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How to avoid DAM burnout

There are 168 hours in a week. Many of us work about 40 hours each week. Some of us may work more, less or not at all.  I have worked plenty of 22 hour work days and 100 hour work weeks. But this is not a race on how fast we can burnout.

After working with Digital Asset Management for a number of years, there is constantly more to do. The work and data multiples over time and the way it happens is much less fun than how rabbits multiply.

Schedules fill up and then get double booked. And there is plenty of fighting fires as well. Eating gets postponed past dinner. Sleeping is postponed again. Breathing got canceled too.

Scaling and automation is explored in any way that will increase accuracy, efficiency and effectiveness. Otherwise, mentions of cloning ones self continue to arise.

Weekends evaporate into part of the work week.  Then holidays become more time to focus on work. Then vacation time vanishes. Another high priority project get scheduled over a planned vacation. Again.  Last time I did take some vacation days (vacation hours), I was emailed and called in a panic to fix something critically important.  Did I forget to mention I how much I love not having backup (person) to resolve these kind of matters? How dare I sleep at 3:00 AM or become sick or go on vacation. My no-life membership card might get revoked.

Projects come and go. Or simply accumulate because of some other new priority. Or resolve some [fire] of the day. Not to worry, the world still spins whether we are working or not. Deadlines may fall behind if a user [forgot] something important. These projects have a closing date, right?

Dealing with time

There are 168 hours in a week. What do you do with those hours?

Document what you do with your time and find out. Regardless of whether you:

  • are hourly or salaried
  • have a time sheet to fill in or not

Note every task you work on during each block of time.

How long did you spend on each of these tasks? Build metrics. Note patterns. Adjust accordingly.

I happen to add this information to my online calendar(s) everyday (before or after the occurrence) so it is recorded in one place for the purposes of weekly reports, improving my time management (eliminating wastes of time and pin pointing what really takes up my time every week).

This also documents the time spent for others to see later on, to help prove whether you need help to scale the efforts of digital asset management within your organization beyond the one person who is often solely dedicated to this. Imagine this. One person, workload tripling each year. How do you prove you need assistance to the business people in your organization?

  1. Ask for assistance (do not whine)
  2. Prove you need assistance with your documented work hours on xyz tasks completed over a given period of time (such as a few quarters or a year).
  3. Prove the workload is increasing with measurable numbers.
  4. Repeat

All of these tasks may be necessary, but it will help identify and document what takes up your time so you can realize “Oh, it is Tuesday and I have already worked 40 hours this week. Again. This is normal, is it not?”
Find out what tasks really eat up most of your time.

In a perfect world, I divide all my waking hours with an uneven balance between:

  • Work time
  • Family time
  • Friend time
  • Me time (alone)

Moderation is one of the keys. Excess of anything is not a good idea.

While you may be the internal representative and/or go-to person for the DAM system, you are not the DAM system. Do not take it personally when the DAM does not work “perfectly.” If there is criticism or suggestions to improve the DAM, get this in writing (email usually works) from the person making the comment. Then, prioritize it among all other tasks and address it accordingly. There may be very valid points made, so keep your ears open and listen.

The reality is each of us is just one person, but we are not alone. You should refer to others when they may know more about a particular topic. I refer to others often because I do not pretend to know better about everything.

Getting the work done

I love to get the work done right the first time. I thrive on it. The key is getting it done right. Right is done the best you can. It needs to be right, not perfect. Nothing is perfect because everything can be improved over time.

Stress

Anyone in today’s working world has stress. Or they simply do not do anything.

What matters is how you deal with stress. Not how much you have. Realize what you are involved in and some its drawbacks. Then, realize there are things you can control and things can not control.

Rest

Many wondered how I work so much at my regular job and still find time to write this blog over the past few years. Lack of sleep is one answer. Not a good idea though. Time management of my 168 hour week to the extreme? Scheduling sleep cycles as necessary. Not a good idea either. You might note I post to my blog much less often. That is because I sleep more now. I also found recording and editing podcasts faster than writing my long form blog posts. Sleeping 6 to 10 hours is a really good idea. Don’t worry, the work will still be there when you awaken. The earth does not stop rotating for anyone.

Watch your health

Your body is telling you something, but are you listening? If and when you do lose your health, you may not be able to care for yourself nor anyone else. Your health is worth paying close attention to.

If your work is negatively affecting your health (mentally and/or physically) that should be a clear sign you need to address the issue and take action to resolve it. I am not a doctor nor do I claim to be one. It is your life. Literally.

What do you consume

How did I get a dozen empty coffee cups on my desk today? Oh wait, they are all mine. From today.

  • Stay hydrated (just add water)
  • Eat right (something dispensed from a vending machine does not equal breakfast, lunch and dinner)

When is it time to move on

Do not give up. Everyone has a different threshold. Some people can take more than others. We are all tested in one way or another.

For every position I have had since my very first job, I look at the following:

  • Can I make a difference?
  • Am I listened to?
  • Am I treated well?
  • Is this what I want to do?
  • Am I paid well?

I believe if none (or only one) of five questions has been answered with a yes, it is time to move on.

Listen to your family and friends

If you have an issue like being a workaholic (know any?), they will likely tell you at some point. If during social interaction (yes, with real live people. Not just virtually) the only stories you remember are work related, they may take notice. But do you notice? Some people are more vocal than others. The vocal ones care to tell you what no one else is telling you. Listen. There may be some logic in there somewhere. This is one of the reasons to make time for them. They may even want to spend time with you. Imagine that.

Are you always connected?

Do you really need to be? You may need a digital diet. Take the free quiz to find out if you need one.

If you’d like to connect, let us know when you are ready for some vendor neutral consulting on Digital Asset Management.

How do you avoid DAM burnout?


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What is your DAM title?


While seemingly more unimportant nowadays, business titles within an organization can sometimes explain a person’s functional role, authority, seniority and/or pay grade.

I have blogged about a variety of DAM titles used within the Digital Asset Management field, like Digital Asset Specialist (DAS), Digital Asset Management Manager (DAMMmmmm), DAM Director (DAMD), DAM VP or the title I have at this time… Digital Asset Manager.

I hosted a podcast where I interviewed someone who has a DAM title that will catch people’s attention.  Instead of calling himself Digital Asset Manager, he was creative enough to come up with Darth Lord of the DAM and includes this on his business card.

Better than some other business cards I have heard of.

It sounds better than DAM lord. That is similar to another movie I saw. And he likely prefers it his way. No helmet required.

If you work in the field of Digital Asset Management, what is your DAM title?


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What are some DAM job descriptions?

“Mind readers wanted.”

This is first line from an actual Digital Asset Management (DAM) job description posted this year. More on that later.

Aside from asking where to post and find DAM jobs, several people are asking what are typical DAM job descriptions. After presenting this information during a DAM Conference, here are parts of actual DAM job descriptions and knowledge shared by several DAM professionals on the job market today.

This is part of the equation that involves people along with process and technology for DAM.

While some people may use Digital Asset Management (DAM) sometimes within an organization, there is an increase in the need for people who may work full-time on DAM within an organization. We’ll explore several of these positions so you can have an idea of what some organizations have for talent and resources for those who do this type of work.

Here is a part of a job description for a Digital Asset Manager:

  • Responsible for leading overall strategy, implementation and workflow of the Digital Asset Management system for [organization]
  • Acts as primary liaison between [organization] and various photo studios with regard to image names, new photography and archiving
  • Responsible for assigning appropriate metadata for assets to ensure accurate usage rights
  • Manages the Digital Asset system and facilitate the uploading of assets as well as maintaining and upgrading the system
  • Registers internal and external users to the Digital Asset Management system based on permissions
  • Facilitates retrieval of previously cataloged images/shoots
  • Processes raw images using the appropriate software
  • Archive assets as necessary
  • Generates asset download reports
  • Maintains accurate procedures and records for the system
  • Keeps informed of latest Digital Asset Management technology trends and innovations
  • Other duties as identified and assigned

What are we looking for when filling the human resources gap with people needed to help manage your organization’s digital assets?  There are no hard and fast rules, but rather guidelines. Any of these could be staff or contractual positions:

  • Administrator (DBA)
  • Archivist
    • With Digital, not just analog (print) experience
  • Analyst
  • Consultant
    • Either an internal, permanent staff for ongoing consultation OR an external (temporary), outside perspective looking in with a fresh viewpoint
    • Advisor, coach and/or functional role
  • Digital Asset Manager
    • Support DAM system and users
    • An industry expert in the field
  • DAM Specialist/Coordinator
    • Organize and upload assets
    • Metatag assets
  • Data Entry Specialist* (depending on volume)
  • Engineer/Developer/Programmer/Information Architect
  • Help Desk
  • Intern
    • Temporary position (more on this in a future blog post)
    • Willingness to:
      • Learn about DAM
      • Work on metadata and taxonomy
      • Upload assets
  • Librarian
    • With Digital, not just analog (print/physical cataloging) experience
  • Metatagger (aka Metator, Cyberian)
  • Project Manager
  • Sales
  • Taxonomist

What we call the position (job title) is less important than what they actually do.

DAM professionals who communicate with management need to have an understanding of high level business needs and how DAM can meet those needs. Why? Because it is important to quantify:

  • Cost savings
  • Time savings
  • Reductions in risk (with knowledge of rights)

Yes, Digital Asset Management is a business need, not just a technology or another database.

If you are looking to hire a DAM professional, such as Digital Asset Manager, have potential candidates include their answers to the following questions as part of the job application:

  1. Have you worked with a Digital Asset Management System? Where? How long?
  2. How much experience do you have creating Metadata Schema?
  3. Do you have any training experience? What type?

That should help gauge the level of experience of most candidates.

Now about that “mind reader” job posting. Often, management and human resources do not know what DAM professionals are supposed to do (a bit difficult to write a job description that way), but they are slowly realizing there may be a need for Digital Asset Management and that is followed by realizing the need to fill a position with a DAM professional. That professional may be assigned (or volunteered) within the organization. The professional may be hired from the outside. Beside that, DAM professionals should use best practices and notice common behaviors when these practices are not followed. How?

  • Communicate
  • Evaluate
  • Recommend
  • Reference
  • Document
  • Estimate
  • Train
  • Plan
  • Budget
  • Deliver
  • Report
  • Anticipate
  • Follow up

That does not take any mind reading. I am not a mind reader. I am a Digital Asset Manager.

Besides, I forgot my mind reading hat at home.

What is your DAM job description?

Administrator
Business Analyst
Consultant
DAM Architect
DAM Director/DAM Manager/Digital Asset Manager
DAM Specialist/Coordinator
Digital Archivist/Librarian
Engineer/Developer/Programmer
Intern
Project Manager
Taxonomist/Metatagger (aka Metator)


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Were you volunteered to work on DAM?

Interestingly enough, many people today do not (yet) plan on a career in DAM, but rather a career in DAM picked them. Sometimes, they were volunteered for the position. Getting volunteered is obviously less of a choice than actually volunteering for a DAM position. This is not likely what you were originally hired to do, but something often quite different with a change in responsibilities. I was lucky enough to volunteer for a DAM position. And yes, I am paid to work on DAM within an organization. I am not the first to do so.

Why would someone be volunteered to work on DAM? Well, let us see. Someone may:

  • Have thrown darts at an organizational chart and guess who was picked?
  • Have been the closest person around when the question of who would do this work came up
  • Have dabbled with image viewers to organize photographs on a personal, hobby or even professional level
  • Have read The DAM Book which is a nice start however it does not touch on the needs of digital asset management for an entire organization (such as an enterprise, hosted or SaaS DAM) with multiple users collaborating with the same assets at the same time with version control and reporting capabilities. And that is just skimming the surface. DAM has a multitude of layers (like an onion) which are often linked and related. That is okay because they will find out soon enough.
  • Know what the acronym ‘DAM’ stands for and is capable to spell it out properly. Many people have difficulty understanding or even explaining what is DAM (I will keep that question open for Another DAM blog post coming in the near future).
  • Show interest in DAM over a period of time. Likely more than once.
  • Be closely tied to the use of the assets (and they may not call them “assets” yet). So the person kind of made sense to ask/volunteer to work on DAM.
  • Be the ‘people’ part of the equation along with ‘process’ and ‘technology.’
  • Have worked with DAM before coming to this organization. Prior experience helps.
  • Have tried the ‘if you build it, they will come‘ strategy. Often, it is realized that does not work (after the fact). Without people working behind the scenes with the DAM, there is often little user acceptance (people actually using it),  few assets uploaded (stuff to find, preview, download) and little metadata (how to find the stuff and tell you about the stuff). Obviously, a fair number of assets with metadata need to be in the DAM before you initially launch it to the users within your organization.

While the DAM vendor may be able to help an organization to a degree, those assets will not automagically get uploaded into a DAM with metadata unless they are supplied by someone. Volunteers? Anyone?

Luckily, whether you volunteered to work on DAM or were volunteered, you are part of the much needed information management group which has a growing group of skilled people. As more DAM solutions are implemented, more positions are opening up. There is a supply and demand equation which favors the employee, even in this economy.

The real issue is once you are there, you have an uphill battle:

  • You will likely need to prove yourself and your recommendations regularly to the stakeholders with results and reach milestones (progress), at least in baby steps.
  • If you are not sure, do not be afraid to seek professional DAM advice (whether internally and/or externally). It is very likely someone has been in your situation before, regardless of the industry. They should be able to advise you and the organization on the best paths to take and the pitfalls to avoid. This can be in the form of consulting. DAM mentoring may be available as well on an individual basis.
  • Document the advice/plan (both the paths and pitfalls in writing) and share it openly within your organization. This should not be a secret, but instead hold the decision makers accountable for what they decide on and advisors accountable for their advice. Even if someone chooses to do differently than what was advised, chances are that at some point, the sound advice given will be revisited, if documented. Give it a few weeks/months and observe.
  • Don’t expect everyone to understand it at your level. For many people, this may be all new, complex and very confusing to them. You will lose their interest, patience and support if you dive into the nuances of various metadata, file versions or permission structures.  Keep it at high level and simplify it unless they specifically ask to follow you down the rabbit hole. And be aware of what pill you take.

Were you volunteered for DAM?