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REQUIREMENTS FOR  PERSONAL KNOWLEDGE MANAGEMENT TOOLS Max Völkel , Andreas Abecker FZI Forschungszentrum Informatik Karlsr...
Personal  Knowledge Management? <ul><li>Why? </li></ul><ul><li>The knowledge-based organisation is no more effective than ...
Personal Knowledge Management (PKM) <ul><li>What? </li></ul><ul><li>PKM is  </li></ul><ul><li>a set of concepts, disciplin...
Focus of this talk:  PKM Tools <ul><li>Organize often previously unstructured knowledge </li></ul><ul><li>Support personal...
Analyze what knowledge workers do <ul><li>What is note-taking? </li></ul><ul><li>Creating an external reminder (a note, a ...
Knowledge-Cue Life Cycle
Knowledge-Cue Life Cycle
Knowledge-Cue Life Cycle
Knowledge-Cue Life Cycle
Economic Analysis <ul><li>Goals: </li></ul><ul><li>Low costs </li></ul><ul><li>High benefit </li></ul>
Requirements for... <ul><li>(Conceptual) model vs. </li></ul><ul><li>Tool </li></ul>
Req for model:  Knowledge model should be a superset of existing conceptual models <ul><li>To  reuse   content  residing i...
Req: System should run queries automatically <ul><li>Tool requirement </li></ul>
Req: Easy to learn <ul><li>Model and tool requirement: </li></ul><ul><li>Seems obvious </li></ul><ul><li>However, riding a...
What kind of notes? <ul><li>Model and tool requirement: </li></ul><ul><li>Req: User decides on modeling granularity </li><...
Req: Versioning  <ul><li>Allow errors and make it easy to fix them </li></ul><ul><li>Never loose any keystroke </li></ul><...
Interaction for codify and augment process <ul><li>Model and tool requirements: </li></ul><ul><li>Req: Entities need to be...
Interaction for codify and augment process <ul><li>Tool requirements </li></ul><ul><li>Req: Fast entry </li></ul><ul><ul><...
Ways of  adding  structure and formality <ul><li>Model and tool requirements: </li></ul><ul><li>Grouping of items  </li></...
Interaction for retrieval process <ul><li>Model and tool requirements: </li></ul><ul><li>Queries </li></ul><ul><ul><li>Ful...
Expressivity <ul><li>Model and tool requirements: </li></ul><ul><li>Flexible schema  </li></ul><ul><ul><li>Structured quer...
List 1
List 2
Conclusions <ul><li>Long requirements list can be used </li></ul><ul><li>As design specification and research agenda for P...
Try http:// iMapping .info <ul><li>Extends listed requirements with spatial concepts </li></ul>Advertisement  Advertisemen...
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REQUIREMENTS FOR PERSONAL KNOWLEDGE MANAGEMENT TOOLS

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31 Requirements for Personal Knowledge Management Tools. Presented at ICESI2010.

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REQUIREMENTS FOR PERSONAL KNOWLEDGE MANAGEMENT TOOLS

  1. 1. REQUIREMENTS FOR PERSONAL KNOWLEDGE MANAGEMENT TOOLS Max Völkel , Andreas Abecker FZI Forschungszentrum Informatik Karlsruhe 11.06.2010
  2. 2. Personal Knowledge Management? <ul><li>Why? </li></ul><ul><li>The knowledge-based organisation is no more effective than the sum of its knowledge workers’ effectiveness. </li></ul><ul><li>Davenport, 2004 </li></ul>
  3. 3. Personal Knowledge Management (PKM) <ul><li>What? </li></ul><ul><li>PKM is </li></ul><ul><li>a set of concepts, disciplines and tools </li></ul><ul><li>for organizing often previously unstructured knowledge, </li></ul><ul><li>to help individuals take responsibility </li></ul><ul><li>for what they know and who they know </li></ul><ul><li>European guide to good practice in knowledge management CWA 14924-1:2004 E, part 5, p. 12. European Committee for Standardization, 2004 </li></ul>
  4. 4. Focus of this talk: PKM Tools <ul><li>Organize often previously unstructured knowledge </li></ul><ul><li>Support personal note-taking </li></ul><ul><li>Extend the human memory by information management </li></ul><ul><li>Make knowledge workers more productive </li></ul><ul><li>Many PKM tools have been built and even more tools are (ab-)used for PKM tasks. </li></ul><ul><li>How to build a good PKM tool? </li></ul>
  5. 5. Analyze what knowledge workers do <ul><li>What is note-taking? </li></ul><ul><li>Creating an external reminder (a note, a knowledge cue ) to help a person coming back to a previously experienced mental state (knowing something). </li></ul><ul><li>What is a knowledge cue? </li></ul><ul><li>Definition: A knowledge cue is either </li></ul><ul><ul><li>a piece of content , containing </li></ul></ul><ul><ul><ul><li>plain text, </li></ul></ul></ul><ul><ul><ul><li>semi-structured text, or </li></ul></ul></ul><ul><ul><ul><li>arbitrary binary content </li></ul></ul></ul><ul><ul><ul><ul><li>such as images or desktop objects, or </li></ul></ul></ul></ul><ul><ul><li>a connection between other knowledge cues. </li></ul></ul><ul><ul><ul><li>Such connections can be unspecified relations, directed hyperlinks and formal statements. </li></ul></ul></ul>
  6. 6. Knowledge-Cue Life Cycle
  7. 7. Knowledge-Cue Life Cycle
  8. 8. Knowledge-Cue Life Cycle
  9. 9. Knowledge-Cue Life Cycle
  10. 10. Economic Analysis <ul><li>Goals: </li></ul><ul><li>Low costs </li></ul><ul><li>High benefit </li></ul>
  11. 11. Requirements for... <ul><li>(Conceptual) model vs. </li></ul><ul><li>Tool </li></ul>
  12. 12. Req for model: Knowledge model should be a superset of existing conceptual models <ul><li>To reuse content residing in one kind of representation in another tool, it needs to be transformed. </li></ul><ul><li>Convert between n formalisms? </li></ul><ul><ul><li>Naive: n 2 transformations </li></ul></ul><ul><ul><li>Common intermediate formalism: 2n transformations </li></ul></ul><ul><li>Learning a new tool </li></ul><ul><ul><li> user needs to understand the conceptual model of the tool </li></ul></ul><ul><ul><li> Formalism of good PKM tool should be similar to existing models </li></ul></ul>
  13. 13. Req: System should run queries automatically <ul><li>Tool requirement </li></ul>
  14. 14. Req: Easy to learn <ul><li>Model and tool requirement: </li></ul><ul><li>Seems obvious </li></ul><ul><li>However, riding a bicycle is not easy to learn </li></ul><ul><li>Long-term cost/benefit is relevant </li></ul>
  15. 15. What kind of notes? <ul><li>Model and tool requirement: </li></ul><ul><li>Req: User decides on modeling granularity </li></ul><ul><ul><li>Allow very short notes </li></ul></ul><ul><ul><li>Allow very long (and structured) notes </li></ul></ul><ul><ul><li>Less different tools have to be used </li></ul></ul><ul><li>Req: Informal articulation </li></ul><ul><ul><li>Allow user to be informal  lower costs (lower benefit) </li></ul></ul><ul><li>Req: Formal articulation </li></ul><ul><ul><li>Allow user to be formal  more benefit (higher costs) </li></ul></ul><ul><li>Req: Simultaneous use of different levels of formality </li></ul><ul><li>Req: Stepwise formalization </li></ul>
  16. 16. Req: Versioning <ul><li>Allow errors and make it easy to fix them </li></ul><ul><li>Never loose any keystroke </li></ul><ul><li>However, versioning and retrieval is hard </li></ul>
  17. 17. Interaction for codify and augment process <ul><li>Model and tool requirements: </li></ul><ul><li>Req: Entities need to be addressable </li></ul><ul><ul><li>Neglected by many tools! </li></ul></ul><ul><li>Req: Capture the context for cue creation and import </li></ul>
  18. 18. Interaction for codify and augment process <ul><li>Tool requirements </li></ul><ul><li>Req: Fast entry </li></ul><ul><ul><li>Otherwise knowledge model remains empty </li></ul></ul><ul><li>Req: Knowledge model refactoring </li></ul><ul><ul><li>Or model gets cluttered </li></ul></ul><ul><ul><li>This includes deleting content </li></ul></ul><ul><li>Req: Active assistance in maintenance tasks </li></ul><ul><ul><li>“ This is older than…. and has been accessed less than … times …” </li></ul></ul><ul><ul><li>“ This has been searched … times and each time it took (very long)” </li></ul></ul>
  19. 19. Ways of adding structure and formality <ul><li>Model and tool requirements: </li></ul><ul><li>Grouping of items </li></ul><ul><li>Containment relationship </li></ul><ul><li>Optional naming of knowledge cues </li></ul><ul><li>Alternative names </li></ul><ul><li>Order knowledge cues </li></ul><ul><li>Linking </li></ul><ul><li>Hierarchy </li></ul><ul><li>Annotating content </li></ul><ul><li>Tagging </li></ul><ul><li>Classifying items into categories </li></ul><ul><li>Tool requirements </li></ul><ul><li>Simultaneous use of multiple levels of detail </li></ul>Source: Analysis of conceptual models of PKM tools preverbal verbal formal
  20. 20. Interaction for retrieval process <ul><li>Model and tool requirements: </li></ul><ul><li>Queries </li></ul><ul><ul><li>Full-text, semantic, combined </li></ul></ul><ul><li>Browsing (=scanning lists) and following links </li></ul><ul><li>Inverse relations </li></ul>
  21. 21. Expressivity <ul><li>Model and tool requirements: </li></ul><ul><li>Flexible schema </li></ul><ul><ul><li>Structured queries </li></ul></ul><ul><ul><li>Adaptation to domains </li></ul></ul><ul><li>Transclusion </li></ul><ul><ul><li>Avoid copy & paste </li></ul></ul><ul><li>Meta-modeling </li></ul><ul><ul><li>Self-describing model </li></ul></ul>
  22. 22. List 1
  23. 23. List 2
  24. 24. Conclusions <ul><li>Long requirements list can be used </li></ul><ul><li>As design specification and research agenda for PKM tool builders </li></ul><ul><li>To assess the suitability of existing tools for PKM </li></ul><ul><li>Core requirements: </li></ul><ul><ul><li>Trade-off authoring costs and retrieval value </li></ul></ul><ul><ul><li>Step-wise formalization </li></ul></ul><ul><ul><li>Unified knowledge model </li></ul></ul>
  25. 25. Try http:// iMapping .info <ul><li>Extends listed requirements with spatial concepts </li></ul>Advertisement Advertisement Advertisement Advertisement Advertisement Advertisement

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