Sharepoint is a plague upon the American workforce. This ubiquitous piece of collaboration software has taught millions of people that Intranets are destined to be places where you can’t find anything.

It doesn’t have to be this way, despite what Microsoft may have you believe. There are alternatives to Sharepoint that actually work in ways that ordinary humans can understand.

One of these alternatives is WordPress. You can set up your own Intranet using WordPress with a minimum of technical knowhow.

It’s certainly better than learning the maddening intricacies of Sharepoint, as developer Ben Balter discovered. Given the dreaded task of updating the Sharepoint site, he instead decided to spend three hours to see if he could come up with an alternative.

The result was WP Document Revisions. This is a WordPress plugin that allows teams of any size to collaboratively edit files and manage their workflow. In other words, the core of what you probably would use Sharepoint for if it was actually usable.

Ben wasn’t done. He’s since gone on to craft additional plugins, as he described in WordPress as a Collaboration Tool, a talk he gave at the monthly WordPress DC meetup. The tools he created essentially improve upon all the functions of Sharepoint, but in WordPress, so you don’t need expensive licenses or pricey database experts to keep the whole thing from crashing.

By using WordPress, you turn “add this information to the Intranet” from a frustrating task into something as simple as blogging. And just think how good your Intranet could be if people actually wanted to contribute to it.

Improving internal communication does more than just lead to happier employees. It contributes to the bottom line by saving the time of staff. Do you want people spending hours trying to figure where their document disappeared to on Sharepoint or do you want them to do, well, something productive?

Most of us, however, have no control over what software we use at work. I asked Ben what to do in this case. He replied with the truism that it’s better to ask for forgiveness than permission. He also demonstrated what WordPress could do and developed internal support for it. When presented with a credible alternative, rational decision-makers will make the right choice, if they can.

There’s a lot of caveats in that last sentence. I know. Big organizations choose big software for reasons that defy reason.

But life’s too short to use bad software. Investigate the alternatives. Anticipate objections. Present your case. Just something is ubiquitous doesn’t meant it’s right or destined to last forever. The way we work is changing, and software should change with it.

Update: I cross-posted this to GovLoop, which prompted a great deal of discussion from govvies.

Washington Post, what happened to you? You’re the paper of Woodward and Bernstein, a beloved local institution and a veritable fourth branch of government.

Coming home after a Saturday night carousing, I used to love to see the trucks lined up outside your building on 15th Street. Back then (the 90s), the paper was printed right next to the Post’s HQ. Blue trucks would be double-parked along the street, waiting to deliver the news to the region.

And if I stayed out late enough, I could pick up the fat slab of Sunday’s paper while it was still technically Saturday night. There was a weird thrill to this, getting the news ahead of everyone else. The Sunday paper was an event, something everyone read.

This is all gone now. Where once stories were reported, fact-checked, edited and edited again before the presses rolled, news these days emerges in electronic form, often-rushed and incomplete. This is a good thing. I am for more news, more information, for the great cornucopia of the web. No more gatekeepers, let the public decide what matters.

But the Washington Post is an institution. It is a brand expressing journalistic quality and integrity. When they publish something, I expect it to be true.

I don’t expect the Washington Post to be running a digital sweatshop, where young journalists are expected to churn out regurgitated news items in the mad pursuit of impossible traffic goals.

How does this fit into the great tradition of the Post? The strength of the paper is its ability to really delve into issues. Why are they trying to be like some smarmy blog?

And getting a few hits on your site – what is that really winning you? Traffic rushes in to click on a link and then rushes off to some other site.

At the What’s Next DC conference, I watched Katharine Zaleski, the paper’s digital news director, give a presentation on the strategy. Coming from the Huffington Post, she brought a relentless focus on metrics. News was to be measured. And the measurement was site traffic. She had charts showing how traffic to the site had increased as the Post increased its “buzziness,” with efforts like news aggregation and blogging.

Does the Washington Post really want to emulate The Huffington Post? Do they want to “surf the trend waves on the Internet”? Shouldn’t the paper be making waves rather than trying to catch them?

And are ephemeral bursts of web traffic the right metric to follow? If so, why not just turn your site over to cat videos? But the Post is more than that, isn’t it?

Stay true to your mission – quality journalism. It’s what you do best. Stop trying to be cool. Don’t go for viral. Avoid “buzziness” and all its advocates.

Instead, simplify. Be the Apple of newspapers. Don’t add more web gimmickry to your cluttered and unusable web site. Focus on what you do best.

Don’t measure web hits – look at engagement. How long do people stay on the site? How many stories do they read? Try to duplicate the loyalty readers once felt toward the paper that they lovingly held in their hands. Better to have 100,000 devoted readers than a million casual followers.

No more second-rate social media. It’s beneath you, Washington Post. Simplify, focus on your strengths and pursue engagement with readers to be true to your news-breaking legacy.

I was there at the beginning.

In 2007, Twitter leapt into geek consciousness at SXSW Interactive. Monitors had been placed in the halls of this tech conference, displaying what people were tweeting about. I thought it was an interesting curiosity, like watching telegrams in real time. Little bursts of text scrolled across the screen, as people shared opinions about the workshops that they were in.

Imagine, prior to this epochal event of just five years ago, we had no easy way of getting real-time information from our friends, unless of course we talked to them. And when we went to events, we were fully present, listening to speakers without constantly checking our electronic devices. We paid attention, more or less. Or nodded off. Or wandered away, in search of something more interesting, guided only by instinct.

I blame Margie Newman. An early-adopter of social media, she sold me on Twitter, pitching it (she does PR) as a great way of getting relevant information delivered right to your iPhone. I followed her as she shared interesting articles about digital marketing, as well as her daily coffee runs.

And it was good, this small-scale tool, this curiosity that entertained and informed me during odd moments during the day. It was a niche web service, used by the super-geeky and wired.

The fact that it failed on almost daily basis (the Twitter fail whale became an Internet meme) confirmed the fact that it was not ready for the mainstream. No one talked about its potential – just having Twitter working seemed like a feat.

I found a use for it. I tweeted the news that I was writing a book, Murder in Ocean Hall. I tweeted how many words I had written. Friends replied that they were looking forward to reading the book. This type of public accountability ensured that I would finish the book, no matter what. And it built an audience for my novel.

While I was engaged in my archaic writing activity, Twitter took off. Tweetups were held. Celebrities began using it. Tweets floated down from space.

The potential of Twitter was fully-realized, as it tied the world together in 140-character chains. Which was wonderful. It’s a great and easy tool that’s perfect for the non-geeky.

Twitter was big, mainstream and it even worked. The fail whale was no more.

But as Twitter and social media took off, several insidious psychological elements of the experience became apparent.

Celebrity Syndrome

The idea of “followers” is contrary to our democratic ideals. We don’t slavishly follow our leaders, as if they’re Eva Peron. We’re not Argentina.

Early Twitter was a free exchange of information among equals. But now Twitter has become about popularity contests and numbers of followers. It’s about sucking up to some pseudo-famous person for a bit of recognition.

This is galling. It’s like recreating the world of high school cliques in cyberspace. I see the Washington Post’s top tweeps and I’m not sure what’s more absurd, a dead-tree paper defining Internet success or the dubious nature of their picks.

Social Media Expert is an Oxymoron

How can you be an expert in a medium that is so new? More than another media, social media is guided by zeitgeist and the fickle whims of the public. You cannot make a video go viral; only millions of people and their individual choices can do that.

You can train people to use social media but, in the end, it’s about knowing your audience and connecting with them in an authentic manner. And then hoping for the best.

The expert that promises that there’s some magic formula is not to be trusted. And if someone labelled as a “guru” or a “rockstar” comes waltzing into your office, then hold on to your wallet, for you’re about to make an expensive mistake.

The overhyped aspects of social media irritate me so much that I included a social media guru in my latest novel, Don’t Mess Up My Block. She writes only in lower-case and is constantly “crushing it” in everything she does.

The Collapse of Attention Spans

I worry about Millenials. Growing up digital once seemed like a gift. It may be a curse. I’m fortunate that I was young before the onslaught of attention-stealing electronic media. As a child, I could sit and read for hours. I still can, but it’s more of an effort now. I have to put the iPhone and iPad out of reach.

In the brilliant book Cognitive Surplus, Clay Shirky makes the point that the rise of the West can be traced to coffeehouses. Caffeine allowed us to concentrate and keep working. But if social media is destroying our ability to focus then how can civilization progress?

The Melding of Work, Life and Home

Facebook comes with one major misgiving for me – it mixes together people from different spheres in my life. Coworkers, high school friends, college buddies, family members and professional contacts are all thrown together in a boiling stew of political theories, recipe suggestions, kid photos, medical problems and news of the weird. It’s disturbing, this mix of people from different times and places, jumbled together and all sharing way too much information.

We used to keep different parts of our life separate, like Don Draper. I’ve known people who have quit Facebook entirely, unable to tolerate this blurring of social and professional lines.

So, What Do You Do?

My advice is to only use the tools that you enjoy. You don’t have to be on Facebook or use Twitter. For me, it’s Twitter, Flickr, Instagram and Facebook (with misgivings). I’m interested in tech, photography and events in DC.

Not on my list: Foursquare (why let people know where I’m at?), Pinterest (it’s just for girls, right?), Tumblr (don’t understand) and YouTube (cat videos).

You could spend all your time tweeting, retweeting, sharing links, rating videos and commenting on life around you. Or you can get out there and live.

After all, on your deathbed, you’re probably not going to say, “I wish I had tweeted more.”

Execution trumps strategy, according to Rachel Tipograph, social media director for the Gap. She was a very wise speaker on the “how” of actually getting things done in large organizations. Creating meaningful experiences online is more important than endless rounds of strategy and planning. As I listened to her speak at What’s Next DC, I watched heads bobbing in agreement around the room.

Execution > Strategy. Which is how I feel about conferences devoted to social media. How can you develop the perfect social media strategy in an ever-changing environment, especially when success is determined by the audience? It’s better to dive in, create something, and see what works.

I was at What’s Next DC thanks to my own bit of execution – I made a pithy comment on the importance of storytelling on GovLoop and won a free ticket to this conference on digital marketing.

What’s Next DC was relentlessly focused on execution, on new media marketing efforts that worked as told by the people who created them. There were no belabored lectures on the media landscape illustrated by grainy slides filled with biz speak jargon. Instead, real practitioners in the field told their stories, warts and all.

How Dunkin Donuts does it.

One of my favorite speakers was Jessica Gioglio from Dunkin Donuts. She made the point that Dunkin Donuts was a brand owned by the fans. People feel passionate about the donut-maker and her job was to provide them the tools to express that passion. They have a huge presence on Facebook, where they promote a “fan of the week” and run lots of Dunkin “DD” puns.

And when Dunkin screws up, she’s going to hear about it, even if it’s a local franchise having a typo in their signage. You have to respond quickly and personally to every concern.

Sabrina Caluori from HBO is not the kind of speaker you’d typically find at a conference in DC. She shared the successes and failures of HBO’s social media efforts. They originally tried a tweet-chat with one of the stars of True Blood. As hundreds of questions poured in, it was quickly clear that this wasn’t going to work. That led to the development of HBO Connect, a “digital water cooler” for fans to discuss their favorite shows and communicate with talent.

I have a passionate, vested interest in the Washington Post. I’ve read the paper daily for decades. Over the past couple years, I’ve watched as the Post web site became virtually unusable, due to a clunky content management system and the integration of every annoying web gadget out there.

Sadly, social media is just part of the clutter. Katharine Zaleski from the Washington Post discussed some of these “advancements”. Coming from the Huffington Post, she brought a relentless focus on metrics and daily measurement of news performance. And she rolled out a couple of dubious products. Mention Machine is super annoying. It’s a little bar that appears at the bottom of the browser, impinging upon the story that you’re reading, and showing the number of Twitter mentions various candidates have received. Doesn’t the Washington Post understand that we just want to read an article? Isn’t that what newspapers are for?

Another deleterious gee-whiz gimmick is the Washington Post Social Reader. I don’t want to install another annoying Facebook app just to read stories that my friends find interesting. Why do you have to reinvent the URL?

This is execution gone wrong, when you place barriers in front of your readers.

Wouldn't you like this for your next meeting?

One final (and good) example of execution – the brilliant whiteboards by Carolyn Sewell!

These beautiful “doodles” summed up panel discussions in a creative and artistic manner. They’re a great way to remind people of what was discussed. And I’m sure her artistic talent didn’t originate in some strategic planning session.

What’s Next DC is not just another social media conference. With its focus on results, attendees left with lots of good ideas to execute – and not just strategize about.

I’m old enough to remember the early days of the web. Back then (not too long ago, the 1990s), organizations didn’t take this online medium seriously. The web site paled in importance to the newsletter or magazine, at least according the leaders of the time. After all, who reads things on a computer? The Internet was a place for nerds and geeks, for them to discuss Star Trek trivia and learn arcane HTML codes.

If you ran a company or a nonprofit, you really didn’t need a web site, or so people believed. And if you wanted a web site, you could have your nephew build it. He could make something flashy and “cool” like MySpace.

I see the same attitude today toward social media. Why should an organization invest in Facebook or Twitter? Let the interns handle it…

But would you trust an intern to be the voice of your organization? That’s the point I made in a recent article in AOL Government. If you accept the fact that social media is important (and you should, because that’s where the audience is), then why would you hand over these communication efforts to those who know the least about your company? Do you trust college kids to spread your message, respond to questions and interact with potential customers? Do they know the hot-button issues within your company? The language that you use with customers? Your customer service standards and policies? The things that they’re *not* supposed to talk about?

And what happens when the interns leave? They take all that hard-won knowledge about your organization with them, as well as valuable expertise in social media. And they may take the Twitter account as well.

Social media is too important to be left to a transient workforce. Companies and organizations should take a deliberate approach to this dynamic new tool. The keys to the social media kingdom shouldn’t be in the hands of someone who just walked in the door.

Your voice online should be controlled by someone who both knows your company and is familiar with the culture of the web and social media. Look around – you probably have someone already with the requisite experience and interest. They’re probably doing something perceived as more important. But what’s more important than representing your brand in a medium that reaches millions?

Content marketing is defined as:

the creation or sharing of content for the purpose of engaging current and potential consumer bases.

We’re all in the marketing biz now, defined by the content that’s available about us online. Whether it’s a post about World of Warcraft in a gaming forum, a Facebook complaint about teenagers at the mall, or a well-sourced article in a scholarly journal, our identities are a function of the web. We may be very different people in real life, but for potential employers, customers, friends or romantic partners, first impressions are formed by what pops up during a Google search.

Unless you’re living off the grid in some Nevada desert, this information, this shadow-version of your self exists in cyberspace. Details about your life are posted online (like that you finished in 122nd place in the local fun run), without you probably even being aware of it.

You could rage against this loss of identity or you could do something about it. Content marketing is doing something about it. Instead of just being a viewer of content, start actively creating it. Register a site in your own name. Create a blog. Tweet, comment on stories and contribute to online forums.

But do so consciously. Be aware that you’re shaping your personal brand online. Think about the searches that people will be doing in the future and how you want to appear in them. Don’t let other people define you – use content marketing to shape your image online.

My short story Boom and Bust has been published in the online literary journal SPLIT. Boom and Bust is a satire, told from the perspective of a self-deluded marketing consultant. Obsessed by money and status, my narrator represents all that’s wrong with America these days. In my story, he’s helping an evil CEO escape the wrath of shareholders.

SPLIT is a new online magazine designed to showcase emerging talent in the art of storytelling. “Spill” is the theme of the second issue of the magazine. SPLIT features poetry, photography, a novel excerpt and even a short film.

Boom and Bust is part of a novel that I’ve been working on. Check out the further adventures of my consulting friend in the short story, Don’t Mess Up My Block.

Fans and a large dehumidifier cope with some water damage on my floor.

So, late one afternoon, my building caught fire. My apartment was fine; other people weren’t so lucky. This is part two of lessons learned. Check out part one for my initial thoughts on having a backup plan and other realizations.

Stuff Matters!

It would be nice if I had a zen-like approach to material possessions. I think I lead a fairly minimalist life but when I couldn’t get back into the building, all I thought about was my stuff. I knew the fire didn’t reach my apartment but I was worried about water damage. I pictured water pouring down on my brand new MacBook Pro and soaking the pillow-top mattress that I like so much. Plus, books, photos, art, letters from friends, keepsakes, personal items, clothes and everything else.

I’m glad that I have renters’ insurance (that’s really a must) but so much of the analog stuff that really matters is irreplaceable.

My Online Life

Fortunately, most of my digital stuff is online in some capacity. Nearly all of my photos from 2006 on are on Flickr. My book is on Amazon. One of my screenplays is on Scribd. Short stories and articles are on the sites they were published at. I also use a Google Site as a personal intranet – it contains my resume, other short stories, older screenplays, other docs.

What would’ve been lost is docs in progress, as well as the many passwords necessary for modern life these days – that would’ve sucked. I do use a backup (Time Machine) but the backup is in my apartment.

There’s No Accounting for Stupidity

The fire was caused by an unattended candle. A woman left her apartment with a burning candle on a dresser. That resulted in a fire that left 21 people homeless.

Initial Reports Will be Wrong

I watched Channel 4 report on the story, implying that residents were being kept out of the building. I saw the story while sitting in my undamaged apartment.

Another report said that there was $250,000 in damages. But if a whole floor of apartments has been condemned (about 12 units), then that figure has to be higher.

Anonymous Commenters are Jerks

There’s no greater forum for online hate than the comments section of the Washington Post. Read any story, particularly about crime or local politics, and check out the comments for unhinged vitriol of all kinds. And of course in the comments on the fire story, some anonymous person said that my building was a hellhole filled with bedbugs and venereal disease. Nice…

I’m 100% for free speech. But, Washington Post, august institution of journalism that you claim to be, you allow crazy people to publish content on your web site? How are you different from any random blog?

Communication Matters

Since the fire, I have received only a single communication from Borger Management, who runs the building. It’s an officious, unsigned memo from an Executive Vice President saying that restoration of the building will be lengthy and that “certain actions must be taken for everyone’s safety.” It also has this confusing statement:

We cannot allow anyone to enter an unsafe building with high levels of water damage, broken glass, smoke damage, and no electricity.

Considering they slipped this under the door of my apartment, where the electricity is on, and where I am presently typing, I think what they meant was:

The ninth floor and other parts of the building are still unsafe, due to water damage and broken glass. Access to these areas will be restricted until they’re safe to enter.

Two points:

1. Can’t you hire somebody who knows how to write? The statement in the memo says that no one is allowed to enter the building while, in fact, everyone except the people on the 9th and 10th floors are allowed in.
2. This is your communications plan? After a fire, everyone is going to have lots of questions. It would’ve been better to send a manager door-to-door to reassure residents and answer their concerns. A building-wide meeting would also be a good idea, as well as a phone number or web site for people to check out.

Really, it’s not difficult. Don’t hide behind memos. Put a human out there and let them answer questions honestly.

So, late one afternoon, my building caught fire. My apartment was fine; other people weren’t so lucky. This is part one of lessons learned. Check out part two for my thoughts on the importance of communication after the fire.

I got the call around 6:30 PM.

“Oh, Joe, I think your building is on fire.”

It was a friend of mine, John Hanshaw, who lives nearby. He could see my apartment building and said that it was surrounded by fire engines.

I really didn’t believe him at first. DC sends out fire trucks for everything. They roll not just for fires, but for medical calls as well. This is because the ambulances are unreliable and sometimes can’t find the right address. The thinking is that the local fire company knows the neighborhood better.

But this makes the city a “land of sirens”, with fire trucks constantly racing down streets, sirens blaring. After a while, the commotion becomes so much background noise.

At the time, I was a few blocks away, having a drink. I was about to go to an election night party.

I tweeted flippantly:

Within just a couple of minutes I got a  second call, this time from Neil Torda in the mountains of North Carolina. We went to high school together and he knows my place in DC. Seeing my post, he did a Google search.

He tweeted an article about the fire and sent me this terrifying picture.

I walked back, visions of my building completely destroyed.

When I got there, the fire was out. There was a black hole on the 9th floor where an apartment used to be. I hoped that my place, on the 7th floor, on the backside of the building was okay.

My neighbors were sheltering in the lobby of a building around the corner. The building’s management provided pizza and drinks. Later on, the Red Cross distributed blankets.

Everyone wanted to know when they could get back inside. Management said it would be a couple hours. And that they would call us (which they never did).

To me, this seemed hopelessly optimistic. Looking at the burned-out apartment, the broken windows, the smoke and water damage, all the ladder trucks surrounding the building, getting the elevator running, the necessary investigations – there was no way we were getting in that night.

I left and walked over to the Helix, a boutique hotel a couple doors down from where I live. I knew that they were actively involved in the local community, having been a sponsor of the DC Shorts Film Festival, which I volunteer for. I love all the Kimpton properties and have recommended them to out of town visitors.

I told them that I lived next door. I was hoping they would give me a decent rate but instead the manager comped me. He showed me a picture on his Blackberry of my building in flames.

While all this was going on, I had updated my Twitter and Facebook feeds. An outpouring of concern filled my iPhone. Friends asked how I was, shared how they had seen the fire, if they could do anything, if I needed a place to stay. It was incredibly moving.

Unfortunately, my iPhone wasn’t fully charged and it soon died. There’s a perverse thrill you get with disaster. It seems like a crazy adventure – locked out of my apartment! I get to stay at the Helix! Fire trucks! Streets shut down!

But then my phone powered down and I couldn’t talk to anyone. Real worry set in.

I didn’t sleep and walked back early the next morning. Entering my apartment and seeing it exactly as I left it was a moment of incredible relief.

Others were not so fortunate. They have to deal with homes now wrecked by smoke and water. I really didn’t know how bad the fire was until I saw the video of people being rescued from the upper floors of my building. I can’t imagine their terror.

Lessons Learned

1.  Social Media is Great but Better to Have Neighbors

John Hanshaw, who lives two blocks away, told me about the fire. Later on, I commiserated and shared information with my neighbors, people who I had shared small-talk with in the elevator. Friends who lived in DC offered me a place to stay. People called to check in on me. The Helix Hotel put me up, recognizing that they were part of the community.

2. Location Doesn’t Matter

Who confirmed the fire for me? Neil Torda, who lives hundreds of miles away but was sitting in front of a computer.

3. Social Media is Indispensable

I tweeted so that friends and family instantly knew that I was okay. Having parents on Facebook can be occasionally awkward but at least my status updates alleviated their worry.

4. Social Media is News

A three-alarm fire in Washington is big news. How was this story covered? Social media informed the coverage each step of the way. As you can see from this TBD page, updates came in about the fire in real-time and included pictures, videos and tweets from participants. It wasn’t just media covering the story but also included involved parties and those who just happened to be walking by.

5. You Need an Emergency Plan

Leaving my apartment yesterday, I had no idea that I’d have to find another place to stay for the night. “Go to the Helix” is really not a good emergency plan… It would’ve been nice if I had a pre-arranged place to go, with at least a toothbrush and a change of clothes.

6. Charge Your Phone!

I didn’t think I’d be out long so my iPhone wasn’t fully charged. Yet, this was how I communicated with the world and found needed information. When it died, I was essentially lost.

Things could’ve been so much worse. I’m thankful they weren’t.

What do fire dancers have to do with technology?  Attendees at the opening night party of DC Week had a chance to find out.  Digital Capital Week (DCWEEK) is a 10 day festival in Washington, DC focused on technology, innovation and all things digital in our nation’s capital. DCWEEK takes place in venues throughout Washington and runs from June 11th to June 20th, 2010.  The mission of DCWEEK is to strengthen the capital region’s digital economy via a ten day series of events focused on creativity, technology, entrepreneurship, marketing, content creation and innovation.

The week began with a party in Blagden Alley that brought together the worlds of art and technology.  Web developers, social media experts, writers, transparency advocates, government geeks, photographers and venture capitalists were inspired by bands, video displays, free beer and women twirling flaming hula hoops.  Set in a historic downtown alley, the party was a casual and creative affair where you could meet some of the brightest minds in DC.

But that was just the start.  DCWEEK continued over the weekend with CityCamp, an “unconference” that brought together local government officials and technologists, with the aim of building a better District of Columbia.

All week long, this festival of innovation continues with workshops on gaming, accessibility, communications, media relations and much more.  And since it’s not your normal conference, DCWEEK also includes happy hours, tweetups, a “schmooze cruise”, a flash picnic on the Mall and even a social media comedy show.

DCWEEK demonstrates that tech doesn’t have to be boring.  After seeing someone twirl fire, how could you not be inspired to try something new?