Usage of intranet tools for knowledge management in a medium-sized software consulting company
Intranet Design
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Transcript of Intranet Design
1
A Conceptual Framework for Intranet Design
• Intranet design should leverage knowledge aboutits internal audience
• Information behaviors, culture, politics are necessaryand important elements of the analysis/design process
• Intranet:Information Resources + Services + IP network
• Many stakeholders:management, IT department, library/information center, userdepartments, employees, content providers, …
3 Guiding Principles
• Analyze organizations as Information Ecologies
• Analyze information behaviors as being shaped byInformation Use Environments
• Design Intranets as Value-Added Processes
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Analyze Organizations as Information Ecologies
Information Ecology• Information Strategy• Information Politics
• Information Behavior & Culture• Information Staff
• Information Processes• Information Architecture
Davenport 1997
Analyze Information Behaviors inInformation Use Environments
Those elements [of the work context] that
• affect the flow and use of information
• determine the criteria by which the value of information messages will be judged.
The elements of the IUE are:
1. sets of people who work on classes of problems
2. problem situations defined by problem dimensions
3. information behaviors: information traits and use.
(Taylor 1991)
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Information Use Environment (1): Sets of People or Users
Information Ecology
Value-added Processes
Problem Situations
Information BehaviorsMajo
r Sets
of User
s
IUEs provide a framwork for analyzing and asking questions aboutinformation preferences, needs, and information use outcomes :Who are the users? What are their information seeking preferences?What are their information needs?What work-related problems do they typically face?What are the attributes of the information that they find useful?How do they use the information?
Taylor 1991
Information Use Environment (2): Problem Situations
Information Ecology
Value-added Processes
Problem Situations
Information BehaviorsMajo
r Sets
of U
sers
Problem DimensionsDesign / DiscoveryWell / Ill-StructuredSimple / Complex
Specific / AmorphousGoalsInitial state understood /NotAssumptions agreedupon / NotAssumptions explicit/NotFamiliar / New
Risky / Not riskySusceptible to analysis /NotInternal / Externalimposition
Taylor 1991, Macmullin & Taylor 1984
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Information Use Environment (3): Information Behaviors
Information Ecology
Value-added Processes
Problem Situations
InformationBehaviorsMajo
r Sets
of U
sers
Information UseCategories:Develop contextComprehend specificproblemFind out what or how to doDetermine the factsVerify, confirmPredict futurePersonal developmentDevelop relationships
Information Traits:Quantitative / QualitativeHard / Soft dataHistorical / ForecastingSingle / Range of solutionsPrecise / Diffused focusPractical / TheoreticalOperational / DescriptiveClinical / AggregatedCausal / DiagnosticTimely / Time-insensitive Taylor 1991, Macmullin & Taylor 1984
Designing Intranets as Valued-Added Processes
Information Ecology
Intranet as Value-added Processes
Problem Situations
Information BehaviorsMajo
r Sets
of U
sers
Information Use Environment
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Designing Intranets as Valued-Added Processes
“I nformation services and systems should be developedas sets of activities that add value to the informationbeing processed in order to assist users to makebetter decisions and better sense of situations, andultimately to take more effective action.”
(Taylor 1986)
Since most messages carry potential for value,value added processes are those activities of information systems andservices that
• can signal this potential, and/or
• can relate the potential to a specific problem in a specific environment.
Valued-added in Information Systems & Services
6. Cost Savings
5. Time Savings
Responsive to specific needs ofperson, problemFlexible, multiple ways of workingwith the information
Closeness toproblemRelevance
4. Adaptability
Reliability, accuracyCurrency, coverage
Evaluatequality
3. Quality
Indexing, abstracts, summaries
References to related informationRanking, recommendations
IntellectualaccessLinkagePrecision
2. Noise Reduction
Table of contentsGrouping information by subject,date, project, …
BrowsingSearchingOrdering
1. Ease of Use
Value-added Activities, FeaturesValuesAdded
User Criteria
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Designing Intranets as Value-added Processes:Information Ecology
Information Strategy Define goals of the Intranet
Examine role of information in organizational mission
Information Politics Need to coordinate, standardize
Establish high-level Intranet Committee
InformationBehavior &Culture
Make it easier to share information
Find people, groups to act as liaison, coordinators
Establish procedures to create, approve content
Information Staff Define, clarify roles for IT and information staff:webmasters, editors, content coordinators, ...
InformationProcesses &Architecture
Create structure for information management
Systematic approach to organizing information:taxonomy, data administration, records management
Designing Intranets as Value-added Processes:Problem Dimensions
DesignDiscovery
Use taxonomy, categories to broaden browsing
Use controlled vocabulary to focus in-depth searching
Well-structured/ Familiar
Ill-structured/ New
Provide checklists, links to forms, policies
Q&A databases, links to examples, cases
Simple
Complex
Templates, bookings/scheduling, work-flow apps
Analytical models; team rooms: discuss, set priorities
Empirical analysis
Not given to EA
Current, authoritative sources; clean, formatted data
Ask experts; online discussion forums (moderated)
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Analysis/Design Framework (1)
1. Analyze organizations as Information Ecologies
2. Analyze information behaviors of major sets of
users in their Information Use Environments
3. Design Intranets as Value-Added Processes
Analysis/Design Framework (2)
1. INFORMATION ECOLOGYAnalyze the organization’s• mission
• intranet's goals and how they help the organization achieve its goals
• information management policies and plans
• information culture: e.g. attitudes towards information, information sharing,information load, and information gathering norms
• information politics
• physical setting and its effects on information access and use
• information staff (e.g. librarians, records managers, information systems staff,communication staff)
• information handling rules & routines for the creation, organizing, storing,disseminating, and preserving of information.
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Analysis/Design Framework (3)
2. INFORMATION BEHAVIORS in INFORMATION USE ENVIRONMENTS
Identify the sets of major users you studied for this project.
What are their information needs, information challenges, and informationseeking preferences?
What problem situations do they typically face that cause them to seek and useinformation? What are the problem dimensions of these situations?
Analyze the traits of the information they find useful.
Analyze how they use this information.
Analysis/Design Framework (4)
3. INTRANETS as VALUE-ADDED PROCESSES
Design value-added processes that:
• address issues or difficulties in the organization's information ecology
• support information use behaviors by increasing the usefulness ofinformation
• create an online work-space for content access, communication, andcollaboration
• facilitate the use of tacit, explicit, and cultural knowledge
• support sense-making, knowledge-creation, and decision-making
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A Framework for Contextual Design
1. Information Ecology
3. Intranet as Value-added Processes
2. Information Use Environment
Problem Situations
Information BehaviorsMajo
r Sets
of U
sers
Student Project Example
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Student Project Example
Designing Intranets as Value-added Processes
Problem Situations
Information BehaviorsMajo
r Sets
of U
sers
Value-added Processes• Fit or improve organization’s information ecology
• Support information behaviors for problem resolution
• Content + communication + collaboration
• Information Architecture for navigating, finding content
• Access to tacit, explicit, cultural knowledge
Examples: search, browse, ask, alerts, expertise directories, FAQs, best practices,meeting minutes, checklists, work-flow, blogs, wikis, polling, discussion groups,communities of practice, ...