5 Quick Tips to Help you be a Sponge

By "Sponge", I mean "Someone who absorbs everything they hear and learns it".  

I spent all day yesterday doing training for a client.  It got me thinking when I attend training, there is usually an investment made for me to be able to attend it and I want to learn and remember everything I possibly can to get my/my employer's money out of it.  I'm not in high school anymore and my habits of learning have changed, so I thought I'd share a few of my tips for maximizing retention.

1)  Cell Phone Off.  This should be a no brainer.  Classroom time is sacrosanct and should not be interrupted by anything.

2)  Sit in front.  Sitting close to the presenter means that I can hear everything AND my "better be polite and pay attention" behavior is reinforced.

3)  Take notes.  Preferably written ones.  A laptop brings too many distractions to a training class.  Old school is good school.

4)  Ask questions often.  Don't get left in the dust, ask questions every time you don't understand.  OR, if you feel ahead of the game, ask questions about more complex scenarios.  Keep your head in the game and engage with the classroom conversation.

5)  Within 24 hours, practice!  There is a reinforcement window, that if you reinforce the training within 24 hours, retention is dramatically increased.  This means, after the class is over, you're not done.  Recharge your batteries, go back to your room, and spend an hour reviewing what you learned that day.  I have 3 ways of doing this:

• Read/re-write my notes.  I read my notes, and often transcribe them into a Google Document.  Transcription helps me sort out what's good and what's not and re-process everything I wrote down.
• USE the application.  If it's an application based training, I try to access the application and review exercises from the day on my own.  Getting stuck sometimes is the best way to know what questions to ask.
• Google it.  I like to know what other people are doing/saying about what I was trained on.  Sometimes alternative sources give great insight and reinforcement to what I learned.

Whatever you are able to do, do it.  It'll double or triple your ability to remember what you learned.

Conclusion

I know some of these are basic and very "classic", but learning how to learn and applying good habits during training will help you, your employer, and your career long term.

Do you have any training retention tips?  Please comment below to share them!

Thanks,

Garry

So You Wanna be a Salesforce Admin...

I often get asked by people in the community... "I want to become a Salesforce Power User" or "I want to become an Admin" or "I want to learn more about Salesforce".  I feel like I often write the same email over and over with suggestions for resources to check out (and there are many, many of them).

The purpose of this blog is to do nothing other than share my favorite resources for Salesforce information and offer a few options to aid your path to Salesforce stardom.  As I talked about in this post, being helpful to your admin, or desiring to become an admin can greatly enhance your usefulness with your employer and open up doors for future career growth.  Instead of just being nice and helpful, what about being an integral part of the Administration team?  Well, here's some suggestions of things to read, watch, learn, and master.

Baseline

I often refer to Salesforce.com as "Access on Steroids, in the Cloud" to help communicate some of the underlying data structure abilities and technology.  I know that's not exactly fair, but to set some context, if you are not familiar with what a relational database is or how it works, check out these links:

• Intro to Relational Database Video - http://www.youtube.com/watch?v=Y-bvjtYgRVU
• Relational Databases on Wikipedia - http://en.wikipedia.org/wiki/Database
• An introduction to cloud computing video - http://www.youtube.com/watch?v=ae_DKNwK_ms
• Cloud Computing on Wikipedia - http://en.wikipedia.org/wiki/Cloud_computing 

Getting up to Speed:

• Force.com Fundamentals -  This self paced course/exercise guide will cover many important concepts for every Salesforce.com implementation.  Data modeling, setting up objects, fields, security, workflow, reports and dashboards.  Take your time and follow these exercises.  It'll fuel your thirst for knowledge! -   http://wiki.developerforce.com/page/Force_Platform_Fundamentals
• Introduction Training Videos - This free series of training videos covers many of the basics of Salesforce.com Sales Cloud and general best practice (including Chatter and Reporting) - http://www.salesforce.com/services-training/training_certification/online/
• ADM-201 - Administration Essentials - This class builds upon basic platform knowledge to teach how to be a Salesforce Administrator (and covers much of the test content if you want to become certified).  Worth it to try to get on your learning plan -  http://www.salesforce.com/assets/pdf/datasheets/DS_ADM201.pdf
• Dreamforce - Are you able to go to Dreamforce?  A 4-5 day immersion in Salesforce will definitely leave you primed up with hands on training and networking with your peers.  This year it is September 18-21.   http://www.dreamforce.com
• Premiere Support Onboarding - If your company purchased Premiere Support, you are entitled to use the onboarding video library resources.  Talk to your admin or Salesforce Account Executive about using these resources. 

Test Resources:

Here are some resources to help get you thorough that first milestone Salesforce exam - ADM-201 to gain your certified administrator credential.

• Admin 201 Certification Quiz - http://www.proprofs.com/quiz-school/story.php?title=salesforce-administration-test-adm201
• ForceCertified.com - Additional links and resources to help pass the next test - http://www.forcecertified.com
• ADM 201 Flashcards - http://www.flashcardmachine.com/adm-201-testquestions.html
• Another Pretty Comprehensive Site - to help pass the test - http://www.adm201.info/

Community Resources:

Leveraging the Salesforce Community will greatly accelerate your ability to learn and solve problems.  Having connections outside of your company will help you be exposed to a greater number of solutions and Salesforce environments.  Getting to know the community is a huge step in improving your mastry of Salesforce.

• All the Salesforce MVP's on Twitter - You should go here and follow everyone on this list to get great exposure in your Twitter feed to everything Salesforce. If you're not using Twitter yet, give it a try.  Have a question, tweet it out with #Askforce as a hashtag and people will help you.   - https://twitter.com/#!/salesforce/community-mvps/members
• Answers Board - Ask your questions here and get free answers by experts - http://success.salesforce.com/answers
• Local Users Groups - Most cities have a Salesforce users group to bring people together to share knowlege and discuss innovative solutions or industry news. http://success.salesforce.com/ideaHome?c=09a30000000D9xyAAC
• Monday AM Admin Blog - Lots of great articles here on how to be a great Salesforce administrator - http://buttonclickadmin.com/ 

Good References:

• Salesforce Data Model - http://www.salesforce.com/us/developer/docs/api/Content/data_model.htm
• All the Dreamforce Videos from Dreamforce 2011 - http://www.salesforce.com/dreamforce/DF11/schedule/sessions/#showdesc=true&sort=a_z&tracks=All&products=All&themes=All&levels=All&cursor=0- 
• All the rest of the Salesforce videos in the world - http://www.salesforcechannel.com/
• A search engine for everything Salesforce - http://www.findsf.info/

And there you have it...

These are my favorite resources to recommend to people who are up-and-coming on the platform. Please use these as you will to improve your knowledge of Salesforce and connections to the community.  Please bookmark this page and share it with your friends, I will try to keep it updated as I am made aware of improved resources.

Also, if you have any that you'd like to add, please, please, please comment!

Thanks!  - Garry

Chatter List Views - Pretty Neat

I love list views.  I touched on this subject a little bit before in this blog post.  I think list views are a todo list that the system generates for me.  Show me my new leads, show me opportunities that are closing this week.  Show me accounts that have no activity in the last month.  With the increase of Chatter usage in my org and many others, combining Chatter and list views seemed like a no brainer.

So, Salesforce did it!  They introduced Chatter List Views not too long ago.  Go to a list view, and click the Chatter button to see all the chatter about the data.  What's nice about this is it gives you a way to see what's bubbling up to the top, in the order of the most recent Chatter activity, and only on the data of the list view you are looking at.

Favorites also allow you to flag list views as a favorite, which shows up in a special area on my Chatter page.  So, my thought was, why not favorite my daily list views, and then it gives me a simple list of lists to peruse during my daily lap through Salesforce?  It's yet another way to view and interact with my data and my co-workers.  I love how the system keeps giving me more options!

If you like it, you don't need to bother your Salesforce administrator to do this.  (unless Chatter is not enabled, in which case you should beg them for Chatter, but that's another blog post).  

Here's how to do it:

1. Open your favorite list view.
2. Click the "Chatter" button.  And if you like, click "Add to favorites" to add it to your favorites list.

Access the Chatter Favorites from your Chatter tab.

 

So there you have it, Chatter about all the data in a list view.  Yet another way you can interact with your data.  How do you use Chatter list views?  Any stories about ways they make you more efficient in Salesforce?

BFF with your Salesforce Admin - How to Log an Issue

Jane the Salesforce admin opens up her inbox and reads an email.  Subject line says "Problem", and the message body reads "I was running my monthly report and the data does not look right.  Help ASAP!"

As a consultant, I've seen similar things as well.  People have an issue, and find a way to notify me in the least helpful way possible.  It only takes a few minutes to describe a problem in sufficient detail.  Many administrators and consultants practice the "Two minute rule", meaning if we can fix a problem in two minutes, we do it immediately as it'll take longer than managing the task later on.  This means, if you write a good description of your issue, your admin may just fix it on the spot if a solution is apparent from your description.

Here's a few things that you can do to make this happen.

#1 - Take any feelings out of it.  You are logging a technical bug and it's not a personal problem.  Stick to the facts and don't turn a Salesforce issue into a personal tragedy.  

#2 - Include the following pieces of information:

• What you were trying to do.
• What specifically went wrong.
• A link to the record in question.  (.hen you are on the record or report, copy the URL of the website and paste it into the message).
• A screen shot of the error.
• What the admin can do to replicate the issue.  (What you clicked on specifically to create the issue)
• When you reasonably need it fixed.  If everything is an emergency, nothing is an emergency.  Give them a timeframe when it really needs to be working again.
• Include any technical details that may be helpful (browser, operating system) as it may be part of the cause.
• Don't write an encyclopedia, but make sure you're including all details that seem important.

The goal here is to reduce the number of "round trips" of email or conversation that have to occur for the admin to know enough to start solving the problem.  Doing your homework up front makes for a faster resoultion of the issue.  If you include enough information, your admin can replicate the issue on their own, and quite possibly fix it on their first try.

#3 - Follow the proper channels.  Most administrators have setup a preferred way to be communicated with.  Some have setup a case management system for internal issues.  Some prefer email, and some may prefer Chatter conversations.  If you don't know the best way, ask your admin.  I can tell you that they will be impressed by your desire to help them help you, and you have increased your chances of quick, painless problem resolutions.

#4 - Follow up.  Don't let your requests go into the black hole of forgetfulness.  If the admin fixed it, assure that it's truly fixed and thank them.  If it's not fixed, send a gentle reminder that your deadline is approaching. 

Conclusion

My bet is that if you can continue to communicate effectively with your administrator, your problems will be fixed faster and with less frustration (from both of you) than ever before.  It makes everyone look good, and helps pave your path to future fame and glory.

Admin and User - BFF's

Leave work behind while on vacation.

As I just returned from a vacation and got myself caught up, I thought I'd share a few observations that I made about preparing to take time off.

Train Early

I think this is the most important way to avoid vacation related issues.  Train your customers, prospects, and co-workers early that you're going to be gone.  I did this months in advance and warned them of my blackout window for vacation.  By reiterating this over and over, expectations were set early and we were able to work well around my time away.

Backups

Designate all of your backup staff for coverage.  Bring your backup staff into projects, meetings, and email chains as you approach vacation so they are aware of what could be coming their way.

Notifiers

Did you set all of your notifiers/auto-responders.  Here's what I would recommend checking into:

• The All-Important Email autoresponder.  A good auto responder shares a few pieces of information:
  • The window you will be unavailable
  • The chances you will respond to emails (never, once a day, only for emergencies, etc.)
  • Who the backup person is that should be contacted
• Chatter Status - Did you set your Chatter status so that your co-workers are all aware that you're out?
• Other incoming automated emails - I had case assignment notifications and web to lead notifications coming to my inbox.  I made sure that these important emails were being forwarded to the appropriate people.
• Voicemail - Set your voicemails as appropriate with the same details as your email autoresponder.

The week before you leave

Start this early. Make sure things are tied up make a list of all open items.  Communicate with involved parties on Monday that if the matter is not resolved by the end of the week, you'll be on vacation the week following.  Meet a few times with your backup staff to assure they are aware of any open items or situations that may arise during your absence.  Verify that your backup staff has access to any systems they may need while away.

The day before you leave

Have a final status check in the morning and assure things are wrapped up, and prep your backup on any details that you think they may have to deal with during your absence.  Set all of your auto-responders AND TEST THEM to assure your changes are working properly.

Time to go

If you planned properly, it should prove to give you an enjoyable, worry-free vacation.  Of course, nothing is perfect but by doing your best to plan, hopefully work will be the last thing on your mind so you can enjoy yourself and you can return refreshed and ready to dig back in.

Once you get back...

Make the assumption that you're going to need a digging out day.  Digging out day lets you reacclimate to work easily. Don't book it solid with meetings, keep the workload light and get things back up to speed slowly.  Try to catch up with your boss and your backup staff to get a quick update on what happened during your absence.  If you are able to plan a digging out day, you'll thank yourself, as it greatly reduces stress associated with your return.  

I hope this was helpful, if you have any tips for vacation planning or returning from a vacation, we'd love to hear them!

-Garry