features and behaviors. The technology can scan your fingertips, hands, face, iris, retina, voice pattern or even behavioral characteristics. Eventually, passwords may become unnecessary since biometrics provide a convenient replacement and don't require memorizing obscure combinations of letters and numbers.

Fingerprint identification is making its way into portable devices like cell phones, PDAs and laptops--hardware that's vulnerable when lost or stolen. Since businesses can't afford to lose their data, fingerprint readers make more sense than password protection. The appearance of fingerprint readers in cell phones is the most recent development (coming soon to the US), but they already exist on some laptops and PDAs. External fingerprint scanners have been available for a while, and are growing in popularity.

6. Protect Yourself From Identity Theft
What can you do to make sure your business information isn't stolen? How can you make sure that no one charges personal purchases to your accounts and ruins your business credit history? Limit the employees who have access to sensitive information, screen outsourcing companies thoroughly, and always encrypt sensitive data on your computer network. One form of business ID theft happens when criminals forge payroll checks against your business accounts, so always guard check stock like cash. And don't use preprinted check stock; instead, encourage direct deposit, and shred sensitive documents on a regular basis.

7. Catch 'Em on Camera
Wherever you need an extra set of eyes, a wireless video surveillance camera can help. Don't expect to see sharp details, especially in poor lighting situations, but do expect cameras you can monitor remotely via internet. Just plug them in wherever there's a power supply (although cameras without power cords are on the horizon). Just don't forget to enable your Wired Equivalent Privacy (WEP) and password protection to keep your video signal away from wireless snoops.

8. Don't Let Power Surges Wipe You Out
A power conditioner is a device that hooks up between an electrical outlet and your electronic equipment to keep the flow of electricity constant. A UPS device, or uninterruptible power supply, is basically a battery back-up. It buys you time in case of a catastrophe because if the power goes down completely, the UPS kicks in and gives you a few precious minutes to save your work and shut down your computer. Higher-end UPS devices often come with handy software that automatically saves your work and shuts the computer down as needed.

Besides protecting you against full power outages, a UPS also acts as a surge protector, guarding against the sags and spikes that can cause equipment headaches. For added protection, look for a UPS with a phone jack. Running your modem line through a UPS protects your computer from "back door" damage. Don't forget that lightning strikes that cause sudden electrical spikes can travel through phone lines as well as electrical lines.

9. Back It Up Daily
It's crucial that you back up your business data every day. If you have a small amount of data (less than 1 Gigabyte), recordable CDs are inexpensive--you should be able to buy a year's supply for less than $200 at most office supply stores. You can save even more money by buying CD-RWs that can be erased and re-recorded over and over again.

Regularly check to make sure that you can actually recover data from your backup disk, tape or CD-ROM. Try downloading specific files from the disk onto your home PC or a computer that is configured differently from your office server. And make at least two backup disks, tapes or CD-ROMs, and keep one in a secure offsite location, protected from natural disasters and theft.

One more thing: Don't forget that whomever hosts your website may also suffer a disaster. If the computer server on which your website is located is destroyed, your site is gone. Make sure that your ISP or web hosting service gives you a CD-ROM containing all the HTML, Java scripts and other software code for your site. Whenever you update or change your site, be sure to get an updated CD-ROM for the entire site.

Ditch the Wires
10. Say No to Dead Spots
Antennas and repeaters are the two most popular ways to stretch your signal on the cheap. Directional and omnidirectional are two terms you'll hear a lot. The omni-directional antenna boosts the signal for 360 degrees, while the directional antenna focuses the extended signal in one direction. There are also Wireless PC Cards with antennas for laptops and desktop antennas that attach to a desktop wireless network card. When selecting range-extending hardware, check with your hardware's manufacturer to avoid compatibility snags.

Repeaters are usually more expensive than antennas. A repeater acts as a relay station to pick up your wireless signal and bounce it along into those hard-to-reach corners and dead spots. Keep in mind that repeaters effectively cut bandwidth while expanding range, so use them sparingly.

11. Mesh Networks
The next step in wireless networking may be mesh networking. Also called multihop networking, it extends the range and strength of a network by using multiple access points. The more nodes you have interconnecting, the better. Each node acts as a router and can talk to other nodes instead of having them all talk back to a main base station. That's a boon for flexibility and reliability: If one node goes down or is too busy, the rest can reroute the traffic. Mesh networking can be used to cover big areas, like an entire city, or older office buildings that give regular Wi-Fi setups fits. It can also extend networks without setting up new base stations.

12. Use Wi-Jacks
While Wi-Fi is a convenient advance, installing a large wireless network can be costly. Large offices and older buildings require special care to extend the network to every nook and cranny. Wi-Jacks are the latest hardware offering aimed at making Wi-Fi easier and cheaper for businesses. Wi-Jacks are Wi-Fi wall outlets that fit an access point into a standard data wall outlet (the kind you're familiar with for Ethernet use) so you avoid installing costly access points on the ceiling. Lower installation costs permit more of a grid approach to building out a wireless network--good news for larger networks, where getting adequate coverage is an issue. Small businesses will still be content with standard hardware, but if you're considering upgrading to wireless or moving into a new building, check into Wi-Jacks.

Great Data Storage Solutions for Your Business
13. Increasing Memory the Easy Way
If you're running a one-person show, your network probably consists of just your computer and printer. If you're hitting memory capacity on that one PC, your best storage solution is an external hard drive that connects via USB or Firewire cable. Installation is a snap since most USB cables now install themselves, and they're easy to use since they just appear on your computer as another drive. You can use your new external hard drive to back up your files or simply to save memory-intensive files and graphics. And at less than $200 bucks for 200GB, they're a bargain.

14. DVDs--Not Just for Movies Anymore
Want a quick and easy way to store data? For periodic backups, DVDs are still cost effective. DVDs with DL (double layer) technology allow you to burn up to 8.5GB of data on each disk, up from the standard 4.7GB. And while double-layer DVDs may be slightly more expensive and have lower burn speeds, they make up for it in capacity.

15. Access Stored Documents Online
Web-based storage services allow business users to store their documents and other digital files on third-party servers and are usually subscription-based. This helps businesses continue to operate if there are any outages, crises or disasters at the main office. It also allows convenient sharing of large files and real-time collaboration between a business and its partners without clogging company e-mail systems and servers. Online storage services also provide access to content from anywhere there's an Internet connection. They reduce the cost of maintaining, storing and managing hard-copy documents on-site and reduce the risk of lost or misfiled paper documents. They are also scalable as your business grows. One important caveat: Your business must use a broadband connection to take advantage of these online solutions.

16. Share--and Protect--Data
Network attached storage (NAS) devices are dedicated storage that hook up to any available Ethernet port, so they're on a LAN rather than a server. It's an easily scalable solution for storing, organizing and sharing data among users on one or several interconnected networks. A big portion of NAS hardware is made up of hard drives so they're ideal for backing up data. And if they're RAID-ready (Redundant Array of Independent Disks), that's a plus because RAID management software allows you to share and/or duplicate your data across multiple disks, so if one goes down, you can make a quick recovery.

17. Memory on the Go
External flash memory comes in all shapes and sizes, one of the most popular being mini USB drives that are about the size of a thumb and plug into your computer's USB port. Their small size makes them extremely convenient for transferring data and files from one computer to another and they can even be attached to your keychain. For these devices, memory capacity averages 512 megabytes, but can scale all the way to 16 gigabytes. Other flash memory formats include SmartMedia, Compact Flash, Memory Stick and Secure Digital cards.

Communicate Better With Technology
18. Automate Your Customer Communications
In a world where fewer and fewer customer interactions actually take place in person, implementing CRM technology can be an excellent way to provide a more personalized touch when working with your customers.

Sales force automation tools help track your pool of prospects as they move from interested leads to paying customers. Customer support automation improves the process of handling customers so you can better satisfy them while minimizing your costs. Whether you support your customers through a call center, in-person or online, applications range from live online help, searchable knowledge bases where customers can look up answers to previously asked questions, and case tracking to ensure no inquiry gets lost.

19. Reduce Your Phone Bills
VoIp (Voice over Internet Protocol) allows you to make phone calls over the internet. It's an increasingly popular tool that can help growing businesses save on their communications bills and it offers some enticing features. Find me/follow me services can forward phone calls to wherever your are and employees located in home offices can be hooked up with in-office extensions, so dialing is the same as if you're calling somebody two doors down in the same building. For frequent travelers, IP softphones can allow you to call from your hotel room.

Choose a provider based on call features, its experience with growing businesses, network quality and price. Check in with your in-house IT person or IT consultant about getting all your various offices onto the same VoIP page.

20. Simplify Your Life With One Inbox
Getting your voice mails, faxes, e-mails and instant messages in one inbox is now possible through unified messaging (UM), also known as unified communications (UC). You may already get e-mail forwarded to your handheld or smartphone, as well as use these devices to access your voice mail and to send text messages. But vendors are also now offering services that combine your voice, e-mail and fax inboxes into one account, accessible via a mobile phone or internet-connected computer. You can listen to your voice mail on your computer or your faxes and e-mails via telephone using text-to-speech technology. All this functionality costs around $10 a month depending on where you live and your messaging needs.

21. Choosing the Right E-Mail Provider
E-mail is considered the number-one productivity application for business owners, so choosing the right e-mail provider for your business is crucial. Like any other technology acquisition, e-mail must enable the specific goals of your business. So before approaching e-mail providers, first understand your business objectives and internal capabilities by considering the following issues:

  • The number of employees you have
  • Whether your business has a centralized or distributed structure (i.e., do you have any telecommuters or satellite offices?)
  • The applications you plan to operate with e-mail, including the size and types of anticipated attachments
  • The volume of interaction expected with customers, partners and suppliers
  • The frequency of use, time-of-day usage and other expectations
  • Whether you have enough in-house expertise to implement and manage an internal system or if you need to outsource that function

Finding the Best Tech Consultants and Service Providers
22. Finding an E-Mail Service Provider
Every business needs e-mail, but there are a wide variety of offerings on the market. So take your time, ask the right questions and conduct a thorough investigation of what's available. It's worth the extra effort to select the e-mail provider that's right for your business.

When searching, you'll want to interview several potential providers. Although the questions you'll ask them will be specific to the needs of your business, this list should provide a good starting point:

  • How long have you been in business?
  • What features do you support beyond basic send, receive, reply and forward?
  • What kinds of security do you offer?
  • What is your pricing structure?
  • How are backups and restores handled?
  • What kind of service level agreement (SLA) do you offer to ensure e-mail reliability and availability?
  • Can e-mail be accessed remotely?
  • Is live customer support available?

23. Choosing a Web Host
Selecting a web host can be tricky. Thousands of services charge countless fees, make all sorts of promises and raise seemingly endless questions. To help choose one that'll get the job done, here are key questions to ask:

  • How reliable is your service?
  • What kind of performance do you offer?
  • How good is your support?
  • What will it cost?
  • How do you handle security?
  • How much control do I have?
  • Can you handle the technology I'm using?

Actually comparing hosts can be difficult, so a good policy is to quietly set up an account and test the host--kick the tires, so to speak--for several weeks before announcing your presence to the world. Isn't that expensive? You bet, when setup fees are factored in. But more expensive--and embarrassing--is to make a big push for traffic, only to have your host drop the ball and leave you with cranky visitors who can't quite make it in. Better to know your host is operating smoothly before inviting guests to the party.

24. Doing Due Diligence
Here's a word of caution: Finding a website consultant can be tricky. Although the web continues to grow at a rapid pace and has become a useful tool for both buyers and sellers, it's also quite unwieldy. As a result, very few organized associations or websites exist to help people find reputable web design firms. So when you do locate a potential design partner, make sure the company you want to work with is reputable. Just how can you do this? Check out a list of sites the company's worked on and look closely at its own site. Ask about arrangements for maintaining the site, and make sure your new designer is interested in your company and its goals.

25. Getting Your Website Built
Countless small businesses rely on web consultants every day to design and build their websites, enhance existing sites, and put together the pieces of each company's distinctive e-commerce strategy. If you're trying to get your company's site up and running, you can choose among independent site developers, web design shops, technology consulting firms, system integrators, traditional advertising and PR firms, and interactive agencies. Some of these outsource the website hosting and site promotion functions, while others keep these functions in-house. In addition, web design and strategic consulting are often provided by web hosting companies.

And like the web consultants themselves, the variety of prices that consultants charge for their services are extreme: They can charge several hundred dollars for a simple site consisting of a few pages to $1 million or more for a more sophisticated e-commerce site with such features as easily updated product databases, search engines, animated product demonstrations, secure online transactions, and audio and video enhancements. In addition, web consultants vary in how they price their services: Some consultants, typically individual designers, charge by the hour; others, usually web design firms, charge by the project. In general, however, experts say that consultants or web hosting companies can put together a basic, professional-looking website for $1,500 to $5,000 (not including monthly hosting charges), and an e-commerce site for about $10,000 to $50,000.

26. Hiring IT Consultants
You wouldn't dream of tackling your accounting on your own, so why take on your IT strategy by yourself? Fortunately, there are thousands of service companies dedicated to helping with that problem. IT consultants, or technology solutions providers, can decide which hardware and software you should use, where to host your website, or how to protect yourself from hackers or viruses.

How much can you expect to pay a solutions provider? It depends. An electrical contractor asked one consulting firm to troubleshoot problems with its billing system. The firm found that the contractor's tape backup wasn't working, its antivirus software was outdated and its network printer was not set up efficiently. The proposed solution cost $3,000. Another small company, a seven-person firm that helps larger companies outsource HR functions, invested in three high-powered servers with a firewall with the same IT consultant. Such solutions can start at $5,000.