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Topic 5: PART 1: INFORMATION MANAGEMENT SOLUTIONS FOR INDIVIDUALS
Terms in this set (12)
What are the tasks a knowledge worker must accomplish every day?
searching, creating content (sometimes re‐creating), thought and reflection,
sharing knowledge, and networking.
What are the causes of information overload among knowledge workers?
1) The number of different types of work indicates large scope for interruptions.
2) Shows the intermingling of people and technology.
3) Greatest percentage of time in managing Information Overload and least in thought and reflection ‐ another study suggests the brain is most active at rest.
What is a possible solution, to this problem?
Bring back more time for thought and reflection to make knowledge workers more productive, efficient, and effective.
What is Withdrawal from Information?
-disconnecting from sources of information.
-to do this we need to practice Satisficing (a behaviour where we take in just enough information to meet a need,
rather than being overwhelmed by all the information available).
-Satisficing implies choices of information sources, and selection of information from within them, so that the information found is good enough.
What is Limiting Information?
-involves responsibility for our consumption of information.
-When it comes to consumption, we can only have control over the type that requires an action to initiate.
-can be recognising we are consumers of
information, with control and responsibility.
-Only 30 mins a day (or less) of mass affirmations/6 hours for time spent consuming information.
-Take an inventory of your information consumption.
-Consume as close to the facts as possible (read, interact and consume locally).
-We expect information to be free - but there is a much higher cost: advertising. Marketers will pay for advertising on content people are likely to read i.e. leads to sensationalism, thus worse quality over time.
-Technological solutions exist to present articles and web content free of ads.
-when our ideas are challenged, that we can make them even better.
-Personalisation algorithms can tailor our consumption of information - however it
may also think we are only interested in content we agree with.
-Follow people of differing viewpoints via Asynchronous social networks.
-Have a balance of information consumption.
What is Filtering Information?
-Involves knowing what information we need and what information merits attention and use. Information Literacy is a very important skill in
today's information rich world.
-done according to the following timeline:
1) Understand and identify your information needs and priorities.
2) Focus on the most relevant information (using good information literacy).
-info needs to be saved so that it may be used later.
-When searching for information: need precise meaning, and right number of search terms.
-the first page is not necessarily the best and positioning can be affected by SEO.
-If a search only looks through unstructured data, it ignores the valuable information that exists as structured data.
-Search tools need to look at all information sources to return complete results, and
to rank results from disparate data sources.
-Use Boolean logic by typing AND or OR
-Useful to narrow your search such as file format
(.ppt,.doc,.pdf, etc.) or websites.
How is Email Management a practical strategy?
-Email has become "a form of currency", used to:
1) show the importance of the writer or what the writer is doing, by sending the
email to everyone in the organization or
2) acknowledge the importance of higher‐level managers by making sure that they are cced on every e‐mail message.
-Email Management Software Strategies:
1. Filters & folders: keep related mail organised into folders.
2. Aliases/address books: create short-forms for common email addresses.
3. searching & sorting.
4. Distribution lists: set up a list for groups of people contacted on a regular basis.
What are some strategies to manage your time?
-Accept that overload affects everyone: you can't keep up with everything!
-Set goals - do you need to know this information?
-Prioritise and delegate: consider a to‐do list at the beginning of the day. Give each a
-Learn to let go: you do not have to read every email/post!
-Limit your time: do not keep email/Facebook open and read a new message as soon
as it arrives.
What are some strategies for dealing with interruptions?
-Try working from home, particularly when you have a deadline.
-Avoid push technologies (social media, email etc).
-Use software such as Website Blockers to limit software distractions.
-Follow the Getting Things Done Framework:
1) Capture (collect/record what has got your attention)
2) Clarify (Process what needs to be done, is it actionable?)
3) Organise (Put it where it belongs, write yourself reminders)
4) Reflect (go through reminders frequently, to see what needs to be done next)
5) Engage (Use system to take action)
Why is multitasking a problem?
-We continuously switch among tasks, which is really a series of continuous interruptions.
-We might be thinking we are being more efficient and effective in our work, but each time we task switch it is actually a tiny interruption, and it comes with the same penalty as a larger interruption.
What tools need to be used when? How do we decide this?
-What is the nature of the issue you want communicated? Not everything is both
urgent and important.
-Measure importance and urgency against the following criteria:
• Personal importance (how important is this issue to me?)
• Group Importance (how important is this issue to others?)
• Institutional importance (how important is the issue in relation to other problems
in the organisation?)
• Urgency (how urgent is the issue) do not confuse this with importance.
• IM is better than telephone when there are number of many‐to‐many conversations taking place and privacy is an issue .
• Telephone is better than IM when a more personal touch is required, where you are
looking for the nuances of voice (e.g., breaking bad news).
• E‐mail is better than IM (Instant Messenger) when text needs to be recorded and a communication
contains an announcement to be sent to many people.
• IM is better than e‐mail when a faster response than e‐mail is required, though not as
important or urgent as a phone call.
-Social tools (though still evolving for use in the organisation) can help to aid searching
as it allows for tagging content, subscribing to content and to recommend user
Why is finding time for personal things important?
-Knowledge workers need a space and
time for thinking , reflection and extensive reading, to step back from the constant stream, and devote time to creative thinking, musing and careful consideration; according to computer scientist: David Levy.
-Organisations may want to consider creating a room for this purpose, though sounding counter‐intuitive to the modern workplace, productivity might actually increase.
THIS SET IS OFTEN IN FOLDERS WITH...
Topic 1: Introduction to Making Sense of Informati…
Topic 2: THE MAKING AND MEANING OF INFOR…
Topic 3: INFORMATION OVERLOAD AND ITS CAUSES
Topic 4: INFORMATION LITERACY (EVALUATION)
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