Tag Archives: it manager tools

IT Manager Store web site announcement

Last week we announced the IT Manager Store web site to our newsletter subscribers, , , one location where you will find some of the best and most practical IT manager resources in the industry.

To “jumpstart” the site and offer our newsletter subscribers an opportunity, we announced a 20% across the board discount for items purchased on the IT Manager Store site through January 31, 2012.

Books
Tools and templates
Training

You can take advantage of this limited time special. Simply use the coupon code “jumpstart” and the site’s shopping cart will reduce your price automatically.

Go to
www.itmanagerstore.com
and check it out

Offer good through January 31, 2012

Do you have an IT manager tool or template to share?

I have posted hundreds of articles and dozens of tools on ITLever. My IT Manager ToolKit contains over 100 such templates and tools, , , but I have barely scratched the surface.

I was reminded of one of the initial objectives I had for ITLever this weekend when Kenneth Corning of  Dover, Massachusetts sent me a simple tool he developed to help him determine his UPS requirements.

CLICK HERE to see the quick post I created to share Kenneth Corning’s UPS Requirements Tool.

There are over 50 posts categorized as IT Manager Tools on our ITLever site so far, , , we hope to add many more in the months ahead.

Send me your IT manager tool or template with a brief description plus your city, state and country to mike@mde.net and I may share it with ITLever visitors. If I do, I will give you credit for your work.

I hope ITLever will eventually become a repository for hundreds of IT manager tools and templates along with great tips to help IT managers achieve more, , , it will become a much better resource if you participate in providing ideas.

I like sharing tools, templates, “how to tutorial”, etc., , , anything you use that helps you organize, monitor, communicate, or manage technology resources.

At some point I plan to develop a new product of tools developed by my colleagues. If I do and include your tool we will give you credit for creating any tool you share with us, , , and I’ll give you a free copy of the new toolkit.

Best of success, , , Mike S.

Every IT manager needs these tools, , , a closer look at the Practical IT Manager GOLD Series

Managing an IT organization is a tough and challenging job, but it can be much easier and more rewarding when you have the knowledge and insight in how to do the job effectively.

Learning to manage by trial and effort is not only ineffective, it is risky and expensive for your company and can even damage your career.

The challenge is there is usually no one around who can help develop an IT manager in a company, , , technology is not the core competency of most companies so the IT manager has to learn the best way he can.

This is high risk and most of the time does not work very well.

What you need is a set of practical processes and simple tools to help you do what is required to succeed in an IT manager role.

Managing an IT  organization is like anything else, , , once you know what to do and how to go about it and have the tools to do the job, it becomes second nature, , , just like riding a bicycle, configuring a router, or developing a web page.

But if you do not have the experience and know-how, , , managing IT can be a very intimidating challenge with severe consequences.

For example, ask yourself the following questions:

  • Why is it so hard to become a partner with my senior managers and what do I need to do to become a partner?
  • How do I deal with a difficult client?
  • Why is budgeting so difficult and take me so long to do?
  • How do I develop an IT strategy and get it approved?
  • What are the steps to turn a problem employee around?
  • How do I motivate my staff when I don’t have money to spend?
  • How should I go about prioritizing the work we need to do when we do not have sufficient staff to do the work?
  • Why are my recommendations so hard to get funded and approved?
  • How do you manage client expectations when all they want is everything they request and have it all completed today?
  • Why do my clients not understand or appreciate our IT organization?
  • Why are our IT projects not being completed successfully?
  • Why is communicating to my clients so difficult for me?

Sound familiar? It should, , , these issues occur every day in IT organizations all over the world. In fact, let’s take the last question, “Why is communicating to my clients so difficult for me?”

Are you aware that this is a major issue for over 70% of all IT employees? There are specific reasons why the vast majority of IT people are not good communicators. You may not be aware of what it is but I can guarantee most reading this article find communicating with clients and senior managers to be difficult, intimidating, or at least challenging.

The cause is real simple and I’ll show you how to overcome it so you can achieve more success, , , this single issue is the cause of many, many IT manager failures. Learn what it is and how to overcome it and you will achieve much more success.

This issue and the others listed above plus others is why I wrote my first ten books we called the IT Manager Development Series, , , to help IT managers of the world achieve more success.

These books and the accompanying IT Manager ToolKit we bundled in as a bonus have been tremendously successful with thousands of copies sold around the world over the past ten years.

I just completed rewriting these 10 books, , , from top to bottom and from front cover to back cover. They are completely rewritten with new content, new and revised tools, easier to read and even new covers.

The new product is, Mike Sisco’s Practical IT Manager GOLD Series. Here they are:

Ten new books that took hundreds of hours to complete, , , all to give IT managers of the world resources to help you achieve more success.

Buyers of the full set also receive a BONUS, , , the IT Manager ToolKit containing over 100 IT manager tools and templates, , , all revised and updated. The tools can be used “as is” or customized to meet your specific needs.

The information and insight in these books teaches you how to manage the “business” of IT versus the technology, , , you need to be viewed as a “business manager”, not a “technical manager” to achieve real success..

The books show you what to do and  how to do things to achieve IT success, and they also explain why certain issues are so difficult for IT managers and IT employees and how to overcome these obstacles.

It’s not good enough to explain how to do something, we also need to know why things work or do not work and what causes them to work or not work. When you understand the dynamics of what causes certain things to occur, or not to occur, it makes it much easier to do what is necessary to achieve success.

The books are straightforward and down to earth, , , just what you would expect from me if you have read any of my ITLever Blog posts or articles.

Practical, simple, and to the point, , , no need to discuss something in 20 pages when you can do it in 1 or 2 pages. IT managers are very busy, , , they need you to get to the point so that’s what I try to do in the books.

Simply put, each book conveys:

  • What to do to achieve success
  • Instruction on how to go about it
  • Tools and examples to help you implement each concept quickly

Here is the order I recommend reading the books if you purchase them:

  1. Start with IT Management-101. You can download this one for free when subscribing to my free Practical IT Manager Newsletter. Go to www.mde.net/free to subscribe. This book is a great foundation and why we make it available for free.
  2. Next, read IT Due Diligence. This book gives you a process and all the tools you need to conduct an effective IT assessment, , , the very first thing you should do in a new IT manager responsibility. You have to determine the business needs and issues plus your IT capacity to develop an appropriate IT strategy of the work you should focus on.
  3. Next, , , IT Strategy. You have to organize your IT assessment findings into logical and appropriate projects of work, , , and they must be prioritized. This book helps you do just that and gives you a few tools that will help you prioritize your work, communicate your recommendations, and gain approval from senior management.
  4. The key to IT credibility is delivering projects successfully, or “doing what you say you will do”. IT Project Management provides everything you need to start delivering your projects successfully, , , even insight as to why they aren’t completed successfully in so many IT organizations around the world.
  5. IT Organization would be my next read. Learn how to right-size your organization by determining what you need and what you have. You need an IT organization strategy, , , this book helps you define what it should be.
  6. If you manage an organization, you better learn how to motivate people, , , IT Staff Motivation and Development is next. I’ll give you proven techniques that will help you motivate your staff like never before and with no money.
  7. IT Budgeting is next on the list unless you are in the midst of your company’s budgeting process or about to go into it, , , if so, you may want to move this up the list of reading. I’ll show you how to simplify budgeting and be confident you create an achievable budget, , , and do it faster and easier than ever before. Budgeting is not difficult if you have insight and tools to make it happen.
  8. IT Asset Management, , , not one of my favorite topics to write about but a necessary focus to manage your IT organization successfully. One of the tools I give you in this one can help create your IT credibility, , , it may be my very best tool in what it has done for my career.
  9. IT Assimilation focuses on the transition activities after completing an IT assessment or company acquisition. You can read this one near the end or right after IT Due Diligence.
  10. The last book is the very first book I wrote, What To Look For in a CIO. Written for executives who are interested in the success of their IT organization, it explains the differences in IT manager types and provides a process to help you define what you need in order to attain more value from your IT investment.
  11. Finally, review the INDEX file in the IT Manager ToolKit to see what’s in it, , , ,there are dozens of additional IT management tools not discussed in these ten books.

Save $195.00 by buying the bundle! You will pay $474.50 if you purchase the books and ToolKit separately. Purchase our best selling bundle like thousands of IT managers have and save! It is one of our BEST VALUES.

$279.00

BONUS  Order by November 30th, 2011 and we will send you a special Executive Report (a $150.00 value) that will give you insight into what makes IT employees tick, , , something every IT manager needs to be aware of. 

The IT-Business Disconnect:
IT Manager Work Behavior – a Key Contributor

Take the quick survey in this report and see if your work behavior is similar to most IT managers and their employees. There are very real reasons why our type of personality is drawn to technology. As technicians these personality traits help us succeed, , , but as IT managers these same traits can cause you to struggle with many things and even fail in your new position. Learn why.

All of my writing is practical and to the point. We don’t have time for lots of theory, , , we just want to know what to do and how to go about it to succeed. This is exactly how I try to present the material in each book:

  • What to do to achieve IT success
  • How to go about it
  • Examples and tools to help you make it happen

The books will be highlighted and sold at itmanagerinstitute.com. We are overhauling our entire infrastructure so don’t be surprised if you see a bit of “work in progress” for a while. That’s right a complete overhaul of our entire infrastructure , , , equipment, web sites, shopping cart and order fulfillment, plus a few very exciting features to support our company strategy that you will begin seeing in the weeks ahead.

Additional titles, new tools, and more training are planned and will be released in the months to come once we have the new infrastructure in place.

2012 is going to be our best year yet!

Communicate Success With an IT Initiatives Portfolio

I delivered another webinar class this morning for a few IT managers in Slovenia and Croatia. The topic – Communicate Success With an IT Initiatives Portfolio.

I’m not sure when I developed this tool but as I mentioned to this group of managers, “This tool may have done more for me in my career than any tool I created.”

The IT Initiatives Portfolio is one of over 100 IT manager tools and templates in my IT Manager ToolKit.

The class only took about 30 minutes and I gave the students a great tool to track and communicate their project initiative performance.

To achieve success, you have to establish credibility and much of IT credibility comes with delivering projects successfully. This tool gives you a simple and easy way to quantify, measure, and communicate your project success in key areas:

  • On time
  • Within budget
  • Benefits achieved
  • Meet client needs
  • Overall success

If you are interested in this tool,, ,

CLICK HERE  to download the IT Initiatives Portfolio tool now.

CLICK HERE to view the 20 Minute IT Manager flash session to learn more about this tool and how to use it.

Budget IT salary in under 20 minutes

Salary is one of the largest expenses you have in an IT budget. To budget effectively, you better have a good handle on this one. If you are prepared, it takes just a few minutes, , , if not it can take several hours.

I like the “few minutes” concept, , , don’t you?

First, you need an IT Staffing Plan for your budget period. Start by creating a budget worksheet like the spreadsheet below or download the tool — CLICK HERE:

Modify the headings if you are on a fiscal year instead of a calendar year.

OK, , , to budget salaries for an IT Operating Budget, you need several pieces of information:

  1. Employee names
  2. Salary
  3. New Hire plans
  4. Salary raise information

In my last post, Track your IT Staff just like any technology asset  I discussed the importance of maintaining an IT Staff Roster.

Step 1  -   List your employees
Grab your current IT Staff Roster and copy the employee names to the IT Staffing Plan worksheet you just created.

I like to group employees alphabetically within organization or function of what they do in my IT Staff Roster, , , Programmers, Infrastructure, Help Desk, etc. It helps when you can see people listed in groups like this.

Step 2  -  Salaries
Copy the salary information from the IT Staff Roster into the first column of months, , , be sure they line up with the proper employee name. Once copied, replicate the salary column across all 12 months.

Quick note: When you budget it is probably October or November if you are on a calendar year. Be sure you update anyone’s salary who will get an increase between now and the end of the year.

WOW, , , the first two parts took all of 2 minutes even if you have 150 people in your organization.

Step 3  -  New Hires
Define your New Hire plans for the coming year. If you have developed an IT strategy and gotten it approved, this should be straightforward. Think through each of your IT organizations and identify how many new resources you need to add.

Add rows in each group where you plan to add new hires. Call them “New Programmer #1, #2, , , etc.

Put each New Employee’s starting salary in the month you plan to hire them and replicate the cell to all cells through December.

Another 10-15 minutes spent and here is what you have so far:

Step 4  -  Add raises
There is a fast way and a tedious way. I’ll give you both options and you can choose which you prefer.

Option 1 – Raise Pool  -  Your company probably wants to manage employee raises to a certain level, , , usually a percentage of salary like 2%, let’s say. There is a subtle difference in how this is interpreted but makes a huge difference in budget dollars.

Note:  The company will interpret how they want to manage salary increases as either 2% of total salary or an average of 2% per employee raise.

Let me explain, , , if every employee was to receive a raise July 1st (mid-year) and you gave everyone a 2% raise, , , your total “raise pool” you include in a budget would be half of what it would be if the company interprets raises as 2% of total salary. All budget months prior to the raise would not include raise money.

For our example, we will assume the company gives us a 2% of total salary guideline.

OK, add a row to the bottom of your IT Staffing Plan below the Total row and call it “2% Raise Pool”. For each monthly cell, do a calculation of multiplying the Total Salary cell just above it by 2% to get your monthly raise dollars.

Add another row and name it “Grand Total”, , , then add the “Total Salary” and “2% Raise Pool” rows to get your final salary numbers.

Not quite 2 minutes to do this, , , done with budgeting salary in under 20 minutes and this is the biggest part of your budget.

Option 2 – By Individual  -  The other option to budgeting employee raises is to estimate a budget increase for each employee and update the employee’s salary in the month the raise is to go into effect.

To do this, you need to know when their raise is due or planned and how much you plan to give them, , , or you can simply use a 2% calculation.

Employee’s last raise date and raise amount is kept in the IT Staff Roster spreadsheet you pulled the employee name and salary information from. This information will help you determine effective dates for each employee’s  raise.

Remember, depending upon how the company interprets the 2% raises, , , you could be short changing yourself by doing it this way.

Here is a look at an updated worksheet where each employee’s salary has been increased to reflect a raise, , , the shaded cells are the raise months.

Summary
The key to developing your salary budget in record time is to have most of the information already available by keeping asset records on employees with a tool like the IT Staff Roster and a change management process that keeps it current.

My IT Career Development Plan is one of the first ITBE Project Guides

IT Business Edge launched a new product called IT Project Guides this month. I was fortunate to help develop one of the first project guides for their launch, , , an IT Career Development Plan.

Quick overview
1)  Access the ITBE web site  –  www.itbusinessedge.com

2)  Select the IT Project Guides Menu link at the top

3)  Select the IT Career Development Plan link
, , , or access it directly at this link – CLICK HERE

Each Project Guide is broken into Project Phases and each phase contains 4 or 5 PowerPoint steps with download tools to explain and help you with the subject matter.

In the IT Career Development Plan, there are 4 phases, each with several steps that walk you through developing and implementing a career plan for yourself or in helping your IT employees with career planning.

Here is an overview of what you will find in this Project Guide:

-  Important IT Career Questions
-  Personal Strengths and Weaknesses
-  What Makes You Tick?
-  What Do You Really Want?
-  Your Personal Inventory
-  Beginning Your Career Plan
-  Where Are You Today?
-  Long-term Goals
-  Looking Beyond the Next Step
-  Preparation Is Essential and Ongoing
-  Keys to IT Career Development
-  A Personal IT Career Training Plan
-  Find an IT Career Mentor
-  Learn IT Success from Others
-  Investing in Your IT Career
-  Keys to Establishing Your Credibility
-  IT Recommendations and Business Value
-  Producing Positive Results
-  Communicate Your Track Record
-  More Resources Offered by MDE Enterprises, Inc.
Download Tools
The following download tools are available in this Project Guide:
-  Personal Attributes Inventory
-  IT Career Path Flowchart
-  Personal Training Scorecard
-  IT Initiatives Portfolio
I think you will find the IT Career Development Plan Project Guide and the tools helpful in providing structure and insight to think about your career and in defining what you want to achieve.
Best of success,
Mike Sisco, ITBMC

WordPress statistics overview

I really like WordPress tools for web sites.
I like the statistics information WordPress keeps track of and shares with you with a click of the mouse. Here is a brief overview and examples of what you can see on a daily basis.
-
1.  Page views
You get a daily total of page views for the last 30 days, , , you can look at the detail for any day just by clicking on the bar for that day. You can see this gantt chart in weeks and months as well.
-
2. Summary Tables
Pull up summary tables that shows total page views by month, average per day and recent weeks summaries. This gives you insight as to traffic volumes you are able to generate with  awareness activities you create.
-
3. Referrers
Tells you who referred your site, , , visitors who selected links from other web sites to get to your Blog
-
4.  Search engine terms
Shows you search engine terms used by people who came to your Blog from a search engine. This is one of my favorites and very helpful.
-
5.  Top Posts and Pages
It’s always nice to see what pages and posts people are looking at. This one is very helpful.
-
5.  Clicks
Another great tool is to know what links people are clicking on when they visit your Blog.
-
Now, you know as much as I do. WordPress is powerful, , , like it a lot. If you are about to develop new web sites in your company, you might want to take a look at WordPress, , , it has made our work easier and more productive.

Hundreds of free IT Downloads at IT Business Edge

Do you know about IT Business Edge (www.itbusinessedge.com)?

Have you seen their IT Downloads section?


If not, you are missing one of the best values and IT manager resources in our industry, , , hundreds of free IT tools and templates downloads.

Lots of informative tips, insights, and tools, , , and easy to find what you are looking for with a search. Search by keyword or browse through the Type or Topics lists. You can even see what the most popular downloads are and what people are downloading.

I have provided several downloads for ITBE’s site including the following:

  • Cost of Downtime Calculator
  • IT Initiatives Portfolio
  • Annual IT Accomplishments
  • Annual IT Survey
  • Client Rescue Guide
  • , , , and many more

IT Business Edge has been a great partner since 2004. This week, I agreed to work on a special project for them as they launch a new product to enhance the content on their site, , , look for an announcement soon.

ITBE is a free subscription and offers the IT manager community a significant amount of insight and tools to help you manage your business.

Check ITBE out at www.itbusinessedge.com.

Approved invoice log

Have you ever received a vendor invoice and start thinking you have already approved it for payment, , , but just can’t remember if you did?

You can’t remember for sure so you go down to Accounts Payable and check with someone to see if they have it, , , it sure looks like the same amount you approved recently.

This used to occur to me all the time, , , until I got tired of it and created a simple Invoice Approvals Log. When I approve an invoice, my secretary or I update this log so I can determine quickly if I’ve received a duplicate invoice later on.

Saves time, improves your productivity, , ,  and reduces “hassle factor”.

Mimeo.com makes my life easier

When I find something that makes life easier, I like to tell people about it.

Mimeo.com is one of those things you discover that makes what used to be a major effort for me to prepare for one of our classes almost effortless, , , truly effortless.

My class materials arrive at their destination in London, Ontario Canada today for the class I will deliver next week. It took me all of three minutes to order them yesterday afternoon.

I simply reorder my last shipment, key in the new ship to address and BAM, , , we are done. Get up this morning and check the tracking link and can see that the 3 boxes containing 11 sets of materials are in London and “on the truck to be delivered”.

I am one happy guy!!

It takes a couple of extra days to send them to Dubai or Johannesburg, , , but the order process is just as quick, , , 3 minutes worst case. This effort used to take my office several hours to copy, bind and tab to prepare new materials  for a class, , , plus we had to carry heavy boxes of materials, , , what a pain.

Now, the effort is easier, faster, and the quality is great every time, , , plus the cost is extremely reasonable when you consider your time, not having to carry heavy materials to airports, etc.

The biggest challenge will be opening the boxes when I get to my hotel classroom and setting out the materials for our students, , , gotta love it!

UPDATE — just as I’m writing this post, I get an email from my client in London telling me the materials have arrived. We are good to go!!!

Details at www.mimeo.com.