Now that the cat is out of the bag, I can share some recent news with you. Earlier today, we announced that Blue Box Group had acquired Rails Boxcar, our kickass deployment solution for Ruby on Rails applications.

Our team has been offering hosting services for over six years. When I made the decision to start providing Rails hosting over four years ago, it was something that I thought the community needed to validate that Ruby on Rails was a viable solution for building web applications. At the time, there was only one or two companies offering pre-configured solutions. The good ole days. :-)

Over the course of the past 4+ years, we’ve helped deploy and host well over a thousand web applications built with Ruby on Rails. Perhaps we even hosted your site at one point or another. We definitely had a lot of fun and learned a lot from our experience.

Fast-forward four years, the community now has several great solutions and options for hosting their Ruby on Rails
applications. Knowing this, we began to look over the plethora of services that we offer and felt that we had been spreading ourselves too thinly. We were faced with the big question of: Should we focus our energy on trying to innovate in this competitive space or should we find a community-respected vendor to pass the torch to?

Rails Boxcar is a product that we are extremely proud of and believe the acquisition by Blue Box Group will be great for our existing customers. The acquisition is going to benefit our customers as they’ll be able to interface with a team with more resources. A team that also aims to innovate in this space and believes that Rails Boxcar will help them do that.

As a byproduct of this deal, our team has an opportunity to focus our collective energy on designing and developing web applications, which has also been a central part of what we do for as long as we’ve been in business. We plan to speed up our efforts on a handful web-based products that we’ve been internally developing and hope to release in the near future.

I had the pleasure of getting to talk thoroughly with the team at Blue Box Group and really feel like they’ll be able to focus their energy on maintaining and innovating within the Ruby on Rails hosting world.. definitely more than we could over the coming years. In the end, the acquisition is going to benefit our customers the most as they’ll be able to interface with a larger team that is innovating in this space.

If you’re interested in learning more about the acquisition, please read the press release.

From our perspective, this is a win-win-win situation for everyone involved. Expect to see some more news from us in the near future… and if you’re looking for a design and development team, don’t hesitate to get in touch with us.

Hello from London!

Am currently enjoying the talks at Rails Underground 2009 in London and had the pleasure to be one of the first speakers at the conference. My talk covered a collection of what our team considers best practices. Best practices that aid in the successful launch of a web application and covered a few Rails-specific topics as well.

I’ll be sharing some posts in the coming week(s) that’ll expand on some of these topics as promised to the audience.

::: {#__ss_1770095 style=”width:425px;text-align:left”} Launching Ruby on Rails projects: A checklist{style=”font:14px Helvetica,Arial,Sans-serif;display:block;margin:12px 0 3px 0;text-decoration:underline;”}

::: {style=”font-size:11px;font-family:tahoma,arial;height:26px;padding-top:2px;”} View more documents{style=”text-decoration:underline;”} from Robby Russell{style=”text-decoration:underline;”}. ::: :::

Since I covered a wide range of topics, I decided to share my slides online. They won’t provide as much context (as I’m not speaking as you’ll look at them), but they might hint at some of the topics that I covered. There was a guy video taping the talks… so I assume that a video of my talk will be posted online in the near future.

Until then… here are the slides

On one of our larger client projects (approx. 160 models and growing…) we have a specific model that we refer to quite a bit throughout our code. This model contains less than 10 records, but each of them sits on top of an insanely large and complex set of data. Each record refers to a each of their regions that our client does business in.

For example… we have, Australia, United Kingdom, Canada, United States, and so forth. Each of these regional divisions has their own company code, which are barely distinguishable from the next. They make sense to our client, but when we’re not interacting with those codes on a regular basis, we have to look constantly look them up again to make sure we’re dealing with the right record.

I wanted to share something that we did to make this easier for our team to work around these codes, which we should have thought of long ago.

Let’s take the following mode, Division. We only have about 10 records in our database, but have conditional code throughout the site that are dependent upon which divisions specific actions are being triggered within. Each division has various business logic that we have to maintain.

Prior to our change, we’d come across a lot of code like:

1. For all divisions except Canada, invoices are sent via email
2. In Canada, invoices are sent via XML to a 3rd-party service

def process_invoices_for(division)
  if division.code == 'XIUHR12'
    # trigger method to send invoices to 3rd party service
    # ...
  else
    # batch up invoices and send via email
    # ...
  end
end
```bash
An alternative that we'd also find ourselves using was.
```ruby
if division.name == 'Canada'
```ruby
Hell, I think I've even seen `if division.id == 2` somewhere in the code
before. To be fair to ourselves, we did inherit this project a few years
ago. ;-)

Throughout the code base, you'll find business rules like this. Our
developers all agreed that this was far from friendly and/or efficient
and worst of all, it was extremely error-prone. There have been a few
incidents where we read the code wrong and/or got them confused with one
another. We were lacking a convention that we could all begin to rely on
and use.

So, we decided to implement the following change.

### Model Constants

You might already use constants in your Ruby on Rails application. It's
not uncommon to add a few into `config/environment.rb` and call it a
day, but you might also consider scoping them within your models. (makes
it much easier for you to maintain them as well)

In our scenario, we decided to add the following constants to our
`division` model.
```ruby
class Division < ActiveRecord::Base
  AFRICA = self.find_by_code('XYU238')
  ASIA = self.find_by_code('XIUHR73')
  AUSTRALIA = self.find_by_code('XIUHR152')
  CANADA = self.find_by_code('XIUHR12')
  USA = self.find_by_code('XIUHR389')
  # etc..
end
```ruby
What this will do is load up ech of these constants with the
corresponding object. It's basically the equivallent of us doing:
```ruby
if division == Division.find_by_code('XIUHR389')
```text
But, with this approach, we can stop worrying about their codes and use
the division names that we're talking about with our clients. Our client
usually approaches us with, "In Australia, we need to do X,Y,Z
differently than we do in the other divisions due to new government
regulations."
```ruby
if division == Division::CANADA
  # ...
end

case division
when Division::AFRICA
  #
when Division::AUSTRALIA
  # ...
end

We are finding this to be much easier to read and maintain. When we’re dealing with a lot of complex business logic in the application, little changes like this can make a big difference.

If you have any alternative solutions, we’d love to hear them. Until then, we’ve been quite pleased with this approach. Perhaps you’ll find some value in it as well.

I’m working on my presentation for Rails Underground and was hoping to solicit a few tips from other people in the industry.

Have you launched a Ruby on Rails application recently? Are there some things that you wish you had known beforehand?

Mind sharing? You can email me with your story at <robby+launchstory@planetargon.com>. I’ll let you know if your tip gets used in the presentation and please indicate if you’d be okay with me posting your tip in a future blog post.

Earlier today, a friend working on a project asked me how we approached routes on our website. If you take a quick peak at our website, you’ll see that we have URLs like so:

• http://planetargon.com/
• http://planetargon.com/who-we-are
• http://planetargon.com/who-we-are/robby-russell

I couldn’t remember where I came across this before and wasn’t quickly finding it in the Ruby on Rails API, so decided that I’d do a quick write up on it.

When we launched our new site a few months ago, we were working off an existing code base. We have a model named, TeamMember and a corresponding controller. When we decided to come up with new conventions for our URL structure, we opted to ditch the normal Rails conventions and go our own route. What we weren’t sure about was how to alias resources in our routes nicely. After some digging around, we came across the :as option.

So, our route was:

map.resources :team_members{lang=”ruby”}\

Which provided us with:

• /team_members
• /team_members/robby-russell

We simply added :as => 'who-we-are' to our route:

map.resources :team_members, :as => ‘who-we-are’{lang=”ruby”}\

…and we got exactly what we were looking for in our URLs.

```
* /who-we-are
* /who-we-are/gary-blessington
```

If you look at our site, you’ll notice that we did this in a few areas of our application so that we could define our own URL structure that was more friendly for visitors and search engines.

Anyhow, just a quick tip for those who want to change up their URLs with Ruby on Rails.

s., if you know where I can find this documented, let me know so that I can provide a URL in this post for others. :-)

Saw this tweet the other day…

::: thumbnail
[Uploaded with plasq’s Skitch!]{style=”font-family: Lucida Grande, Trebuchet, sans-serif, Helvetica, Arial; font-size: 10px; color: #808080”} :::

So, I have to ask. How many toilets (buckets) do you maintain? How many of them still have projects/tasks in them? Why haven’t you flushed your toilets yet?

It’s time to find my passport again…

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I’ve been invited to speak at Rails Underground, which is being held in London, UK from July 24-25th.

My talk, which is tentatively titled, “Launching Ruby on Rails projects, a checklist”, will expand on several ideas that came out a previous article on the topic. Additionally, I plan to share some of the lessons that we’ve learned at Planet Argon as we’ve launched projects over last several years.

If you’re able to make it, I encourage you to register for the event before it’s too late. Take a quick peak at the list of speakers. I’m grateful to the event organizers for the invite and look forward to seeing/meeting all of the attendees!

Also, for those of you in the London area. If you’re seeking a design and development team that specializes in Ruby on Rails and want to schedule a meeting with me while I’m visiting, don’t hesitate to get in touch with us. I’m planning on staying a few days extra around the conference dates to visit some of our existing clients and would be happy to meet you.

Chris Wanstrath (\@defunkt) just posted the following on twitter.

“Hello Rip - “http://hellorip.com/”:http://hellorip.com/”

The Rip project describes itself as, “an attempt to create a next generation packaging system for Ruby.”

One of the cool features is that it supports multiple environments. For example, you can have different Rip environments (with different gem versioning) that are targeted towards specific applications. I have to dig around more through the project, but this looks fascinating.

Check it out at http://hellorip.com/

I’m also curious as to how you think you might be able to start using this.

• What are some ways that you could use Rip — http://heybrainstormr.com/t/pgte

As if delivering projects wasn’t hard enough. Delivering projects on time is even harder. As practitioners, we’re all responsible for measuring up the obstacles in front of us and are accountable to those measurements. At least, we should be.

One of those measurements is time. Time is a funny thing. People have a lot of interesting things to say about time. Some say that it’s one of the most valuable things that we have… but I’ll avoid diving into a philosophical discussion for now.

What I wanted to talk about was project estimation. Specifically, estimates for deliverables. For the past several years, our team has put a lot of effort into becoming more accurate in our time estimating skills. Despite analyzing how often we over and/or underestimate the time each of us believes it’ll take to complete a task, we find ourselves coming back to the drawing board.

A few things that we’ve learned.

• Tasks that we believe will take a few days/week/more to complete are often underestimated
• Tasks that we believe will take less than a few hours are often more accurate or overestimated
• Too many tasks were completed with a bigger budget than was necessary (lower ROI)
• A lot of time was spent working on requirements refining to get better estimates

When we began to step back from this and look for patterns, we found that several of the tasks that we would budget hours for (versus estimate hours for) were proving to be more accurate. This approach is most commonly known as timeboxing. With timeboxing, we can place a dollar value on a specific task and work within that constraint. For example, with our clients, both parties can come to the conclusion that, “we believe that it’s worth up to $800 to implement this new functionality.” With that, we’re able take that dollar amount and figure out how many hours to box ourselves within.

The underlying question to our client with each change/feature request is, “How valuable is this to your business at this point in time?” Whereas, with a typical approach to time estimates, a client comes to you with a list of changes/features and you provide them with time estimates. “_We estimate that it’ll take 6 hours at $200/hour for feature X and we’d do it like this…“_ The client will have to evaluate your estimate and figure out if it’s worth $1200 and make a decision. They can respond with, “no, that’s too expensive, can we do it for less?” The following steps would entail your team trying to find ways to reduce your estimate.

While these two paths might seem very similar, it’s been my experience that the standard approach to estimating takes more time for negotiating the terms of the agreement.

However, with timeboxing, you are asking your client to provide you with an initial budget. This will completely change how you respond to the feature request. When you have a timebox, from the moment that you begin to evaluate the request, your brain will add the necessary constraints to keep things within scope.

Through this process, we’ve revamped our estimating process so that as we’re building our iteration costs for clients. For each deliverable, we break down a series of objectives/tasks and apply timeboxes to each of those while knowing what the budget is for the deliverable as a whole. Usually, the deliverable is directly related to the request that came from our client with a budget. The process is completely transparent and our team is responsible for working within those constraints.

..and as we’ve learned from Ruby on Rails, constraints can be extremely beneficial.

While I don’t have all the answers yet, my goal is to share some of my experiences and lessons on the topic. I’d love to hear about how you’re adopting timeboxing in your project planning and estimating process.

Anyhow, just some thoughts that I wanted to share. More to come…

Read Related Articles

• The Art of Delivery
• The Art of Delivery, part 2

On a recent trip to Las Vegas, I picked up The Four Hour Workweek for my Amazon Kindle to read on my flight. When I came back from my short vacation, I decided that I was going to change how I approach email on a daily basis. In my position, I receive a lot of business-related emails on a daily basis, whether that be from employees, clients, or potential clients. A typical day would consist of me trying to get a few tasks done while keeping an eye on any new requests. This resulted in a lot of context-switching and my days were extremely fragmented. Our team had started an experiment where we’d track all of our time throughout the day on printout. Our goal was to log all of our start/stop times for each activity and also capture each interruption within those time windows. After just a few days of doing this, I was noticing how much time was being spent on emails each day. I also noticed that it was rare to have a full hour of uninterrupted work on a single activity. Aside from distractions that you’d typically find in an office environment, email was keeping me from attaining the level of focus that I was seeking on my work.

So, using some motivation from The Four Hour Workweek[^1^](#fn1){#fnref1 .footnote-ref role=”doc-noteref”}, I opted to come back to the studio and change my behavior. That morning, I emailed my entire team and my clients to let them know that I would only be checking my email at 10am and 4pm each day. I explained that they could call me at the studio if there was something that needed my urgent attention. Admittedly, I was nervous as I hit send. What was I getting myself into? What were my clients going to think? Would they think that I’m just an unorganized mess?

Three weeks later…? It was one of the best emails that I’ve sent in ages.

The Results… (so far)

Here are a few realizations and conclusions that I’ve been able to attribute to this change.

My World Didn’t Collapse

Before I made this decision, I came up with a lot of excuses for why this was a bad idea.

• I might not respond fast enough to a new sales lead
• A client might forget and send me an urgent request via email
• Insert any other reason related to you just not following up quick enough…

In three weeks, none of these things has bitten me in the ass. It hasn’t been perfect, but I don’t believe that it’s had any significant impact that outweighed the benefits.

Less Time Spent on Emails

I spend less time on email than I did before. Why? I don’t treat email the same way that I used to. As a result of approaching email differently, I noticed that I am now more likely to keep my emails short and sweet… and most importantly, to the point. One of the great things about Gmail is that it’s made it easy to have conversation-style emails with people, but it’s also made it too easy to have conversations with people. I now realize that so many conversations that I would participate via email would entail single sentence questions/responses with similar length follow-ups. Each time you come back to that email, your attention is on that conversation and those can eat up a lot of time if you’re not careful.

So, now that I’m checking email twice a day, I tend to write only what is necessary to move the conversation forward until the next time I check my email. As a result, email conversations are slower now, but they aren’t taking as much of my time. The benefits have outweighed the negatives.

More Focus Time

Since this change, there has been a handful of days where I have been able to focus completely on a single activity (task) for over a hour at a time. My record was nearly three hours one morning early last week. Unfortunately, I completed the task I had budgeted five hours for was finished in less than three. ;-)

I’m able to do this more now because I’ve been able to release my check-your-email-again-just-to-be-safe demons. I’ve been able to trust my system and I’ll share some tips on how I eased myself into this.

More focus time has allowed me to spend less time working on individual tasks because they are subjected to nearly as much context-switching.

More Creative Time

Another benefit that I’ve seen since this change is that with this time that I’ve salvaged, I find myself with more time to be creative. I haven’t pinpointed what the reason behind this is, but I do feel like I’ve been more creative the past few weeks than I have been for the several months prior. Perhaps it’s just a side-effect to altering my workday… or that I don’t feel like a victim to the INBOX… or that it’s been extremely sunny in Portland… or that I’m more aware of how I’m spending my day.

Whatever it was, it started within days after I implemented this new approach to managing email. I’m happy to attribute it to this for the time being. ;-)

How I Did It

Here are a few things that I did to start this process. Credit is due to Tim Ferris for suggesting most of these and here are some of my further thoughts.

List Your Excuses

Chances are, you don’t have as many as you think you do. I started with the critical ones and really weighed the pros/cons. It’s safe to use the, “Will anybody die if I do this?” question to help you respond to each of these. You can be a little less cynical and ask yourself, “Will we go out of business if I do this?”… or “Will we lose client X if I do this?”

Then ask yourself, “Is it unreasonable for me to do this?” If the answer to, “will we lose client X if I do this?” and this don’t match up, you might want to re-evaluating your client roster. If your clients are reasonable people, they’ll see that there is value in this that will benefit both parties. As I mentioned, just remind them that they can call you if there an urgent request. If they abuse this, straighten them out or it’s time to re-evaluate your client roster.

It’s not unreasonable to protect your time as much as possible, despite how much they pay you.

Set a Time (use a calendar reminder)

You can’t just say, “I’m only going to check my email twice a day.” There isn’t any way that I would have been able to honor such a commitment. “When exactly?,” is the obvious response to that.

::: thumbnail :::

I set a scheduled event on my calendar that happens everyday at 10am and 4pm. I have a 15 minute notice on that event so that I’m reminded that it’s time to wrap up what I’m working on. When I have a conflicting meeting, I will just reschedule my email for another time of the day. The time is visible to all of my teammates and my clients know when I’ll be catching up on email.

Why did I chose 10am and 4pm? Well, I start my day at the studio at 7am. This allows me to have up to three hours of time to focus on getting other things done before tackling email. Why 4pm? This is a hour or so before I leave for the day. Email isn’t the first or the last thing on my mind at each ends of my workday.

Communicate the Change

This will not work if you don’t set peoples expectations. If people are accustomed to you being extremely quick to respond to emails and you change your behavior all of a sudden, you’re going to freak them out. Let them know what you’re doing, why you’re doing it, and you might even encourage them to consider it too. More often than not, everyone you work with is feeling overwhelmed and wants more control over their day. Send them a link to this post. ;-)

It all comes back to managing their expectations.

Quit Your Email application

Seriously, quit that application when you’re not using it. In fact, quit any program that is open when it’s not related to the activity that you’re focused on. For email, we use Gmail for domains and I run it through Fluid. This means that at 10am and 4pm, I launch the Fluid app and start working my way through emails. Once I get through my inbox and finish what I need to handle right now, I quit it.

Also… disable email notifications. They aren’t worth it.

Inbox Zero

I’ve been practicing the habit of keeping my INBOX empty for nearly a year. Everything gets labelled, organized, and archived properly once I open up each email. Some stuff gets sent to Highrise to respond to later while some emails get an immediate response.

One of my favorite things about maintaining Inbox Zero and checking my email twice daily is that when I open up my email client, I’m faced with a list of nothing but unread emails. Since I know they’re all unread, I can start at the oldest and move my way through them, one by one. When I get to the end of that list, I’m almost done. I then fire up Highrise to see if there is anybody to get back to today. If so, I fire off those emails and close off those tasks. Once I have both lists completed, I’m done.

No Cheating

The one thing that I’m working on the hardest right now is not cheating. I’ve caught myself a few times. I’m waiting in line at the coffee shop and I pull out my iPhone. Out of habit, I launch the Mail.app and find myself looking at incoming emails. You might argue that if you’re not in the middle of something, it’s a good way to feel useful, but I’m sure that there are other things you can be tackling. Your email will be there at 10am… I promise.

The biggest problem with cheating is that if you see that someone responded to something you sent in your previous email, it’ll force you to make a decision. a) do you look now? or b) look later? If you choose b, your brain is going to be wondering what she said. It’s can really bug you for a few hours. Trust me. :-)

In Summary..

It’s only been three weeks since I adopted this and I know it’s far from perfect. However, I assure you… it’s been worth the self-proclaimed risks. I enjoy my email time more than I used to. As I mentioned earlier, I like being presented with a healthy list of unread emails to work my way through. Sometimes it takes only five minutes to get through them all, sometimes a hour or more if I have a lot of people to follow up with.

It’s been a fun ride so far and I’m sure that there are many more challenges ahead, but I am planning to stay on course. Who knows, maybe I can move to once daily after a few months?

1. ::: {#fn1} How to Check E-mail Twice a Day… or Once Every 10 Days↩︎{.footnote-back role=”doc-backlink”} :::

Last month I picked up a new kindle from Amazon and have been reading a handful of books. One book that I’ve been really impressed with is Chad Fowler’s new book, The Passionate Programmer.

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I plan to post some more thoughts in upcoming articles, but wanted to share this gem.

“If you treat your projects like a race, you’ll get to the end a lot faster than if you treat them like a prison cell. Create movement. Be the one who pushes. Don’t get comfortable. Always be the one to ask, “But what can we do right now?””

- Chad Fowler, The Passionate Programmer

Sometimes we feel stuck, but that doesn’t stop us from stepping to the side and assessing the situation. There is always something useful that we could be doing right now.

If you follow me on twitter, you might have heard that we launched a little project that we’ve been cooking up at Planet Argon. (news post)

HeyBrainstormr is a lightweight web application that we created so that we could start a brainstorm on a specific topic and solicit ideas from each other. That’s all it does. Nothing more. Nothing less.

We know that having an open brainstorming session requires there to be zero criticism and opted to keep the process anonymous so that even the quiet people could share their ideas. :-)

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We’ll be posting more details about it on our blog in the near future, but wanted to invite all of my readers to give it a whirl.

• Start a brainstorm now!

I have a few topics that I started (and tweeted about). Feel free to share your ideas on them. :-)

• I need some music suggestions. Help?
• I have writers block. Help me come up with some blog topic ideas?
• what can i do right now?

We hope that you find it as fun as we have.