The future of digital teamwork: 5 ways to get ahead

Advances in how we work, where we work and the tools we use to get the jobs done have opened new opportunities for collaboration across continents. As meetings move from cramped boardrooms to virtual settings around the world, organizations that adapt will build the foundation for success in the workplace of the future.

More than 40% of organizations say they exchange financial information during virtual meetings and through digital channels. As sensitive information like customer data and patient info speeds around the world, security and control are more important than ever. And just as technology tackles security, so too does it work to meet the needs – ever-growing and changing – of the organizations powered by Cisco. Almost half of organizations say they need to be available at all times and 66% of organizations say a solution that isn’t scalable doesn’t work for them.

Is it possible to connect the world’s organizations quickly and securely for the best possible virtual workflow? With Cisco Spark, a cloud-enabled UC service, business of all sizes can maximize the benefits of digital teamwork via a single platform. Click through the guide below to get started.

 

 

 

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Presenting Data More Powerfully with 3 Easy Tips

#1 Make your slide title a news headline

Every journalist knows that if your headline doesn’t reflect your story’s juice, readers will surely overlook your article.  Well, the same principal applies for presenting the ‘story’ of your data.  To immediately engage your audience, create a headline that reflects your single most important piece of information.

Elevating your most important message to the headline (a.k.a. the slide title) has two advantages a) it makes your data memorable and b) it makes your audience lean in and want more information. Yes, it’s that simple.

Here is a generic headline. Notice: in order for the audience to learn anything more about the Olympic results, they have to squint their eyes and wade through rows and rows of data. Why make it so difficult?

SLIDE 1

20140122_before02

Here is the same data presented with an active, content-rich headline that tells us upfront what the big news is right away. Unlike the above slide, it doesn’t make us work hard to figure out the message:

SLIDE 2 

20140122_after02

If you’ve ever used the words “comparison” or “overview” as a headline for your charts, we are talking to you! While there might be occasional need for broad language, you are probably missing an opportunity to give power to the message within your data. Try asking yourself: where is my key message? What is this slide about? If you can’t answer this question in the title, then this could be a red flag.

Bonus tip: Whenever possible, the title should include a unit of measurement and a time period to give the audience context.

 

#2 Use callouts to pinpoint your main message

Callouts are simply an added shape that stands apart from the chart but draws attention to the chart’s key message.  Callouts are married to the headline. They work together to illuminate the main message. While the headline tells us the most important nugget of information in the chart, the callout points right to it.

In the example of slide 2 above, the callout is the blue circle to the right of the chart. It points out the exact same message as the headline. Again, both the headline and the callout reinforce each other and the main message of the slide.

 

#3 Color controls eyeballs

Color is the easiest way to differentiate the critical data point (that carries your main message). This is where you want eyeballs to go first. As you see in slide 2 above, it is best to go with a monochromatic color scheme that is clean and simple. When you add a simple contrast color to one data finding, you illuminate it immediately. Your audience will see your main message in one glance.

Although color itself doesn’t add meaning or value to your data, its presence makes a big impact. Consciously or not, when people look at a data display and see visual differences like color, they immediately try to determine the meaning of those differences. Too much color will confuse your message (a very common problem). Used sparingly, color is a great tool in telling your story.

Remember: Your audience will remember 4 slides in a 20-slide presentation. Make them count.

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Post originally published on The Presentation Company’s blog here.

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A DON’T-MISS WEBINAR: Using Data Visualization to Tell Your Story

We had a wonderful game plan this month to offer a free webinar, crammed with useful data visualization techniques. Unfortunately, it’s not to be…just yet.

Life had other plans for presentation expert Janine Kurnoff. Her future data wizard (Liam) decided to make an early appearance in the world. At the moment, the only data she is visualizing is pink skin and the sweet smell of her newborn.

In September, when Janine is tired of changing diapers, she will teach some of the incredible techniques for storytelling and data visualization that she uses to train the world’s top brands such as Facebook, HP, Instagram, Nike, and Oracle. These include:

  • How to tell a story with data that can be understood in a glance
  • Clever visual tricks to think “outside the chart” using photography, icons, eye-catching text, and more
  • How to dodge the most common pitfalls with charts and graphs

So until then, we want to leave you with four particularly good nuggets about telling a story with data…

Step 1: Determine Your Story First

There is no understating how important it is to craft your story first. When we are sitting on mounds of data, our inclination is to immediately get charting. After all, doesn’t our data contain all the evidence we need? Doesn’t our data speak for itself? No, it doesn’t. And if you do present your data upfront, without critical analysis and an idea of the story you want to tell, it’s value will evaporate.

Step 2: Write Headlines that Report the News

Insights that you glean from data amount to more than just facts. It helps to see the charts, tables, or graphics you put on each slide as a news story. And doesn’t every news story need a headline? Writing headlines forces you to clearly display your most important data insights. You’ve already determined your story (step 1), so this is kind of like coming up with the chapter headings. And each of these headings must move along the story.

Step 2: Write Headlines that Report the News

Insights that you glean from data amount to more than just facts. It helps to see the charts, tables, or graphics you put on each slide as a news story. And doesn’t every news story need a headline? Writing headlines forces you to clearly display your most important data insights. You’ve already determined your story (step 1), so this is kind of like coming up with the chapter headings. And each of these headings must move along the story.

Generic heading
Heading that reports the news

Step 3: Use callouts to highlight important data insights

Now that you’ve determined your story and created bold news headlines, it’s time to get down to the details of data visualization. We love callouts because they are one of the easiest ways to draw attention to your most important data. During the webinar, we’ll dive into the details about how using color, shapes, and sizes will give your data impact.

No callouts
Callouts identify critical information

Step 4: Get rid of the noise!

Visually, you are doing your audience a huge favor if you minimize or delete any clutter on your slide. Start with any chart labels. Only include labels that are concise, necessary, and informative. Do they make your data easy to read? Are axis labels easy to understand? Do they make sense with the story you are trying to tell?       

Axis labels are unabbreviaited; chart uses heavy gridlines and vertical axis
Axis labels are abbreviated; amount of gridlines has been reduced

Missed any of the previous webinars hosted by Cisco WebEx and The Presentation Company?

WATCH NOW:

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#WebExPoll Results: Your Teamwork Habits Revealed

On the third Thursday of each quarter, many businesses observe “Get to Know Your Customers Day.” After realizing that yes, this is an actual thing, the WebEx team grew even more curious about our customers and kicked off our next #WebExPoll Series, dedicated to understanding their meeting and productivity habits.

So what did we discover? Overall, you guys send a lot of emails, get more done in the a.m. versus the midnight hour and are pretty good at juggling the collaboration tools you need to get your work done. Oh – and we love how easy you find it to take meetings from home using WebEx for your video conferences.

Take a colorful look at fun facts we discovered about you and be sure to follow @WebEx on Twitter to join the conversation.

For those early morning meetings across different time zones, 75% of you would hop out of bed and take the meeting from home.

Speaking of starting early, 64% of you shared that morning is your favorite time of day to get the most done.

And you’re all about finding ways to collaborate with your teammates. Because 52% of you use 1-3 collaboration tools daily.

And…Cisco Spark is one of your go-to tools to make things happen. Over half (53%) of you would trust Spark over email to send urgent and confidential documents. We’ve got your back.

We were sorry to hear that most of you are glued to your inbox. 55% said you check email constantly and 49% you send between 50 and 100 emails a day! That’s a lot of typing, folks.

But even when you’re busy, you love finding time to meet with your team face-to-face. For 44% of you, video is your favorite way to meet.

No matter how you like to get things done, finding a way that works for you is what matters most. Learn how Cisco Spark can work for your team.

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Webinar: Teams are Trending: How to Spark True Teamwork Online

While teamwork remains a relevant work trend, after studying 2016 work trends, Deloitte discovered  organizations are moving away from more traditional structures to form dynamic networks of teams, regardless of where team members may be located. So while one team member is working from an office in Dallas for a client in Miami, it’s entirely possible for them to be working with team members in Chicago, New York and London.

And the key to all of this? Technology!

Thanks to increased use of new digital and online tools, teams separated by hundreds or even thousands of miles are still able to connect, create, work and “do” more. It’s no surprise then that 85 percent of the executives Deloitte surveyed noted a compelling and meaningful work environment was just  as important as employee engagement.

But what are the best ways to use technology to create these desired environments?

In our next webinar, “Teams are Trending: How to Spark True Teamwork Online,” Meghan M. Biro, CEO and founder of TalentCulture, Meghan Biro will outline how videoconferencing and online meetings keep teams engaged. She’ll  also discuss the best ways to optimize digital environments for maximum creativity, performance and more.

This is a “don’t-miss” event for leaders looking to help their teams do their best work in a digital network. Be sure to register now for this March 30 event, kicking off at 12:30 p.m. PT.

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Three Ways to Spring Clean Your Digital Life

In spite of the recent winter storms that tagged the country last week, today marks the first official day of spring. In addition to the warmer days that lie ahead, today is also a perfect day to indulge in a bit of spring cleaning – but we’re not talking about a bit of dusting around the house. Today is also the perfect day for you (and your teams) to knock out a bit of digital spring cleaning as well and we’re sharing a few tips to guide you along.

Dust Off Your Digital Work Life

Any one of these tips – or combination of them – will fast track your digital decluttering.

  • Find yourself shifting pass the same apps on smartphone or tablet? If you’ve stopped using them or have turned to other products, then delete them! An added bonus? Eliminating unnecessary apps and files, helps your device could run faster.
  • There have been times I’ve realized I have dozens or even hundreds of unopened email in my inbox. Since selecting all and hitting the delete button is not a reality for many of us, revisit the “Zero Inbox” method to keep your inbox as clutter free as possible.
  • When you’re prompted to change your password for an email account for example, consider changing passwords for all of your work-related accounts. From internal intranet sites to your 401k provider, save yourself some time down the line by taking care of it now.

Get Your Team in the Declutter Game

When everyone gets in on the digital declutter game, your team will already be set to hit the ground running when it’s time to connect and work together.

  • Now that you’ve applied the Zero Inbox method, instead of a starting another long email thread filled with attachments, get the entire team onboard with an app like Cisco Spark to share information, whiteboard, edit documents and screen share.
  • Have your teams look at all of the meetings and invitations currently on their calendar. If there are some they never find themselves attending or are just simply meetings they don’t need to attend, they should delete them to ensure their calendars are as up-to-date as possible.
  • As a leader, do you know what your team members spend their time on each day? Help them optimize their energy and prioritize their day by auditing their time and helping them refocus.

Cultivate Creativity

What does all of this digital decluttering leads to? A fresh new digital environment prime for cultivating the most creative ideas and solutions teams have to offer.

  • One of the easiest ways to cultivate deeper levels of creativity is to welcome new members – and their ideas. Set up a video meeting with Cisco WebEx and tap into the fresh ideas colleagues across town or around the world may have to share.
  • After this deep digital spring cleaning, be sure to keep your digital life nice and tidy. Set aside 10 to 15 minutes each to prioritize your workload, clean out your inbox and check your Cisco Spark work rooms for team updates.

How do you plan on decluttering your digital life today? Share your best tips with us or how these helped you below.

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Productivity Can Be Simpler Than You Think

“Be more productive.” While this is a simple thing to say, between busy home lives and just the day-to-day office routine of meetings, conference calls and client catch-ups (and some social media scrolling if we’re all honest), maintaining a certain level of productivity can be a challenge.

  • On a daily basis, Care@Work notes the average worker is interrupted every three minutes, taking another 23 minutes to get back on task.
  • Harvard research also shows that people spend almost 47 percent of their waking hours thinking about something other than what they’re doing.

All of these distractions not only cause employees to be less productive, but also costs companies some pretty big money in lost revenue. In fact, the total soars into the billions when employees aren’t engaged with their jobs, according to a Gallup poll.

Obviously, there are many ways to go down an unproductive path during the workday. But all hope is not lost! More research shows that people who live busy lives tend to do better on tasks of memory and tasks of reasoning.  So it’s good to be busy! The key is learning how to stay busy and engaged, without tipping into the territory of stress.

As a team lead, I’m all for helping others be more productive at work. In that spirit, I’m sharing a few things that have worked for me and that my team members have said work for them.

Clock Work

It’s an oldie, but a goodie. Set your clock 10 minutes ahead of schedule first thing in the morning so you have an extra 10 minute to get organized before you dive into whatever is on your calendar for the day.

Zero Inbox

No, I’m not saying you can just delete everything that arrives in your inbox each day. But, taking immediate action on the emails you receive can save you a lot of time.

When you receive a new email, reply to it, forward it or set a meeting to follow-up on the subject matter. Adding a task to your to-do-list (or best of all deleting it) is ok too.

Check It Off 

Making a list of all of the things you want to accomplish not only helps prioritize your day, but if you’re like me, you’ll find literally checking an item off of a to-do-list extremely satisfying.

When making a list, develop a system that works for you. It could be a color-coded one or maybe using icons helps you better. And if you find the list is getting too long, scale it back to what you can take on for the day.

Find Your Work Happy Place

Gallup found that 58 percent of Americans, believe workers who work remotely are just as productive as those who work in a business office.

Thankfully, technology has made it possible to pretty much take your office on-the-go. Apps and programs like Cisco Spark and Cisco WebEx make it possible to work and meet in real-time, share updates and documents, set up individual meeting rooms and more so everyone can review updates on their own and remain on the same page.

Throw Yourself a Party

Look, everyone deserves to treat themselves a bit when they accomplish their goals and get more done during the day. So celebrate your productivity throughout the day.

For starters, take five minutes to relax after completing a task. Go grab a snack, listen to a few songs, call your mom or best friend for a quick catch-up – whatever helps you recharge and refocus on your next task, do it!

 The great thing is, what helps with stay productive is not set in stone. Discover what works for you and run with it. Do you have any tips and tricks for getting things done? Tells us your favorites in the comments below.

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