Beth Kanter, Aisha Moore, Gina Schmeling

Technology Wellness in the Nonprofit Workplace

Nonprofit Technology Conference 2017

#17NTCwecare

March 23, 2017

#17NTCwecareCollaboration Notes

http://po.st/17NTCwecare

Aisha Moore, MPH CHCSelf-care by Aisha

Aisha Moore, MPH CHCSelf-Care by Aisha

Director of DevelopmentHazon

@nyginaschmeling, @hazon

Gina SchmelingFundraiser, Runner, Community Builder, NTEN local NYC Co-Organizer

@kanterwww.bethkanter.org

Beth Kanter:Master Trainer, Speaker, Author and Blogger

Technology Wellness in the Nonprofit Workplace

1. Why does collaborative technology overload lead to loss of nonprofit workplace productivity and what are the best practices to avoid it?

2. When does technology boost personal productivity for nonprofit professionals and when does it get in the way?

3. What are some examples of technology and nonprofit case studies that supports health, fitness, and wellness in the nonprofit workplace?

Who is in the room? What is your nonprofit budget size?

What is your role?

Does your organization have a formal wellness program?

Does your office mostly sit or mostly stand? Stationary or mobile?

What is your burning question about technology wellness?

1: Collaborative Overload in the Nonprofit Workplace

#17NTCwecareNotes

http://po.st/17NTCwecare

Collaborative Overload ● Burnout from too many e-mails, meetings, and collaborative tech tools that limits our ability to get stuff done

● More connectivity externally and more collaboration internally is positive, but can lead to being “overwhelmed”

● Research shows that today’s office worker spends 90% of their time engaged in tasks with other people.

Research Source: Rob Cross, Adam Grant

● 15% of organization time is spent in meetings

● Four hours a week for status update meetings

● There are an estimated 11 millions a day in America

● US businesses waste more than $37 billion year in unproductive meetings

Source: NY Times, “Meeting is Murder”2/28/16Fuze Infographic on Meetings

Planning People

Priorities Present

Solution: The Four P’s

Planning: Structure and RitualsAssessment

1. Our team has a clear sense of what’s ahead each month2. We stick to deadlines and commitments and rarely let things fall through the cracks3. My team or organization has a clear policy about sending after hours emails4. My team uses cloud software for collaboration and has a well mapped out workflow

and training for all users0-8

What’s your score? 0=No, 1=Sometimes, 2=Yes

Tips to Improve Planning

● Schedule Team Power Hours● Use Look-Ahead Rituals

Tips to Improve Planning

● Clearly Define Workflow for Online Collaboration Platforms and Training

● Adopt Formal Practices Around Team Emails

People: How You Relate To OthersAssessment

1. I am comfortable saying no, negotiating requests, and making requests of others.2. I stay away from gossip, office politics, and drama3. Our team communicates precisely via email and online collaboration tools4. Our team has an effective approach to integrating remote and on-site staff for

meetings and collaboration

What’s your score? 0=No, 1=Sometimes 2=Yes0-8

Tips to Improve

● Set a Statute of Limitations on People Frustrations● Say NO, But Enforce Boundaries With Grace

Tips to Improve People

● Write emails that are precise● Create a remote working charter for your team

Subjects w/Keywords [ACTION] [SIGN][DECISION] [CORD][INFO]Bottom Line Up Front (BLUF)Fewer WordsLink to Attachments

Priorities: How You Spend Your Time

1. We spend time working on key priorities and goals that move the needle for our organization, our team, or my own performance and growth.

2. I complete tasks even when I don’t want to do them.3. My organization or team has clear rationales for how we use our time4. I understand and accept the trade-offs that I make when choosing how to spend my

time.

What’s your score? 0=No, 1=Sometimes 2=Yes

0-8

Tips to Improve

● Take A Trend-Line View● Rethink Status Updates Meetings

Tips to Improve

● Don’t schedule 60 minute meetings by default

Being Present: How You Focus and Pay Attention

1. Our team schedules work according energy levels2. Our team is focused and engaged in meetings and not multi-tasking3. We have distraction free environment and time needed to complete the things that

require focus or strategic thinking.4. When I have free time, I know how to use it productively or restoratively.

What’s your score? 0=No, 1=Sometimes 2=YesAdd it up your answers

0-8

Tips to Improve ● Team wide analysis of most productive times ● Have explicit team or organization policy about white space or

maker time

Tips to Improve ● Device free zones in your workplace● Meeting policy about use of devices to avoid “technoference”

Book and Fitbit Raffle

Write on index card

NameEmailOne thing to put into practice

My so called (digital) life.Aisha Moore

Self-care by Aisha

Not An Endorsement

Getting Things Done

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➔Collect

➔Process

➔Organize

➔Review

➔Do

Are you….?

➢Overwhelmed

➢Stressed

➢Burned out

➢ In need of organization

➢Seeking to calm your mind

➢Headed to the grocery store

➢Feeling sluggish

32

There’s an app for that!

33

Comparison Guide

34

Battery Life

Color

Weight

Syncing

Price

Are you getting things done?

Adding To The Comparison Guide

36

➔Reduce Anxiety

➔ Increased Energy

➔Decrease Chaos

➔ Increase Responsiveness

➔ Increased Happiness

➔ Increased Calm

➔Better Sleep

➔Exercising more

Help or Hinder: Alerts

37

Help or Hinder: Mobile Email Access

38

It’s 3AM and I am answering work email yet again!(but from the beach!)

Help or Hinder: Collaborative Scheduling

39

But Google Can Do It All!

40

Analog Girl in A Digital WorldSanebox Bullet Journal

Bullet Journal Envy

Is digital better than analog?

This is not the right question. So, what is?

1. Is your current strategy getting you the results you want?

2. Is there a steep cost or learning curve to the new solution?

3. Are you using the solution 80% of the time?

4. Does the solution have other features that distract you from you original goal?

43

My Personal Top 5

1. Email Management: Sanebox/Dropbox

2. To-do list and planning: Bullet Journal Method

3. Working out: Classpass

4. Meditation: Stop.Breathe.Think

5. Home Organization: KonMari Method

44

Book and Fitbit Raffle

Write on index card

NameEmailOne thing to put into practice

Healthy Tech for a Healthy Workplace

Gina SchmelingDirector of Development, Hazon

@nyginaschmeling #17NTCwecare

About where I work . . .

Hazon means vision.

We create healthier and more sustainable

communities in the Jewish world and beyond.

About me . . .I’m a runner and a gadget enthusiast.

Consulting PT to Working FTA loss of activity & mobility (oh the irony!)

From this To this

What to do?

Work from withinWAW = Weekly Afternoon Walk

Google Cal

Staff & Leadership Buy In

For Everyone

Start where you areManageableOpen to allFunSocialAccount for Location, Weather, Workflow

AC/Dcs of Workplace TechApps Charity Miles, Fitbit, Garmin Connect, StravaDevices (aka Wearables)Fitbit, Garmin, Mio, HRMs

Culture (leadership)culture (staff)

Fitbit● Easy● Fun● Social● Icebreaker!● Multi-platform

And, it tracks what you are already doing . . .

Fitbit

Fitbit Case Study: RTAProblemBus drivers sit 8 hrs/day

Average Age 52

$7M healthcare in healthcare expenses

And, “living up to the stereotype” of unhealthy bus driver

SolutionPilot program - 100/650 employees with Fitbit

Choose your step goal - find creative ways to get in steps (aisle of the bus, in parking lots)

Onsite wellness: yoga, group fitness

Health stats improved, health costs went down (-17 pt glucose, -12 pt LDL, -$2.3M healthcare savings)

StravaSocial Media for Athletes . . . or anyone who moves

● Syncs with devices and apps● Feed = runs, swims, bike rides, hikes, walks ● Social, fun, easy, playful, motivating● Support and cheer around goals or events

Strava in Action: Every Mother Counts

Strava in Action: Making Runs Social

One is good . . . two is better

and Facebook is often the glue.

Hazon and TNT on FB

Workplace wellness is a team effort

Self-care to we-careMe (and that’s YOU!)ExperimentEnjoyShareReboot

We (includes YOU!)SupportPromoteSuggestCelebrateCo-Lead

Book and Fitbit Raffle

Write on index card

NameEmailOne thing to put into practice

Thank You!

Session Specific Hashtag: #17NTCwecareCollaboration Notes Link: http://po.st/17NTCwecareSession Evaluations: http://nten.org/17ntc-evals/