Cynical Optimism: Technical and Business Planning

I thought Rand Fishkin’s recent blog post on “Cynical Optimism” was a nice read.  He talks about how while there are plenty of things to be cynical about when it comes to humanity and our tedencies towards negative things, there is plenty to be optimistic about with regards to our progress as a whole.  The phrase “Cynical Optimism” is one that I really like to use when describing how to attack business plans, budgets, technical roadmaps, or other kinds of planning.

First, Be Optimistic

When setting goals, you definitely want to be an optimist.  Aim high, don’t limit yourself, and always strive for accomplishments that are meaningful and aligned with your values.  This is the classic “CEO” way of looking at the world and deciding where to go – strategy, vision, and confidence are huge assets here.  When goal setting, make sure you show your work!  Define goals in the form of “We’d like to do X because of A, B, and C”.  This provides important context and you’ll find that there are often other cheaper better routes that could be had which your haven’t considered.

Second, Become a Pessimist

Once you’d laid out your goals, make sure you switch hats and cast an incredibly cynical eye over your plans.  You want to identify everything that can, will, or should go wrong.  This is the perspective that a “COO” or “CTO” would take, as they’re the ones seated more firmly in the trenches.  The important thing here is to engage your team and let them know it’s OK to second guess goals in the context of determining how they’ll be achieved.  By critically assesing what it will take to arrive at your destination, you’re ensuring you don’t run off the rails enroute.

Now You’ve Got a Plan

Forcing yourself to wear both hats is hard – it’s often difficult to pull yourself across the chasm if you’re naturally predisposed to one outlook or the other, but if provides the following:

  1. Builds a culture of intellectual honesty.  It’s always easier in a team environment to just go along with the flow and feel like you don’t have any skin in the game.  If your team feels they can object or hone objectives, they’ll perform better.
  2. It can reduce the risk of making major mistakes.  By critically attacking your objectives you’ll anticipate problems and avoid major pitfalls that could have been forseen.  You’ll never know what you don’t know, but often teams drift into problem areas they could have avoided.
  3. In dysfunctional organisations, it’s amazing how almost everyone involved will know (and be able to point out good reasons) how goals won’t be achieved, well ahead of time.  You’ll prevent this kind of “death by politics” syndrome which affects a lot of companies.
  4. Bottom up planning is always the best way to meet top down objectives.  In other words, the high level goals can be set by the product owner, CEO, or visionary, but they’re on the worst vantage point to actually see how to go about achieving these things.  A tip on how to encourage realistic plans – don’t confer time estimates of any kind when setting strategic goals.  Just say “We’d like to do X” and see what comes back!

Lastly, Remain Engaged

Plans sometimes need to change.  You’ll need to react to new things.  As your team engages with the problem the goal-owner will need to remain intimately engaged with the team.  Fine tuning your goals is a necessary part of any meaningful project or endeavor – not fine tuning will just ensure failure.

Simplify Everything

There’s a lot of abstract advice about employing simplicity when building great products or writing great code.  However, life and products (particularly in the Enterprise software market, where I’ve spent most of my career) are complicated.  It’s often hard to gleen concrete examples of what these maxims are trying to communicate.

The other day I was in a pub waiting for a lunch meeting to start and I got to witness the week’s beer delivery.  This is a fairly hard problem to solve efficiently if you’re in a city where parking is difficult (or nonexistent), buildings were constructed hundreds of years before accessibility laws (meaning stairs and tight doorways), kegs are very heavy (over 200 pounds when full), and where a lot of beer is consumed requiring frequent deliveries.

If you or I were designing a solution to this problem, we might come up with this solution:

  • 1 truck
  • 2 employees (1 driver, 1 loader/unloader)
  • 1 automatic lift at the rear or on the side of the truck
  • 1 appliance dolly that can move up or down stairs

We’d be pretty happy with that.  Not the worst solution in the world.  It’s possible we could reduce to one employee but the automatic lift will take enough time setting up and lifting that we’ll probably exceed our very short “stop with flashers on” window.  We’d therefore need to park and have someone stay with the truck, or make several “fly byes” to stay within the unloading time limit.  This will really limit how many delivers we could make in a day, possibly requiring a lot of delivery crews.

Here’s how they actually do it:

  • 1 truck
  • 1 driver / unloader
  • 1 airbag

The driver pulls up, parks the truck right outside the entrance of the pub with the flashers on, whips out his airbag from the passenger seat, rolls up the side of the truck, pulls off the keg and lets it fall right on the airbag.  He then rolls it into the pub (for those with cellar keg storage, they have their own airbag) and after about 20 kegs and less than 5 minutes, he’s out of there.

A lot less cost, a lot faster, and no expensive equipment.  

Simple.

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I’m Speaking in Edinburgh on Agile Teams

In September I’m giving a talk at Lean Agile Scotland titled “People, Your Most Agile Ingredient”.

Those who follow MotoGP motorcylce racing will probably be familiar with Chief Engineer Jeremy Burgess.  He has worked with three different world champions including the greatest motorcycle rider in the history of the sport, Valentino Rossi.  His accomplishments as a mechanic are legendary, but he’s also famous for his widely repeated “80/20” theory (not to be confused with Pareto’s Principle) of motorcycle racing.

Motorcycle racing is 80% rider and 20% machine.

– Jeremy Burgess

2005_0408_jeremy_burgessMotogp_rossi_300

Many scoffed at this statement and in the early 2000s it was widely believed within Honda management that even an average rider could win on their machine, the best bike in the field.  Having won 3 straight championships for Honda, Rossi and Burgess both moved to Yamaha, the the very worst bike in the field, where they promptly rattled off two straight championships.

The main thrust of my talk will be exploring the idea that like mortorcyle racing, successful software development and growing a successful technology company is at least 80 percent dependant on your team.

My talk will discuss how to manage teams, grow them, invest in them, support them, and profit with them.  How to determine if you have a good team, fix a bad team, and give you a glimpse into the hallmarks of great teams.

If you’re in Scotland or are interested in attending, you can use the discount code “LASDN12JPP” to register and you’ll receive 10% off (expires on 6th of September).  Hope to see you there!

I’ll Probably Never Hire Another Pure SysAdmin

NOTE: Updated Oct 17, See Below

This is a thought that’s been percolating around in my head for the last year or so, but has recently become even more crystalized: I’ll probably never hire another Systems Administrator.  A corollary to this thought would be: if you are currently a Systems Administrator or want to be one, you need to seriously begin planning on how to manage a career that will be mostly deprecated within the next 10 years.

Take a look at the current state of the art in cloud computing:

  • Spin up a server at your favor cloud provider (AWS, Rackspace, etc.), then use Puppet or Chef to deploy your software stack.  Now you’re done.
  • OR, Spin up an App at your favorite cloud platform provider, then push your code out using Git.  Now you’re done.
  • For both solutions, plug in some off-the-shelf monitoring, and you’re operating.

What’s missing here is the configuration, setup, provisioning, doc writing, black magic and/or prayer of setting up the software, hardware, and getting the code running that used to be the domain of the Systems Administrator.  In just a couple of years, deploying a web application has now become almost identical to deploying a desktop application – instead of an installer we’re using Git or Puppet/Chef. Instead of a customer’s computer we’re using a cloud platform or cloud server.

There’s plenty still to do on the networking side, but that’s headed in the same exact direction due to the same exact reasons: we want to be able to clearly define and programmatically execute the deployment of complex networks, just like we can with complex server offerings.

All of this falls under yet another buzzword: Dev/Ops.  Just like the cloud, we’re seeing this being adopted by smaller, nimbler organizations that are focused on web products, but the trend is clear, and there’s really no benefit in doing things the Old Way.  Even if you’re still running your own physical metal servers, you’re going to want to make sure that your own datacenter can leverage this type of workflow.  Now, the watchword to the development team is: it’s not done until I can one-click deploy it.

The laggards on this will be those industries that have regulatory or legal hurdles to overcome with using cloud services (read: healthcare) or the very large companies with services and technology that’s dozens of years old with no migration plan.

SysAdmins and future SysAdmins, you need to figure out where you’ll live in this new workflow.  Probably in the margins around monitoring or desktop support.  Possibly serving as the gatekeeper in a sort of “operations Q/A” role.  Expect small companies to have SysAdmin openings dry up over the next 5-10 years and get prepared.

Updated October 17: Hello Reddit/r/programming and Hacker News!  I wanted to take a few minutes and respond to a few themes that seemed to pop up in comments on HN and Reddit.

  1. I’m not saying Sysadminning is dead – just that the role is quickly changing.  Seems like a lot of people (anecdotally, many Sysadmins) thought I was saying the entire profession is dead.  Yes of course we’ll still need Sysadmins on some level, but the crucial difference is that for many areas of a business these needs will be less and much much different.
  2. Software development is changing too.  On complex deployments, developers can’t absolve themselves of the responsibility to design infrastructure considerations into the solution they’re building on the front end.  It’s a scary thought to think that organizations are out there that don’t have this level of partnership between ops and the devs.  This is why the puppet scripts should be written first and deployed on a test environment that’s identical in as many ways as possible to the ultimate operating environment (another benefit of using the cloud).
  3. Of course, any more complex deployment will need devoted SysAdmins, but like I said above, the skillset and day-to-day job will be dramatically different when wrestling with hundreds of servers instead of dozens.  More and more programming will become the norm and more and more upfront input into the solution will be an absolute requirement.
  4. I received a very thoughtful email from a former SysAdmin of mine (previous company) who pointed out that the job is much more along “system integrator” lines now, and that the internal vs. external network distinction is essentially going away.  I agree.
  5. Whenever your’e generalizing, counter examples abound.  Sure big companies and certain computing environments will still do things the Old Way but I’d challenge readers to objectively think if most business decision makers really want to hire someone and run their email server internally or just pay Rackspace/Google/Whomever to do it and worry instead about their money-making applications.  Even those organizations that need their clusters in house will invest in tech that allows them to mimic cloud operations on their own bare metal infrastructure.
  6. A couple of amusing anecdotes – the comments on HN immediately became more positive after a well known commenter defended the post, and a Googler chimed in as well.  That’s when the upvotes really started coming it seems.  On Reddit, the story was quickly downvoted!  Most users chose either a “genius” or “idiot” assessment of the post.  No real middle ground.

 

Web Development on Mac OS X (Lion)

Others have written about this before,  but I’ll underscore the sentiment that managing a local development environment on OS X where that environment requires Open Source Software is a royal pain.  At the companies I’ve been involved with, we generally eschewed local development environments and instead gave everyone access to a development server that included the requisite databases and web servers and vhost entries.  It worked OK, but there are some significant drawbacks.  Namely, unit testing, environment experimentation, single point of failure if the dev environment goes down, and the needs of a developer to refresh their own copy of a dev database or make other similar changes tend to suffer.As a hobbyist with a simpler environment, or as a developer that’s deploying to Heroku or other cloud platform, local development is the way to go, and here is where Mac OS X makes life difficult.  There are several package management systems out there that tend to step on each others’ toes (and it seems language and framework ecosystems always prefer the one that you’re not using).  Mac OS X also tends to haphazardly ship versions of Python or Ruby or whatever that are a couple of versions behind, then not upgrade them until they do an OS refresh.  That refresh (cough, Lion) will fail to mention it’s upending your world until you try to use your environment that’s always worked.Here’s my solution: just use VirtualBox.  Deploy an Ubuntu or Debian server, link that server to your local development directory and you’re done.  Then use the excellent package management that Linux affords to setup your environment in about ten seconds.  This has another advantage in that you can also use all your deployment hooks (Chef or Puppet) that you’re using on your production servers.Once you’re up and running, here’s how I work: I edit and run git from outside the virtual machine, and run the environment and web browser from within the machine.  Still todo: see if I can use my OS X browser to hit the virtual machine’s private IP so that all my tools are running externally (a little easier for workflow) so the virtual machine is just acting like an external server.Now you have a fully fledged (free, and always available) server, and you can still retain your Mac toolchain when and where you want it without worrying about Apple and OS X pulling the rug out from under you.  Remember: encapsulation of a work environment is just as important as encapsulation of code.

Some Thoughts on Two Factor Security

Awhile ago I wrote an Open Letter to Mint.com laying out some major concerns I have with their service and their security implementation.  Almost all comments both here and on Hacker News and Reddit were divided into three categories:

  • From non-Americans: How is a service like Mint.com even possible or legal? US Banks don’t have two factor security?
  • I totally agree that Mint.com and their service is insecure and I don’t use them!
  • I agree that Mint.com needs better security, but their service is great and anyway, it would be too time consuming/too expensive/too hard/too impractical to implement these security improvements.

Between the time I wrote that letter and now, we’ve seen RSA (the only major token based two factor security provider) have all of its hardware tokens compromised to much public uproar. At Sentry Data Systems, we’ve had two factor security implemented for years using time based cookies and additional security questions to challenge users when they were logging in from a device that hadn’t been previously authorized.  This is similar to how many banks in the US do two factor security if they choose to implement it.  While not a HIPAA requirement, we felt that it was a great feature to offer that provided an additional layer of protection.  We’d originally offered RSA SecurID tokens to customers but found that most customers balked at the price, and even if they did use the tokens, many would simply tape it to their computer monitor or keyboard, or they’d forget the token at home which would cause quite the contentious support call. This experience brought to the forefront several issues that I had with hardware based tokens:

  • Casual users or those who didn’t value the two factor security benefit would simply leave the token lying around or affix it somewhere – it wasn’t natural to expect a user to carry one more thing with them day-to-day.
  • If there was a compromise, you have to replace all of your hardware, for everyone, everywhere.
  • They were expensive.
  • They were highly recognizable and screamed to informed observers that you had access to a system that was considered high-value by someone.

I even went so far as to start sketching out an iPhone app that we could deploy for our customers but it seemed like quite a lift to do it well (a correct implementation is key in cryptography systems) and it was with much delight that I ran across an outfit called DuoSecurity based in Michigan. They have really put together a fantastic service that provides both SMS based (challenge/response) and one-time password (via an iPhone or Android app) options for two factor security.  I signed up for the service, installed their package on my Ubuntu Linux server, and within about 15 minutes, I had a very strong two factor solution that avoids all the drawbacks of the hardware token approach…for free.  Yes – they provide up to 10 users for free to let you get your feet wet and see how the system works.  With the token being my phone, I’m not going to forget it, it doesn’t draw attention to itself, I can’t tape it to my workstation, and they can update the software if they need to. If their service goes down, you can configure it to not require the second factor (the default) or you can choose to prevent logins and keep a private key around for last-ditch logins.  Of course, for those of us running cloud based servers, there is still the risk that your hosting account could get compromised giving an attacker shell based access to the machine – hopefully Slicehost and other services will implement this type of additional security soon (Amazon’s EC2 cloud already implements two factor security as an option). Duosecurity can be easily implemented with any web application, a lot of VPNs, and on your Unix/Linux servers quickly and easily.  If you’re doing anything with medical, financial, or other sensitive data you should definitely check them out.  If you just like additional protection for your own servers and services, they’re a great option as well.  Just in case you’re curious: Duosecurity put up a great blog post about the steps they’ve taken to prevent compromise if they came under the same attack as RSA. A few thoughts on improvement:

  • Give me an apt package please!  I don’t want to compile things, and I don’t want to edit configuration files.  These things make it hard to deploy on lots of servers.  I talked with a support rep from Duosecurity and they told me this is in the works already.
  • Put a login form on your website!  They email the login URL to you but I shouldn’t have to remember it.
  • It’s a little unclear to me if the pricing scales well- if I’ve got the same 35 users access 100 machines, does that mean I pay 35x100x$3?  That seems expensive.  Course, it’s still way cheaper than RSA but at least you could bind an account to a token and not worry how many servers you were accessing.  It’s possible that a single user crosses the server boundary, but again, I’m unclear on that.

Bringing it all back to the original point – there is simply no excuse why a service like Mint.com doesn’t use Duosecurity to protect its own user’s logins.  But the second issue still exists – how do banks provide consumers of financial data access without compromising the entire account? A poor man’s solution of sorts could be taken by banks providing read-only accounts for customers that use generated, revokable passwords.  Google takes this approach with its own two factor implementation for Gmail.  You get texted when logging in normally, but for other applications, you generate a password that can be revoked at any point.  It seems like a decent compromise – you can’t control the account from that login, and the password is of sufficient length and complexity that it’s unlikely to be brute forced.  My initial suggestion of using Oauth is essentially the same thing. Congratulations to the guys/gals at Duo Security on providing a really great set of tools for developers and users.  I really hope it catches on and more and more providers begin offering two factor as an option.

More Easy Fun With Telephony

Recently I decided I needed a little more flexibility with my phone situation.  Years ago I was carrying two cell phones and had three Vonage lines while running my own business.  This got consolidated down to a single iPhone, but that can be a little problematic particularly if you’re calling to/from international numbers.  This week I ported my iPhone number to Google Voice (within 24 hours too), and got a new phone number for my cell that I’m hoping to keep private and function as a throwaway.  However, I needed a bit more flexibility on some of the things I wanted to do, so I threw Tropo into the mix.  Twilio lost out because Tropo provides free inbound and outbound calling.So here’s the path when you call my number:  call comes into Google Voice, which forwards the call to my Tropo application, which then plays a menu and you can either punch out to Sentry’s main number or continue to ring my cell.  Text messages are forwarded by Google Voice, and the net result is that for inbound calls, I’ve effectively decoupled the phone number I’ve had for seven years from any handset or location and added a whole bunch of flexibility.It’s almost eerie how much power Tropo gives you over your telecom setup.  With a few lines of code I can transfer calls, accept inbound international calls with a local number, kick out text messages, provide a menu, have their computer voice speak any text I want, etc.  Call quality is crystal clear through both Google and Tropo, and I have yet to have any reliability problems.  In 2004 we thought it was amazing replacing a 150k Avaya PBX with Asterisk, but this is replacing all of that with about twenty lines of code.  For free.  With no setup or ongoing hardware or maintenance costs.I’d say the only real drawback to the situation is the inability to spoof outbound caller id with native dialing – it would be interesting to see if Apple allows you too hook other providers into it’s native dialer (yeah right) or if this is a feature within Android.  It definitely needs to be implemented at some point – and then we’d have true telecom nirvana.