Naval Applications of Tech 

Written by Terence Bennett, Naval Applications of Tech discusses how emerging and disruptive technologies can be used to make the U.S. Navy more effective. It examines potential and evolving developments in the tech industry, communication platforms, computer software and hardware, mechanical systems, power generation, and other areas.

“The most damaging phrase in the language is ‘We’ve always done it this way!’” — Rear Admiral Grace Murray Hopper in an interview in Information Week, March 9, 1987, p. 52

By Terence Bennett

Since the Budget Control Act took effect in 2013, senior leadership and news media have emphasized the issue of decreased military funding. The U.S. Navy is being stressed with longer deployments and shorter maintenance availabilities. This is affecting morale, material readiness, and retention. There is no easy solution to this political and economic problem, but Navy leaders can leverage new technology to make its Sailors and teams more effective while they are asked to ‘do more with less.’ One example of a new collaboration tool optimized for mobile use is Trello. New tools like Trello, combined with handheld technology, will help transform the effectiveness of the Navy team.

In April 2015, the Navy introduced the eSailor pilot program to issue tablet computers to new boot camp recruits at Great Lakes Recruit Training Center. This technology is intended to give Sailors greater access to training materials and email communication. Once this technology hits the fleet, it will greatly increase our Sailors’ operational effectiveness and overall well-being. For example, while conducting maintenance, Sailors will be able to quickly connect to manuals, research resources, and technical reach back support. Master Chief Petty Officer of the Navy Mike Stevens explained: “We’ll download all their training curricula. Everything that they currently get that’s in paper will be loaded electronically.” Leadership is already forging the tools to enable a more capable Sailor of the future. Today, leaders should take advantage of free software that can help their teams be more efficient.

Trello is an application that can help commanders and their teams better focus and prioritize the mission in front of them. Trello is a webpage-based project and task-management tool that contains lists laid out in ‘cards’ horizontally on the screen. It is much like the Note Card Organization System that many Commanding Officers turn to for organizing thoughts, functions, and follow-ups. Trello expands this effective note card system and allow users to share and embed ideas. It allows users to very quickly see all his/her priorities at once. The dashboard has as many cards as one needs. Individual cards contain items of any category or topic. The user is able to customize and setup cards however they prefer. Cards are a very flexible item that can contain any number of features including checklists, images, attachments, discussions, and deadlines.

While in port, the Commanding Officer of a destroyer might have a card of all short-term training cycle items, a card for current personnel issues, and cards for each department’s current objectives. The cards might be titled as Engineering, Weapons, Operations, Long Term Maintenance, personal items, and so on. When a leader shares a card with tasks and deadlines, it creates transparency and shared expectations between supervisors and subordinates. This allows everyone to understand the established priorities, be accountable, and update cards as tasks are met. Even better, Trello integrates with new communication tools like Slack so users do not need to jump back and forth to transcribe notes, attachments, or images. Everything syncs together into a time-saving tool that can make a ship’s team more productive by cutting down on the length of many daily meetings.

Divisional leadership might employ Trello to directly task Sailors and track their progress. Trello can easily be used to employ the Kanban system of management, which was developed by Toyota to maximize production while maintaining flexibility. It is best represented as post-Its on a whiteboard, with three columns on it: To Do, Doing, and Done. Post-Its would represent tasks (or cards) moved between the columns as they are completed. It is a very powerful method to instruct Sailors, while giving them room and autonomy. All the necessary resources can be attached to each card (notes, documents, images, and videos) to further empower junior Sailors.

While ships may not have tablets on them yet, almost every Sailor has a smartphone. Depending on a leader’s personal style and the dynamic nature of their team, many Sailors and Officers can start using Trello today. If they have a team that is constantly on the move and working on different projects, Trello can help share priorities, stay organized, on track, while reducing unnecessary back and forth. Although connectivity at sea would significantly hinder its capability, Trello is a great tool to track and maintain awareness of all a team’s requirements while in port. Trello Enterprise has developed two-factor authentication and file encryption at rest to give users an additional layer of security over standard SSL traffic encryption.

If you are skeptical, I challenge you to organize your day with it. You will find a clean, intuitive, and widely powerful platform. This author employs the Mozilla Trello Add-on to save and categorize tabs with just a click (like for this article). Trello is one example of a simple, yet powerful, tool Navy leaders can employ today.

LT Bennett is a former Surface Warfare Officer and current Intelligence Officer. The views express herein are solely those of the author and are presented in his personal capacity on his own initiative. They do not reflect the official positions of the Department of the Navy, Department of Defense, or any other U.S. Government agency.

 

[1] Joshua Stewart, Recruits to get tablet devices in spring pilot program, Navy Times (Feb. 11, 2015), available at: http://www.navytimes.com/story/military/tech/2015/02/11/navy-mcpon-tablet-esailor-ipad-bluejacket/23227655/.

[2] How we effectively use Trello for project management, WP Curve (January 21, 2015), available at: http://wpcurve.com/trello-for-project-management/

Naval Applications of Tech

The following article is the first in CIMSEC’s newest column: Naval Applications of Tech. Written by Terence Bennett, Naval Applications of Tech will discuss how emerging and disruptive technologies can be used to make the U.S. Navy more effective. It will examine potential and evolving developments in the tech industry, communication platforms, computer software and hardware, mechanical systems, power generation, and other areas.

“The most damaging phrase in the language is ‘We’ve always done it this way!’” — Rear Admiral Grace Murray Hopper in an interview in Information Week, March 9, 1987, p. 52

By Terence Bennett

The Navy has spent many years looking at how to bring the newest information technology to operating forces. A U.S. Naval Institute Proceedings article from 1998 criticized the Navy’s resistance to change and recommended setting up local area networks (LAN) using the built-in capabilities of Win95.[1] Technology has come a long way since then, but the use of floppy disks aboard this author’s ship in 2012 indicates that the Navy still has some progress to make. An application, Slack, may be just what the Navy needs.

Microsoft gave us Outlook and PowerPoint and the Navy has not questioned their dominance for 20 years. This author argues that traditional email services are no longer helping a ship’s crew effectively communicate. Leaders may be familiar with sitting in their stateroom or office to send and receive emails, but it is no longer an effective or efficient form of communication. Many organizations, the Navy included, have outgrown this tool for much of its internal communication, though they may not be aware of this. McKinsey, a consultancy, estimated that high-skill knowledge workers (including managers) spend 28 percent of the workweek managing email and 20 percent of the day looking for internal information or tracking down individuals who can help with a specific task (doesn’t that sound familiar…at least we have the 1MC.)[2]

Navy leadership takes pride in the autonomy and independence of a Commanding Officer at sea. But the autonomy of leadership is challenged by the business of meeting the bureaucratic operational and training standards of today’s navy. Leaders are so burdened by relentless requirements and tasks, they are forced to ‘fight the closest fire.’ This is not only a Navy problem. Many civilian companies struggle under the burden of hundreds of emails a day and the reactionary mindset such an environment creates. The McKinsey report finds, “when companies use social media internally, messages become content; a searchable record of knowledge can reduce, by as much as 35 percent, the time employees spend searching for company information.”[3] Slack, an application already available on the open market, facilitates this.

Slack is a communication tool set  designed by software engineers to streamline their own team’s communication. In that spirit, it is very deliberately built, intuitive to use, and efficiently designed. More relevant to any commander or unit leader looking to streamline their team’s communication, Slack works without the need for any installation or system integration. Users log in and build a team through the Slack website. That’s it.

Time magazine enthusiastically uses Slack in its office, stating:

“Venture-capital darlings Airbnb, BuzzFeed and Blue Bottle Coffee use it. So do Fortune 500 firms like Comcast and Walmart. Teams at NASA and the State Department are on Slack. (More than 2,000 people use Slack at Time Inc., which publishes this magazine and many others.) Not in a generation has a new tool been adopted more quickly by a wider variety of businesses or with such joy.”[4]

Email messages are often hard to follow, thus making tracing decision-making logic more difficult. Email can become especially cumbersome when checking in with teammates, getting updates, or when trying to get a quick ‘RGR.’ Slack is literally changing the way companies operate. It allows all communication to be controlled in one place, integrated cheaply and easily over commercial web browsers on existing architecture. Imagine if all of a ship’s internal email communication was immediately pre-categorized into channels that were searchable. Companies that have successfully integrated Slack now use traditional email only for external communication. As with chat software, organizations use big public channels, private groups, and one-on-one channels. Although many of the embedding features for mobile users and coders may not be useful for the Navy, there are exciting ways to integrate cloud storage, like Dropbox, in the future. The enterprise pricing options start at $8 per month and scale upward.

One big impetus for a shift to Slack is its mobile integration. With the Navy’s move towards the eSailors program and making ships wireless, leaders will have opportunities to stay mobile and work on the move. Putting a tablet in the hands of every Sailor will likely change some of our operations and maintenance procedures. Such connectivity will undoubtedly change the way we communicate and organize. Slack can be the first controlled step towards bringing the Navy into this new and empowering world. Leadership challenges in the Navy may become increasingly difficult under budget constraints and operational requirements, but the new Sailors enlisting in the Navy today have the technological skills to face those challenges. Leadership has an obligation to give them the tools and opportunities to do just that.

LT Bennett is a former Surface Warfare Officer and current Intelligence Officer. The views express herein are solely those of the author and are presented in his personal capacity on his own initiative. They do not reflect the official positions of the Department of Defense, or any other U.S. Government agency.

[1] Michael Junge, “Paperless Navy …Pshaw!“, 124 Proceedings Magazine, Jul. 1998.

[2] Michael Chui, James Manyika, Jacques Bughin, Richard Dobbs, Charles Roxburgh, Hugo Sarrazin, Geoffrey Sands, and Magdalena Westergren; The Social Economy: Unlocking Value and Productivity Through Social Technologies, McKinsey Gloval Institute, July 2012.

[3] Ibid.

[4] Samuel Jacobs, “How E-mail killer Slack Will Change the Future of Work“, Time Magazine, Oct. 29, 2015.