Documentation : The Easy Way to Impress at Your Job

Posted by jefferson on May 2, 2013 in Career Advice | 12 comments

When I first started working for my current company, the first few weeks were filled with frustration.  It took forever to get a laptop, and there was much confusion about what access I needed, and what forms needed to be filled out in order to get that access.  When all of that was finally sorted, I began to ask my teammates about documentation that I could go through to get up to speed on the team’s processes.  I quickly realized that the tasks that my team was responsible for were being done by folks who had been doing them for years, and the only documented list of what we needed to do, and how we needed to do it– was inside of their heads.

Upon noticing this, I realized that there was an easy way to make this learning curve a little bit less severe for the next person to walk this path.  I documented all of the processes required to get a new employee all of the access and supplies that they needed, our team’s very first “New Employee On-boarding Guide.”  From there, I began to document my team’s processes, one by one.  Through this process, I was able to contribute to my team from the first day, and to create something that could be used for years to come.

Documenting History

This wasn’t the first time that I had used documentation as an easy way to impress at a job.  It started years ago, when I realized that I was having trouble remembering the exact steps that were needed to complete some routine tasks.  My ability to write has always been better than my ability to remember, so I started writing down these steps and saving them in a text file, where I could pull them up as needed.  As a bonus, the act of writing things down was a very effective memory tool, which meant that I often didn’t even need to reference the documents that I had just created.

At the same time, I was quickly becoming the go-to guy on my team for solving problems.  When my teammates would come to me with a question, I had often created a document about that exact scenario. Instead of just solving the problem for my teammate, I could just send them the document and let them solve the problem themselves (and learn in the process.)  Soon, my troubleshooting documents were being cycled around the team (and others), and my reputation within the organization began to grow.

How to Document

One reality about documentation is that sometimes it needs to be modified; processes can change, software can be upgraded or replaced, and roles and responsibilities can shift.  Because of this, it is wise to serve up documentation via a web repository, instead of emailing documents around.  When you share a document with your team, encourage them to bookmark the link to the document, as opposed to saving a copy of it locally.  That way, they will always get the newest version.  Most methods for saving online documentation are also indexed and searchable, meaning that your teammates can always search to see if a document has been created which answers their question. If not, perhaps they can create one!

When it comes to online documentation, there are a variety of software choices out there.  The most common choice in the current corporate world is Microsoft Sharepoint, which offers a full suite of web pages, online spreadsheets, and so much more.  The best part about Sharepoint is that it is fully access controlled, meaning you can choose who you share each document with.  Some documentation may be fit for public consumption, while others (like a contact list, perhaps) may be appropriate for your team only.  I work in the IT realm, so in the absence of Sharepoint, we can typically just install an Apache web server and/or some Wiki software to host our online documentation.  If this isn’t an option for you, there are always sites like 123 Reg that offer online web hosting for cheap, and even offer tools to help construct your documentation web page.

Leaving a Legacy

Creating documentation is neither fun nor exciting, and from a writing perspective– it really doesn’t get much drier.  But I can promise you that it is always time well spent.  I have found that being willing to create documentation for a team not only impresses management and my teammates from the get-go, but it provides a way for me to leave a legacy when I leave the team and move on.

One of my goals in my career has always been to leave each team that I work on a little bit better off for having me on the team.  Creating documentation allows for an easy method for me to accomplish this goal.  To this day, my first team at my current company still uses dozens of documents that I created when I was on the team.  It makes me happy to know that a little bit of work on my end has continued to help others for years down the road.

Taking the First Step Towards Debt Freedom

Posted by jefferson on Apr 26, 2013 in Eliminating Debt | 20 comments

It wasn’t all that long ago that Michelle and I had over twenty thousand dollars in credit card debt.  During the years that we lived in that reality, I did my best to pretend like the debt wasn’t there and just to live my life.  I told myself all kinds of things during this time to make myself feel better about my financial situation:

• “Everyone has credit card debt, it is totally normal”
• “We’ll get out of debt one day when we stumble across a large pile of money”
• “Unexpected expenses happen. Debt is a inevitable when you live paycheck to paycheck”

Of course,  I was kidding myself and I knew it.  The debt was real and was weighing my family down like a millstone around our necks.  We couldn’t afford to take vacations.  We couldn’t afford to fix the issues in our home.  We couldn’t afford to save for retirement or our kids’ future colleges.  Every time I received a paycheck from my employer, it felt like the entire check was already spoken for- just to pay off the minimums to our  creditors.  We were broke, and going nowhere fast.

Taking the First Step

Since we started this blog and went public with our story, I have had a number of friends ask me how to take the first step.  Truth be told, stories like ours are quite common and there are many people who are stuck in the cycle.  When asked, my best advice to my friends is to start by being honest.  If you want to get rid of your debt now and forever, you are going to have to stop pretending like it isn’t there.  Be honest with yourself by admitting that you have a problem that is making your life far more difficult than it needs to be.  Accept the fact that life is going to be a little bit harder during the time that you are in debt-reduction mode.

In addition, don’t be afraid to share your situation with friends and family.  For Michelle and I, accountability was such a huge part of our success.  We not only felt accountable to our readers here at See Debt Run, but we felt accountable to our friends and family who we had brought into the story.  When we told people what we were trying to do and why, we received nothing but support and love.  Nobody ever judged us or made us feel bad for the situation that we had created, but instead our support system became cheerleaders for us to work towards our goals.

Walking the Walk

It all starts with honesty, but after that- you will need to make some changes.  Your previous mindset towards money got you in this predicament to begin with, and it will have to change if you are planning on having success.

You will need to start by building an emergency fund, to cover you when unexpected expenses arise.  Without an emergency fund, you will find yourself taking two steps forward, and immediately three steps back.

You will have to create a true budget that includes everything from morning coffee to car payments.  By listing all of your expenses, one by one, you will likely see that you are living beyond your means and need to find some places to scale back.  We were able to save money on everything from groceries, to our utility bills, to family activities. Every time you save some money on your monthly expenses, the extra money needs to go towards paying off credit card debt.

Finally, you will need to find a way to bring more income into your bottom line.  You can find part time work, or sell things that you no longer use on eBay.  You can fill out surveys or even try some freelance writing.  Whatever money you earn, should immediately go towards helping pay your debt down,

The Long Road Ahead

It took Michelle and I fourteen months of buckled-down laser-focused debt reduction to get rid of over twenty thousand dollars of consumer debt.  Once you start this journey, it may take you shorter, but it may take much longer.  As we documented in the archives here at See Debt Run, the time and effort put towards our goals was challenging in many ways.  As a parent, it isn’t easy to tell your kids that we aren’t going on a vacation or purchasing any new toys until we are out of debt.  When you aren’t letting yourself spend any money, you spend far more evenings at home than you would like, and this can put a strain on a family.

We were able to climb out of our hole with lots of patience and persistence.  We didn’t take out any loans and we didn’t consolidate any of our debts.  Our goal was to change our lifestyle and our relationship with money, and that change had to permeate through our entire lives.  It worked for us, but others may find themselves needing help with debt, and there is nothing wrong with that.  The most important thing is making the decision to change your direction today, and starting to work towards that goal.   And yes, freedom from debt *is* everything that it is cracked up to be.

Energy Efficient, Financially Independent

Posted by Guest on Apr 25, 2013 in Recommendations | 6 comments

The following is a guest post

Bills are unfortunately a way of life. With the ever-increasing cost of living, it may seem near impossible to cut costs. Do you really need that high end latte? Making purchases less habitual and more of an every-now-and-again treat will certainly help with budgeting restrictions. I, for one, am a lover of coffee. Sweetened iced coffee, to be exact. Chocolate drizzle, whipped cream, and maybe even some tasty sprinkles to top everything off. These drinks, however delicious, could be cause for financial ruin. One latte a day at five bucks a pop would total over a whopping $1800 over the course of a year! Say to yourself, “Is it really worth it?”

We live in a time when scrimping for change is necessary to control our finances. Every penny counts. Now, I wouldn’t go so far as to buy 2-ply toilet paper and separate the layers to create two distinct 1-ply roll. That’s going a little overboard. However, I do brew my own coffee at home, refrigerate it and make my iced latte before heading to the office in the morning. It gives me just as much energy as the brew from the coffeehouse, and can be just as tempting with the right toppings. I reserve the high-end stuff for the occasional pick-me-up, or when I’m running late.

But saving money isn’t just about restricting expensive purchases. In fact, there are little things you can do in your home throughout the year to cut back on costs. For starters, the energy efficiency in your home determines how much you pay in utility costs. According to construction and energy companies, a house’s insulation is the main cause for absorbent power bills. Fiberglass insulation is a must in any home, but the amount you need varies by state and local municipalities. The factors that determine the amount needed is based on the climate the home is in. For example, more insulation is needed where average temperatures are extreme; in more moderate climates, less is more.

Along with the fuzzy stuff in the attic, the right windows will not only add aesthetics to your home, but they also insulate the insides of the house from the outside elements. Security and peace of mind for your family and your wallet are the end result if you decide to have your windows repaired or replaced. Simply re-caulking old or loose window panes may do the trick, but you should really take a longer look to see if that window is worth salvaging (or better yet, have a pro assess it). Nowadays, vinyl replacement windows offer an elegant look, higher energy efficiency, and relatively low financial burden. Experts estimate a house with all-new windows saves the homeowner up to 31% in utility costs. In fact, the energy savings are so significant, the government is offering tax credits for installing these and other energy saving devices.

Over the course of the first year after replacement, the savings in your energy bill should come close to deferring the price you paid for the new windows. You see, it pays for itself, and it gives your home more value. The curb appeal alone will have prospective buyers banging down your door to have a look around the inside of your home.

A simple way to lower power bill payments is to review your consumption of anything plugged into the wall. Some suggest unplugging your charger when you have no device connected. Sure, it may cut back on costs, but probably in tiny amounts. Still, over time, those pennies add up. Remembering to keep my charger disconnected from the outlet when I’m not using it is not my priority. I’d rather look into larger electronics that are always on the ready.

In our home, the television seems to always be on. It’s an older model flat panel unit. Whether anyone was actually in the room watching a show was hit or miss. Someone would turn the TV on for “background noise”. No one likes a quiet house. But it burns warm. I found that fact disconcerting, as the TV is rated by Energy Star. Still, even an efficient appliance uses electricity. I compromised with my family to leave the television off if no one was actually watching it, but using the radio as background noise is totally acceptable. As a result, our power bill has dipped a little.

One more bit of sound advice when controlling the costs of things may actually have you scratching your head. It may appear you’re locked in with whichever energy company is in your area. Truth is, this would cause a monopoly. You do have other choices when it comes to energy providers; you just need to find them. Texaselectricityproviders.com provides Texans with comparison rates on local utility companies. The site is designed to help you determine which business will help you best budget for your household. You can also find detailed tips to help make your home more energy efficient.

Doing without gourmet caffeine, efficiently upgrading your home, and being mindful of energy consumption will leave you with more funds at the end of the month. Feel free to treat yourself to that iced mocha-loco-frappe when you see what these steps can do to your bank account. Stow away the extra cash and save for retirement or pay down your debts. Thinking creatively about saving on bills will help you cut costs and up your appreciation for home ownership.