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Getting Lifehack Done: Global Collaboration

Getting Lifehack Done: Global Collaboration
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Global Collaboration

    Somewhere around 3 dozen people, scattered across the globe from Hong Kong across the US to the UK, Europe, and beyond work together to bring you the collection of useful tips, thought pieces, and inspiration known as Lifehack. I thought it might be interesting to our readers to learn a little bit about what goes on “behind the scenes” at a big site like this – the tools we use, the processes we’ve developed, and the attitudes that help us keep Lifehack stocked with stories 260 days a year. (That’s 5 weekdays a week for 52 weeks – we don’t take holidays off!)

    Collaboration Tools for a Global Workforce

    Lifehack simply wouldn’t be possible, not in the form it’s taken today anyway, without the awesome power of WordPress. What’s most amazing about WordPress is that it’s free and open-source – itself the outcome of a global collaboration. Lifehack pushes WordPress hard, with dozens of active users under several different roles, and huge amounts of traffic, often coming is spikes that would take most sites down. Lifehack is one of the most-dugg sites on the Internet —

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    the 31st most-mentioned site on Digg and somewhere around 125th in terms of total number of diggs (sorry, I’ve lost the link to that), and Digg traffic can come as fast as a hit a second. Configured properly, WordPress handles it with ease.

    I’ll talk more about WordPress when I discuss our process. HEre are some of the other tools that make Lifehack possible:

    • Campfire: Campfire is an online chatroom service hosted by the good folks at 37Signals. Campfire allows me to meet with Leon Ho, Lifehack’s owner, every other week for a real-time discussion of the site’s direction, special projects, and so on – despite the fact that Leon is based in Hong Kong and I’m in Las Vegas. We also use Campfire for editorial meetings between myself and the other staff writers (Thursday Bram and Joel Falconer). My favorite feature of Campfire is that it archives all your chats, so we can easily pull up a record of past discussions if we need to clarify a point or look for action items.
    • Ta-da List: Another 37Signals product, Ta-da List is a simple task list that allows task sharing between several users. The staff writers use a single list to collect post ideas that they aren’t planning to use – maybe I have a great idea for a post I know Lifehack readers will enjoy, but I lack the time or knowledge to do it justice. Our Ta-da List lets me offer it up to the other writers, who can check it off if they decide to run with the idea.
    • Google Groups: How do you communicate with a staff of 30+ guest contributors? The answer, for us, is an email list. Every guest contributor is invited to join our private group on Google. This list allows me to send them all updates about upcoming events (like the Lifehack Great Big Summer Giveaway), editorial directions, and process changes. It also provides a forum for sharing tips on writing, using social media, and other information relevant to writers of a popular site like Lifehack.
    • activeCollab: This is a project management and collaboration suite that runs on the Stepcase servers (Stepcase is Lifehack’s parent company). In theory, it allows us to assign tasks, attach them to projects, record progress towards milestones, compile information pages about projects, and so on; in practice, I find it far too complex for the small number of people actively administering the site, especially given that our workflow isn’t really divided into “projects” as much as "ongoing responsibilities". I’m sure it works much better for larger workgroups in a corporate environment.
    • Email and other communication tools: Email isn’t fancy, but it’s probably the tool we use the most, simply because it’s ever-present, near-instantaneous, and easily archived. And for person-to-person off-the-cuff discussions, we often use Skype or other IM systems as well.

    The Collaborative Process

    To make this all work, we need a pretty clear workflow for each week’s posts. When I started at Lifehack over a year ago, articles were posted to the front page pretty much as they were submitted by guest contributors. When I took over the job of editing and scheduling all the posts on the site, I decided that we should batch process our posts — eating our own dog-food, as it were.

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    Today, no matter how many guest contributors post in any given week, I only spend a few hours on Sunday scheduling posts. Although staff writers and guest contributors are free to write whatever they want (within the scope of the site), I make suggestions of loose themes every month or so — this month was "home and work", for instance.

    Such themes, when we have them, are worked out by myself and Leon Ho, and sometimes staff writers Joel and Thursday, during our bi-weekly meetings. Those meetings are also where we work out technical issues, discuss editorial policies, plan the site’s direction, and generally bounce ideas off of each other.

    In between meetings, I act as the contact person for question from guest contributors and staff writers alike, dealing with simple issues as they arise and saving the more complex ones for our editorial meetings.

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    Collaboration is an Attitude

    Keep in mind that I have never met Leon or Joel or any of Lifehack’s guest contributors. I did meet Thursday once for coffee when she was visiting Las Vegas for a conference. But basically we are a group of about three dozen strangers. Yet that group of strangers manages to keep a lively mix of stories flowing every weekday, through the whole year.

    To do this requires more than just a set of tools — it requires an attitude. Everyone who contributes to Lifehack — whether as guest contributors, staff writers, or readers — does so for reasons of their own. Everyone recognizes that, and as long as I’ve been involved with the site, nobody has made an effort to impose their own view on anyone else. We’ve worked hard to make sure that there’s room for a variety of viewpoints, even conflicting ones — I sometimes disagree sharply with a piece I’m editing, but I respect the author’s intentions in posting it, and respect the readers’ right to agree or disagree free of my interference.

    Mostly, Lifehack works because everyone has a clear role and no more is asked of them than spelled out in that role. The development of a clear system for posting and communicating reflects that — I know exactly what I can expect of each person involved with putting Lifehack together.

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    Conclusion

    I’m lucky that mutual respect and clearly-defined roles are so effective, because to be honest, the tools we use are something of a kluge. I would much rather use a single collaboration suite that handled all the tasks we perform in bringing Lifehack together day after day. So far, I haven’t found anything that is functional, elegant, easy to use, and handles multiple roles well. WordPress is the exception — maybe someone will build a collaboration suite using WordPress as a platform?

    That said, the kluge we’ve got does work, as the continued existence of Lifehack shows. And it is sure to evolve as new tools become available that handle more of the tasks we need to perform, and handles them more efficiently. And hopefully, seeing how we do it might give you some ideas about your own teams and projects.

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    Last Updated on July 20, 2021

    How to Overcome the Fear of Public Speaking (A Step-by-Step Guide)

    How to Overcome the Fear of Public Speaking (A Step-by-Step Guide)
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    You’re standing behind the curtain, just about to make your way on stage to face the many faces half-shrouded in darkness in front of you. As you move towards the spotlight, your body starts to feel heavier with each step. A familiar thump echoes throughout your body – your heartbeat has gone off the charts.

    Don’t worry, you’re not the only one with glossophobia(also known as speech anxiety or the fear of speaking to large crowds). Sometimes, the anxiety happens long before you even stand on stage.

    Your body’s defence mechanism responds by causing a part of your brain to release adrenaline into your blood – the same chemical that gets released as if you were being chased by a lion.

    Here’s a step-by-step guide to help you overcome your fear of public speaking:

    1. Prepare yourself mentally and physically

    According to experts, we’re built to display anxiety and to recognize it in others. If your body and mind are anxious, your audience will notice. Hence, it’s important to prepare yourself before the big show so that you arrive on stage confident, collected and ready.

    “Your outside world is a reflection of your inside world. What goes on in the inside, shows on the outside.” – Bob Proctor

    Exercising lightly before a presentation helps get your blood circulating and sends oxygen to the brain. Mental exercises, on the other hand, can help calm the mind and nerves. Here are some useful ways to calm your racing heart when you start to feel the butterflies in your stomach:

    Warming up

    If you’re nervous, chances are your body will feel the same way. Your body gets tense, your muscles feel tight or you’re breaking in cold sweat. The audience will notice you are nervous.

    If you observe that this is exactly what is happening to you minutes before a speech, do a couple of stretches to loosen and relax your body. It’s better to warm up before every speech as it helps to increase the functional potential of the body as a whole. Not only that, it increases muscle efficiency, improves reaction time and your movements.

    Here are some exercises to loosen up your body before show time:

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    1. Neck and shoulder rolls – This helps relieve upper body muscle tension and pressure as the rolls focus on rotating the head and shoulders, loosening the muscle. Stress and anxiety can make us rigid within this area which can make you feel agitated, especially when standing.
    2. Arm stretches – We often use this part of our muscles during a speech or presentation through our hand gestures and movements. Stretching these muscles can reduce arm fatigue, loosen you up and improve your body language range.
    3. Waist twists – Place your hands on your hips and rotate your waist in a circular motion. This exercise focuses on loosening the abdominal and lower back regions which is essential as it can cause discomfort and pain, further amplifying any anxieties you may experience.

    Stay hydrated

    Ever felt parched seconds before speaking? And then coming up on stage sounding raspy and scratchy in front of the audience? This happens because the adrenaline from stage fright causes your mouth to feel dried out.

    To prevent all that, it’s essential we stay adequately hydrated before a speech. A sip of water will do the trick. However, do drink in moderation so that you won’t need to go to the bathroom constantly.

    Try to avoid sugary beverages and caffeine, since it’s a diuretic – meaning you’ll feel thirstier. It will also amplify your anxiety which prevents you from speaking smoothly.

    Meditate

    Meditation is well-known as a powerful tool to calm the mind. ABC’s Dan Harris, co-anchor of Nightline and Good Morning America weekend and author of the book titled10% Happier , recommends that meditation can help individuals to feel significantly calmer, faster.

    Meditation is like a workout for your mind. It gives you the strength and focus to filter out the negativity and distractions with words of encouragement, confidence and strength.

    Mindfulness meditation, in particular, is a popular method to calm yourself before going up on the big stage. The practice involves sitting comfortably, focusing on your breathing and then bringing your mind’s attention to the present without drifting into concerns about the past or future – which likely includes floundering on stage.

    Here’s a nice example of guided meditation before public speaking:

    2. Focus on your goal

    One thing people with a fear of public speaking have in common is focusing too much on themselves and the possibility of failure.

    Do I look funny? What if I can’t remember what to say? Do I look stupid? Will people listen to me? Does anyone care about what I’m talking about?’

    Instead of thinking this way, shift your attention to your one true purpose – contributing something of value to your audience.

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    Decide on the progress you’d like your audience to make after your presentation. Notice their movements and expressions to adapt your speech to ensure that they are having a good time to leave the room as better people.

    If your own focus isn’t beneficial and what it should be when you’re speaking, then shift it to what does. This is also key to establishing trust during your presentation as the audience can clearly see that you have their interests at heart.[1]

    3. Convert negativity to positivity

    There are two sides constantly battling inside of us – one is filled with strength and courage while the other is doubt and insecurities. Which one will you feed?

    ‘What if I mess up this speech? What if I’m not funny enough? What if I forget what to say?’

    It’s no wonder why many of us are uncomfortable giving a presentation. All we do is bring ourselves down before we got a chance to prove ourselves. This is also known as a self-fulfilling prophecy – a belief that comes true because we are acting as if it already is. If you think you’re incompetent, then it will eventually become true.

    Motivational coaches tout that positive mantras and affirmations tend to boost your confidents for the moments that matter most. Say to yourself: “I’ll ace this speech and I can do it!”

    Take advantage of your adrenaline rush to encourage positive outcome rather than thinking of the negative ‘what ifs’.

    Here’s a video of Psychologist Kelly McGonigal who encourages her audience to turn stress into something positive as well as provide methods on how to cope with it:

    4. Understand your content

    Knowing your content at your fingertips helps reduce your anxiety because there is one less thing to worry about. One way to get there is to practice numerous times before your actual speech.

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    However, memorizing your script word-for-word is not encouraged. You can end up freezing should you forget something. You’ll also risk sounding unnatural and less approachable.

    “No amount of reading or memorizing will make you successful in life. It is the understanding and the application of wise thought that counts.” – Bob Proctor

    Many people unconsciously make the mistake of reading from their slides or memorizing their script word-for-word without understanding their content – a definite way to stress themselves out.

    Understanding your speech flow and content makes it easier for you to convert ideas and concepts into your own words which you can then clearly explain to others in a conversational manner. Designing your slides to include text prompts is also an easy hack to ensure you get to quickly recall your flow when your mind goes blank.[2]

    One way to understand is to memorize the over-arching concepts or ideas in your pitch. It helps you speak more naturally and let your personality shine through. It’s almost like taking your audience on a journey with a few key milestones.

    5. Practice makes perfect

    Like most people, many of us are not naturally attuned to public speaking. Rarely do individuals walk up to a large audience and present flawlessly without any research and preparation.

    In fact, some of the top presenters make it look easy during showtime because they have spent countless hours behind-the-scenes in deep practice. Even great speakers like the late John F. Kennedy would spend months preparing his speech beforehand.

    Public speaking, like any other skill, requires practice – whether it be practicing your speech countless of times in front of a mirror or making notes. As the saying goes, practice makes perfect!

    6. Be authentic

    There’s nothing wrong with feeling stressed before going up to speak in front of an audience.

    Many people fear public speaking because they fear others will judge them for showing their true, vulnerable self. However, vulnerability can sometimes help you come across as more authentic and relatable as a speaker.

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    Drop the pretence of trying to act or speak like someone else and you’ll find that it’s worth the risk. You become more genuine, flexible and spontaneous, which makes it easier to handle unpredictable situations – whether it’s getting tough questions from the crowd or experiencing an unexpected technical difficulty.

    To find out your authentic style of speaking is easy. Just pick a topic or issue you are passionate about and discuss this like you normally would with a close family or friend. It is like having a conversation with someone in a personal one-to-one setting. A great way to do this on stage is to select a random audience member(with a hopefully calming face) and speak to a single person at a time during your speech. You’ll find that it’s easier trying to connect to one person at a time than a whole room.

    With that said, being comfortable enough to be yourself in front of others may take a little time and some experience, depending how comfortable you are with being yourself in front of others. But once you embrace it, stage fright will not be as intimidating as you initially thought.

    Presenters like Barack Obama are a prime example of a genuine and passionate speaker:

    7. Post speech evaluation

    Last but not the least, if you’ve done public speaking and have been scarred from a bad experience, try seeing it as a lesson learned to improve yourself as a speaker.

    Don’t beat yourself up after a presentation

    We are the hardest on ourselves and it’s good to be. But when you finish delivering your speech or presentation, give yourself some recognition and a pat on the back.

    You managed to finish whatever you had to do and did not give up. You did not let your fears and insecurities get to you. Take a little more pride in your work and believe in yourself.

    Improve your next speech

    As mentioned before, practice does make perfect. If you want to improve your public speaking skills, try asking someone to film you during a speech or presentation. Afterwards, watch and observe what you can do to improve yourself next time.

    Here are some questions you can ask yourself after every speech:

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    • How did I do?
    • Are there any areas for improvement?
    • Did I sound or look stressed?
    • Did I stumble on my words? Why?
    • Was I saying “um” too often?
    • How was the flow of the speech?

    Write everything you observed down and keep practicing and improving. In time, you’ll be able to better manage your fears of public speaking and appear more confident when it counts.

    If you want even more tips about public speaking or delivering a great presentation, check out these articles too:

    Reference

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