- Systems (like software)
Devices – We should use devices to collect data. Sometimes people must collect data. But if we can use a tool it will save a lot of time and get rid of a ton of busy work. Let’s look at the airline and weather example. Instead of making people continuously report the temperature in various cities, devices collect this information. Could you imagine how much tickets would be if people had to report this data?
Systems (Like software) – Many times devices collect data and then people turn it into information for senior leaders to make decisions. Many employees in corporate America are “Deck Donkeys,” which means the solely create decks to share information. These Power Point decks are typical graphs, reports, etc. Taking the airline industry example, instead of someone constantly making reports on the weather and showing where there is inclement weather, the airline industry has software that automatically reports on severe weather. Based on the weather, systems can predict airport congestion, taxi times and even what runways will be available and when. You can read a blog o n how The Weather Company uses systems for prediction.
Humans – Humans ultimately make the decisions. Let’s look at the airline industry one last time. After looking over the information on freezing temperatures, the information is funneled to the pilots, control towers, and airlines so they can make the best decisions for passengers. More from The Weather Company:
Airlines cannot change the weather, but they can mitigate the effect if they know the impact in advance. By understanding situations and the potential of their impacts ahead of time, airlines can execute time-sensitive strategies (such as flight cancellation, flight swaps, reserve crew, and etc.) to mitigate such impacts.Could you imagine what would happen if ALL this work was completed by a human? There would certainly be errors and airline prices would be even higher! With the right devices collecting the data and the right systems transposing it into information, humans can focus on making strategic decisions that will make their customers happy. That is how technology should work for us.
Toyota and Lean Land in Plano, TexasIf you know anything about Toyota North America headquarters, you probably heard it is moving to Plano, Texas. They are building a remarkable new headquarters building near Legacy West. But what you might not know is that Toyota has revolutionized how companies and organizations around the world work together through something called lean. Lean is a philosophical approach created by Toyota in the 1930s to eliminate waste so you can better serve customers. "Being Toyota's neighbor in Plano is outstanding," HingePoint CEO and Founder Bryce Finnerty said. "We not only eliminate waste for our clients who are doing redundant work because of the software they are using, we have adopted the philosophy in our own work." The HingePoint team has been reading “2 Second Lean” by Paul Akers for about a year now. We read a page in our morning, 30-minute huddle, and we all try to “lean out” our workflow. Akers, who sent a personal message to the HingePoint team via YouTube, said lean is very simple and it should not be complicated. "Lean is simply the elimination of waste by taking every process that you do every day and just removing that waste and making it a little more efficient and easier for you to do," Akers said. "Lean should make your work more enjoyable. If it does that you're going to be more productive, the quality is going to go up, the customer is going to win, the company is going to win and you're going to win." Lean thinking is spreading. According to the Lean Enterprise Institute, almost all industries are applying lean thinking to their businesses: logistics and distribution, services, retail, healthcare, construction, maintenance, and government. “Indeed, lean consciousness and methods are only beginning to take root among senior managers and leaders in all sectors today,” according to the Lean Enterprise Institute, But what exactly does 'lean out' mean? When we say “lean out your work,” we’re saying, “See where you are wasting time or resources and fix it.” Be like Toyota, and lean thinking will vastly improve your business. If you only save two seconds on repetitive tasks, those seconds start adding up if you continuously improve. And if you take the philosophy to heart, you can lean out your life both personally or professionally. Another good way to lean out your workflow is to fix what bugs you. Actually, all HingePointers are paid 40 minutes Tuesday through Friday to find something that bugs them and to fix it. We’ve had employees redesign entire personal offices to learning more Excel keyboard shortcuts. You can see a list of more examples below. So Why is Toyota and Lean Important? Toyota vastly improved Henry Ford’s assembly line, by seeing how they could eliminate waste. Toyota called the philosophy of complete elimination of all waste the Toyota Production System. “Waste can manifest as excess inventory in some cases, extraneous processing steps in other cases, and defective products in yet other cases. All these "waste" elements intertwine with each other to create more waste, eventually impacting the management of the corporation itself,” according to Toyota. The production system was created with the objective of "making the vehicles ordered by customers in the quickest and most efficient way, in order to deliver the vehicles as quickly as possible." How does this apply to your business? Toyota and lean thinking goes hand in hand. But think about your own customers. Are they getting your best work in the most efficient way possible? Or do you have waste? Are you wasting time because you have some software that isn’t working the way you want it? Do you have all your data in one place? Entire companies have been created around the idea of eliminating waste. HingePoint is one of them. We help you take control of your critical data that is locked in a server and can’t communicate with other systems.
Equipment and Office
- Started Leaning out (organizing and getting rid of stuff) Marketing Shared folders
- Charge computer near the front door when not being used so it is easy to grab when leaving
- Began Leaning out Office to fit new filing cabinet in closet to hold all paper documents for current clients
- Organize File Folders/Cabinets
- Got monitor adapters so team can all work on two screens in my home office
- Bought extra plug-ins for computer home office to get in and out of home office quicker
- Got another TV screen from Bryce to save time on group collaboration, extra screen for 2 Hingepointers
- Set up 3 workspaces in my office so we don't have to waste time when the team gets to my house for a work session
- Turn on computer first thing in the morning to let it boot up while I do other stuff rather than waiting for it to load
- Got a second computer cord to save time plugging my computer in and taking my cord with me everywhere and then having to plug it in again when I get home
- Bought a $15 keyboard and mouse so I can have two work stations in my office
- Used Jonathan's template for Data Mapping to speed up my data mapping for SharePoint
- SharePoint data mapping - do one column at a time, adding data in batches
- SharePoint data mapping - use existing mappings as templates for similar sites
- Created the project management folder structure for SharePoint in a dropbox template to save time when making cutover
- SharePoint future state mapping - leave Brendan's comments when data is the same
- SharePoint future state mapping - use keyboard to switch between tabs
- SharePoint future state mapping - instead of typing commonly used phrases, copy from other fields
- SharePoint future state mapping - a lot of the fields are the same across contracts; only change what is different
- Set up all requirements for list views in new SharePoint so that I wouldn’t have to review what I was thinking and then rework the requirements after discussing with developers
- SharePoint future state mapping - use keyboard shortcuts for review
- When transferring files between folders, open two copies of Windows Explorer for the destination and source
- SharePoint future state mapping - use keyboard shortcuts for review comments, like Alt+R+C for new comment
- Use the best lighting when scanning business cards to Salesforce
- Set up salesforce filters to automate reporting
- Be logged into programs (SF) earlier in the day
- Wrote down the configuration for the salesforce lead filters, so if they get deleted again it will be a quick fix
- When connecting to online data sources in Tableau, always have a good internet connection
- When connecting to data sources in Tableau, validate credentials outside of Tableau first, don't try to troubleshoot inside of Tableau
- Learn keyboard shortcuts in Excel for common tasks, i.e. Alt+H-I-R for insert row
- In Excel, do as much navigation as possible with the keyboard
- Excel shortcut: F2 to edit cell contents instead of double clicking
- Started using some of Jonathan's excel shortcuts that he taught us
- Organized candidates, recruiting backlog
- Turned off social media notifications to be able to focus more on work
- Saved phone number for daily huddle GoToMeeting
- Only work through one VPN at a time
- Organized applicants in spreadsheet so I don't waste time trying to figure out who is who
- Brought iPad to meeting with Dronomy to lean out bringing my entire laptop setup
- Installed a Chrome extension called StayFocused to block distractions
- Added Amazon Chime daily huddle dial-in as a contact in my phone
- Created Content Widgets to easily share content on the blog
- Use Power BI to create graphs wherever possible
- Emptied downloads folder to avoid scrolling to find newly downloaded files
- Close windows and tabs that are not relevant to the work at hand
- Make scorecards for client throughout the week to avoid rushed work on Fridays
- For data dictionary, fill out all data names for a screen first and then define them
- Data mapping/dictionary - use two screens
- Brought iPad to meeting yesterday instead of laptop to take notes so I didn't have to pack a whole bag
- When working through VPN on servers, work in the morning/early afternoon to avoid lag that occurs in the evening and spend time packing up and unpacking my laptop and accessories
- Edit template in meeting as we go, so we don't have to take notes and then do rework after the meeting
- Improved server access status template
- Had Jonathan set up Scorecards while I was in a meeting so I could send them out when I got home
- When uploading client weekly reports, copy both reports together to avoid clicking down into folder structure
- Tested everyone's email and password before sending them to the developers so we didn't waste anymore time
- In future, send meeting invite to client and let them either accept or decline, rather than wait for them to respond to my emails
SharePoint SettingsThis symbol is important. When you see the settings icon in the upper right corner of your screen, it gives you access to all of the site contents and all the specific site settings for THAT specific page. “I always thought it brings you to the same set of contents and settings,” HingePoint Project Manager Brendan Desjardins said. “But even though the top nav doesn’t appear to change, clicking on site settings or contents directs you to the appropriate lists based on the page you navigated from.”
Out of the Box Web PartsSite features is a new component for 2013 and 2016 Sharepoint. Navigate to Site Settings under Site Actions: Manage Site Features. You will be presented with a list of the out-of-the-box web parts that you can activate:
- The Business Intelligence Center is new for 2013 and 2016 which allows you to connect BI Dashboards and BI Data to the Sharepoint User can adjust settings for different functionalities at the Site Level and the Site Collection Level
- Library Settings holds all of your metadata and provides you with the ability to implement versioning history, approvals, and document templates
- Best practice: do not create more than 8-12 subsites below the top level.
Other Cool Facts
- In Sharepoint 2016, you now have the ability to upload files with special characters in the title.
- Users can go to Recycle Bin to restore any deleted contents.
- Users can go to Site Settings/ Look and Feel to change how SharePoint looks out of the box. Change formatting, background pictures, and color schemes. It also has many preloaded templates available to make Sharepoint more exciting. You can also upload a picture to the Sharepoint title in the top navigation.
Learn how we can help you with SharePoint
Learn how we can make your SharePoint better or contact us for a quick, free consultation.About HingePoint HingePoint covers the AEC Industry and is the author of The AEC Industry 4.0 Report and the Autodesk Industry Report 2017. HingePoint helps construction and real estate development companies take control of their company’s information. We combine systems, software, and data so all company information can be seen and accessed from one screen, like a smartphone or computer. HingePoint provides Procore, SharePoint and Salesforce consulting for Commercial Real Estate and Construction companies. HingePoint also helps the AEC industry with development & integration of AutoDesk and Procore products with enterprise systems. We are a trusted partner with over 25 years experience of systems development and integration work in the AEC industry. Our clients range from top hotel brands and restaurant chains to AEC firms and real estate developers and Facilities Management. We provide BIM with ROI. Results Guaranteed…Literally Guaranteed. [post_title] => SharePoint Out of Box Tips and Tricks From SharePoint Consultants [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => sharepoint-tips-and-tricks-from-the-sharepoint-experts [to_ping] => [pinged] => [post_modified] => 2018-05-28 06:48:56 [post_modified_gmt] => 2018-05-28 11:48:56 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=12913 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw )  => WP_Post Object ( [ID] => 12806 [post_author] => 3 [post_date] => 2017-05-25 15:34:17 [post_date_gmt] => 2017-05-25 20:34:17 [post_content] => Want to learn how to plan a project from the people who help communities prepare for disasters? During the AEI 2017 Conference, a panel of speakers from Community Resilience Panel for Buildings and Infrastructure Systems shared how they make disaster recovery plans for big and small cities. The mission of the Panel is to “reduce barriers to achieving community resilience by promoting collaboration among stakeholders to strengthen the resilience of buildings, infrastructure, and social systems upon which communities rely.” How will the city get the hospital functioning again after a tornado? How will they get the water running and electricity on? How will they provide food to a community? This is what they mean by resilience. How fast does it take to bounce back? The Community Resilience Panel can digitally model the electricity grid and water infrastructure in a town. The can simulate a hypothetical tornado through the town. Then they can run an open source program to determine what the tornado's path has destroyed and quickly come up with a recovery plan. They created a six-step guide for small or large communities with or without its own resilience department. The plan is designed to be flexible and give community leaders and emergency responders a way to respond to a disaster. The planning that goes into responding to these natural disasters is critical. And we can all learn how to better plan in our own businesses. This type six-step process can probably help in any type of plan that you need to put into place. The six-step process Think of a small city in north Texas with a hospital. If a tornado were to rip through the town and cut power off to the hospital, it could take a while for the town to recover. Or maybe a Wal-Mart is the central business in the town. If it were shut down due to power or a tornado, it could be detrimental to the recovery of the city. The flexible process was developed so people and communities can conclude how to best respond to disasters. Also, think about your own business, whether you are building a new structure or trying to win a bid. This can help. You can learn more here, https://www.nist.gov/topics/community-resilience/community-resilience-planning-guide-briefs. 1. Form a collaborative planning team – The first step in the process is to build a collaborative team that can help with the issue. You’ll need to identify a leader, team members and key stakeholders.In the case of Wal-Mart losing power in a natural disaster, you’d want to include a local Wal-Mart official, someone from the electric company, an emergency management representative, appropriate city officials and communication companies. These identified people will be responsible for coming up with a plan to make the community’s plan resilient. 2. Understand the situation – Like any plan, you need to understand the situation. Collect data. In the instance of a city responding to a natural disaster, you’d want co collect demographics, zoning, infrastructure, imagery, buildings locations and land cover. 3. Determine goals –Establish long-term community goals and establish performance goals. What are the risks and hazards that you might face and determine anticipated performance. Then summarize the results. 4. Plan development –Evaluate the gaps. What will prevent you from achieving your goals. Find a solution. Once you do, develop an implementation strategy. 5. Plan preparation, review, and approval – Document your plan and strategy. Obtain feedback and approval. Finalize and approve plan. 6. Plan implementation and maintenance – Execute approved solutions and evaluate, modify and update as needed.
Learn how SharePoint can help you better communicate and get work finished fasterHaving your data in one place is a key to communicating effectively and working more efficiently. Download our Secret Key to Systems Integration eBook to learn how a system of record can help you.
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Check out our other SharePoint storiesCan SharePoint be Used as a Document Management System?
Learn what we can build with SharePointHingePoint covers the AEC Industry and is the author of The AEC Industry 4.0 Report and the Autodesk Industry Report 2017. HingePoint helps construction and real estate development companies take control of their company’s information. We combine systems, software, and data so all company information can be seen and accessed from one screen, like a smartphone or computer. HingePoint provides Procore, SharePoint and Salesforce consulting for Commercial Real Estate and Construction companies. HingePoint also helps the AEC industry with development & integration of AutoDesk and Procore products with enterprise systems. We are a trusted partner with over 25 years experience of systems development and integration work in the AEC industry. Our clients range from top hotel brands and restaurant chains to AEC firms and real estate developers and Facilities Management. We provide BIM with ROI. Results Guaranteed…Literally Guaranteed. [post_title] => Community Resilience Planning Guide Helps Communities [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => community-resilience-planning-guide-helps-communities [to_ping] => [pinged] => [post_modified] => 2020-01-11 19:24:27 [post_modified_gmt] => 2020-01-12 01:24:27 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/?p=12806 [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw )  => WP_Post Object ( [ID] => 12808 [post_author] => 3 [post_date] => 2017-05-16 13:31:30 [post_date_gmt] => 2017-05-16 18:31:30 [post_content] => SharePoint and OneDrive continue to receive more features to better collaborate and govern sharing with teams inside and outside a company. Microsoft has positioned itself to be the tool to transform business processes by automating work, making it easy to harness collective knowledge by finding info and expertise more quickly and by informing engaged employees, corporate vice president for OneDrive, SharePoint and Office Jeff Teper said today during the SharePoint Virtual Summit. “You can share with confidence,” Teper said. “Gives you anywhere access to all your files on any device.” Microsoft is hoping the new features will help achieve their mission: Empower every person in every organization to achieve more. Microsoft announced that it will be easier to share files with a simple sharing experience even with people outside of the organization. OneDrive is Microsoft's service for hosting files and is available to anyone who has a Microsoft account. Its deep Office integration, which powers rich co-authoring, allows you to collaborate on these shared files with others in real-time. It lets you access all your Office 365 files, including your individual work files and files shared with you by individuals, teams and the organization—regardless of whether you’re on a PC, Mac, an iOS or Android device or a Windows phone.
Microsoft On Demand OneDriveBuilding upon last week’s announcement of OneDrive Files On-Demand—which lets you work with all your files within File Explorer on Windows 10—Microsoft announced that starting this summer, users will be able to share Office 365 files directly from File Explorer on PC and Finder on Mac. The cool thing is that users can choose what files will be saved to what device. So if you’re working offline, you can save a file to your device to work on it while off the grid. The sharing experience has been simplified, so you can share a file or folder with specific people or send a link that enables anyone who needs access, inside or outside your organization. In addition, you can now control how long a link provides access, and you can easily view and modify the permissions you have granted. The new sharing experience is the same, whether you share on the web, in Explorer on Windows 10 and Windows 7, or in Finder on Mac.
SharePoint Continues to GrowWith more than 100 million monthly active users, Office 365 provides the most complete, intelligent and secure service for communications and collaboration. SharePoint plays an important role in Office 365, empowering customers to share and manage content, knowledge and apps to create a more connected workplace. As customers transition to the cloud, Microsoft is seeing more adoption of SharePoint:
- More than 250,000 organizations and over 85 percent of Fortune 500 companies now have SharePoint as part of Office 365.
- In the last year, usage of SharePoint has grown 90 percent, content stored has grown 300 percent and more than 10 million new SharePoint sites have been created.
- More than 60 percent of SharePoint seats are now online, reflecting the value customers see with SharePoint in Office 365.
Real Estate Developers focusing on integration issues with legacy systems
The biggest trend for almost every business is this burden to outperform how they did last year and competitors. In the commercial real estate area, there are trends that can directly influence how these companies work and achieve maximum growth.
Real estate developers want to build faster and reduce expenses, just as any good business wants. But the major difference for developers is that they are starting to feel more pressure to perform. Deloitte states that developers will begin leveraging new technologies and fix integration issues with legacy systems. Here is HingePoint’s take on the top technological trends for commercial real estate developers.
1) Real Estate Investment Staying Strong in the United States
It’s a good time to be a real estate developer. The United States continues to be the most favored destination for real estate investments, according to the Association of Foreign Investors in Real Estate (AFIRE). In their annual survey, foreign investors placed the United States as the top destination to invest in real estate.
According to the AFIRE’s press release, 95% of respondents to the survey say they will maintain or increase their investment in the United States. Dallas—where HingePoint is headquartered—ranks 12th in the world for places to invest in real estate. Almost half of the top cities to invest in are within the United States.
2) Need to Keep Top Talent
With increased investment in the United States, real estate developers will need to keep top talent and get them up to speed faster when they hire new employees. Onboarding can be frustrating at a company that does not have a process in place or a one-stop shop for internal employees and contractors. They’ll need to onboard new talent more efficiently and give instant access to needed information so employees can do their job better and come up to speed faster.
Many developers and construction companies expected to grow are upgrading their internal SharePoint sites so employees can instantly access what they need to be more productively.
Deloitte seems to think that competition for talent is going to be fierce.
“A shortage of candidates with strong skills in science, technology, engineering, and math (STEM); rising urbanization; and Millennial's’ preference for an open and flexible work culture are changing the employment marketplace and will result in significant competition for talent.”3) Cloud and Mobile
Cloud computing is Internet-based computing, where you can access shared resources, data and information on-demand. This information is stored on a computer or server that you can access through the Internet. Accessing the cloud with a mobile device gives you access to your entire business on the go. You can communicate and share virtually any document with anyone anywhere.
4) Take Control of Data
Taking control of company information is one of the most difficult and one of the most critical tasks any company can take on. And believe it or now, SharePoint is still one of the top enterprise tools out there for collaboration, and sharing and organizing information.
Anyone can start using the cloud and mobile devices. Any company can stand up SharePoint and make it a company initiative for all employees to use it. But if the information is not organized and found easily, and you can’t maximize the out-of-the-box solutions or customize SharePoint to work the way you want it, your enterprise style tools probably won't be effective.
Bryce Finnerty, CEO and Founder of HingePoint, said more commercial real estate developers are completely changing their systems.
“Many developers are going straight to customization. They want their systems and software to work the way they want it,” he said.
5) Getting rid of the old, upgrading legacy systems
Many commercial real estate developers are still using systems created in the first decade of this century.. and some are still just relying on 2D CAD, email and paper. With mobile, the cloud and Autodesk’s newer capabilities, commercial real estate developers are seeing that they can leapfrog in productivity.
Many developers will begin to completely overhaul their legacy systems and software. They will take an integrated approach, which means software will automatically share data and information with other software. For example, many developers want SalesForce and SharePoint to share information and data with each other. It streamlines effort of employees and makes collaboration better.
Manual data entry and redundant tasks will dramatically fall. More employees will have access to critical information they need to do their job effectively.
New technology allows Commercial Real Estate to build prototypes with photo-realistic renderings and validate design selections. This helps developers sell properties with renovations first, gets approvals faster, and markets buildings faster for less upfront cost.
3D Virtual Prototypes speed up the design and construction phases on projects. Clients often gain 20% on their project timelines. Improved collaboration, decision-making, visualization, and clash detection are benefits proven to reduce costly change orders, delays, and rework.
7) New tech like 3D printing and augmented reality
Augmented and virtual reality are so new for commercial real estate, some headsets are still being tested. For example augmented reality headsets like DAQRI’s Smart Helmet could revolutionize how new developments are built and how construction companies troubleshoot problems.
They are also altering how real estate developers show off new properties. Instead of photorealistic prototypes on a computer screen, marketers can send headsets to prospects to let them literally walk around a multi-million dollar condominium or office. It makes data truly 3D.About HingePoint: HingePoint helps construction and real estate development companies take control of their company’s information. We combine systems, software, and data so all company information can be seen and accessed from one screen, like a smartphone or computer. We are experts in integrating with enterprise systems including Salesforce, SharePoint & Office365. Our clients range from top hotel brands and restaurant chains to AEC firms and real estate developers and Facilities Management. [post_title] => SharePoint remains Top Collaborative Tool for Commercial Real Estate [post_excerpt] => [post_status] => publish [comment_status] => open [ping_status] => open [post_password] => [post_name] => 7-trends-in-2017-for-commercial-real-estate-sharepoint-remains-top-collaborative-tool-copy [to_ping] => [pinged] => [post_modified] => 2019-09-10 13:43:53 [post_modified_gmt] => 2019-09-10 18:43:53 [post_content_filtered] => [post_parent] => 0 [guid] => https://www.hingepoint.com/blog/autodesk/7-trends-in-2017-for-commercial-real-estate-sharepoint-remains-top-collaborative-tool-copy/ [menu_order] => 0 [post_type] => post [post_mime_type] => [comment_count] => 0 [filter] => raw )  => WP_Post Object ( [ID] => 12470 [post_author] => 3 [post_date] => 2017-02-07 15:38:44 [post_date_gmt] => 2017-02-07 21:38:44 [post_content] =>