It’s tough enough to be an effective manager when the economy is strong. But making the right decisions, keeping staff focused, and maintaining IT service levels may seem next to impossible when you’re managing through an economic crisis. Here are some ideas for keeping yourself and your team afloat.

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It’s clear that the current recession is not going to be a fleeting phenomenon. Managers need to learn how to lead under extraordinary marketplace pressures and decreased morale, amid pay cuts, spending cuts on strategic projects, and staff reductions. As a leader, you can get through this mess in a positive manner if you take the time to think carefully about the needed cuts, how are you are going to deliver the news, and how you can keep people motivated and productive on the job after the axe has fallen.

Note: This article is also available as a PDF download.

1: Be objective and fair and gather facts

Before you make any critical decisions — such as whether to shutter a project or cut 10 percent of your IT staff — evaluate all the options as if you were analyzing a software package, so that you can make a cogent case for your plan. If you’re choosing between IT projects, “Think of it like a debate class,” advises Kathy Gallo, managing principal of New York City-based executive coaching firm Marshall Goldsmith Partners. Assess choices with a thorough fact-gathering, prioritization, and analysis process, not a gut reaction.

2: Allow your staff to help make the tough decisions

Making painful cuts might be a little easier if employees have a hand in shaping them. Maybe some flextime or telecommuting would help employees cope with salary or benefits reductions. Helen Cooke, managing director with executive coaching firm Cooke Consulting Group in Haddon Heights, NJ, tells of a story she heard recently in which an executive brought his staff into a room and asked them if they would rather the company do some layoffs or require a 10 percent cut in pay and benefits. (They jumped at the latter.) “It’s all about being creative and open to the possibilities without spending a lot of money.” She recommends brainstorming sessions with employees and/or soliciting ideas through an internal web site.

3: Talk often — and do it in person

Yes, you’ve heard it before, but it’s true: Get out there and talk to your people often about what’s going on with the company, impending consequences, and what’s positive in the company’s future. Experts concur that this is something leaders don’t do enough of, or handle the wrong way. Be as transparent as possible. Don’t tell white lies. Don’t surprise everyone with bad news if you’ve known about it for weeks. Don’t send out an e-mail when you could organize a Web conference or a group meeting. All of these things erode trust and make managers seem like impersonal clods, which makes for an unhappy workforce.

4: Walk the walk

Are you going to Hawaii with your spouse a month after announcing layoffs? Maybe you shouldn’t. Did you cut yourself out of the salary reduction plan? Maybe you should reconsider. You get the picture.

5: Get creative about cuts

If there’s any possible way you can save money without affecting your staff, look at those options first. Evaluate vendors: Are you getting the best deal? Maybe it’s worth hiring an operational consultant to ensure you can get better contracts. Are you operating in a “green” fashion in terms of power management on your computer and networking equipment, minimizing use of lights and heat, reducing paper usage through double-sided printing, and so on? Again, ask your staff for ideas. These days, they might care less about free soda and coffee.

6: Be yourself

When life gets choppy, some people have a tendency to take on a different persona to make things all better. Think happy! Be energetic! If the cheerleader style is your normal modus operandus, says Cooke, feel free to crank it up a notch for the benefit of your grousing employees. Take them out for a beer on Friday afternoon. Hire a comedian for an hour’s worth of fun. Give a pumped-up talk over a brown bag lunch. Because the power of positive thinking is huge. But if you’re not the first to laugh at jokes, and you’re cranky before having three cups of coffee, don’t act out of character. Your people will see through it pronto. (However, do take your team out for a beer on Friday afternoon, regardless.)

7: Do layoffs right

If you have to do layoffs, you owe it to your staff to spend the maximum effort possible in doing them accurately (this means you’ve done a thorough analysis of options), sensitively, and with full disclosure about how and why the cuts were made. “If executives aren’t good at communicating that downline, it can have a really negative impact and foster distrust,” says Cooke. She also advises that companies not cut corners on severance packages, and if possible, offer some sort of benefits continuation or outplacement services. “If people staying at the company have a sense that, wow this is unfair, they may not stay loyal to you.”

8: Don’t give up on professional development

This falls under the category of “Don’t ignore the employees who have been saved.” Those left behind after layoffs are mind-boggled about their own future, not to mention the extra workload they will undoubtedly have to handle. Give them the benefit of your time through 1-on-1 meetings to discuss their issues, concerns, and career goals. Provide talented employees the opportunity to job shadow, cross-train, or even simply sit in on meetings with other groups to expose them to different career paths, Cooke advises. Sometimes, the best education is free.

9: Keep up the fight for business alignment and ROI

In this economic climate, there’s no better time to stay true to the core IT goals of delivering business value and maximizing efficiencies. The more you can show you are being responsible and strategic to your staff and higher-ups, the better for everyone. “We are keeping our heads down and making sure what we have continues to demonstrate the value technology brings to the business,” says Bruce Whitely, CIO of beer distributor J.J. Taylor Inc., based in Jupiter, FL. “To this end we are implementing a task-tracking tool to better document what technology does on a day to day basis.”

10: Look to the future

Everyone is stuck in the present right now: survival. For a change, spend a few hours each week thinking about, and talking about, your company and department’s future. What can you do that will deliver unique value to customers (internal and external) when the economy begins to recover? What can you do now that will help the business survive until then? This can be a positive and healthy way to deal with the stress of the moment. “Reminding ourselves and each other and staff about what is in our control can be very helpful,” Cooke says.

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It’s possible to rub someone the wrong way without even realizing it — all because you used the wrong expression at the wrong time. Calvin Sun discusses 10 such expressions and looks at how you can sidestep problems by being careful when you use them.

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Some phrases sound fine to us, but they can provoke a negative reaction from others. And from a career perspective, such a reaction can be deadly. After all, getting along with others is key to your career, and speaking correctly is key to getting along with others. You might look at some of these phrases and think to yourself, “There’s nothing wrong with saying that” — and you might be right, depending on the context. I’m not suggesting that you should never use the phrases I’ve listed below. I am suggesting, though, that you be aware of what you’re about to say and consider, if appropriate, some alternative wording.

Note: This article is also available as a PDF download.

1: Calm down / get a grip / chill [out] / take a chill pill / relax

These phrases, when said to an upset person, are intended to make the person less upset. Unfortunately, they usually have the opposite effect, like that of throwing gasoline instead of water onto a fire. You’re probably going to make things worse. In all the classes I’ve run on customer service, I have heard of exactly one instance in which this phrase worked. Therefore, stay away from it, because the odds are against you.

When people are upset, they usually have to calm down of their own accord. Nothing you can say can make that process faster.

2: What’s the problem? (when taking a help desk call)

This question can sound confrontational. In addition, the other person might think you’re implying that the “problem” is with him or her personally. Better alternatives include, “What’s going on?” or asking specifically about a person’s computer, e.g. “It sounds like your computer has a problem.”

3: Okay? (at the end of an answer)

As a stand-alone answer, “Okay” is okay. Your co-worker says, “I’ll be back in 10 minutes,” and you answer “Okay.” Or someone falls in the parking lot, and you run over and ask, “Are you okay?” That’s okay as well. On the other hand, a problem potentially arises when you’re answering a question such as, “When will the patch be available?” If you answer, “It will be ready by Thursday afternoon, okay?” it could strike people as an impatient answer. In general, try to avoid appending that “okay” to your statements or questions. I realize it’s common in parts of the United States, but it can be taken the wrong way. Dropping it takes nothing away from your previous statement. It still will be okay.

4: That’s not my job

This one is tricky. We all have multiple responsibilities and heavy workloads. Yet we need to be careful about giving the impression that we’re passing the buck.

If you’re asked to do something that you know is someone else’s responsibility, say so positively, for example, “That is xxx’s responsibility.” Granted, you still run the risk of appearing to pass the buck. But you can do something else to be helpful. Explain where to find the right person or provide the correct phone number. In other words, still try to impart value.

5: What’s up? / What can I do for you?

These phrases are great if you’re trying to get work done, and a visitor stops at your cubicle. The phrases are polite but still carry the message of, “Please get to the point, because I’m busy.” But if you do use these phrases, make sure that really is your situation. If you use them in other circumstances, it might be taken the wrong way.

6: Do you hear me?

If you’re really interested in whether someone has heard and understood you on a particular matter, this phrase is the wrong one to use. That person could interpret the phrase as an implication that the two of you disagree on the matter or that you’re aggravated with him or her. If that’s not the case, you may have unnecessarily created a problem or alienated the person. Alternatives might include “Are we okay on that?” or “How clear was I?” or “I hope that was clear.”

7: You don’t understand / you’re confused

I always used to wonder why Professor Woodward, in my contracts class, would say, “That’s an interesting way of looking at it” or “I never thought of it that way.” Then I realized he was really saying, “What an idiotic statement” but was too polite to say so out loud.

Even if the other person is confused, saying so usually doesn’t help things. Better, therefore, to focus on the issue rather than the person. Consider saying instead, “I’d like to make sure everyone is clear on this” or, “I sense some confusion here.”

8: He / she (third-person references in the person’s presence)

Dale Carnegie once said that a person’s name is, to that person, the sweetest sound in the world. Failing to use it can cause a problem. Let’s say John, your co-worker, comes to you to discuss a matter, during which time, he asks a question you can’t answer. You call in Sue, and when Sue arrives, you say to her in John’s presence, “He wants to know the answer to…”  Your failure to use John’s name in this case could offend John. It would be better to simply use his name and say, “John wants to know the answer to…” If you don’t know someone’s name (e.g., the person is a customer, and you need to call your supervisor/boss to come over), simply ask for the name before speaking to your boss. Then, use that name when you do. The other person will be much happier.

9: Mister

If you’re going to use Mister, always follow it with a surname. Using “Mister” by itself is considered rude. If I am addressing a male person whom I don’t know, I will say “Sir.”

10: You didn’t…

Using “you” can make the other person defensive, because it may sound as if you’re being accusatory. Put the focus on the action rather than on the person. Besides, that person might not have been at fault. If you say to a caller, “You didn’t submit a request form,” the statement could cause offense. And if the caller did submit the form, but it’s still in transit, your statement would be wrong. Better to say, “I haven’t received the request form.”

11: Of course

Avoid using this phrase as a synonym for “Yes.” Answering a question with “Of course” carries with it the unspoken follow-on, “you idiot.” A matter that’s obvious to you may not be obvious to the other person.

I can think of only one instance where “Of course” is okay as a substitute for “Yes”: when you’re giving unexpected good news to the other person, and thus the other person will be happy at your answer. So “Of course” or even “But of course” is appropriate as an answer to these questions:

• “The project finished ahead of schedule and under budget?”
• “The problem’s been resolved?”
• “You’re paying for lunch?”

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The right add-in can provide helpful features and make existing Office capabilities easier to use. Susan Harkins has rounded up a selection of handy add-ins for various Office applications.

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Add-ins are special COM files that extend the functionality of a program. In other words, they make your work simpler. Office’s popularity — and occasionally, its limitations — makes it a perfect candidate for add-ins. Microsoft provides a number of them, but most add-ins are third-party products, and many are free. Here’s a list of some of the most popular add-ins for Microsoft Office.

Note: This article is also available as a PDF download.

1: Save as or print to PDF or XPS

Without a doubt, one of the questions I receive most often is how to save an Access report as a PDF file. Adobe Systems created the PDF format more than a decade ago. Because of its flexibility and universal appeal, it’s now an open standard.

XML Paper Specification (XPS) is an XML-based specification that supports device and resolution independence, developed by Microsoft. In other words, content isn’t at the mercy of the client’s browser and local settings.

Microsoft offers a free add-in for Office 2007, Microsoft 2007 Save as PDF or XPS. You might also try, PDF995, CutePDFWriter, and PrimoPDF.

2: MathType with Word

MathType is an interactive equation editor that creates mathematical notations in Word. It’s flexible enough to handle Web pages, desktop publishing tools, PowerPoint presentations, and more. It’s a must for anyone writing scientific, engineering, and mathematical papers.

Microsoft also offers Microsoft Math, an add-in that eases the task of creating graphs, performs calculations, and solves for variables in Word 2007.

3: Lookeen for Outlook 2003 and 2007

This search tool integrates into your local system to search all Outlook folders, including archived folders, and it’s quick! You can search mail, attachments, appointments, tasks, notes, and contacts, all at the same time.

4: Search Commands

Do you support frustrated users who can’t find commands and features in Office 2007? Install Search Commands on their local systems. This innovative add-in drops in a new tab that allows users to enter their own words to find commands. It’s easy to implement and it works great.

5: MZ-Tools

If you write your own VBA solutions, you need MZ-Tools. This customizable add-in has a number of features that will make the time you spend coding more productive and efficient:

• Write better code and find existing code faster.
• Apply default properties with a single click.
• Quickly document code by inserting custom headers into modules.
• Automatically add line numbers and error handlers to procedures.

6: Total Access Analyzer

Total Access Analyzer analyzes your Access database objects to expose hidden problems, forgotten objects, and more. It cross-references objects and creates data flow diagrams. Use this add-in to document your code, find missing objects and variables, and uncover scoping issues. Total Access Analyzer finds errors, suggests changes, and offers tips for improving performance. It’s a bit pricey, but developers who use it say it’s worth it.

7: SimplyVBA Global Error Handler

SimplyVBA Global Error Handler displays effective information about each error:

• The procedure and module where the error occurred
• A traceable iteration through the call stack to the error

VBA developers will appreciate this add-in’s robust error handling.

8: Office Live

Office Live lets you open (and save) documents in Office Live Workspace directly from Word, Excel, and PowerPoint. Mozilla Firefox users will need an additional plug-in. Be careful, though, as this is more than a simple add-in. It requires specific updates and will download and install them, if you haven’t already.

9: Personal Folders Backup

Outlook stores all your mail, calendar items, contacts, and so on in a PST file. If something happens to it, you could lose all of your correspondence, tasks, appointments, and contact information. Backing up this file is a vital part of any maintenance routine. Personal Folders Backup is an add-in that backs up PST files at regular intervals. (If you’re on Microsoft Exchange Server, this add-in probably isn’t necessary, as your administrator is backing up PST files.)

10: Mail Merge Toolkit

Merging documents is a huge feature with a few limitations. Mail Merge Toolkit extends the existing merge capabilities in Outlook, Word, and Publisher so you can:

• Personalize the subject.
• Attach files to messages.
• Send HTML or RTF messages, regardless of security settings.
• Send messages from Publisher in GIF format.

11: Mail Merge for PowerPoint

It’s hard to think of merging a PowerPoint presentation, but if you need that capability, you’ll appreciate PPTools Merge. This add-in merges data from Excel tab- or comma-delimited files into PowerPoint text boxes, pictures, notes, and hyperlinks. You can merge data, pictures, movies, sounds, and external text files. For instance, you could use this add-in to print award certificates for members of your audience at the end of your program instead of printing them later and mailing them.

12: Narration Timing Tweaker

PowerPoint lets you record an audio narration to enhance (or guide) a slide show. However, it’s a winner-take-all type of feature. If an event needs tweaking, you have to start from scratch and it’s difficult to get it right the first or even the second time. Narration Timing Tweaker allows you to fine-tune the narration portion of a slide show.

13: OLAP PivotTable Extensions for Excel 2007

There’s more to Excel 2007’s PivotTables feature than Excel lets on. This add-in extends the OLAP PivotTable Extensions to include Analysis Services cubes. It doesn’t actually offer more functionality, it just provides an interface to use what’s already there.

14: Access 2007 Developer Extensions and Runtime

The Access 2007 Developer Extensions and Runtime add-in helps developers get a solution to market. This add-in supplies tools for packaging, deployment, licensing, and distribution agreements.

15: Blueprint for Outlook

Printing is a bit limited in Outlook, even Outlook 2007. Blueprint for Outlook adds a few printing features that Outlook ought to offer but doesn’t. You can print a single page or selected text, quickly automate a custom print task, or print an attachment.

16: CrossEyes for Word

If you work with long documents, you know that formatting can take on a life of its own. CrossEyes demystifies Word’s formatting codes so you can identify problems and resolve them.

17: Microsoft Outlook SMS

With the help of Microsoft Outlook SMS, you can send SMS text messages through most Global System for Mobile Communications (GSM) mobile phones, connected to a PC using Outlook 2003 or Outlook 2007. You enter the message in an Outlook-type message form and then send that message to a mobile phone without third-party software or a subscription to a mobile network service if you connect the phone to a PC.

18: AddInSpy

Use AddInSpy to develop new add-ins for Office and to troubleshoot existing Office add-ins. Although Microsoft offers this free download through Microsoft Developers Network (MSDN), it doesn’t support it. Despite that, it’s one of my favorites.

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What’s missing?

Do you have a favorite add-in that didn’t make this list? Share your recommendations for products you like or your opinion about the ones included here.

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How To Set Up Apache2 With mod_fcgid And PHP5 On Fedora 10

This tutorial describes how you can install Apache2 with mod_fcgid
and PHP5 on Fedora 10. mod_fcgid is a compatible alternative to the
older mod_fastcgi. It lets you execute PHP scripts with the permissions
of their owners instead of the Apache user.

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If you’re searching for opportunities to supplement your income — or you’re in between jobs and need some work to tide you over — the tech field offers a number of possibilities. Erik Eckel runs down some of your options.

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The economy’s tough. Many technology professionals are facing furloughs, or even worse, layoffs. Fortunately, several avenues are available to help generate cash. Here are 10 ways IT pros can earn extra dollars.

Note: This article is also available as a PDF download.

1: Subcontracting

Hire yourself out on a project basis. While full-time jobs may not be plentiful, project work is common. Consulting groups frequently need technicians to deliver qualified service onsite at client locations.

Many small businesses are actually performing well. Headlines incessantly tout draconian layoffs at large enterprises employing tens of thousands of staff, numerous smaller businesses (from gyms to used car dealers to family-focused activity stores) continue marching along, with many experiencing sales increases.

These outlets continue to require computer, networking, and software support. Consulting groups frequently service these organizations’ needs, but smaller IT shops often find it difficult to locate qualified, professional contractors to fulfill those services.

Contact these local IT consultancies if you’re seeking extra income. Rare are the consultancies that don’t appreciate adding qualified names to their Rolodex, and these projects often turn into full-time gigs.

2: National account work

Many national companies serve as subcontractors for large hardware vendors. These companies accept work from the manufacturer and then pass a portion of the payment to the local contractor who actually completes the project.

Consider signing up as an authorized agent for these national providers. While few consultants make a living fulfilling such national account work, resulting projects can help fill scheduling gaps.

911mycomputer, Gurus2Go, and OnForce are three examples of national service providers that send IT consultants small jobs and other projects. All such organizations need techs in the field to complete these projects.

Just be sure you’re working with reputable vendors when you accept assignments. Most national service providers are solvent, but some have experienced trouble paying their subcontractors. Research national providers before signing a contract. If a Google search of a prospective organization reveals payment complaints, avoid establishing a relationship with that partner.

3: Database consulting

How often do you hear about businesses and nonprofits having to “do more with less”? A Google search of that string generates more than a million hits.

Organizations everywhere are trying to master client relationships and communications and squeeze every last bit of revenue from customer and contact lists. Databases, often customized to meet proprietary needs, frequently play a critical role in the process.

Yet many organizations don’t have the budget necessary for maintaining their own database creation and administration skills. The knowledge/needs gap presents opportunities for database programmers and engineers who want to moonlight or provide these services on the side.

4: Teaching

Layoffs across numerous industries are sending many back to school. As government agencies, nonprofits, and other organizations become increasingly dependent upon computers, networks, and systems, it’s a safe bet technical skills will remain in demand. In fact, the 2009 Robert Half International Salary Guide predicts IT will be among the top three fields to yield promising careers in the next year.

Consequently, students will seek the training required to enter the industry. Many schools, training centers, and colleges will need qualified candidates with proven experience to lead technical classes. Since many classes meet after regular business hours, interested IT pros may be able to supplement their day jobs with a teaching role.

5: Software training and instruction

As an independent technology consultant, I’ve been surprised at the number of clients requesting one-on-one software training. Demand exists, particularly among small businesses, for basic training covering such programs as Act, Access, Word, Excel, photo editing applications, and QuickBooks, not to mention Windows.

IT professionals need not be all-knowing gurus to lead training sessions covering these programs. They simply need to be able to review application fundamentals, provide walk-through demonstrations of an application’s features, and answer user questions.

6: The digital living space

Most technology professionals enjoy securing their own wireless networks, solving myriad Windows video codec issues, and memorizing the differences between HDMI, DVI, and VGA technologies. Most homeowners don’t.

So as discretionary income trends toward family-focused or “nesting”-related investments, the need for technology professionals to assist in such projects is increasing. Families spending two or three thousand dollars on a new television, streaming media devices, and/or media center PCs will think nothing of paying another few hundred dollars to a technology professional to ensure the devices are properly equipped, connected, and configured.

7: Telecommunications

I’m one of those “computer” consultants who has resisted providing clients with “phone services.” However, I’m rethinking that strategy.

Why? For one thing, clients are increasingly inquiring about telephone support. And as VoIP gains steam, telecommunications are increasingly crossing over into the network administration arena. Even Dell is now selling phone systems on its Web site.

Considering that organizations of all sizes are flocking to VoIP technologies to reduce costs, there’s ample opportunity for technology professionals to add telephone installation and support services to their skill set. Telecommunications services add an entire new niche to a technology professional’s arsenal that can generate significant new revenue streams.

8: Financial software consulting

The word is getting out. Intuit, which markets the popular QuickBooks line of financial software, is weathering the economic downturn rather well. Demand for its products, from its point-of-sale software to its enterprise financial management platform, is growing.

Again, business owners everywhere are seeking to do more with less. That means most companies are working to obtain the utmost productivity and efficiency from the programs in which they invest.

Intuit’s QuickBooks software provides many opportunities for business owners to do just that. And Intuit’s ProAdvisor certification program presents IT pros with a well-structured program to not only obtain instruction and training but to tap into Intuit’s considerable lead-generation capabilities.

9: Security/DVR integration

Just as telephones used to be differentiated from PCs, servers, and networks, so did security and alarm systems used to be viewed as wholly separate from IT. But that, too, is changing.

Many security systems consist of digital video recorders (DVR). Essentially, these devices are nothing more than Windows XP systems with a special video card installed. Cables run from cameras mounted in various locations to that video card, and the captured images or video is then stored on the system’s massive hard disks. Included software tools make it possible to even access the security footage using a Web interface.

As companies further seek to cut costs, reduce shrinkage, eliminate burglaries, and otherwise secure their operations, security system sales are likely to grow. Adding these services to one’s repertoire offers yet another potent opportunity for generating extra cash. Best of all, most of the technologies involved (desktop systems, Ethernet interfaces, and hard disk data storage) are right in line with the other skills technology professionals typically wield.

10: Online expert

IT consultants seeking additional clients can grow their reputations online. Fixya.com and CrossLoop.com are just two Web sites in a growing category that pay technology experts to either answer users’ questions or provide opportunities to answer user questions and receive advertising space in return. While these projects aren’t likely to generate significant income, combined with other initiatives, becoming an online expert can position a consultant as an expert and help drive new client calls.

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Other options?

Are you on the lookout for opportunities to supplement your income? What types of work have you found to generate a little extra cash?

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