Is your web site a digital file cabinet?

The end of the fiscal year is drawing near and it is also to good time to begin a review of your web content to ensure it is still engaging for your target audience. Over the years, the technology industry developed more diverse online tools to help create interactive web content. However, good web content management still requires a human element to review, revise and update government websites to prevent them from becoming a “digital filing cabinet.” Merriam Webster defines a file cabinet as a place to house documents, which is the opposite goal of an interactive web site. There are several tips that content managers may use to effectively manage their organization's web presence.

The web site review process may include collaborations with your organization web team and public affairs staff to make updates that will meet audience expectations. One way to ensure your web site contains fresh materials is by creating a quarterly web scrub schedule to weed out obsolete content.

Moreover, providing opportunities to foster a two-way conversation with leadership regarding their vision for the agency's web content will help to create a strategic communications plan for the team to implement. Also, the web update process will become a smooth transition when the web content manager leverages her role as a "trusted adviser" to ensure that all internal stakeholders can contribute to online updates.

Also, take the time to check your web links and remove materials that are more than 10 years old. The goal is to avoid creating a “digital file cabinet. ” Avoid the tendency to archive your old web content and develop a plan to remove out dated materials. This may also include informing stakeholders of recent web updates to continue to manage their expectations of online available resources. In addition, take time each month to check your web site links to ensure they still work.
Remove non-working links and encourage your staff to share their ideas to add content enhancements throughout the year via weekly web review meetings.

Some older government web sites also contain a host of data that has not been revised regularly and is several decades old. A common barrier to providing pithy, leading edge content updates is the perception that some government web sites need to “house all historical records” of anything ever published online. However, the consummate web professional will leverage their annual communications strategy along with leadership buy-in to ensure that the agency can maintain a strong, interactive web presence that will exceed the customers’ expectations.

Women in Organizations Series: When was the last time you were competitive at work?

Hope Solo, United States Olympic Goalie once said “I live for competition. It makes my life complete.” It’s Wednesday — have you been competitive at work today? The ability to compete in business is a time honored tradition that is revered much like typewriters, apple pie and baseball. It can also be fun. Moreover, when women compete against their peers to lead high-visibility projects, they have the ability to leverage their creativity, maneuver outside their comfort zones as well as have a little fun at work.

Creativity is one the  “classical arts” of the business world that requires a woman to do more than just “connecting the dots” on a project. A savvy businesswoman will approach a new project by conducting research, consider past practice and then push the limits on new endeavors. For example, when the team considers leveraging traditional modes of outreach, I will suggest leveraging a blended approach that incorporates tech tools such as mobile apps to attract both people from a diverse audience pool and age group. Sometimes it takes a little more effort to be creative so that your work is timely as well as outside of the “cookie-cutter realm.”

It can be easy to complete work in the same method day in and day out because of a lack of interest or feeling complacent with your track record on tasks. Yet if you compete to lead at least one new endeavor each new fiscal year, you will learn something new and enhance your skills.

As a female communications professional, this often includes working with people who are outside of my formal team structure and learning new ways to communicate with staff across geographical boundaries. While this may pose challenges of its own, it shakes up my work week so I can leave my comfort zone behind to try new things. For example, the first time I wrote a memorandum of agreement, I had to work with agency lawyers, public relations professionals, internal and external staff all while learning more about federal laws above and beyond my scope of work. The effort paid off on learning how to create formal collaborations from birth to implementation. This also helped internal partners to contact me regarding future collaborations based on my increasing subject matter expertise.

Another reason for women to increase their competitive edge is the “fun factor.” When was the last time you had fun at work? I recently attended  a training program where some of the participants were so focused on the business, they forgot that the creative process of work can also be fun.

Moreover, when you take time to brainstorm at the office, it allows you to take a moment to consider the big picture. Instead of just jumping into a project simply because it must get done by a short deadline, take a moment to consider the goals and possible outcomes. It can also be fun working on unique projects with different people on a regular basis. Moreover, when a woman is competitive at work she can help realize her own potential on her own terms. Her peers will notice her zeal and then regularly leverage her expertise.


Tracey Batacan is part of the GovLoop Featured Blogger program, where we feature blog posts by government voices from all across the country (and world!). To see more Featured Blogger posts, click here.

Communication and Conflict: A Positive Perspective

Organizations have diverse teams focused on achieving a multitude of goals often with limited resources. Often, when resources such as staff or equipment are scarce some staff may engage in conflicts at work impacting office productivity. There are several ways to approach business conflicts: avoidance, acceptance or using a litany of anger. Business people learn how to respond to conflict based on good or bad experiences and childhood lessons.

To read more, view the rest of the blog on the Gov Loop Network under the Featured Blogger link: http://www.govloop.com/profiles/blogs/communication-and-conflict-in-the-office-a-positive-perspective.

7 Signs Your Perfectionism is Hindering Your Career

According to Merriam-Webster.com, “perfectionism is defined as viewing something that is anything other than perfect as unacceptable.”   While is it acceptable and expected that federal employees meet and exceed expectations, the pursuit of perfectionism can often lead to a stranglehold on one’s ability to achieve basic work-related goals.

Let’s be honest, every day we go to work with our mental task list prepared to push out tasks and meet stakeholders in support of our organization’s mission. Yet, there are those days that we enter the office and become stuck in a quagmire of “what approach to take” that we simply stop moving forward on our goals.This is an example of "perfection creapage."

Sometimes our focus on perfection becomes a hindrance. It happens to all of us at one time or another because there is someone else in the office trying to do the same thing we do better and faster. Or, we may strive for 100% perfection based on the simple fear of failure which influences every aspect of our decision-making capabilities. Consequently, we become unable to manage projects effectively.

This process is referred to as the “Perfectionist Principle”.

It is one thing to meet or exceed expectations on work tasks. In addition when a person’s individual pursuit of “great things” halts progress in its tracks, the “Perfectionist Principle” takes over and stops everyone from moving forward.

7 Warning Signs of the Perfectionist Principle:

1. Continue to revise project goals without achieving milestones
   
2. Failure to start any project plans
3. Missed deadlines
4. Lack of internal review
5. Refuse to accept feedback from others
6. High levels of stress among an otherwise cohesive team
7. Low team morale because of the unrealistic pursuit of a %100 perfection rate on a base rate project plan

3 Female Business Role Models based on the TV Show "Suits"

Role models are based on real or sometimes fictional characters that possess traits and qualities we like to emulate in our business and personal lives. I recently discovered positive examples of roles models during the summer TV viewing season by watching a legal drama on cable.

The USA Network TV show “Suits” is a drama set in a high powered law office in New York led by a female managing partner named Jessica Pearson. Gina Torres stars as Pearson, a strong female lawyer who leads the fictional law firm through ups and downs much like any seasoned executive. The organization’s ability to rebound is based on the strength and business acumen displayed by several of its three female stars who serve as the organizational role models.

For example, the character of Jessica Pearson is a charismatic leader who can visualize the impact of business on both her staff as well as her business efforts. She leads her team through staff transitions, potential coups from her mostly male-partner organization as well as hold off enemies focused on vendettas. Moreover, Pearson’s character listens to her staff instead of making unilateral decisions that may lead to unexpected outcomes.

Another interesting role model is the character of Donna Paulsen played by Sarah Rafferty is more than administrative staff. She is cognizant of the law firms’ business tactics and she understands each employee’s interconnected cohesion to the office dynamic. Moreover, her loyalty to the entire team makes her a valuable asset to the firm which is the backbone of the firm’s mission.

Moreover, the character Rachel Zane played by Meghan Markle offers the one surprising trait of the show: her humanity. She is flawless as an associate in the firm, yet she understands the human element of an often cold and calculated profession. Each of Zane’s tasks requires research, legalese and attention to detail which she displays on a regular basis. Her ability to create bonds with staff ranging from all levels is daft skill that is not easily mirrored by others. 

Women in fictional "Pearson Spector" law firm portrayed in the TV Show "Suits" represent the diverse world of women in organizations who are strong, personable leaders who display loyalty and business acumen in a competitive environment.