Date   

Re: The effect of remote working on memory #remote-work

Arthur Shelley
 

Yes Tom…  AND … (connecting thoughts to lead to related concepts or a potential “New Normal”)

 

If people watch/listen to a recording of a remote call, it triggers quite a different path of thinking.

The “experience” of the interactive conversation when you are “in it” (like action research and life) is different from “observing it” later (more like an ethnographic study of life). We can’t re-live conversations, only replay them - if a digital recording exists…

OR in retrospect, we can reflect on how we could have “played” it differently the first time round.

 

This is the challenge in engaging in conversation and making decisions in real time (a reality of life). You make decisions and take actions on what is known at the time, but you are judged in retrospect, when much more is known and more time exists to contemplate the alternative options. Sometimes what we know, and the limitations of our comfort zones/experiences, can actually misinform us because they do not apply in the new context. People say “I couldn’t have known”, which is sometimes right and sometimes incorrect. The point is how did you react to not knowing and yet deciding. Making good decisions in uncertainty is a critical capability for knowledge informed leaders.

 

We are in a moment when the knowledge profession can make a significant contribution to how society evolves from the CODID crisis. However, this opportunity will be short lived. People admit to not knowing what to do and are open for guidance (unlike their inward focus during “business as usual”). This disruption is a wakeup call and an opportunity to highlight that there are far bigger issues that require society to consider more deeply. Once people start “settling back into normal” our ability to influence the “Conversations That Matter” are very limited. A key way forward is influencing outside the KM community, so others can shift their mindsets from (the statement) “What IS” to more relevant question forming our collective futures - “What is POSSIBLE?”.
I discuss this more deeply in KNOWledge SUCCESSion and my some of my LinkedIn posts.

 

Regards

Arthur Shelley

Producer: Creative Melbourne

Author: KNOWledge SUCCESSion  Sustained performance and capability growth through knowledge projects

Earlier Books: The Organizational Zoo (2007) & Being a Successful Knowledge Leader (2009)

Principal: www.IntelligentAnswers.com.au 

Founder: Organizational Zoo Ambassadors Network

Mb. +61 413 047 408  Skype: Arthur.Shelley  Twitter: @Metaphorage

LinkedIn: https://www.linkedin.com/in/arthurshelley/

Free behavioural profiles: www.organizationalzoo.com

Blog: www.organizationalzoo.com/blog

Creative-Melbourne-Banner_2018_Final_Smaller

 

 

From: SIKM@groups.io <SIKM@groups.io> On Behalf Of Tom Short
Sent: Tuesday, 14 April 2020 4:31 AM
To: SIKM@groups.io
Subject: Re: [SIKM] The effect of remote working on memory

 

Wow - interesting observation, Dennis. That's one I've not heard of before or experienced myself. I wonder if this has something to do with the type of meeting. Some meetings have a clear agenda and objective, which helps keep everyone focused on task. I would think these types of meetings would be easier to recall, at least in terms of what outcomes were created. Versus meetings aimed at sense making in service of decision making. For these, the journey is just as important as the destination. Who said what is important; and so is the overall vibe in the room. Attendee's reactions - verbal and non-verbal - are key. Level of attention everyone is paying. Tone and volume of a speaker's voice matters. Pregnant pauses that are allowed to float without someone feeling the need to jump in. 

All of these are difficult to monitor/gauge/enact in a Zoom meeting, and so it makes it more challenging to make the meeting productive. And probably also more difficult to recall the necessarily stilted dialogue and who said what. 

At least, that's been my experience of virtual/remote working over the years. 
--
-Tom
--

Tom Short Consulting
TSC

+1 415 300 7457

All of my previous SIKM Posts


Re: KM Support #request

Aprill Allen
 

It's possible people didn't realise the link Edwin provided went to a PayPal donation page. 

It would be a wonderful thing if one day these individual voluntary services could become the purview of a single, global professional membership service that included RealKM, this podcast, and the SIKM community management. In the meantime, here are the two links together:

Pioneer Knowledge Service donation -  https://lnkd.in/e4PNHyj



--

Aprill Allen
Founder and Managing Director | Knowledge Bird
Knowledge management consulting & KCS training
M: +61 400 101 961
knowledgebird.com



On Thu, Apr 23, 2020 at 12:27 PM Arthur Shelley <arthur@...> wrote:

Hi KMers,

 

I have known Edwin for a long time and respect and appreciate his investing significant effort and resources to generate high quality podcasts. These can help increase awareness of the importance of knowledge for decision-making. We need more services like “Because You Need to KNOW” podcast to supplement aligned knowledge services like Real KM Magazine and SIKM Leaders forum. If the KM community don’t support initiatives to widen the scope  and understanding of the role of knowledge, then we can’t expect those outside our knowledge communities to notice that it is of value.

 

The COVID crisis has highlighted just how important timely Knowledge-informed decisions are, to achieve optimal outcomes as well as real time generated knowledge being acted on as it emerge. Where leaders have listened to the people reflecting  and acting on real time data as it is generated have fared best in this crisis. These principles apply to a much wider range of activities in life than a crisis. When we get more people (and especially leaders) to understand this, society will benefit. Interestingly, the same thing happened in the 1918-9 ‘flu pandemic, but when many authorities relaxed their measures too early the second cycle hit. More died in the second than the first because they acted as if it was al over (including San Francisco who got through cycle one relatively unscathed, through disciplined constraint control).  

 

There is no doubt that “return to normal” being sought by many is not a realistic possibility. What we do know is that we will be in a very different place with different expectations of society and probably with different structures. There was a lot broken about the “old systems”, especially far too much short term thinking and actions over longer term strategic sustainable decision-making. This is driven by an “extraction mentality” to harvest the planet, rather than recognising that there are constraints on the ecosystem.  With more behavioural adaptability and open to new normal alternatives, we will get to better paces when people are more aware and more open to knowledge principles and practice Lets support the wider sharing of what we know, to assist others to know …

 

Regards

Arthur Shelley

Producer: Creative Melbourne

Author: KNOWledge SUCCESSion  Sustained performance and capability growth through knowledge projects

Earlier Books: The Organizational Zoo (2007) & Being a Successful Knowledge Leader (2009)

Principal: www.IntelligentAnswers.com.au 

Founder: Organizational Zoo Ambassadors Network

Mb. +61 413 047 408  Skype: Arthur.Shelley  Twitter: @Metaphorage

LinkedIn: https://www.linkedin.com/in/arthurshelley/

Free behavioural profiles: www.organizationalzoo.com

Blog: www.organizationalzoo.com/blog

Creative-Melbourne-Banner_2018_Final_Smaller

 

 

From: SIKM@groups.io <SIKM@groups.io> On Behalf Of Edwin Morrris
Sent: Tuesday, 14 April 2020 12:41 AM
To: SIKM@groups.io
Subject: [SIKM] KM Support

 

Dear Forward Thinkers of the Knowledge Management Community,

 

We ask for action and support from you. Pioneer Knowledge Services seeks your financial support in the form of a tax deductible donation.

 

Why help us? Because the missions of our for-profit advising (or consulting) competitors call them to generate profit (or increase shareholder wealth) by helping organizations achieve their goals. PKS’s mission calls us to bring grant and other philanthropic resources to the table, in addition to our expertise, to support organizations in realizing goals.

We are:

 

Vision: We inspire cultures that value knowledge as an asset.

 

Mission: We work with organizations to enhance their ability to gather, develop, share, and make more efficient the handling of information and knowledge that will better position organizations to achieve their goals.

 

 

If you find value by the programs we provide please consider committing to a recurring donation. Any amount is appreciated. If you are passionate about #KM please consider helping us. Please connect to https://lnkd.in/e4PNHyj

 

 

Be safe.

 

Yours in knowledge,

Edwin

 

 

Check out our latest podcast:  Because you need to know        


Edwin K. Morris
President and Founder of Pioneer Knowledge Services

Official Trademark PKS Logo 45x45

What is Knowledge Management?

Office 716.995.4461

234.542.5836 fax

https://pioneer-ks.org/  

 


Re: KM Support #request

Arthur Shelley
 

Hi KMers,

 

I have known Edwin for a long time and respect and appreciate his investing significant effort and resources to generate high quality podcasts. These can help increase awareness of the importance of knowledge for decision-making. We need more services like “Because You Need to KNOW” podcast to supplement aligned knowledge services like Real KM Magazine and SIKM Leaders forum. If the KM community don’t support initiatives to widen the scope  and understanding of the role of knowledge, then we can’t expect those outside our knowledge communities to notice that it is of value.

 

The COVID crisis has highlighted just how important timely Knowledge-informed decisions are, to achieve optimal outcomes as well as real time generated knowledge being acted on as it emerge. Where leaders have listened to the people reflecting  and acting on real time data as it is generated have fared best in this crisis. These principles apply to a much wider range of activities in life than a crisis. When we get more people (and especially leaders) to understand this, society will benefit. Interestingly, the same thing happened in the 1918-9 ‘flu pandemic, but when many authorities relaxed their measures too early the second cycle hit. More died in the second than the first because they acted as if it was al over (including San Francisco who got through cycle one relatively unscathed, through disciplined constraint control).  

 

There is no doubt that “return to normal” being sought by many is not a realistic possibility. What we do know is that we will be in a very different place with different expectations of society and probably with different structures. There was a lot broken about the “old systems”, especially far too much short term thinking and actions over longer term strategic sustainable decision-making. This is driven by an “extraction mentality” to harvest the planet, rather than recognising that there are constraints on the ecosystem.  With more behavioural adaptability and open to new normal alternatives, we will get to better paces when people are more aware and more open to knowledge principles and practice Lets support the wider sharing of what we know, to assist others to know …

 

Regards

Arthur Shelley

Producer: Creative Melbourne

Author: KNOWledge SUCCESSion  Sustained performance and capability growth through knowledge projects

Earlier Books: The Organizational Zoo (2007) & Being a Successful Knowledge Leader (2009)

Principal: www.IntelligentAnswers.com.au 

Founder: Organizational Zoo Ambassadors Network

Mb. +61 413 047 408  Skype: Arthur.Shelley  Twitter: @Metaphorage

LinkedIn: https://www.linkedin.com/in/arthurshelley/

Free behavioural profiles: www.organizationalzoo.com

Blog: www.organizationalzoo.com/blog

Creative-Melbourne-Banner_2018_Final_Smaller

 

 

From: SIKM@groups.io <SIKM@groups.io> On Behalf Of Edwin Morrris
Sent: Tuesday, 14 April 2020 12:41 AM
To: SIKM@groups.io
Subject: [SIKM] KM Support

 

Dear Forward Thinkers of the Knowledge Management Community,

 

We ask for action and support from you. Pioneer Knowledge Services seeks your financial support in the form of a tax deductible donation.

 

Why help us? Because the missions of our for-profit advising (or consulting) competitors call them to generate profit (or increase shareholder wealth) by helping organizations achieve their goals. PKS’s mission calls us to bring grant and other philanthropic resources to the table, in addition to our expertise, to support organizations in realizing goals.

We are:

 

Vision: We inspire cultures that value knowledge as an asset.

 

Mission: We work with organizations to enhance their ability to gather, develop, share, and make more efficient the handling of information and knowledge that will better position organizations to achieve their goals.

 

 

If you find value by the programs we provide please consider committing to a recurring donation. Any amount is appreciated. If you are passionate about #KM please consider helping us. Please connect to https://lnkd.in/e4PNHyj

 

 

Be safe.

 

Yours in knowledge,

Edwin

 

 

Check out our latest podcast:  Because you need to know        


Edwin K. Morris
President and Founder of Pioneer Knowledge Services

Official Trademark PKS Logo 45x45

What is Knowledge Management?

Office 716.995.4461

234.542.5836 fax

https://pioneer-ks.org/  

 


Latest podcast release #podcast

Arthur Shelley
 

Thanks Edwin and Dave,

 

Good conversation today.

When do you think you will post the recording from today (and your previous one with me?)

I think this one has a “now” flavour that may reduce in impact as time passes (although it will remain highly relevant – it will get a greater attention and stimulate more reflection/conversation given the current context.

As Dave stated, learning in the moment and acting on this in real time will optimise the social benefits from the resource.

 

Regards

Arthur Shelley

Producer: Creative Melbourne

Author: KNOWledge SUCCESSion  Sustained performance and capability growth through knowledge projects

Earlier Books: The Organizational Zoo (2007) & Being a Successful Knowledge Leader (2009)

Principal: www.IntelligentAnswers.com.au 

Founder: Organizational Zoo Ambassadors Network

Mb. +61 413 047 408  Skype: Arthur.Shelley  Twitter: @Metaphorage

LinkedIn: https://www.linkedin.com/in/arthurshelley/

Free behavioural profiles: www.organizationalzoo.com

Blog: www.organizationalzoo.com/blog

Creative-Melbourne-Banner_2018_Final_Smaller

 

 

From: SIKM@groups.io <SIKM@groups.io> On Behalf Of Edwin Morrris
Sent: Thursday, 16 April 2020 2:27 AM
To: SIKM@groups.io
Subject: [SIKM] Latest podcast release

 

Might find interesting.
https://soundcloud.com/pioneer-ks/elena-perrier

 

Edwin K. Morris
President and Founder of Pioneer Knowledge Services



What is Knowledge Management?

Office 716.995.4461

234.542.5836 fax

https://pioneer-ks.org/  


Free online course from Stanford on Knowledge Graphs #learning #knowledge-graph

 

This course started 3/31 and is available for anyone to attend/audit for free via Zoom. The previous sessions are recorded and are available for viewing as well. https://web.stanford.edu/class/cs520/

May be of interest to practitioners working on ontology/taxonomy creation and related work. The first session covers the basics of what a knowledge graph is, which may be of interest to a wider range of KM practitioners. 
Regards,
-Tom
--

Tom Short Consulting
TSC

+1 415 300 7457

All of my previous SIKM Posts


Re: SUMMARY & NEXT STEPS: Are there gender differences in posting behavior in this community? #gender #peer-assist

Katrina Pugh
 
Edited

Dear SIKM Leaders Community

Thank you so much for all of your insights on gender and diversity, your Focus Group input, your survey responses, your willingness to volunteer, and your help with drafting of the Blueprint and mini-project plans. I think that Stan joins me in remarking that this enthusiasm for SIKM Leaders is palpable. It portends many more years of exciting knowledge-sharing, problem solving, thought-leadership and....fun! 
 
A THANK YOU
 
Thank you, Stan Garfield, for getting this going, and for advising us through the process. Special thanks to my co-leaders, Nancy Dixon, Susan Ostreicher, Ivan Butina and Aprill Allen, who toiled tirelessly on the Blueprint and mini projects. 
 
And, thanks especially to the rest of the Focus Groups, who joined us from three continents 5 time zones and many different industries and disciplines:

 

  • Catherine Shinners
  • Cayly Dixon
  • Dee Anne Gavelick
  • Howie Cohen
  • Karla Phlypo
  • Katrina Pugh
  • Liz Fite
  • Madelyn Blair
  • Nancy White
  • Rob Bogue
  • Tom Barfield 
  • Tom Short

 

 
UPLOADED
 
Please see this folder "Blueprint for SIKM Leaders" https://groups.io/g/SIKM/files/Blueprint%20for%20SIKM%20Leaders  This contains:
 
1. The SIKM Leaders Blueprint. This describes the norms of group, as well as guidelines and investments you recommended in the November online discussion, focus groups, and survey. 
 
2. Annex with mini-projects: At the end of the Blueprint is an "Annex" containing near term projects. We synthesized your inputs into a simple model of rotating "Community Managers/Champions," who, in turn, will lead SIKM collaborations. For now, you suggested these collaborations be peer assists/live discussions on interesting topics, searchable member profiles, and groups.io tool optimization.  (We'll likely add Annexes over time.) To get to the Annex, jump down to the orange section.  You'll see:
  • First group of Community Managers/Champions (we had about 20 additional volunteers who will rotate in)
  • A ranking of KM discussion topics you recommended under live sessions/peer assist. 
  • Peer assist/live session volunteers. 
3. Demographics from the 50+/- respondents of the March survey. You will notice some striking stats on who responded: Largest group was the veterans, and folks from the United States. You expressed you hoped to broaden the diversity and inclusiveness of SIKM, and we hope that the Blueprint and mini-projects will help. 
 
NEXT STEPS:
 
1. There were about 30 people who volunteered to be community managers/champions. The first group will kick-off, led by Ivan and Aprill, on * May 1 *. Please look for an email with details. 
 
2. In turn, Community Managers/champions will work with Susan and Nancy to plan peer assists, live sessions, and discussions about using Groups.io more intensively. For those of you who signed up to help, look out for emails regarding planning. All events will be open to all, and will be announced as an SIKM leaders groups.io thread. 
 
~~~~~~~~~~~~~~~~~~~~~~~~~~~
 
Be safe and sane during this time of global pandemic. Please don't hesitate to reach out to Ivan Butina (ivan.butina@...) if you missed the survey and want to volunteer. 
 
Warmly,
Kate Pugh
 
SIKM Diversity project conveners: 
  • Stan Garfield
  • Aprill Allen
  • Nancy Dixon
  • Ivan Butina
  • Susan Ostreicher
  • Kate Pugh
 
 
Katrina Pugh
AlignConsulting | Collaboration AI and Strategy 
Columbia University | Info and Knowledge Strategy Master's Program Faculty
Mobile 617-967-3910

On Sat, Apr 11, 2020 at 9:33 PM Alina Pukhovskaya <alina.pukhovskaya@...> wrote:
Thank you Katrina for detailed update! 
I really appreciate the initiative and will check if I can be useful as volunteer too. Actually I did learn A LOT from the PDF summary that you sent out before. I am currently addressing this topic in a different community and trying to learn from both cases. 

On Wed, Apr 8, 2020 at 5:05 PM Katrina Pugh <katrinabpugh@...> wrote:
Hello, Alina and SIKM Leaders community
 
Thank you for asking about the SIKM gender/diversity initiative! 
 
We had a good response to the survey about the draft SIKM Blueprint. Next steps are to compile the ideas and topic suggestions, and to kick off a few projects with the volunteers who raised their hands. More detail to follow, but I can write that the potential projects (and initial volunteer organizers) are:
 
1. Community managers (Ivan Butina and Aprill Allen)
 
2. Live Discussions/Live Peer Assists (Nancy Dixon) 
(Many topics were crowd-sourced in the Survey.)
 
3. Using Groups.io (Susan Ostreicher)
(Update/make searchable our SIKM profiles, find threads, create tags, do polls, etc.)
 
4. Revise and post the Blueprint with your input from the survey (Stan Garfield, Kate Pugh, Nancy Dixon, Susan Ostreicher)
 
I'm happy to say that over 50 volunteers raised their hands, with great topic ideas. These discussions/projects will not only expand our learning, but also push forward the knowledge management / knowledge integration discipline.  
 
Please email Nancy, Susan or me privately if you missed the survey and want to volunteer.  
 
This has taken longer due to the Corona Virus, and we apologize. Stay tuned for more information on the Blueprint and projects -- and thanks for your tremendous inputs!
 
Kate, Nancy, Susan 
 
Katrina Pugh
AlignConsulting | Collaboration AI and Strategy 
Columbia University | Info and Knowledge Strategy Master's Program Faculty


On Mon, Apr 6, 2020 at 6:16 PM Alina Pukhovskaya <alina.pukhovskaya@...> wrote:
I really enjoyed this discussion. I wonder if there is a follow up that I missed? Thank you! 
 
Best, 
Alina Pukhovskaya 
 

On Wed 4 Dec 2019 at 19:12 Katrina Pugh <katrinabpugh@...> wrote:
Hello, SIKM Community
I hope you all had great a Thanksgiving in the US (and that the international community enjoyed not having to entertain a dozen people!)
 
I’m re-sending the summary and next steps that Nancy Dixon and I wrote from the gender and diversity discussion two weeks ago. Thank you, several of you, who have responded and volunteered. 
 
I’m sending my note again with the summary. Please would you let Nancy and me know if you would like to participate in a live, 1-hour Skype or Zoom with fellow SIKM’ers to evaluate the SIKM design/facilitation/operation ideas that people proposed? We’d like to have the meetings later in December at times suitable for different time zones.
 
Thanks
Kate

Katrina Pugh
AlignConsulting | Collaboration, Analytics and Strategy
Columbia University | Information and Knowledge Strategy Master of Science Program
Mobile: 617-967-3910

Begin forwarded message:

From: "Katrina Pugh via Groups.Io" <katrinabpugh@...>
Date: November 27, 2019 at 2:15:04 PM EST
To: SIKM@groups.io
Subject: [SIKM] SUMMARY & NEXT STEPS: Are there gender differences in posting behavior in this community?
Reply-To: SIKM@groups.io

 
Hello, SIKM Community 
 
Thank you for your courageous and insightful comments on your experience of gender and difference in our SIKM community. Nancy Dixon and I read every line in every post, parsed them, coded them, tallied common themes, and summarized this for us all to consider.(Please see attached.) (nancydixon@..., Katrinabpugh@...)
 
We summarized this with the goal of inquiring, not placing judgment. We may have missed some nuances or thoughts, so, please feel free to send us updates (emails in the attached).
 
Next steps will be two live one-hour discussions each including approximately six people, and representing a balance of genders, regions, experience levels and job types. If you would like to be a part of these discussions, please let Kate Pugh and Nancy Dixon know (emails in the attached), and if there is space available, we will contact you.. 

We hope to conduct those discussions over the next month, and bring back concrete recommendations. We will also conduct a survey of the full community to assess those recommendations. 
 
Thanks and Happy Thanksgiving!
Kate and Nancy
 
Katrina Pugh
AlignConsulting | Collaboration AI and Strategy 
Columbia University | Info and Knowledge Strategy Master's Program Faculty
Mobile 617-967-3910
 
 

 

 

--
Best regards,
Alina Pukhovskaya

 

 

 

 


 
--

 

 


Re: Sharing my article on KM in the times of Covid #COVID-19

 

Hi Nirmala,

I completely agree that the focus is once again first on tools and not in the way how to intelligently use them. Here my thoughts for the same topic:
https://www.linkedin.com/pulse/knowledge-management-age-corona-pavel-kraus/

Regards,
Pavel

Hope this article resonates with all the KMers here. 



Re: Getting Document Naming Conventions Adopted #content-management #governance

Jonathan Ralton <jonralton@...>
 

Yes, thanks David for reminding us of this point about modified dates changing continuously... this is definitely something to watch out for especially as the latest versions of Office 365's Word/Excel/PowerPoint have AutoSave turning on by default. With increased co-authoring (multiple authors working on the same document concurrently via a collaboration platform such as Teams or SharePoint), the modification date/time is constantly updated often with just viewing. Additionally with an Excel document, if one does not change the data/contents but applies filters, sorting, etc. that still records as a change, causes a save, and those non-data/non-content alterations are set for everyone else viewing that document afterward. It can be extremely disorienting to others opening the file down the road.

As far as the naming format suggestions, I prefer CMSs to handle versioning and not save _v2.xxx files. Including a version requirement in your naming standards could continue to encourage the separate saving of versions instead of letting the systems handle this for you. If you're dealing with just a network drive/cold storage location, then that is irrelevant of course.

Jonathan

On Tuesday, April 21, 2020, 7:59:35 AM EDT, David Eddy <deddy@...> wrote:

2/ - I advocate using YYYYMMDD as a document PREFIX in many situations.  Relying on which ever software that's currently in vogue is risky.  I have experienced software that modifies the modification date simply by viewing the document.  People who embrace good filing practices tend to mentally file documents by events & time frames.  Dates as prefix make it easier to narrow in on "...that project I was working on just before Covid-19 hit..."



Re: Getting Document Naming Conventions Adopted #content-management #governance

Murray Jennex
 

I'll add that it also works best where all the users have the same common context of understanding, meaning they all know the knowledge domain.  I found that once you start trying to use naming conventions that all knowledge users in an organization can follow, unless it is a pretty small organization it falls apart pretty quickly and the names become less and less meaningful....murray jennex

My experience goes back to Y2K once again.  We tried to use naming conventions for all electric utilities around the world.  It didn't work, too many language and cultural issues to make it happen and too much difference in the knowledge background of users.  What we found was that which worked for a single company couldn't be expanded to a region, country, or global.  Heck, I found that it was nearly impossible to use meaningful naming conventions in my very large organization.  What worked for nuclear didn't work for hydro or conventional plants or the transmission people.  What I learned is what sounds like a good idea is incredibly difficult to implement.  And this is still true, I do consulting to different utilities and each is their own world with their own language and culture.


-----Original Message-----
From: David Eddy <deddy@...>
To: SIKM@groups.io
Sent: Tue, Apr 21, 2020 4:59 am
Subject: Re: [SIKM] Getting Document Naming Conventions Adopted #guidelines

As you may or may not have experienced "naming conventions" is a very personal, perpetually contentious issue.

Creating "good names" works when there is a single control point.   The people who create the content IN THE DOCUMENTS are NOT that control point.  Point being: take the content creators out of the process of creating good, meaningful, consistent document names.

>
> I have a proposed convention, which is simply "Project_Subject_YYYYMMDD_v#", although I am considering dumping the date and version # since box handles this on its own
>

1/ - YYYYMMDD is absolutely ONLY correct, unambiguous date format.

2/ - I advocate using YYYYMMDD as a document PREFIX in many situations.  Relying on which ever software that's currently in vogue is risky.  I have experienced software that modifies the modification date simply by viewing the document.  People who embrace good filing practices tend to mentally file documents by events & time frames.  Dates as prefix make it easier to narrow in on "...that project I was working on just before Covid-19 hit..."

______
David Eddy
Boston SIKM
781-455-0949


Re: Getting Document Naming Conventions Adopted #content-management #governance

 

Hello Gabriela, 

How about adding the meta data? how does the search work in the system? these might be important things to consider otherwise document storage won't be used efficiently.

Best regards, Deependra


Re: Getting Document Naming Conventions Adopted #content-management #governance

Stan Garfield
 


Knowledge Management Architect Position #jobs

 

Hi everyone -
Here is a Knowledge Management Architect position opening at Atlassian - based in Austin.

Catherine




CATHERINE SHINNERS

DIGITAL WORKPLACE for Business Transformation

650.704-3889 mercedgroup.com Silicon Valley USA   

catherineshinners@...

 

digital workplace | communications | change management |  knowledge management | community management | Prosci certified change professional





April 2020 SIKM Call: Chris Collison - Chefs’ Stories from the KM Cookbook #monthly-call #standards

Stan Garfield
 

TO: SIKM Leaders Community

Today we held our 176th monthly call. 
Here are the details.

Thanks to Chris for presenting, to Kate Pugh, Dan Ranta, Paul Corney, and Ivan Butina for their questions, to Mary Abraham and Catherine Shinners for live tweeting, and to those who attended. Please continue the discussion here by replying to this thread.


Re: April 2020 SIKM Call: Chris Collison - Chefs’ Stories from the KM Cookbook #monthly-call #standards

Tom Barfield
 

Today’s slides posted on OneDrive - Slides

 

 


Re: April 2020 SIKM Call: Chris Collison - Chefs’ Stories from the KM Cookbook #monthly-call #standards

 

Slideshare link in invite is generic - anyone have full link to Chris’s slides?
--
-Tom
--

Tom Short Consulting
TSC

+1 415 300 7457

All of my previous SIKM Posts


KM Webinar today at 1:00 CT - Revitalizing Your KM Strategy for Digital Transformation #webinar #strategy #transformation

Tom Barfield
 

I have some time on the webinar today to share my perspectives and Keeeb's vision - please join me.

Use this link to register for the free webinar: http://www.kmworld.com/webinars/roundtable/21apr2020/kee3

The webinar starts at 1 CT.

Tom


Re: April 2020 SIKM Call: Chris Collison - Chefs’ Stories from the KM Cookbook #monthly-call #standards

Mary Abraham
 

Apologies, Stan! I see how this works now. 

Please ignore my previous question. 

Best,
Mary

On Tue, Apr 21, 2020 at 10:21 AM Mary Abraham via groups.io <kmadvice=gmail.com@groups.io> wrote:
Hi Stan,

Thanks for this reminder. I’m looking forward to hearing Chris. For those of us who do not have Microsoft, is there another way to see the slides?

Many thanks.

Best,
Mary

On Mon, Apr 20, 2020 at 7:55 AM Stan Garfield <stangarfield@...> wrote:

This is a reminder of tomorrow's monthly call from 11 am to 12 noon EDT.

  • April 21, 2020 SIKM Call: Chris Collison - Chefs’ Stories from the KM Cookbook
  • Slides - I was unable to upload the file to SlideShare, so it is in OneDrive. There is no live screen sharing - you follow along by advancing the slides yourself.
  • For online chat, use the group chat in FreeConferenceCall.com, or visit tchat.io and sign in with your Twitter account, or use the #KMers hashtag directly in Twitter.
  • The story of our community

SIKM Leaders Community Monthly Call

  • When: Tuesday, April 21, 2020, 11:00 AM-12:00 PM Eastern Daylight Time
  • Where: (712) 770-4035 (US and Canada) Passcode 178302
  • International Dial-in Numbers
  • You can join online using your computer’s speakers and microphone at http://join.freeconferencecall.com/stangarfield
    - Online Meeting ID: stangarfield
  • If you join online, be sure to click on the grey phone icon and then choose your audio preference. If your audio is live, you should see a red phone icon.
  • If you have problems connecting, call customer service at 844-844-1322.
  • Occurs the third Tuesday of every month from 11:00 AM to 12:00 PM Eastern Time (USA)
  • Community Site 
  • Slides - There is no live screen sharing - you follow along by advancing the slides in SlideShare.
  • Previous Calls
  • Future Calls
  • Calendar

--


Re: April 2020 SIKM Call: Chris Collison - Chefs’ Stories from the KM Cookbook #monthly-call #standards

Mary Abraham
 

Hi Stan,

Thanks for this reminder. I’m looking forward to hearing Chris. For those of us who do not have Microsoft, is there another way to see the slides?

Many thanks.

Best,
Mary

On Mon, Apr 20, 2020 at 7:55 AM Stan Garfield <stangarfield@...> wrote:

This is a reminder of tomorrow's monthly call from 11 am to 12 noon EDT.

  • April 21, 2020 SIKM Call: Chris Collison - Chefs’ Stories from the KM Cookbook
  • Slides - I was unable to upload the file to SlideShare, so it is in OneDrive. There is no live screen sharing - you follow along by advancing the slides yourself.
  • For online chat, use the group chat in FreeConferenceCall.com, or visit tchat.io and sign in with your Twitter account, or use the #KMers hashtag directly in Twitter.
  • The story of our community

SIKM Leaders Community Monthly Call

  • When: Tuesday, April 21, 2020, 11:00 AM-12:00 PM Eastern Daylight Time
  • Where: (712) 770-4035 (US and Canada) Passcode 178302
  • International Dial-in Numbers
  • You can join online using your computer’s speakers and microphone at http://join.freeconferencecall.com/stangarfield
    - Online Meeting ID: stangarfield
  • If you join online, be sure to click on the grey phone icon and then choose your audio preference. If your audio is live, you should see a red phone icon.
  • If you have problems connecting, call customer service at 844-844-1322.
  • Occurs the third Tuesday of every month from 11:00 AM to 12:00 PM Eastern Time (USA)
  • Community Site 
  • Slides - There is no live screen sharing - you follow along by advancing the slides in SlideShare.
  • Previous Calls
  • Future Calls
  • Calendar


Re: Getting Document Naming Conventions Adopted #content-management #governance

Dennis Thomas
 

On April 21, 2020 at 9:21:36 AM, Gabriela Fitz (gabi@...) wrote:

Thanks Stephen, I appreciate this insight! My concern with just focusing on folders is that staff can share a document outside of a folder that someone doesnt have access to or visiblity into and then that file loses all relevant context.

David, I agree that this has to be automated to some degree and its super helpful to my thinking to focus on, as you say the "choke" point. Perhaps automating the addition of a folder name and date to what the document creator cooks up as the subject of the document could be a happy medium between what Stephen is suggesting and the idiosyncrasies of box, which you rightly point out may not be the platform they use for the long term!

I've already learned so much in just these few exchanges, thank you! Would love to hear from others as well.

Best,
Gabi



On Mon, Apr 20, 2020 at 6:36 PM Stephen Bounds <km@...> wrote:

Hi Gabriela,

I would sound a note of caution about the use of document naming standards as a general practice. Noting that:

  • There is an increased cost of storage to use a naming standard
  • Benefits of naming generally rely upon frequent retrieval, but some studies found that over 30% of stored documents are never referenced again
  • Benefits may rely upon achieving a high level of compliance, and if so, remember that implies additional costs of enforcing compliance

you should absolutely strive for the minimum level required to achieve meaningful benefits (which may be zero).

Folder naming standards can be more productive since they scale -- that is, a single act of labelling applies to all documents contained within it, as long as there is an efficient way to store documents directly into a named folder. If people are manually navigating through a structure to save, that is generally about the same cost as manually typing a name, although less prone to data errors. This principle applies generally to all taxonomic structures.

Cheers,
Stephen.

====================================
Stephen Bounds
Executive, Information Management
Cordelta
E: stephen.bounds@...
M: 0401 829 096
====================================
On 21/04/2020 7:05 am, Gabriela Fitz wrote:
Hi Tom:

Yes, we are focusing on three things related to document management in box (which is the primary document storage platform for the organization): 1) document naming practices, 2) document sharing practices, and 3) creating/flagging authority documents. The one that I am tackling first and am unsure about is the document naming practice. I have a proposed convention, which is simply "Project_Subject_YYYYMMDD_v#", although I am considering dumping the date and version # since box handles this on its own and it might simply be too much to ask staff to put this into the name itself. If we can get them to clearly name the document and always upload a "new version" to box then that might be enough. I just don't know how particular to get in an org that right now doesn't have any naming conventions at all and don't want to be switching up the instructions anytime in the near future.

Hope that helps? I appreciate any insights you can offer!

Gabi


On Mon, Apr 20, 2020 at 12:19 PM Tom Short <tshortconsulting@...> wrote:
Can you share your partially drafted best practices to give us a sense of what your current thinking is? It would  help me better understand what you’re trying to do. 

Thanks. 



On Mon, Apr 20, 2020 at 10:01 AM Gabriela Fitz <gabi@...> wrote:

Hi All:

I hope this finds everyone safe and well. 

I have a question that is very in the weeds but I am hoping someone finds it interesting enough to help :)

I am working on a number of knowledge governance issues with a client and one of the "tiny habits" we are trying to change in order to improve search and discovery is how staff name their documents in box. I have a set of best practices partially drafted but thought I would ask you all for any practical advice and experience on implementing naming conventions before I get too detailed in my guidelines.

I don't expect this organization to wholesale adopt a shared practice around document naming (there are lots of staff whose professional identities are grounded in their sense of autonomy) but even a partial alignment of practices would go a long way!

I welcome any input and advice.

Many thanks,

Gabriela Fitz
Think Twice LLC
www.thinktwicellc.com

--
~Tom

Tom Short Consulting
 
+1 415.300.7457 

--
-Tom
--

Tom Short Consulting
TSC

+1 415 300 7457

All of my previous SIKM Posts



--

Gabriela Fitz

Think Twice LLC

773.882.8250 | LinkedIn

www.thinktwicellc.com

Preferred Pronouns: she/her/hers






--

Gabriela Fitz

Think Twice LLC

773.882.8250 | LinkedIn

www.thinktwicellc.com


Preferred Pronouns: she/her/hers





Re: Getting Document Naming Conventions Adopted #content-management #governance

Gabriela Fitz
 

Thanks Stephen, I appreciate this insight! My concern with just focusing on folders is that staff can share a document outside of a folder that someone doesnt have access to or visiblity into and then that file loses all relevant context.

David, I agree that this has to be automated to some degree and its super helpful to my thinking to focus on, as you say the "choke" point. Perhaps automating the addition of a folder name and date to what the document creator cooks up as the subject of the document could be a happy medium between what Stephen is suggesting and the idiosyncrasies of box, which you rightly point out may not be the platform they use for the long term!

I've already learned so much in just these few exchanges, thank you! Would love to hear from others as well.

Best,
Gabi



On Mon, Apr 20, 2020 at 6:36 PM Stephen Bounds <km@...> wrote:

Hi Gabriela,

I would sound a note of caution about the use of document naming standards as a general practice. Noting that:

  • There is an increased cost of storage to use a naming standard
  • Benefits of naming generally rely upon frequent retrieval, but some studies found that over 30% of stored documents are never referenced again
  • Benefits may rely upon achieving a high level of compliance, and if so, remember that implies additional costs of enforcing compliance

you should absolutely strive for the minimum level required to achieve meaningful benefits (which may be zero).

Folder naming standards can be more productive since they scale -- that is, a single act of labelling applies to all documents contained within it, as long as there is an efficient way to store documents directly into a named folder. If people are manually navigating through a structure to save, that is generally about the same cost as manually typing a name, although less prone to data errors. This principle applies generally to all taxonomic structures.

Cheers,
Stephen.

====================================
Stephen Bounds
Executive, Information Management
Cordelta
E: stephen.bounds@...
M: 0401 829 096
====================================
On 21/04/2020 7:05 am, Gabriela Fitz wrote:
Hi Tom:

Yes, we are focusing on three things related to document management in box (which is the primary document storage platform for the organization): 1) document naming practices, 2) document sharing practices, and 3) creating/flagging authority documents. The one that I am tackling first and am unsure about is the document naming practice. I have a proposed convention, which is simply "Project_Subject_YYYYMMDD_v#", although I am considering dumping the date and version # since box handles this on its own and it might simply be too much to ask staff to put this into the name itself. If we can get them to clearly name the document and always upload a "new version" to box then that might be enough. I just don't know how particular to get in an org that right now doesn't have any naming conventions at all and don't want to be switching up the instructions anytime in the near future.

Hope that helps? I appreciate any insights you can offer!

Gabi


On Mon, Apr 20, 2020 at 12:19 PM Tom Short <tshortconsulting@...> wrote:
Can you share your partially drafted best practices to give us a sense of what your current thinking is? It would  help me better understand what you’re trying to do. 

Thanks. 



On Mon, Apr 20, 2020 at 10:01 AM Gabriela Fitz <gabi@...> wrote:

Hi All:

I hope this finds everyone safe and well. 

I have a question that is very in the weeds but I am hoping someone finds it interesting enough to help :)

I am working on a number of knowledge governance issues with a client and one of the "tiny habits" we are trying to change in order to improve search and discovery is how staff name their documents in box. I have a set of best practices partially drafted but thought I would ask you all for any practical advice and experience on implementing naming conventions before I get too detailed in my guidelines.

I don't expect this organization to wholesale adopt a shared practice around document naming (there are lots of staff whose professional identities are grounded in their sense of autonomy) but even a partial alignment of practices would go a long way!

I welcome any input and advice.

Many thanks,

Gabriela Fitz
Think Twice LLC
www.thinktwicellc.com

--
~Tom

Tom Short Consulting
 
+1 415.300.7457 

--
-Tom
--

Tom Short Consulting
TSC

+1 415 300 7457

All of my previous SIKM Posts



--

Gabriela Fitz

Think Twice LLC

773.882.8250 | LinkedIn

www.thinktwicellc.com

Preferred Pronouns: she/her/hers






--

Gabriela Fitz

Think Twice LLC

773.882.8250 | LinkedIn

www.thinktwicellc.com


Preferred Pronouns: she/her/hers




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