JanRezab / Blog

Founder & Executive Chairman of Socialbakers.com


Monthly Archives: December 2013

Please Apple, we want Mac Mail to how it was pre-Mavericks, its still broken!

Published: December 17, 2013

I used official channels, support channels, back channels, I tried everything, waited for bug fixes patiently and NONE of them worked (bug fix 1, and yesterdays 10.9.1 Mac update). Its no use. Mac Mail IS NOT compatible with Google Apps. Well, at least with moving, archiving, and labels (which is a pretty damn big part of Google Apps if you ask me). Mailbox is still having the same issues it had.  Please, I am done with this. Why am I still trying? I love Mac Mail (and hate it at the same time…). Check an entire thread on Apple Forums on the Mac Mail problem.

Mac Mail is the best email client on the web, and let me tell you why: I have 30 GB of email on Google Apps, and thats quite a lot of email (actually the previous limit was 25 GB, and I was lucky because the week I hit 25 GB Google allowed just buying more space, yeeah!). That was until the Mavericks (Damn you Mavericks, I would have NEVER updated you, I am thinking of actually downgrading from Mavericks and never installing another update again – thats how far badly this update has gone for Mac mail).

Whats broken?

  • Moving messages (it blinks through so many times, happens sporadically)
  • Archiving
  • Inbox behavior – weird counts, brutally delayed synchronization

On the last version, it worked JUST fine!

Basically since the launch of Mavericks, people have been complaining about Mac Mail.

Screenshot from the same time, absolutely inconsistent mailbox (rebuild, synchronize, get new mail, even waiting for a LONG time connected doesn’t work anymore):

Screen Shot 2013-12-17 at 14.15.48

Screen Shot 2013-12-17 at 14.16.01

I even installed the update, it didnt do anything. Please, Apple, I am hopeless. Just RETURN it to the way it was before Mavericks.

Screen Shot 2013-12-17 at 18.23.55

Parameters: I have 30 GB of email (but ready to even archive some old ones, but since Mavericks, I have to have ALL MAIL turned on, so I would really have to DELETE old mail, which I am certainly not ready to do), I am a heavy Google Apps user. It takes a week or two for Mac Mail to download and sync my entire account (not to mention the true activity on the progress is not really reflected / true… Especially downloading new email is frustrating as you dont know whats what.

For more on how I set up my email and manage tips and labels, check out this article.

See some comments from the Apple thread on the recent update, that was obviously not a working update for anyone really…

Screen Shot 2013-12-17 at 18.31.42

Screen Shot 2013-12-17 at 18.31.09 Screen Shot 2013-12-17 at 18.31.22 Screen Shot 2013-12-17 at 18.31.30

 

 


How to use Podio in the best way possible – open manual on best practices

Published: December 17, 2013

Internal social networks are becoming a huge thing if you want to decrease the world of email. Podio helps with this.

Best practices of implementing Podio inside an organization
Its very tricky to implement a social network in the organization right. Many (even in a young lean startup) have a feeling that its something extra, that its an extra layer of work and a new communication channel for them. Using an internal social network does decrease efficiency for about a few days to a few weeks for someone, but think of it as it was switching from Windows XP to Mac. It took you a bit, but then you counted the hours you saved!

Some best practices on implementation:

  • Put it in the HR process – 100% of employees should have Podio
  • Not only should they have it, they should have at least their name, picture, department, phone number, office where they sit, email, and a few other contact details
  • Explain to employees in an all hands meeting what this means, why you are doing it, and be open about it
  • Lead by example, really use it yourself as a leader
  • For us this must be coming: Ban CC emails with more than 5 recipients. If you are sending it to more, it probably belongs in Podio
  • Make a workspace for each DEPARTMENT
  • Make a private one – for your own department chatter (don’t let anyone join) – private workspaces are very powerful and very important to have
  • Make specific BIG projects one (but don’t “overworkspace” for every taks)
  • Make a public workspace for your department – a place others will be able to see information
  • Make one person a central admin of all workspaces

Apps – Podio has a number of cool apps you can build, you can even build an app for yourself if you have the right use-case – this is great if you really want to understand something.
This is our set-up of walls on Podio:

Podiosetup

Few highlights:

  • Wall – thats for everyone
  • Office – X – very useful for different offices
  • Off-topic – definitely make one so people can “post away”, put something more personal to them, etc.

How to collaborate in individual workspace

  • Make sure you use apps for different regular things like requests
  • If you are an INSIDER (of that department), make sure you only address issues that are relevant to all
  • Don’t over-comment on Podio – rather than saying “Great” (unless its for cheerleading, just like the update)

Personal PODIO set-up & Best Practices on usage

  • Set-up email notifications – in the best way possible
  • Mandatory email notifications on mentions
  • Act on being mentioned – this is very important, having a 100% response rate on Podio
  • Have Podio always open, it has nice notifications
  • Use Podio chat for “smaller” things
  • Celebrate your colleagues successes
  • Announce launches
  • Discuss ideas and issues – its always better than an email chain

The BEST thing about Podio which reverses the logic of email is, that when you have an email, you have a chain from emails and if you get 10 of them after a meeting, you are trying to find out where you should reply. With Podio, you immediately see a notification and you only see where you should be responding and to what (you can read up from where you were mentioned if you dont understand, rather than reading emails down).

Screen Shot 2013-12-17 at 8.40.14

Rules

  • Always consider, is it for more than 50% of the workspace
  • Do not post smaller updates – remember they go to all people (if you have a smaller update, maybe post it as a comment)
  • Mention people if the comment is addressed to them
  • Dont over-use mentioning workspaces – this is a powerful, yet spammy tool

Why I love Podio:

  • Contacts – You have everyones contacts in 1 place – we made it a company rule (and integrated in HR process) to have your details there, fantastic. Click to call anyone in the organization from the iPhone/Android app. Love it.
  • Communication “to many” – the fact that you can communicate to many (see above my most favorite thing about Podio)
  • Social organization – helping create a social organization to be able to communicate better with each other, having better clarity on who does what

Top 3 things Podio should do to make itself better:

  • Better ability to drill down into the details and notifications (mentions, split mention of the workspace and myself)
  • Better setting of email notifications (again, split mentions) – I am very interested if someone mentions @Jan Rezab, but not if he mentions @Super Sales Hub (where I am member)
  • Mobile – Emails are mobile adaptable (!!!) – I hate the scrolling! & Mobile Mentioning via app. Mobile app should have local caching for contacts (big use-case)

How do you think we have this set-up? Are other tools like Chatter, Yammer, or others better for you and why?


Advice on how to manage your professional social media quickly and easily

Published: December 3, 2013

Maybe you love social media, you tweet several times per day, Instagram is where you live and your public Facebook feed has thousands of non-friend subscribers. If so, this article is not for you, and you can go ahead and share it with people less fortunate than you.

This article will show how to set-up, publish, and manage social media in a matter of 5 – 10 minutes per week after set-up. Its primarily aimed for the late adopters, and rather than taking it as late adopters, many people are just super focused on their job and think managing their social media is not part of it, and possibly feel that they should do it out of professional peer or market pressure. This article is exactly for you. You might be an investor, CEO, member of top management, or just a professional who is looking for ways to do social media in a simple, fast, and easy way. I will tell you how to manage social media for it to take you minutes every day.

First lets look at the setup itself, and how you are setup in each platform

LinkedIn – this is clearly a professional network, the behavior should be accepting people that want to connect with you and have something interesting to say. This is why on LinkedIn, I advise you follow LinkedIns own advice on filling your professional profile, and do post updates once in a while as well. Get recommendations from your network but definitely dont make it seem you are desperately looking for a job when getting them.
Facebook – Facebook is a tricky one, as a lot of people are already there, some professionals actually hiding their personal profiles under even fake names. Dont do that. First off, its against Facebook rules. Second, everyone a little smart can actually find you anyway if they really wanted to. Read more below in the dedicated Facebook section.
Twitter – Twitter for some may be a personal network, lets assume you are the type of person who is starting on Twitter and either are not there, or have under a few followers and have barely tweeted. For you, we will keep Twitter purely professional.

I would recommend each person to have at least the above 3. Everything else is kind of extra and you dont really need it or have to be up to date with the latest trends. This covers the basics.

Facebook set-up
First, lets separate the personal and professional. Clearly you have some social networking presence as a person and would like to maintain it. First thing to do is then secure all your social media content to-date for “friends only” (we can then make other friends you approve professionally only see the public content too, making a 3 layer approach).

Trade-offs of having Facebook “mixed” – Profile picture must be somewhat professional, timeline pictures too, and the fact that yes, your “normal” friends will also see your professional status updates.

You can always choose which content is “Friends” or “Public”. The public is the professional, and the friends is the more private one. You can also create a list of friends that would see a more limited amount of content, and you can always share to: Friends – (Group you are hiding) – see picture below or just share to one group of friends (e.g. Family).

Screen Shot 2013-12-02 at 12.22.47

Note: I have 30 groups of friends and connections on Facebook, use it for both personal and work, and it can work with that very well. Having 2 – 3 layers should then be a piece of cake.

Recommended Facebook settings checklist for executives:

  • Who can see my stuff: Public
  • Review all posts and things you are tagged in: Yes
  • You have an option to “Limit the audience for old posts on your timeline”. Even though I don’t recommend using, it could be a good defense mechanism
  • Who can add things on my timeline: Friends
  • Review posts friends tag you before they appear on your timeline: On (I have off fyi)

Setup checklist:

All the setup above, even if you have nothing, should really take no more than 45 minutes really including some writing.

  1. You have a profile picture in all networks
  2. The general about sections or bios are filled up
  3. Optional: The timeline pictures are uploaded (Facebook, Twitter), background picture (Twitter) changed outside the default one
  4. Don’t give anyone your password, not even to help you (change it)
  5. Don’t authorize especially Twitter applications you do not trust – they could be full of spam and fill in your feed

Managing stories and content in these networks (in the shortest time possible)

Now that we are set-up, we want an easy to sharing, that can take a few minutes per week (5 minutes). Only you can define yourself, so there is no golden rule for posting. The only thing I can help you is jump start this process by giving recommendations:

  • Follow people in your field that you respect – colleagues, companies, and people – and retweet or “quote tweet” their content. Some might follow you back.
  • React and respond to people you care about – some CEOs congratulate their teams on launches/accomplishments publicly. Goes a long way.
  • Write about big experiences that are relevant to your followers, your industry, your expertise, or your passion
  • Once a month go through people that have followed you and follow them back (initially probably all or most of them)

I am not talking about 100 tweets a week. Start at 2 tweets per week (make it a rule), and maybe a few responses on each network once a day opening it and seeing if anyone is writing you (30 seconds). Have notifications turned on for your followers and friends only.

I recommend you create a habit out of this, maybe first in the morning, or last thing in the day, from your phone when you are waiting for coffee or food. Make it a routine thing to do this, and after a few days, it will come in naturally. Heck, you might even begin to enjoy it :))

Look at how some busy people manage their social media:

  • Bill Gates – very good publishing, but probably not tweeting himself
  • Tim Cook – doesn’t publish a lot, but when he publishes it matters
  • Tony Hawk – fun fact: His Twitter profile is being managed by the team, but his Instagram is being managed by himself directly. See the difference!

Tools to help manage:

  • For pictures, Instagram is actually great for public usage, because with one click of a button, you can also share on Facebook and Twitter. I recommend that for pictures, creates a very good aggregator.
  • Buffer – great for publishing on different social media sites if you are a basic user and don’t wish to tailor content a lot
  • Tweetdeck – great for managing Twitter