Phhim Han Quoc Us Long Tieng

Avoid. Sort. Recycling. - Information Management in the Digital Age.

Goethe's Faust (Part Two)
"For the moment I say` Dared: Abide, you are so beautiful! The traces of my earthly days not go down in eons. In anticipation of such a high level of happiness. Enjoy `I am now the highest moment."

base
Digital communication is both a blessing and a curse. They facilitate work processes and exchange in human relations. And are, but also some dangers. The most important problem areas of digital communications Overview:

first Information overload
The daily amount of information to be processed is increasing, their quality, however from. Information is not always informative, but often unnecessary.
The selecting of the key messages takes time and energy.

second Many communication channels
There are a variety of communication channels on which messages can be sent. Many of us have at least three phone numbers, two e-mail addresses and three IM accounts. Accordingly, three mailboxes bugged bins emptied two input and three instant messaging window will be monitored.

third Synchronization of the media
information is exchanged in an ever-increasing pace. Response times are reduced to a few hours. The digital age is characterized by a new era.

Lothar Seiwert, an expert on the subject of time and self-management:
"A Web year we required, with its crowded electronic mailboxes, the workload of the three" traditional [1]

fourth "from years of work!" Limited resources
The ability of the human brain to process information is limited. We are not able to work faster, do much the same time. We can only get better economical with our forces.

The digital era requires new strategies for dealing with the modern information and Communication technologies. What strategies can benefit everyone the benefits of digital communication, without getting lost in it, I will highlight below.

[1] Seiwert, L. (2006)

Camila Rodriguez Travestis

The technique is to blame!

One might naively approach the problem, according to the motto: "The technique is to blame! We change the technology! "But there is no way back, to the" by the exchange. The mobile phone has become an important commodity - no one wants to miss it. Even the Internet has become in most homes to the normal facilities such as a washing machine or television.

Nevertheless, communication technologies can be optimized in different ways: first
reduction of the channels to send messages to
Instead many communication channels, the mobile wireless technologies, Internet and broadband communication channel, and merge into a so-called Unified Communication in the lead [1] . Therefore each user a personal IP address would [2] obtained for all devices. Thus, he would no longer monitor three telephones, two e-mail addresses and three IM accounts, but would be accessible through an address or not. A Inbox [3] would collect all incoming messages and make them available on call.

second Integration of different communication media
Not only the channels should also consider the input and output devices can be reduced. The user sends and receives text or voice messages through one and the same interface An integrative system leads to forward the message to the appropriate channel and transforms them as necessary in a different form, such as a written e-mail to a voice mail [4] .

Unified Communication for garnet, J. (2007), p. 213

third Attendance management To reach the total
to counter would be established a reliable presence management. Before the user submits a message, it is known whether the recipient is reachable or not. Thus, the sender better estimate of when it receives a response. The recipient in turn is taken, the social pressure to respond immediately to a message. With the help of profiles, for example "work", "family" or "friends", the receiver can determine which messages get through immediately and which arrive later.

[1] Granat, J. (2007)
[2] Internet protocol address
[3] inbox
[4] voice message

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digression Microsoft Research

Microsoft is already working on a technical solution to information overload are the Lord, after it has accelerated as other software companies even decades information channels for years.

first Software "Scope"
The software "Scope" [1] is a notification platform, which will guarantee that the computer passes only the information that is important, and only then, if we just does not interfere. Information should be recorded at a glance and interruptions avoided by a change of media be.
"Scope" consists of a circular, multicolored radar [2] , which is divided into four sectors. This includes the four dimensions of communication E-mail (Inbox) , Webbenachrichtigungen (alerts) , tasks (tasks) and calendar (Meetings) organized. The radar is divided into three rings with different emergencies. In the center of news, or tasks are high priority. In the middle circle, things are placed with normal priority. At the periphery of all other things being arranged with low urgency. The inbox is a Unibox , ie it collects all messages from various communication channels.

"Scope" provides for two different modes: In the peripheral mode (low LOD) is the radar in a small corner of the screen. In the active interaction mode (high LOD) the radar is in full screen on the screen.


Mock-up, Microsoft Research

The four sectors are symbols that represent different media and conditions. Thus, the symbol that stands for a new e-mail, for example, the color pink, a read e-mail the color white. An overdue E-mail is characterized by a fuzzy glow edge. The sign "-" for a mail that is addressed only to me. With a "y" messages are provided, which are addressed to me and a few other receivers. These

I believe it is this software a good mental approach. One can see parallels to Unified Communication , which also provides for a pooling of multiple communication channels.
must, however, all parameters are preset by the user. There is a danger that a message is caught by an unknown person on the periphery, although it contains important information. Furthermore, it is not unterchieden between important and urgent. A usability test [3] led by Microsoft, that the iconography of symbols on the radar is very abstract. A special training is needed to learn the symbolism.

second Notification Manager
This research approach to Eric Horvitz of Microsoft Research goes even further than the software scope. The aim of the Notification Manager [4] is to identify computer-based, if a knowledge worker has time for a break or needed all his concentration for the task in which he is straight. This attention is seen as a valuable asset which has a price. The software model measures the cost of an interruption to the benefits it produces. This cost is a factor I - Interruptability pay, one would, to avoid the interruption. [5]
In a training phase, the user is asked to estimate the cost of an interruption occurring around. A standard interrupt it costs $ 1. [6]

Interruption Workbench, Microsoft Research

decision model, Microsoft Research

visual alerts in the form of notes, Microsoft Research

are subsequently collected on several different levels, to find out what the knowledge workers now. A head-tracking system records the activity on the display constantly. Cameras and microphones to register sounds, facial expressions and gestures of the user. A motion sensor followed his movements. It is concluded that the knowledge worker is doing - whether he researched, for example, reads a text or talks to colleagues.
This information is synchronized with the calendar, and day and time and tested against their Interruptability . In a decision model will be the amount of work, work focus and the expected cost weighed. The Notification Mangager will then decide whether it transmits an incoming email or holding them back and only supply those if the person is ready to shoot. So-called

Visual Alerts illustrate the expected cost of interruption and the usefulness of the information presented. [7]

Intelligent communication filtering for many years is announced by Microsoft, but it is not operational. [8] This is perhaps because the idea is that monitors, as in a container BigBrother 24 hours, the least attractive is. Moreover, in principle, remains open: Would the user can remove the organization of their work of intelligent machines at all? Can the ability to learn computer the individuality of its users are just? [9]
Unfortunately, the implementation of the communication platform also crucial shortcomings: the Interruption Workbench itself was perceived as disruptive, as the pop-up window links our attention to an excessive degree. The Visual Alerts in their visual design rather than distraction promotes eye care.

[1] Microsoft Research, van Dantzich, M., Robbins, D., Horvitz, E., Czerwinski, M.
[2] Meckel, M. (2007)
[3] Microsoft Research, van Dantzich, M., Robbins, D., Horvitz, E., Czerwinski, M.
[4] Notification Manager, Horvitz, E., Kadie, Paek, Hovel (2003)
[ 5] Ibid
[6] ibid
[7] Horvitz, E., Apacible (2003)
[8] Ramge, Th (2007)
[9] Wernecke, M. (2007)

How can

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Communication Cultural Change

described, the "culprit" - the technology itself - to be improved in some points. Control of our information and communication flows, however, we must acquire and maintain themselves. This can relieve us of any Software, unless we want the computer can dictate what we spend our lifetime.
reasonable and more sustainable is a cultural change in dealing with the modern communication technologies. The individual must be responsible to deal with information. He should be the motto "avoidance. Sortieren.Verwerten. " [1] be heeded. As with the dual system is at the top of the roots of terrorism - the avoidance of garbage. Following this information should be "separated", that is selected, sorted and prioritized. Only then can the information "recycled" and, where appropriate, be stored.

garbage prevent internal
A qualitative study has drawn up on behalf of the Federal Institute for Occupational Safety and Health [2] some basic rules for avoiding unnecessary emails.

first Select recipients
As information copied and distributed by internal mail in a company, were given only the people the information they needed really. Instead of simply sending an email by clicking on the whole company in the digital age, recipients should be carefully selected.

second Bring on the clog-to Holschuld
Instead mailboxes with information from the e-mail distribution, information should be easy to find are stored in one place, for example on the intranet or internal databases. [3]

third CC function only in exceptional cases
"Just FYI" - mails (fyi) are popular, but lead to overcrowded e-mails arrive. Often e-mails to multiple recipients are ignored by the one who needs to read it, definitely.
mails are often sent a copy, because it would protect the sender (cover your ass) or because the manager wants to retain absolute control. [4] should be given as to whether such reinsurance is necessary or whether the sender is not itself has decision.

4th Clear subject lines formulate
subject lines are clear but their degree of relevance can be better estimated by the receiver. The mails are also easier to find.

[1] slogan for the Green Dot
[2] Moser, K., Preising, K., Göritz, AS, Paul, K. (2002)
[3] ibid
[4] Moser, Preising, process Göritz, Paul (2002) and Ramge, Th (2007)

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information filter

information takes time. In order to plan our time wisely and to structure, we must skillfully and consistently prioritize. That is, first, to concentrate on the essential tasks, on the other, the most important information to fulfill this task filter.
Main tasks are those that bring us to our own goals. These aims can be professional or personal nature and follow physical or ideological motives. It is important that these objectives are formulated feasible, measurable and motivating. So you should neither vague nor overly ambitious, neither over-nor under-challenged show.
To filter information, you can make some methods of time management advantage.

ABC analysis
In the ABC analysis [1] , to the Microsoft software "scope" is used, tasks and associated information are divided into the categories "very important" and "important" and "unimportant". The focus information tasks or "high" priority, in the middle of those with "normal" priority and at the edge of those with "low" priority. This organizing principle corresponds to our field: the most important events are happening in our focus and require our undivided attention. Events at the edge of our field of view play a minor role.


ABC analysis; There should be fewer problems with "high priority" than with "normal".

principle to Eisenhower
More complex is the so-called principle after Eisenhower [2] , named after the U.S. President and General Dwight D. Eisenhower, Allied. It provides functions for their importance and urgency to consider. This principle can be applied to the prioritization of information.
important tasks and information are those who bring us our own goals. Urgent tasks or information are time-critical, that is linked to an appointment.
Important and urgent Tasks, so-called A-tasks should be done immediately and efficiently as possible. It is recommended that e-mails from the A-category immediately answered itself. Important focused on our strategic objectives tasks that are urgent but not belong to the B category and are frequently postponed. They should be limited in time and done in low-disturbance periods. E-mails that are assigned to this category should be stored carefully and replied in peace. C
tasks rob us of the time. They usually come from outside and are time critical. They should preferably be minimized and delegates. E-mail this category should collectively be processed or forwarded.
Tasks of the D-category should not be done and can safely be disposed of in the trash. Let them be judged as important, someone will certainly remember it. E-mail this category can be deleted rigeros.


principle according to Eisenhower, The time is often spent for C functions should be invested in B-tasks that are mostly neglected.

should basically be any e-mail or each piece of paper once taken in hand and immediately decide what happens to it. Stack of mail with the label "to do" should be avoided.

courage to Gap: Pareto Principle
The so-called "Pareto Principle" or the "80-to-20 rule" is after the Italian Vilfredo Pareto (1848 -1923) named [3] . It says that many tasks can be done with a use of funds of about 20 percent so that 80 percent of all problems are solved. The
worth courageous enough to leave the : Already 20 percent of all information sheets contain 80 percent of all the relevant information. Furthermore, already 20 percent of working out to 80 percent of the targets. To achieve the full hundred percent, however, would have an unduly large burden to operate, the uneconomic would be.

[1] for Maeda, J. (2006)
[2] Fraunhofer Society, (2002), and Seiwert, L. (2006)
[3] Pareto studied the distribution of national wealth in Italy and found that have about 20% of the families about 80% of assets. Banks should therefore mainly deal with the 20% of the people and the majority of its orders would be assured. In Wikipedia - The Free Encyclopedia, 02/02/2008

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inaccessibility

We have the total accessibility, and stop our principle "anytime, anywhere, anyone" , add a selective accessibility with the guiding principle "sometime, somewhere, someone" . [1]

Therefore the following principles are taken to heart:
- Take your freedom, not to be available, if you do not want to be disturbed!
- All units have a power button. Use it!
- Turn off any signal that announces a new message - whether it is all sound-cascade, a beep or a visual signal! Only then is it possible to bypass the Pavlovian reflex.
- Edit messages in blocks of work and avoid getting media breaks!
- Say response times from before! Rarely, it is necessary immediately respond to a message. In business, you have to answer to, say, 24 hours, an e-mail. [2]
- do not expect others to respond to messages just as fast as you yourself!
- Unlock your phone in meetings, or mute!
- Use your cell phone during an interview!

retrieve e-mails:
E-mails should not be loaded automatically, but at fixed times 2-3 times a day retrieved manually. Messages should not be in between, but always following an activity that can be read at longer intervals. Sun circumvents the so-called contingency [3] when messages are processed in parallel to core tasks.

The former IBM executive Dan Russell ends his emails with the words: "Read your mail just twice a day. . Get your life back and learn to dream again, "He thus a new movement has brought to life - the slow email movement.

[1] Granat, J. (2007)
[2] Seiwert, L. (2006)
[3] ibid
[4] Wernecke, M. (2007)

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quiet hours

We should treat every day quiet hours when we retreat from our day and give us the real important tasks (A-tasks) devote . [1] In this daily break we should not be accessible on and off all communication channels or diverted. In choosing the time-out, the different power curves and interference is observed. Suitable are times when experience less interference, which is usually early morning, midday or late afternoon. Early risers in the morning are especially powerful, long sleepers have for the late afternoon or evening a performance high.

own performance curve and determined susceptibility

As important as silence hours are real breaks, in which we simply do nothing, watch the clouds in the sky or let our thoughts run wild.
In these moments, we pause in our daily life routine and rest of us on an island in the media jungle. This enables us better to keep in the focus of so much information.
to pant instead of the next e-mail or the next incoming call, we should be in the "here and now" live. Our collective attention should be on the present and the task in which we work or the person with whom we are speaking, be dedicated. Thus, our work more effective and our being satisfied.

[1] Fraunhofer Gesellschaft 2002