Stephen Bynghall explains how to make the most of the tools at your disposal to stay efficient.
So far we’ve covered some of the things you might consider when implementing PKM techniques, as well as some of the tools and technologies that could help. In this final article I’m going to attempt to summarise some tips for successful PKM which have worked for me.
Keep all your contact data up to date in one place
Managing personal relationships is really at the heart of most PKM, so it’s important to keep your contact data up to date in one place.
There are numerous places where contact data is kept. For example, I had a number of lists where details just didn’t match.
Using all these sources, I spent some time constructing a file with all my contact data. I created a spreadsheet because it’s flexible, so I can add an extra column if needed.
I always update it immediately when I get any updated contact information. I’ve also ensured my phone and email address books are in sync.
Organising personal knowledge management processes around external output
Sometimes it can be difficult to keep up a particular routine due to time pressure. A good way to ensure you keep going is to organise your own PKM process around some external output; so for example, I know I need to do some CPD activity each month which involves reading a number of news items on the web in my given field. It’s easy to let that slip.
It becomes much easier when I’m sending a monthly email to a colleague with a summary of my comments about recent developments. Not only do I keep on top of my own CPD, but I’m also developing my own thoughts and managing relationships with my colleagues.
Back up your files
It might sound spectacularly obvious and perhaps not related to PKM, but I think it’s integral. If you do have files which contain important information (such as a spreadsheet with contact information) you’ve really got to back them up at regular intervals.
It’s very easy to lose a memory stick, or encounter the ‘blue screen of death’ which could mean your laptop (and everything on it) is about to die.
You can use an external hard drive to copy your files, or even make copies online, for example utilising Google Docs.
Use’ to do’ lists with caution
I use ‘to do’ lists, but only to jog my memory. The moment you make a ‘to do’ list time conditional (e.g. these are the things I need to do today) you open yourself to not completing them. It turns into a list of things you haven’t done.
I find I use small lists – between three and five items cherry picked from a bigger list– which helps me focus on tasks, but avoids the feeling I’m not getting anywhere.
Have a notebook you’re comfortable with
If you’re jotting thoughts and observations as they come to you, you need to have something that you’re comfortable with.
I used to use my Blackberry, and found it quite easy to type on it. I’ve recently switched to an iPhone and whilst I prefer it overall, I find it much harder to use the keyboard. I just make too many spelling mistakes, so I’ve switched to a handy notebook and pen.
Process emails as you go
It’s an obvious thing to say, but it’s much easier to get read, delete and action emails as you go rather than save them for a rainy day. Often the value of any knowledge in them depreciates over time anyway.
‘Email mountains’ take a short time to build, but an age to get rid of. I find them demotivating – something you need to go through, but never really have time to do it.
Use a consistent way to categorise subjects
Sometimes it’s worth trying to find your inner librarian and take a consistent view of filing. There are usually four separate folder systems that people have – some kind of physical filing cabinet or perhaps dividers in a lever arch file; their document folders on a work computer; their document folders on a home PC; and their email folders.
Having consistent vocabulary between them where subjects overlap helps me be organised, although it’s probably only worth doing if you have trouble finding things.
Accepting that 'information overload' is not always a PKM issue
Information overload – a feeling of being overwhelmed by the data being thrown at you – is a real issue for many, but I think it is a mistake to think that it is only a personal knowledge management issue which can be overcome by a system or a little more organisation.
Information overload can be a symptom of being involved in too many projects and possibly a need to delegate. If it really is a serious issue which drags you down every day then perhaps you need to consider the bigger picture. No system is going to be able to reduce what’s in your inbox alone.
Don’t give up
PKM initiatives usually don’t give immediate results. It’s worth giving something a little bit of time to see if it’s really working, and if necessary tweak it a bit. Don’t give up!
Source | http://www.accountingweb.co.uk
So far we’ve covered some of the things you might consider when implementing PKM techniques, as well as some of the tools and technologies that could help. In this final article I’m going to attempt to summarise some tips for successful PKM which have worked for me.
Keep all your contact data up to date in one place
Managing personal relationships is really at the heart of most PKM, so it’s important to keep your contact data up to date in one place.
There are numerous places where contact data is kept. For example, I had a number of lists where details just didn’t match.
- The contacts in my phone
- Work email address book
- Personal email address book
- Various emails in my inbox giving new contact details
- An old battered address book from way back
- My list of friends on Facebook and their profile pages
- My list of connections on Linked In and their profile pages
- A spreadsheet I used a few years back to send out the invitations to my wedding
Using all these sources, I spent some time constructing a file with all my contact data. I created a spreadsheet because it’s flexible, so I can add an extra column if needed.
I always update it immediately when I get any updated contact information. I’ve also ensured my phone and email address books are in sync.
Organising personal knowledge management processes around external output
Sometimes it can be difficult to keep up a particular routine due to time pressure. A good way to ensure you keep going is to organise your own PKM process around some external output; so for example, I know I need to do some CPD activity each month which involves reading a number of news items on the web in my given field. It’s easy to let that slip.
It becomes much easier when I’m sending a monthly email to a colleague with a summary of my comments about recent developments. Not only do I keep on top of my own CPD, but I’m also developing my own thoughts and managing relationships with my colleagues.
Back up your files
It might sound spectacularly obvious and perhaps not related to PKM, but I think it’s integral. If you do have files which contain important information (such as a spreadsheet with contact information) you’ve really got to back them up at regular intervals.
It’s very easy to lose a memory stick, or encounter the ‘blue screen of death’ which could mean your laptop (and everything on it) is about to die.
You can use an external hard drive to copy your files, or even make copies online, for example utilising Google Docs.
Use’ to do’ lists with caution
I use ‘to do’ lists, but only to jog my memory. The moment you make a ‘to do’ list time conditional (e.g. these are the things I need to do today) you open yourself to not completing them. It turns into a list of things you haven’t done.
I find I use small lists – between three and five items cherry picked from a bigger list– which helps me focus on tasks, but avoids the feeling I’m not getting anywhere.
Have a notebook you’re comfortable with
If you’re jotting thoughts and observations as they come to you, you need to have something that you’re comfortable with.
I used to use my Blackberry, and found it quite easy to type on it. I’ve recently switched to an iPhone and whilst I prefer it overall, I find it much harder to use the keyboard. I just make too many spelling mistakes, so I’ve switched to a handy notebook and pen.
Process emails as you go
It’s an obvious thing to say, but it’s much easier to get read, delete and action emails as you go rather than save them for a rainy day. Often the value of any knowledge in them depreciates over time anyway.
‘Email mountains’ take a short time to build, but an age to get rid of. I find them demotivating – something you need to go through, but never really have time to do it.
Use a consistent way to categorise subjects
Sometimes it’s worth trying to find your inner librarian and take a consistent view of filing. There are usually four separate folder systems that people have – some kind of physical filing cabinet or perhaps dividers in a lever arch file; their document folders on a work computer; their document folders on a home PC; and their email folders.
Having consistent vocabulary between them where subjects overlap helps me be organised, although it’s probably only worth doing if you have trouble finding things.
Accepting that 'information overload' is not always a PKM issue
Information overload – a feeling of being overwhelmed by the data being thrown at you – is a real issue for many, but I think it is a mistake to think that it is only a personal knowledge management issue which can be overcome by a system or a little more organisation.
Information overload can be a symptom of being involved in too many projects and possibly a need to delegate. If it really is a serious issue which drags you down every day then perhaps you need to consider the bigger picture. No system is going to be able to reduce what’s in your inbox alone.
Don’t give up
PKM initiatives usually don’t give immediate results. It’s worth giving something a little bit of time to see if it’s really working, and if necessary tweak it a bit. Don’t give up!
Source | http://www.accountingweb.co.uk