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News for September 2013

The Future Workplace: A Big List of Resources

Man working from laptop by a lake

Posted by: Seth Weedin

At Spotlight, we are enthralled with the “future of work” concept and the idea of working from anywhere, at any time, on any device. It’s why we developed Spotlight for the new wave of distributed workforces, teams, and way of work. It’s rapidly growing so we decided to put together a list of all the websites supporting this wave. These aren’t single articles or blog posts, but entire websites dedicated to the future workplace.

  • The Future Workplace – Jacob Morgan and Chess Media Group helps companies think about the future of work and collaboration initiatives to take advantage of the shift.
  • Perspectives on the Future of Work –The oDesk Blog constantly writes on the future of work by interviewing major players in the space and providing valuable links.
  • Future of Work – Institute For The Future helps organizations develop responses to the changing world of work.
  • The Future Is Now – Cognizant looks at the rapidly evolving technology and globalization of the future workplace.
  • – Innovations to Attract, Develop, and Keep Talent in the changing workplace.
  • Internet of Everything – Cisco explores how the Internet bring the entire world together, creating new capabilities and economic opportunity for businesses.
  • Workplace 2020 – A place where ideas are being collected about the future workplace.
  • The Responsive Organization – A community of people and organizations who are leading the shift in how companies adapt to a constantly evolving world.
  • Freelancers Union – A group led by Sara Horowitz that find innovative ways to bring together the country’s 42 million independent workforce.
  • Coworking – Information on the future workplace of collaboration, openness, community, accessibility, and sustainability.

As we come across new sites supporting the shift in the way we work, we’ll continue to add to this list. Do you know of ones that we missed? Leave a comment with the link and we’ll get it added!

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3 Keys To Executing With a Virtual Software Team

Launching a startup will most likely require you to outsource part of the work at some point during the initial building phase. Lack of readily available resources and skills make this unavoidable, especially in software development and design. But there are tons of opportunities out there to find this type of talent – almost 30% of the entire freelance market is made up of development and design pros. Whether you need a team to build out the product in it’s entirety or just added manpower, outsourcing this type of work is going to be far cheaper than hiring a full-time employee.

While hiring a freelance or virtual software team can offer many benefits, new challenges arise in trying to manage and collaborate with your team across locations. Often times, lack of communication and accountability in these teams can increase the already high failure rate of projects. But there are some things you can do to ensure your virtual software team stays in sync and is accountable for their tasks. Spotlight CEO Vincent Serpico goes on to explain each one in more detail in the video below.

  • Daily “Virtual” Scrums – Since most project managers are used to gathering the whole team for a daily meeting, this same process can be achieved for the virtual software team. Let all team members share what they did yesterday and what they will work on today. It’s a quick way to get the team communicating first thing in the morning.
  • Regular Status Updates – One of the biggest concerns for a project manager leading a virtual software team is losing track of them. They can’t see them in the building, emails and phone calls are easy to ignore, and time zones make it difficult. By having team members communicate frequent status updates of their availability, what they are working on, and progress, the whole team can collaborate better.
  • Daily Progress Reports – These reports are simply the daily meeting on paper. Having team members submit this short, free form report at the end of the day keeps them accountable for their work and still communicating with their team. The project manager can then properly prepare for the next morning’s meeting, keeping the duration short and getting the developers back to work.

While there is more to successfully executing with a virtual software team depending on the project, these three tactics can be easily implemented and quickly improve the team’s efficiency. Our company uses them for all our projects and even has the process streamlined right into Spotlight.

What other tactics have worked for you in executing a project with a virtual software team? Drop us a comment and let us know.

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Death of the Conventional Office?

By Seth Weedin, Director of Marketing at Spotlight Software

Man holding stack of paperwork with hand on calculator with long

The conventional office as we know it is dying a slow death.

While times are changing, many businesses are still stuck in the past using the conventional office rules that were developed decades ago. Obviously the way we conduct business has evolved since then, so why hasn’t the way we actually work? One reason is because it’s the traditional way we know how. The old rules just get passed along as executives retire and their replacements work their way through the ranks of the company to take their place. The traditional work environment that has been the norm for so long just gets recycled over and over. Why does it keep getting recycled? Because a business can technically still be functional with the conventional office. It’s usually only when they see the future of work in action and the efficiencies it brings does it become clear there is a need to evolve.

The way we work is starting to rapidly change however with new innovation and the ability to work from anywhere, at any time, and on any device. People don’t necessarily need to come into an office at a central location anymore or really even need an office at all.

Take Vodafone for example. In the video below, Guy Laurence, now CEO of the company and former chief of Vodafone UK, explains why the conventional office is dead and how their office in the UK evolved with this trend. They still have a central location, but it’s more of an open campus for employees to engage with one another. The entire place is wifi enabled and there are no traditional desktop computers. You can find people hard at work on their laptops in the office coffee shop, in the garden outside of the office, or even in the stairwell of the building. They used over 7,000 hours of video conferencing in 2012 as a way to collaborate with other locations and even people right in their own office. The idea is to open the channels of engagement for employees and create a sense of community that is sometimes lacking in the conventional office layout of cubicles and walled workspace. They found a number of benefits with this new model including reduced cost, better productivity, higher commercial agility, more employee engagement, and less environment impact.

The conventional office and 9-5 workday just aren’t practical anymore. Employees need to be able to engage and collaborate with each other all the time and they want to be able to do it from their homes, coffee shops, and the airport, in addition to the same office. As Laurence states in the video, “at the end of the day it’s the task that matters, not where people sit.”  Translate this into location and it does not matter where people are located or working from anymore, only that the task, project, or initiative gets achieved.

The transition to a more global workforce that can conduct business from any location in the world is only beginning. As it continues, businesses will need to have the ability to communicate and collaborate from anywhere and be able to do it efficiently.

How has your business embraced the ‘future of work’? Leave a comment and share your story.

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Posted: September 16th, 2013
Categories: Virtual and Remote Teams
Tags: ,
Comments: 2 Comments.

Distributed Team Communication: Finding a Better Way

Distributed Team Communication

Courtesy of publicmind

In part 1 last week, Spotlight CEO discussed the benefits a business can see by using a distributed team model. Today, Vincent looks at the issues he ran into while running his nearshore software development company that ultimately led to the creation of Spotlight People & Project Manager.

“Where the HELL is Pablo?!?” Mickey was pissed. Pablo was hired as a full-time dedicated resource for Mickey’s company through my services company.

“Did he send you an email or something, Mickey”, I asked.

“Nope. And we need to deploy the database before tomorrow morning. I tried Skyping him, emailing him, and called his mobile.”

It was 3:30 in the afternoon. “OK, let me try to get in touch with him. I’m sure he’ll make up the hours and we’ll be fine. Pablo’s responsible.”

Pablo really is responsible, and gets his tasks done. He works more than 40 hours per week… but not the usual 9-5. As a remote contractor, he enjoys the benefits of working remotely, which include picking up his kids from school around 3:15 in the afternoon.

I reached Pablo a little after 4:00. “Pablo… I don’t mind if you take off to pick up your kids… but you have to let the client know.”

Pablo seemed panicked. “Vincent, I sent Mickey an email. Here let me forward it to you.”

The email was sent in the earlier part of the afternoon. And lo and behold, it cited that Pablo would be out from 3:00 – 4:15, and that he would deploy the database when he returned. Which is exactly what he did, and the deployment turned out to be a success.

However, we still have the issue of solid communications among distributed teams. Because while I wish this was an isolated instance, it actually happens a lot more than it should. And it wasn’t just my company, it’s an issue that plagues all distributed teams…whether they are an office that telecommutes, an enterprise team spread across a campus, or a company that hires contractors in Mexico, India and China. Distributed teams face the challenge of communication, collaboration and accountability.

We all know where this story’s going, so I’ll cut to the chase. I built Spotlight to enhance communication, collaboration and accountability among my crew of ~25 contractors spread all over Mexico and the United States, and to provide my clients with a way to peer into the daily operations of their project. In other words, Spotlight’s mission was to minimize the “Where the HELL is Pablo?!?” phone calls from my clients.

It worked. It worked much better than even I expected. That’s why I spun the product off as its own entity. And with the help of my partner, Dan Schulz, we took the product to even higher aspirations by adding a task-timing feature that blows the competition out of the water.

So… guess whom our most excited customers are today? That’s right… PM’s, scrum masters and other product owners that received similar “Where the HELL is Pablo?!?” calls when they ran distributed projects.

Finally, in my parting words, if you do not use Spotlight to manage your distributed teams, at the very least, incorporate the principles of managing distributed teams.

To stay up-to-date with Spotlight Software and Spotlight People & Project Manager,  join our mailing list or visit our FacebookGoogle+LinkedIn, or Twitter profiles.

Posted By: Seth Weedin, Director of Marketing at Spotlight Software.

How to be Productive Working at Home: 10 To-Do’s

Tips to working at home

Family, pets, laundry, the doorbell…the list can go on and on. Working at home can present its fair share of distractions, if you let them. But there are several things you can do to remain productive while working at home. In fact, mastering the art of balancing your work/life can often make you MORE productive working at home.

Our company has been working entirely on a distributed basis for the last year now. All of our employees have their own way of being productive; whether it’s working at night, tucking away in a coffee shop, or taking breaks during the day. This type of flexibility allows us to find times that are most productive for us and thus, make the entire company operate more effectively.

Using a combination of feedback from some our colleagues working at home and our own experiences, here are 10 to-dos’ that will help you be more productive.

Establish Your Space

If you don’t have your own office space in the house, you need one. Plain and simple. Oftentimes, half the battle of working at home is not being able to get away from interruptions because of no place to go. Having your own office space (with a door) allows you to completely separate the two: you can go to work in the morning and leave in the evening just by walking in and out.

Plus, who doesn’t like to be able to set up their own office?


Not being in the same office sometimes results in those creeping thoughts of wondering if your counterparts are really working. Don’t let those thoughts even start to brew. Being very visible online and communicating frequently with whatever tools you choose lets everyone know you are working and available. We use Spotlight to do this. One look at the dashboard lets you know exactly who is online and what they are working on. Trust is a big part of working at home so always be available when you should be.

Leverage Technology

There are hundreds, if not thousands of tools out there to help you work productively at home.  And a lot of them are free.  Skype, Join.Me, Zoom, and Google Hangouts are just a few of the free tools you can use to stay in touch with your team. While there are tons of tools out there, being able to find those that are multi-functional and have many of these features streamlined will make it a whole lot easier to manage.

Freshen Up (Your Location)

While a home office is great, sometimes you just need a change of scenery. Take advantage of a local coffee shop or library for an afternoon. The new environment can help you focus and make your office feel fresh again when you get back. Another advantage of the coffee shop is opening the door to impromptu conversations that you wouldn’t get at home. There are always other business people working so you never know when a connection might be made.

Pomodoro Technique

The Pomorodo Technique is relatively new and is a way to manage your time effectively. Simply set a timer to 25 minutes, which is called a Pomodoro, and see how many it takes to finish a task. Using this information and following a series of steps (see the video on the website) allows you to set up accurate timetables of your tasks and other activities. It helps eliminate burnout, manage distractions, and create a better work/life balance.


Learning how to self-motivate can take you a long ways when working at home. Since you aren’t always in the presence of other co-workers that can provide this motivation, teaching yourself how to self-motivate can keep you inspired and focused. As an employer who is thinking about using a distributed workforce model, having training sessions from experienced coaches on how to self-motivate may make your employees even more productive.

Avoid Multi-Tasking

Multi-tasking with several chores around the house can get you into trouble quickly. It’s very tempting to get a head start on the laundry, run those errands you have, or clean the house. But you may find that these small tasks take up more time than you think and pretty soon you are way behind in work. You may be best off setting aside a time for tasks like this and separating it from the workday.

Set Goals

Goals are important in any work setting, whether you are working at home or in an office setting. But sometimes these goals are harder to achieve while working alone at home. Set daily and weekly goals, then write them down and refer to them frequently. Having set goals or tasks to accomplish each day and week will keep you focused and create a sense of accomplishment when you start crossing them off your list.

Start With a Routine

Don’t fall into that rut of your alarm going off and the only thing you do is walk 10 steps to your office and start working in your pajamas. Develop a routine in the morning almost as if you are going into the office. For example, I wake up and go to the gym, come home and walk the dogs, then get ready for work like I’m actually going into the office. A routine gets you ready to take on the day no matter what pops up (including that impromptu video call from your boss).


Working at home can mean you may not get out of the house for a while. So make sure you create time when you can get out, whether it’s with your family or friends. Look for local Meetup or networking groups in your industry and attend the meetings as a way to make new connections and find business prospects.


Working at home is a much different environment than going into an office, especially if you’ve never done it before. Staying productive can be a challenge for some people at first but by following these tips (among many others), productivity can often be increased. That’s why Spotlight has operated as a distributed workforce for the last year; we’ve found our employees to be much more productive and motivated. Stop in at our next webinar to see exactly how we do it!

What other tips do you have for being productive working at home? What’s worked for you?

To stay up-to-date with Spotlight Software and Spotlight People & Project Manager,  join our mailing list or visit our FacebookGoogle+LinkedIn, or Twitter profiles.

Posted By: Seth Weedin, Director of Marketing at Spotlight Software.

Why Spotlight Decided to be a 100% Distributed Team

Spotlight CEO Vincent Serpico talks about his experience working with distributed teams and why he ultimately decided to make the entire company 100% distributed.

Why Spotlight is a Distributed Team“No, no, no!” That was my response close to a decade ago when I was informed the company I was working for was going virtual. At the time I was a VP leading a development team of 15 when C-level management made the decision to jettison the office space in favor of a virtual environment. I was staunchly opposed. I cited reasons like, “I need to look my developers right in their eyes”, “they’re going to slack off at home”, and “you just can’t get good synergy when you’re a distributed team”.

I was dead wrong on all accounts.

Fast-forward to today, and it’s obvious that I am big supporter of working remotely. As founder and CEO of Spotlight Software, working remotely is the foundation of Spotlight’s value proposition. Not only am I a big supporter of the distributed model, but also recommend it to anyone that’s starting a new business.

My transformation from anti-remote to pro-remote happened slowly, and quite unexpectedly. It was for reasons I never expected. It was for reasons that make working remotely much more preferable both from an employee perspective as well as a business owner perspective.

Better Work Life Balance / Less Stress

This one caught me out of left field. I wholly expected my work-life balance, and that of my employees, to suffer when working from home. I mean after all, how can you separate work and life if you work from home?!? What I discovered was quite the opposite. My work-life balance got better, as work related stress actually decreased. I hear the same s thing from my team as well.

No one could really cite why work life balance improved, but I have my theories. It revolves around mindset. When you’re at work, that’s your mindset. You’re at work. When you’re home, that’s your mindset; you’re home. And when most employees are home, they block out work. But when your home is your work environment, all that seems to change. You’re actually able to have work and home life coexist in the some environment. As such, work related stress plummets, as you’re able to step in and out of the work mindset at will.

Of course, decreasing your commute from 5-10 hours per week to a few footfalls away always reduces traffic related stress.

More Productive

So this one was a very pleasant surprise. Remember I argued that employees would slack off at home? Well, again I was wrong as I noticed that my employees and I were actually MORE productive at home then at the office. My theory here is goes back to the improved work-life balance. Since at-home workers can step out of their office at any time to eat lunch with their family, go to the dentist or just talk a quick jog to recharge their batteries, they feel less under-the-gun. As such, the remote worker feels more empowered and more in control of his own day. The result is more focus. Speaking from a personal perspective, when I know that I am not under-the-gun to get things done by 5:00… that I can go pick up my kids from school when they get out, I am more focused while I work because I am less stressed. More focus, of course, equates to more productive hours. Also, when an employee is less stressed, he has more of a willingness to put those extra hours in when needed without being prompted.

Greater Team Synergy / Better Collaboration

I thought that ditching the office meant a decrease in team synergy. Yet again, I was wrong. Synergy and even team bonding jumped. I think it’s because of self-empowerment. No longer is a PM standing over an employee as a task master, instead, the employee is empowered to carve out his own day and live up to their own responsibilities. As such, they don’t feel encumbered by an Orwellian overlord to take the time to chat with a fellow employee about a design pattern or ask for help testing or debugging. My distributed teams have forged a better bond thousands of miles apart, then a few feet away in an office.

Of course, there are other reasons to embrace the distributed environment, like:

  • Lower cost of overhead for employers (office, phone, electricity, etc.)
  • Lower cost of living for employees (tax write-offs, gas savings, etc.)
  • Wider talent pool
  • Potentially lower cost talent pool
  • “Greener” (no cars commuting)

So… the net net is that I am hooked on distributed development. So much so, I created an application that encapsulates the best of what I learned managing distributed teams. Spotlight is a communication and task management platform designed specifically for distributed teams. It enhances the best of a remote model, while filling in the gaps to bridge the remote world with the same experience as being in an office. We use Spotlight on a daily basis with dozens of clients who embrace the distributed workforce model.

Is your company using a distributed team environment or thinking about hiring online? Join us for our next webinar when we go into more detail on our distributed environment model and how we make it so effective.

To stay up-to-date with Spotlight Software and Spotlight People & Project Manager,  join our mailing list or visit our FacebookGoogle+LinkedIn, or Twitter profiles.

Posted By: Seth Weedin, Director of Marketing at Spotlight Software.