Survey Results

Naomi Lees, NetIKX Membership Secretary writes:

Thank you to everyone who responded to our NetIKX survey earlier this year. We had some very interesting and useful responses.

Here is a brief overview of the points raised, and what NetIKX plans to do over the next 12 months:

Programme Planning

We had some very useful feedback on the seminar topics you would like to see, especially around the future and value of KIM; as well as practical KIM tools and techniques. You will be pleased to know that we will be covering all these aspects and more in our programme in 2017 and early 2018, so check www.netikx.org/events or https://netikx.wordpress.com/events/ for details of future events.

We also had some other useful suggestions for future seminar topics, which our programme planner has taken away for further cogitation! Watch this space for further updates.

Events outside London

You said that you would like to see more events outside London – we are currently looking at ways we can make this happen. If you are keen to host an event outside London, please get in touch.

Partnering with other KIM Groups

We had some very encouraging feedback on developing partnerships with other KIM groups. You will be pleased to know that we have a KIM Communities event coming up soon. We are always interested in building connections with other KIM groups, so please get in touch if you have any ideas for joint-working.

NetIKX Website

We received several comments on the website and we are really grateful for this feedback. You will be pleased to know that we are currently working on a new website, with lots of the features you have asked for, such as more KIM resources and the ability to make electronic payments.

The survey results can be viewed here: https://www.surveymonkey.com/results/SM-VZXFF523/

 

March 2017 Seminar: Gurteen Knowledge Café – Entrained and Entrenched Thinking

Summary

David Gurteen, well known as a keynote speaker and conversational facilitator, ran a Knowledge Café on the topic of Entrained and Entrenched Thinking.
Knowledge cafés are a powerful tool for knowledge managers. David Gurteen is one of the foremost exponents of this method. David defines the essence of a knowledge café thus: “The only hard and fast rule is that the meeting is conducted in such a way that most of the time is spent in conversation – it is not about one person presenting to the group”.

We were privileged that David was willing to run such an event for NetIKX. This knowledge café focused on issues around shaking up people’s ideas and the chosen and challenging topic was entrained and entrenched thinking. This proved to be of interest and value to those who attended, allowing them to explore “thinking out of the box”.
Avoiding [entrenched and] entrained thinking
The concept of an ‘entrenched’ opinion is all too familiar! Someone has a point of view and is ‘dug in’ to defend it – perhaps against an imagined other someone in another trench, with an opposite point of view. When these behaviours get in the way of reasoned discourse and good decision making, we might use conversational strategies to break the impasse.
‘Entrained thinking’ is a less familiar concept, but also hampers good collective decision making and opinion forming.

Normally a NetIKX meeting includes a ‘syndicate session’. The structure of a Gurteen Knowledge Café is different. For this meeting, the following issues were considered:
• What factors in people’s backgrounds, and even professional education, lead to them having a ‘blinkered’ view of the range of available opinions and policy decisions, especially at work? How might this be mitigated?
• When we meet together in groups to discuss and decide, what meeting dynamics get in the way of considering the broadest possible range of opinions and inputs? Could we run such meetings differently and obtain better results?
• What are the first two questions forgetting to consider?

Speakers

David Gurteen is a keynote speaker and conversational facilitator.
He works in the fields of knowledge management, organisational learning and conversational leadership. He gives keynote talks, designs and facilitates knowledge cafés and runs workshops around the world.
He is best known as the creator of the Gurteen Knowledge Café – a versatile conversational process to bring a group of people together to learn from each other, share experiences and make better sense of a rapidly changing, complex, less predictable world in order to improve decision making and to innovate.
He has facilitated hundreds of knowledge cafés and workshops in over 30 countries around the world over the last 13 years.
He is the founder of the Gurteen Knowledge Community – a global network of over 22,000 people in over 160 countries and he publishes his regular monthly Knowledge-Letter, which is now in its 16th year.

Time and Venue

2pm on 16th March 2017, The British Dental Association, 64 Wimpole Street, London W1G 8YS

Pre Event Information

None

Slides

None

Tweets

#netikx84

Blog

See our blog report: Gurteen Knowledge Café

Study Suggestions

See David Gurteen’s website, https://knowledge.cafe/knowledge-cafe-concept
Article on Global Trust in Media: https://digiday.com/media/global-state-trust-media-5-charts/
None

Information Design, with Conrad Taylor and Ruth Miller

On 26 January 2017, the speakers at the NetIKX meeting were Conrad and Ruth. Conrad has written up the two talks below. A fuller account of his own talk can be found on his Conradiator site at http://www.conradiator.com/kidmm/netikx-infodesign-conrad.html, as he notes below.

Photo David Dickinson

 

For some comments on the meeting, by Claire Parry, see the very end of this report.

Conrad’s Account

The topic of the NetIKX seminar on 26 January 2017 was ‘Information Design – approaches to better communication’. Information Design (ID) is a collection of practices using visual design, clear writing and thinking about human factors, to making information easier to understand – especially information for the general public. Information designers work across a range of types of media, from road signs to government forms, user manuals to transport maps, bank statements to legal contracts, and increasingly information presented through computer interfaces and Web sites.

I was the first speaker, running through a background history and the theoretical underpinnings of ID, and showing examples with a strong visual component. Ruth Miller then took over and focused on the Plain Language side of things. Both Ruth and I have been active around the Information Design Association in the UK (IDA) for 25+ years.

Here, I’m giving only a brief summary of my own presentation; as I had prepared it in written form with illustrations, I’ve thought it best to convert that into a kind of stand-alone essay; you can find it at http://www.conradiator.com/kidmm/netikx-infodesign-conrad.html. Ruth’s contribution, however, is presented below at greater length, as it isn’t represented elsewhere.

Introducing Information Design

In my opening presentation I explained that the awkward label ‘Information Design’ emerged in the late 1970s as a rallying point for a diverse bunch of folk committed to clarity and simplicity in information presentation. That led to the founding of the Information Design Journal, a series of conferences, and organisations such as the IDA. Some people came into this from a graphic design background; some were committed to the simplification of written language. Psychologists, linguists and semioticians have also contributed their insights.

Despite this avowed interdisciplinarity, the ID community has sadly kept aloof from people in information and knowledge management. One of the exceptional people acting as a bridge is Liz Orna, long associated with NetIKX and its predecessor the Aslib IRM Network. In her writing, Liz has long emphasised the important role of ‘information products’ as artefacts designed for conveying knowledge.

Visual examples across the ages

I then conducted a whistle-stop history tour of innovation in making complicated stuff easier to understand through pictorial and typographic means, including:

  • Tables, a surprisingly old way of handling information (reaching way back to Sumeria in about 2500 BCE). My table examples included tide-tables, ‘ready reckoners’, and text in tabular formats.
  • Diagrams/drawings, ranging from more exactingly accurate ones such as anatomical atlases and sea-navigation charts, to line drawings and schematic diagrams which remove unnecessary detail so that they can focus on communicating (for example, how things work).
  • Harry Beck’s London Underground diagram got a special mention, given its iconic status. It is often called a ‘map’ but in reality it is a service network diagram, and this approach to transport information has been copied worldwide.

Harry Beck underground diagram

  • Charts and graphs including Joseph Priestley’s first timeline, William Playfair’s invention of the line and area chart, and Florence Nightingale’s ‘coxcomb diagrams’ for presenting statistics.
  • Data maps, such as John Snow’s 1854 plot of cholera deaths around the Broad Street pump in Soho.
  • Network diagrams as used to represent links between entities or people, or to explain data flows in a software system.

I also mentioned business forms and questionnaires as an important genre, but I left this topic to Ruth who has more experience with these.

Where did Information Design thinking come from?

The above examples, which I illustrated using pictures, illustrate trends and innovations in the presentation of information. Next I looked at how the quest for clear communication became more conscious of itself, more bolstered with theory, and better organised into communities of practice.

This seems to have happened first in improving the clarity of text. In the 1940s, Rudolf Flesch and Robert Gunning proposed some objective ways of measuring the readability of text, by calculations involving the length of sentences and the average number of syllables per word.

Flesch Readability Chart Flesch Readability Chart

In the UK, Sir Ernest Gowers formulated a guide to plain English writing to educate civil servants, culminating in the famous book The Complete Plain Words, which is still in print after six decades and a number of revisions.

In the Second World War, the technical sophistication of weapons plus, in Britain, the need to engage the public in war preparedness seem to have been drivers for innovations in technical documentation and the creation of training materials, and the job description ‘Technical Author’ came into being. As this trend in technical documentation continued in the post-War era, technical communicators organised themselves into associations like the STC and ISTC. In the richer industries such as aerospace, technical documentation also pioneered the use of early WYSIWYG computer systems like Xerox Docomenter and Interleaf for document composition.

In 1943, the UK Medical Research Council formed its Applied Psychology Unit in Cambridge, initially to investigate how to help armed forces personnel understand and cope with information under stresful conditions. Post-war, APU researcher Pat Wright went on to investigate factors in text legibility and comprehension; Don Norman contributed to the establishment of Cognitive Science as a discipline, and helped Apple Computer as its first User Experience Architect.

In 1978, NATO sponsored a conference in the Netherlands about human factors and the design of non-electronic information displays; the papers were published as Information Design in 1984. The Information Design Journal was set up in the aftermath of the event and was then the focus for a number of conferences in the UK. As for the IDA, it was launched in 1991.

Some issues and developments

I rounded off my presentation by touching on three issues which have been woven in and out of Information Design practice down the years:

  • Desktop publishing’, which put typesetting control and on-screen design into the hands of graphic designers, was a powerful enabler for information designers in particular.
  • Understanding the reader remains a challenge for anyone who truly seeks to communicate clearly. It’s dangerous to make assumptions about what will make sense to a user community unless you find out about that community. Today there is growing sophistication in using qualitative research methods and even ethnography to inform more effective writing and design.
  • Prototyping and usability testing – making prototypes is easier than before. Testing them with a sample of people representative of the eventual users can provide very useful insights, as Ruth would later illustrate from her own experience.

I closed my section of the meeting by speculating that the realm of information and knowledge management has hitherto tended to be dominated by librarians and like professionals, who focus on curating and organising collections of information resources. I would like there to be more engagement between this group and those actively engaged in designing and creating the information products which Liz Orna has described as having a central role in conveying knowledge between people.

Liz Orna on the chain of communication

I then handed the meeting over to Ruth.

Ruth Miller on plain language

ruth-millerRuth explained that she did not train to be a plain language communicator; she fell into it and found it a perfect match for her personality. Like many people who work on improving communication, she notices things that are odd or confusing in everyday life, and wonders how they could be organised better. She would describe herself as a Simplifier: someone who looks at information and thinks about how to make it easier for people to understand.

More recently, Ruth has had the experience of teaching English to unaccompanied minors, as a volunteer at a refugee camp in Greece.

Plain language is not new. ‘Let thy speech be short, comprehending much in few words,’ it says in Ecclesiasticus (Sirach) (32:8), which dates from about 200 BCE. From Ptolemaic Egypt, we have a letter from a Minister of Finance to a senior civil servant, saying ‘Apollonius to Zeno, greetings. You did right to send the chickpeas to Memphis. Farewell!’ These quotes are from a 1988 pamphlet called ‘Making it Plain: a plea for plain English in the Civil Service’, with a foreword by Margaret Thatcher.

Thatcher promoted plain language writing. Early in her first government she engaged Derek Rayner, former CEO of Marks and Spencer, to commission a series of reports on efficiency in government, the ‘Rayner Reviews’. One of these, Forms into Shape (1981), analysed the use of forms in the Department of Health and Social Security (DHSS), and recommended the setting up of specialist Forms Units in government departments. Ruth would have more to say about forms design later, from her experience inside one of those units.

Ruth showed an illustration from the horticulture manual Flora, Ceres and Pomona by John Rea, beside an excerpt in which Rea says that he ‘has not inserted any of those notorious lies I have frequently found in books of this subject, but in plain English terms, set down the truth in every particular’. This is the earliest use Ruth has found of the phrase ‘plain English’ – it dates from 1665.

When plain language explanation should be unnecessary!

In many circumstances you shouldn’t need an explanation. Ruth showed a photo of a bathroom tap with a square knob set some centimetres to the right of it, from a British hotel. She couldn’t figure out how to make water come out of it. Evidently she wasn’t alone in this: the hotel had added a sign saying ‘Tilt Taps to Operate’ – which only made matters more confusing (the tap does not tilt, and there is only one of it). ‘Turn knob to operate tap’ would have been better – but even then, it’s an example of information as a prosthesis; had the artefact been better designed in the first place, it would not be necessary to help it with an information crutch.

Ruth also showed a photo of a fine mahogany boardroom table she had encountered at a business meeting. It’s useful to have a table on which to place your bag, so you can unpack the things you need for the meeting. On this table was placed a sign, ‘Please Do Not Put Briefcases on Tables as It Damages the Surface’. Ignoring points of dubious grammar, and the strange capitalisation… isn’t it just daft to provide a table you can’t use as a table?

‘If you go away from this meeting with only one thought,’ said Ruth, ‘it should be: think about the whole situation and challenge the need to explain, however clearly, something that is nonsense in the first place.’

Siegel and Gale experience

After working in government service, Ruth moved to the communication consultancy Siegel and Gale. This was an exciting time when computer technology and laser printers were changing how personalised documents such as utility bills and bank statements could be delivered. Now less ‘computerish’ fonts could be used; layouts could be more sophisticated; type size and boldness could be used for emphasis.

Siegel and Gale caused a stir in the 1990s with their redesign of the British Telecom phone bill. This put summary information on the front page, and more detail on follow-on pages; it used simplified language, and logical grouping of items. As a result the number of customer billing enquiries fell by 25%. BT also found that customers paid bills more promptly.

Siegel and Gale once won the Design Effectiveness Awards with a humble Royal Mail redirection form. Before the redesign, that form had an 87% error rate when customers filled it in, costing Royal Mail about £10,000 a week. The redesigned form paid for itself in just 17 days!

Siegel and Gale also moved into the redesign of bank statements. For Barclays, they changed the technical language of ‘Debits’ and ‘Credits’ to ‘Money out’ and ‘Money in’. In other words, name things the way people think about them, in the language they are used to.

Conrad had mentioned ethnographic research in passing; Ruth refers to watching people use things. Once she had worked on a booklet for TalkTalk, to help people set up an Internet router at home. They then embarked on research to see how effective the booklet design had been. What had really helped was the inclusion of photos: this is what’s in the box, this is what it will look like when you have set it up, and so on.

This project did have its moments of comedy. There was a particular router which doubled as a picture frame: you could slip a photo into a slot on the front of it to ‘domesticate’ the thing. Ruth overheard someone telling a friend that she had just about set her router up, and had managed pretty well – but she wasn’t quite finished; now she had to find a photo! (Perhaps they should have added the word ‘optional’?)

Plain language: campaigns for awareness

The case for plain language use was championed within the public sector in Britain, Australia and Canada. In the USA, the lead was taken more by private business. In the US financial sector, they wanted people to understand things like investing. The US Securities and Exchange Commission pressed for consumer agreements to be written in language that people signing up to them would understand.

In the UK, the Plain English Campaign deserves credit for raising awareness and getting the bandwagon rolling. They were and still are a force for good. They were also very clever at marketing. Doesn’t ‘Plain English Campaign’ sounds like a publicly-funded body, or an NGO? In fact, they are a commercial business.

The ‘Crystal Mark’, which the PEC invented, was a brilliant idea and a money-spinner too. Many companies believed that getting a Crystal Mark on one of their documents was a mark of quality, like a kite mark. If you saw a Crystal Mark, the implication was, no-one should have a problem understanding it. But that isn’t necessarily true, partly because PEC is financially motivated to award Crystal Marks, but also because their focus is far too narrowly set on language construction. An over-long and complicated set of Terms and Conditions, set in small and hard-to-read type, would still get a Crystal Mark from the PEC – if they deemed the language to be ‘plain’.

Recent experience

More recently, Ruth has worked freelance, and she showed some small examples of projects which have brought her pleasure. She has enjoyed working with Standard Life, simplifying their policy documents, and materials about investments and pensions. What got them walking along the road to simplification was a letter from a customer who complained:

My degree is only in mechanical engineering. I can understand differential calculus, I can design all the machinery for a sewage treatment works, I can design you a bridge but I cannot understand what my policy is worth.

In the redesigns, they introduced summaries, and contextual notes, and made use of two-colour print. She added: these may be humble documents; but when you do them well, it can actually get noticed, and besides, it improves the quality of people’s lives.

Form and function: lessons from the DHSS experience

Ruth has long enjoyed doing battle with forms. When she was a civil servant, the language used in forms was from the 1950s, and they were very difficult to fill in; no wonder that the launch of the Campaign for Plain English was marked with shredding forms in Trafalgar Square!

Ruth once worked in a unit in a government department (the DHSS); this team had a brief to radically improve such forms. The team included writers and designers, and had a decent budget for research and testing too. They had input from Pat Wright, the applied psychologist Conrad had mentioned, and the Adult Literacy Basic Skills Unit; RNIB providing input about impaired vision. They investigated what trips people up when they try to fill out a form – type size, vocabulary, question sequence, whatever.

The unit was supposed to redesign 150 forms and in the first two years they managed about eight! However, that seemingly slow progress was because the research and testing and analysis was very ‘front loaded’ (it paid dividends later).

With forms, there is sometimes a trade-off between length and complexity. Some forms in her collection are booklets of 28 or even 36 pages! People appear to prefer a long but easy to understand form. Reorganising questions so all you have to do is tick a box is helpful – but it takes space. Clear signposting to take you to the next relevant part of the form is good – and also takes space!

Many forms have an introductory paragraph which tells people how to fill in the form (write clearly, write in block capitals, use a black pen…). However, research shows that hardly anyone reads that bit. In any case, people’s behaviour is not changed by such prompts, so why bother?

If you want to provide guidance as to how to fill out specific parts of a form, provide it at the ‘point of use’ – embed your explanations, and any necessary definitions, right in the questions themselves. An example might be the question: ‘Do you have a partner?’ Then you can clarify with something like ‘By partner we mean someone you are married to, or live with as if you were married to them’.

It’s useful to establish what graphic designers call the grid – a set of rules about how space is to be used on the page to lay out the form. For example, the questions and explanations might be placed in a leftmost column, while the space for answers might span the next two columns. Ruth showed some examples of gridless and chaotic forms, later redesigned according to a grid.

Once upon a time, forms would be made up only of type, plus solid or dotted lines (for example, in letterpress printing of the early 20th century). That has created a set of norms which we don’t have to feel bound to these days. Today, lithographic printing permits the use of tints (printing a light shade of a colour by using a pattern of dots that are too small to be individually distinguished). Tints can help to distinguish which parts of the form are for writing into (with a white plain background) from those parts which ask the questions and provide help (where type is set on a tinted background). A second print colour, if affordable, can also be helpful.

Testing also found that it was very helpful to re-jig questions so they could be answered with tick-boxes. Boxes which are used to determine a ‘yes/no’ condition should follow a ‘yes’ kind of question, as in ‘Tick this box if you are married’.

Some such yes/no questions, if answered in the affirmative, will lead to others. Perhaps controversially, Ruth’s team in the DHSS reversed the usual order so that the ‘No’ tick box came before the ‘Yes’ one: this helped them to lay out the subsidiary questions more clearly. (In an online form, of course, such subsidiary questions can be made to disappear automagically if the answer is ‘No’.)

Ruth mentioned ‘hairy boxes’ – those pesky ones with vertical separators that are intended to guide you to place one letter in each demarcated space. They’ve proved to be a complete disaster. Someone mentioned the US Immigration form for filling out before the plane lands, which has this feature.

That’s not the only problem with that US Immigration form, remarked Ruth. It’s very bad at conveying the relationship between question and response space: people often assume that the space for the answer is the one below the question. Only when they come to the last question do they find that the questions are set below the spaces for answering them.

Signposting is important in complex forms, helping people to skip questions that don’t apply to them (‘If you answered ‘No’ here, go forward to Section C’).

For the benefits claim forms, the DHSS team realised that many claimants don’t have the fine motor skills to write small, so they made more space for the answers – and left a substantially larger space for the signature.

Many forms end at that point, but the DHSS team added a section to tell the form-filler what to do now, what supporting documents to attach, and what would happen subsequently. It helped manage expectations and gave people a sense of the timescale according to which DHSS would respond.

Quick exercise

Ruth got us to work in pairs on an exercise based on the competition which the Plain English Campaign used to set in the pages of the Daily Express. She had multiple copies of three or four real life examples of gobbledygook and invited us to simplify the messages; we wrote our alternatives on the small A4 white-boards which she uses in teaching, called ‘show-me’ boards in the trade, so we could hold them up to compare alternatives across the room.

One of the original offerings read: ‘We would advise that attached herewith is the entry form, which has been duly completed, and would further advise that we should be grateful if you would give consideration to the various different documents to which we have made reference.

One suggested rewording was ‘Please note the documents referred to in this form’; another was ‘Here is the entry form; please note the referenced documents.’ PEC’s original winner was ‘Attached is the completed entry form. Please consider the documents referred to’ – though she personally preferred that ‘Here is’ version. We went through another couple of examples too.

Problem areas which people noted include:

  • use of the subjunctive mood in verbs
  • use of the passive tense in verbs
  • long sentences with multiple clauses

In the wording of contracts, it may be unclear who is meant by ‘we’ and ‘you’  in something  the customer is supposed to sign. Jane Teather said that the company had commissioned the form, they should be ‘we’ and the customer ‘you’.

Something else that occupied us for a few minutes was the changing norms around the use of ‘shall’ versus ‘will’.

Four Cs

Ruth offered four Cs as ideals — Clear, Consistent, Concise and Compelling.

The ‘consistency’ ideal suggests that if you set up a convention in the communication – such as who is ‘we’ and who is ‘you’ in a text, and what something is to be called – you should stick to it. This is defiance of a literary concept of ‘elegant variation’, the idea whereby you ransack the thesaurus in a hunt for synonyms, rather than re-use the original term; that may make for a fine essay, but for these purposes, bin it. Once you have called a spade a spade, stick to it.

In written communications with a broad public, subsidiary clauses and relative clauses are probably confusing and best broken out into separate sentences, said Ruth. Likewise she pronounced a fatwa against parenthesis: anything in brackets or between en dashes. They are not bad English by any means, but you risk confusing the wider audience. In any case, stuff in parenthesis is at risk of being thought as of lesser importance (though you might move ‘bracketed bits’ to the end, she said, which is what I am doing now).

A question was raised, in response to a redesign Ruth showed of transforming a bullet list into a tabular layout, about the implications of using tabular data online for accessibility for blind computer users. My own feeling, confirmed after discussion with others, is that an HTML table will ‘linearise’ nicely when reduced to readable text e.g. for voice synthesis presentation: first the header row will be read, then the first body row, then the next, and so on. However, this isn’t good enough. A table is an inherently visual device which allows the reader pay selective attention to rows and columns. Really, the information should be completely re-organised to make an audio presentation meaningful to a vision-impaired person. (Think about how you would present the information on radio!)

Ruth’s overall approach to making textual information more accessible includes these tips:

  • Look to patterns in the text which can be exploited, for example by reorganising material into bullet lists. If Ruth sees a series of clauses linked by ‘and’, she considers bullet points as an alternative.
  • If a list of bullet points gets excessively long, analyse to see if it can be broken into two shorter lists.
  • Break up large slabs of text; Ruth avoids paragraphs which are more than three or four lines long.

Four mantras

Here are four other thoughts which Ruth offered in the course of the afternoon:

  • ‘Nonsense in plain language is still nonsense!’ – as someone in Standard Life had remarked.
  • Rob Eagleton, an Australian practitioner in plain English: ‘It’s the writer’s responsibility to be clear, not the reader’s responsibility to understand.’
  • ‘Clear writing stems from clear thinking.’
  • ‘Simplicity isn’t simple to do.’ Communicating well is an art, a craft, a skill, and it is not that simple to do well. Because writing is something everybody does daily, it’s tempting to think that everone can do it well. Testing reveals this is not true! There is scope here for learning and for training.

Reactions

We would be interested to hear people’s reactions to this topic. Meanwhile here are some thoughts posted by NetIKX committee member Claire Parry:

  • Given the constraints of a half-day seminar, we inevitably only scratched the surface of this vast topic. Several participants commented afterwards that they would have liked to discuss design issues specific to online forms – maybe a topic for a future seminar?
  • I also wondered how we could take the discussion forward to apply information design principles to the Internet of Things, the need for documentation to be readable by both humans and machines, the ‘mobile-first’ philosophy and the move towards embedding user manuals in products.
  • As these are all areas where there is a clear need for interdisciplinary collaboration, it was encouraging to see participants from both information management and technical communications backgrounds contributing to the seminar and acknowledging our common aims. In an era of ‘alternative facts’ and ‘fake news’, clear and accurate communication is more important than ever.

January 2017 Seminar: Information Design: approaches to better communication

Summary

Conrad Taylor and Ruth Miller (long-standing practitioners of information design) presented some simple and practical applications of plain language, computer-based design, and design project management practices to help organisations and businesses to communicate clearly.
Conrad and Ruth looked at how information designers have developed approaches to clear communication (based on research by linguists, psychologists and other specialists). Whether information is written or visual, on paper or online, clear communication helps users find out what they need to know, to help them make informed decisions. Some simple workshop exercises helped promote discussion about ways to tackle everyday communication tasks and challenges.
The following summarizes the approach taken by Conrad and Ruth.

‘Official’ writing is often unclear (to say the least). Let’s assume that it isn’t a ploy to deceive us or hide the facts – rather, as George Orwell suggested, that ‘official’ writers may lack the skills to tell us plainly what we need to know. Concerns arise, nonetheless, when communications produced by organisations and businesses baffle publics and customers, or cause misunderstanding.

Sir Ernest Gowers addressed this problem in 1949 with his inspiring book Plain Words. But as a writer, he had little to say about how typography, visual arrangement and diagramming can help convey meaning, nor about how poor visual design can impair communication. Today, we have a range of devices and software available to help us both to edit text and to improve visual presentation, and they can be put to effective use with a little skill and knowhow.
‘Information design’ emerged as an interdisciplinary approach in the 1970s. It combines craft traditions in writing and design, applied psychology, and engineering methods such as prototyping and testing. Its effect can be seen in street and transport maps, computer interfaces, user guides, tax and business forms, legal documents, financial statements from banks and utilities, statistical graphs – and other types of communication.

Speakers

Conrad Taylor is a keynote speaker and conversational facilitator.
Conrad Taylor, for three decades a computer-based typographer and illustrator, and a trainer in communication design, has been involved with information design for 25 years. As well as empowering people with design knowledge and skills, he has helped organisations by designing suites of electronic stylesheets for document production. He writes on the interface between information management, technology, and design/publishing, and has an aspiration to gather up the stories of how these fields have developed over the last seven or eight decades. Conrad’s site Conradiator contains information on these and many related topics.

Ruth Miller hopped aboard the plain language bandwagon when it started rolling in a large government department in the 1980s. Her creative approach to clear communication has ‘uncomplicated’ much gobbledegook and thorny legal and financial documents in both public sector and agency environments. Most recently, she has applied plain language and simplification skills built up over many years of practice to teach English to refugees. Her mantra is, “clear writing stems from clear thinking”.

Time and Venue

2pm on 26th January 2017, The British Dental Association, 64 Wimpole Street, London W1G 8YS

Pre Event Information

• To understand the plain-language approach to written communication: the how and why (and successful outcomes)
• To learn how the design features of even simple computer software help us make print documents and web pages user-friendly
• To see design methods as problem-solving and best practice as a way to match business and communication objectives to audience needs

Slides

None

Tweets

#netikx83

Blog

See our blog report: Information Design

Study Suggestions

Sir Ernest Gowers book Plain Words

Evidence-based Decision Making

Conrad Taylor writes:

On Thursday 3rd of November 2016, about thirty people gathered at the British Dental Association to discuss the topic of ‘Evidence-Based Decision Making’, in a workshop-like session led by Steve Dale, who practises as an independent consultant as ‘Collabor8Now’.

The NetIKX difference

Before I give readers an account of the meeting, and some thinking about it, I’ll describe a few things that often make NetIKX meetings ‘different’ from those in other organisations devoted to information and knowledge management. This meeting was a good expression of those differences.

For one thing, NetIKX is not dominated by academics – most who come to the meetings work with knowledge and information in government departments, business corporations, agencies and the like. That majority is then seasoned with a sprinkling of consultants who work in those kinds of business environment.

Secondly, the pattern of most NetIKX meetings is to have one or two thought-provoking presentations, followed by discussions or exercises in ‘table groups’ (called syndicate sessions). This on average occupies a third of the time, followed by pooling of ideas in a brief plenary. That’s quite different from the pattern of lecture plus brief Q&A encountered at so many other organisations’ meetings.

When you combine those two features – the nature of the audience and the participatory table-group engagement – the Network for Information and Knowledge Exchange does live up to its ‘network’ title pretty well. The way Steve organised this meeting, with a heavier than usual slant towards table-group activity, made the most of this opportunity for encounter and exchange.

Setting the scene

Steve explained that he had already delivered this ‘package’ in other contexts, including for the Knowledge and Innovation Network (KIN) associated with Warwick Business School (http://www.ki-network.org/jm/index.php). We know Steve is also interested in the idea of ‘gamifying’ processes: he hoped the work he had prepared for us would be fun. There would even be an element of competition between the five tables, with a prize at stake.

Steve started with a proposition: ‘Decisions should always be based on a combination of critical thinking and the best available evidence’. Also, he offered us a dictionary definition of Evidence, namely, ‘the available body of facts or information indicating whether a belief or proposition is true or valid’.

The first proposition, of course, begs the question about what you consider to be the best available evidence – whose opinions you trust, for example. That, it turned out, was the question at the heart of Steve’s second exercise for us.

As for that ‘definition’, I have my doubts. It could be interpreted as saying that we start with a ‘belief or proposition’, and then stack information around it to support that point of view. That may be how politics and tabloid journalism works, but I am more comfortable with scientific investigation.

There are at least two ways in which science looks at evidence. If an explanatory hypothesis is being tested, the experiment is framed in such a way that evidence from it may overthrow the hypothesis, forcing us to modify it. And very often, before there is yet a basis for confidently putting forth a hypothesis, ‘evidence’ in the form of observed facts or measurements, and even apparent correlations, is worth taking note of anyway: this then constitutes something that requires explaining. Two cases in point would be field notebooks in biology and series measurements in meteorology.

Similarly, ‘evidence’ in a forensic investigation should float free of argument, and may support any number of causal constructions (unless you are trying to fit somebody up). That’s what makes detective fiction fun to read.

Certainly, in our complex world, we do need the best possible evidence, but it is often far from easy to determine just what that is, let alone how to interpret it. I shall end this piece with a few personal thoughts about that.

Correlation and causation

Steve’s following slides explored what happens when you confuse ‘correlation’ (things, especially trends, which happen within the same context of time and space) with ‘causation’. For example: just as Internet Explorer was losing market share, there was a parallel decline in the murder rate; from the start of the Industrial Revolution, average global temperatures have been trending upwards, closely correlated with a decline in piracy on the high seas. Did the former cause the latter, or the other way round?

Those, of course, are deliberately silly examples. But often, correlation may usefully give us a hint about where to look for a causal mechanism. The global warming trend has been found (after much data collection at an observatory in Hawaii) to correlate with an increase in the proportion of carbon dioxide in the atmosphere. That observation spurred research into the ‘greenhouse gas’ effect, helping us to understand the dynamics of climate change. As for the field of medicine, where causative proof is hard to nail down, sometimes correlation alone is deemed convincing enough to guide action: thus NICE recommends donepezil as a palliative treatment for Alzheimer’s, though its precise mechanism of action is unproven.

Data visualisation

Steve then moved the focus on to one particular way in which information claiming to be ‘evidence’ is shoved at us these days – data visualisation, which we may define as the use of graphical images (charts, graphs, data maps) to present data to an audience. He mentioned a project called Seeing Data, a collaboration between British and Norwegian universities, which is exploring the role of data visualisations in society (see http://seeingdata.org). According to this project, the key skills we need to work with data visualisations are…

  • language skills;
  • mathematical and statistical skills, including a familiarity with chart types and how to interpret them;
  • computer skills, for those cases where the visualisation is an interactive one;
  • and skills in critical thinking, such as those that may lead us to question the assumptions, or detect a ‘spin’ being put on the facts.

Steve showed a few visualisations that may require an effort to understand, including the London Underground ‘Tube map’ (more properly, a network diagram). Some people, said Steve, have problems using this to get from one place to another. Actually, a geographically accurate map of the Underground looks like a dense tangle of spaghetti at the centre with dangling strands at the periphery. Harry Beck’s famous diagram, much imitated by other transport networks, is simplified and distorted to focus attention on the ‘lines’ and the stations, especially those that serve as interconnectors. But it is certainly not intended as a guide to direction or distance: using it to plan a walking tour would be a big mistake.

One might therefore say that effective understanding of a diagram requires experience of that diagram type and its conventions: a sub-type of the factor (2) in the list above. Charts, graphs, diagrams and data maps are highly formalised semiotic expressions. Partly because of that formalism, but also because many visualisations are designed to support fast expert analysis, we would be wrong to expect every visualisation to be understood by just anyone. Even the experienced technicians who recently did my echocardiogram defer to the consultant cardiologist, when it comes to interpreting the visualised data.

Critical thinking in focus

For our first exercise, Steve wanted us to apply critical thinking to ten given situations, set out in a document, copies of which were shared with each table group. Five of these puzzlers were illustrated with a graphic. To prime us, he talked through a number of images. In one case, a chart indicating changing quantities over time, the vertical axis representing the quantities did not start at zero (a common phenomenon): it gave the impression of a large change over time, which wasn’t warranted by the data. A map of referendum voting patterns across the counties and regions of Scotland could skew one’s impressions owing to the vast area of the sparsely populated Highlands, Galloway etc., compared to the small but densely settled zones of Glasgow and Lanarkshire. Other examples illustrated problems of sampling biases.

The exercises were quite fun. One of my favourites, and it did bamboozle me, showed a side elevation and plan picture of a twin-engined Douglas Dakota cargo plane marked with loads of red dots. The accompanying text said that the RAF had responded to losses of their planes to German anti-aircraft fire by examining the ones which got back, to see where the damage had occurred. They had aggregated the data (that is what the red dots indicated) and analysed the diagram to determine where to apply protective armour. What we were supposed to notice was that clearly, as those planes had managed to return, being struck in those marked places was usually survivable. The fact that no such dots showed up on the cockpit or either engine was because strikes in those locations tended to be fatal.

I won’t go through all of the examples in the exercise. In one case we were supposed to analyse trends in death by firearms year after year, but the y axis had been inverted, turning the curve upside down. In another case, the y axis was organised by a geometric progression rather than a linear one (each extra increment represented a doubling of quantity). That was quite a weird example, but bear in mind that logarithmic scales are common in some scientific graphs – and are used appropriately there, and understood by their intended audience.

It was fun working with the team on my table. We were pretty good at identifying, in some cases, multiple points of criticism. That rather undermined our score, because Steve decreed there should be only one criticism per example, and his answers had to be regarded as the right ones for the purpose of the competition! But the real benefit was the process, analysis and discussion.

Whose evidence do you trust?

The second exercise painted the scenario of an Italian company developing software for the retail sector: the concern was to know whether introducing performance-related pay would improve productivity in the engineering teams.

Steve had concocted eight forms of ‘evidence’ from various sources: a senior external consultant who said ‘no, you need to develop the leadership skills of supervisors’; a trusted friend who pointed to a study from the London School of Economics; an article in the Financial Times; a Harvard study of productivity amongst Chinese mineworkers; various responses to the question posted on a Human Resources discussion forum; what the HR director thinks. There were also two bits of evidence closer to the company: data about discrepancies in performance between the existing teams, which seemed to indicate that the most productive teams were those with a high proportion of senior engineers; and information that the union representing most of the engineers had resisted previous attempts at performance-related pay differentials.

We were supposed to rank these inputs on the basis of how trustworthy we thought their sources to be; my table found it quite hard to avoid considering how relevant the offered evidence might be. For example, we didn’t think the circumstances of Italian software engineers and Chinese mineworkers to be remotely comparable. I found it interesting how many of us tended to regard people like consultants and top management as trustworthy, whereas, when employees’ union was mentioned, people said, ‘Oh, they’ll be biased’. There is obviously a lot of subjectivity involved in evaluating sources.

If one thinks more broadly of evaluating the relevance and validity of evidence on offer, it appears to have at least two components: the degree to which the experience or model offered has both internal coherence and similarity to the situation for which a decision is being sought; and evaluation of the ‘messenger’ bringing those ideas. Thus there is a danger that useful evidence might be disregarded because of bias against the source.

Personal reflections

This was certainly a lively and highly engaged meeting, and Steve must be congratulated for how he structured the ‘table work’. The tasks we were set may have been artificial, and I thought some of the conclusions reached could be challenged, but it made for a lot of discussion, which indeed continued when we broke into unstructured networking afterwards, with drinks and snacks.

Clearly, it is valuable to learn to be critical of data visualisations, especially now they have become so fashionable. Data visualisations are often poor because their creators have not thought properly about what is to be communicated, and to what kind of audience, or haven’t considered how these highly abstracted and formal representations may be misunderstood. (And then, of course, there’s the possibility that the purpose is deliberately to mislead!)

There is a whole different (and more political) tack that we could have explored. This was the last NetIKX meeting of 2016, a year in which we have witnessed some quite outrageous distortions of the truth around the so-called ‘Brexit’ referendum, to name but one field of discourse. More generally, the media have been guilty of over-simplified representations of many very complex issues.

This was also the year in which Michael Gove exclaimed that we’d had enough of the opinions of experts – the kind of attitude that doesn’t bode well for the prospect of ‘evidence-based government’.

In respect of Evidence-Based Decision Making, I think that to rise to urgent environmental, social, developmental and political challenges, we definitely need the best evidence and predictive modelling that we can muster. And whatever respect we as citizens have for our own intelligence, it is hubris to think that we can make sense of many of these hyper-complex situations on our own without the help of experts. But can we trust them?

The nature of that expert knowledge, how we engage with the experts and they with us, and how we apply critical thinking in respect of expert opinion – these are worthy topics for any knowledge and information management network, and not something that can be dealt with in an afternoon.

At the meeting, Dion Lindsay spoke up to propose that NetIKX might usefully find a platform or method for ongoing and extended discussions between meetings (an email list such as the KIDMM community uses is one such option, but there may be better Web-based ones). The NetIKX committee is happy to look into this – so I guess we should start looking for evidence on which to base a decision!

November 2016 Seminar: Evidence-based Decision Making

Summary

We all have biases. It’s perfectly natural for the decisions we make in life and work to be influenced by knowledge gained through prior experience and intuition. Most of the time this serves us well. However, we would not expect major business decisions to be made just on ‘gut-feel’.

Using an open and rational evidence base for decision making is now common practice in the Health and Third sectors and increasingly in Government policy making. Quality and timely data is becoming increasingly more important and available to provide that evidence. There’s certainly no lack of data and information around us – but are we sure we have the necessary skills and tools to effectively analyse and interpret it? Do we apply critical thinking to the data we are presented with, or do we accept it at face value?

This event challenged some commonly held assumptions on how we make decisions, and how ‘gut feel’, cognitive bias, ‘rule of thumb’ and heuristic assumptions can distort our interpretation of the data and evidence in front of us, leading us into making decisions we may come to regret.

There were some fun practical exercises. These are attached to linked here, together with Steve’s introduction; they will reveal what sort of decision maker you are!

Speaker

Steve Dale is Founder and Director of Collabor8now Ltd, an organization focused on developing collaborative environments (e.g. Communities of Practice) and the integration of knowledge management tools and processes to support business improvement. He is a ‘KM Institute’ certified knowledge manager and one of three community facilitators for the Warwick University affiliated ‘Knowledge and Innovation Network (KIN)’. He is the author of several published research papers on collaborative behaviours.

Time and Venue

2pm, 3rd November 2016, The British Dental Association, 64 Wimpole Street, London W1G 8YS

Slides

Not available

Tweets

#netikx82

Blog

See our blog report: Evidence-based Decision Making

Study Suggestions

None

Blog for September 2016 Seminar: Connecting Knowledge Communities: Approaches to Professional Development

Conrad Taylor writes:

The September 2016 meeting of NetIKX was introduced by David Penfold. He explained that at this time in 2015, the NetIKX meeting about ‘connecting communities’ had heard from various organisations in the knowledge and information management space. This year, the decision to focus the meeting on training and development had been partly influenced by a plea at an ISKO UK meeting for more thinking about these topics.

All our speakers had interpreted the meeting topic as being about Continuous Professional Development (CPD). There were two presentations, followed in the usual NetIKX pattern by discussion in table groups. The first presentation was given by Luke Stevens-Burt, who is Head of Business Development (Member Services) at the Chartered Institute of Library and Information Professionals.

CILIP’s Professional Knowledge and Skills Base

Luke explained that CILIP accredits degree programmes at universities, and registers and certifies members though chartership and fellowship, but that their main support for the development of its members is delivered through CPD, which he defined as ‘intentionally developing the knowledge, skills and personal knowledge needed to perform professional responsibilities’.  In the past, CPD had been conceptualised as a formal training process, but there has been a shift towards understanding informal experiences and exposure to ideas as being as important, if not more so.

As a person’s work experience develops, and the world of work changes, CPD helps to bolster adaptability. The resources available for learning are diversifying, including MOOCs, journals, seminars and conferences and meetings, even informal conversations over coffee.

Central to CILIP’s support for CPD is something they call the ‘PKSB’, which stands for Professional Knowledge and Skills Base. The conceptual diagram for this – rather difficult to read because of unfortunate low-contrast colour choices – Luke called the ‘wagon wheel’. At the hub, the diagram places ‘Ethics and Values’. Radiating from this are eight spokes representing aspects of Professional Expertise, and four more spokes represent Generic Skills. Around these the diagram portrays a ‘rim’ representing the wider context of the library, information and knowledge sector, and finally an outer ‘tyre’ of an even wider context, to do with the employing organisation and its environment.

The eight headings for ‘Professional Expertise’ are: organising knowledge and information; knowledge and information management; exploiting knowledge and information; research skills; information governance and compliance; records management and archiving; collection management and development; and so-called ‘literacies’ and learning.

The more generic skillsets, which can be found in many professions, were identified as use of computers and communication, leadership and advocacy, strategic planning, and a sundry collection around customer service design and marketing.

A system for self-assessment

Fundamentally, it seems, the PKSB toolkit is a system, using which a person can make a self-assessment of their level of understanding or skill in each of these areas (and subsidiary sets under these, totalling about a hundred in all), based on a ranking between zero for ‘no understanding’ and four for the highest level of expertise.

In using the PKSB, CILIP members are supposed to define what level they are at in each skill area that’s relevant to their current job, and what level they would ideally like to attain, and add an explanatory comment. For example, a person might decide that they only score a basic ‘1’ at using classification schemes and taxonomies, but would like to make progress towards level ‘2’. An alternative use of PKSB could be for career planning, related not to your current job, but to one into which you would like to progress, which might require an upgrading of skills.

Apparently, this PKSB system is used by CILIP in deciding whether to register someone as a member, for example as a chartered member. In this case, the self-assessment is only one step, because one must also submit a portfolio, explaining how you have gained your skills, and this will go before an Assessor.

Thereafter, the PKSB is purely a self-assessment tool so that members can monitor their progress and design a CPD path for themselves. It is for use by CILIP members only, though it is also used as the framework for deciding whether university courses meet the standard at which they can be accredited by CILIP.

Until mid 2016, CILIP members used the PKSB by printing out a set of forms and maintaining them manually. The recent developments do not fundamentally change the system, but make it available as an online interactive system with an app-like interface, usable from a computer, tablet or smartphone. Much of the rest of Luke’s presentation consisted of a live demonstration of the online PKSB interface and facilities, for example showing how it can generate summary reports.

Finally, Luke touched briefly on the resources CILIP can directly provide to support professional development. Within CILIP there are a number of member networks. Some are regionally based, and some are special interest groups – such as the School Libraries Group, the Multimedia Information & Technology group, and the UK eInformation Group (UKeIG). CILIP also plans to launch a new SIG in January 2017 for knowledge and information management, as a revamp of the existing Information Services Group (it will be interesting to see whether this new body will be prepared to collaborate with others in the field, such as NetIKX, ISKO, etc).

CILIP also maintains a Virtual Learning Environment, with online modular courses, about which it would have been nice to hear more; and publishes a members’ magazine (Update), e-bulletins, and various journals, some of which are in print form and some online.

CPD in Government

The second presentation was given by Christopher Reeves and Karen Thwaites, who both work for the Department for Education – Christopher on the records management side, and Karen as a knowledge and information manager with a training role. Additionally, Christopher is on the working group for the Government Knowledge and Information Management (GKIM) Skills Framework, which was the topic of their talk.

The Knowledge and Information Management (KIM) profession has been recognised by the UK government only since the turn of the century, though there have been many jobs in the civil service with aspects of KIM within them, such as librarians and managers of information rights, and records managers. Karen displayed an ‘onion diagram’ showing a core set of KIM roles, surrounded by allied roles such as specialists in geospatial information or data scientists, and an outer rim of allied professions.

The Civil Service Reform Plan, published in June 2012, stated that civil servants should operate as ‘digital by default’, with a set of skills transferrable between the public and private sector. People with KIM roles have become more prominent lately; in the field of records management, the Hillsborough Enquiry played a role in raising a more general level of awareness, as has the current independent enquiry into child sexual abuse.

The GKIM Framework working group

A working group for the GKIM Skills Framework was announced in 2015 by Stephen Mathern as Head of Profession, and gathered under the chairmanship of David Elder to review an existing Framework and propose revisions. The volunteer participants in the group, which included Christopher, represented a range of grades and a variety of KIM roles, across a broad spectrum of departments. The new Framework was launched at a conference in 2016.

The process started with a survey of KIM colleagues, via the departmental Heads of Profession. The results indicated that the existing Framework was seen as too rigid, not user-friendly, with complex language and jargon, and not accessible.

Putting together a plan of action, the working group resolved that the replacement Framework should be flexible, able to fit the profession as it evolves. However, the three main skill areas were retained as definitions: these are (a) abilities to use, evaluate and exploit knowledge and information; (b) abilities to acquire, manage and organise knowledge and information; and (c) information governance skills.

The group resolved to define a ‘foundation level’ for KIM skills, appropriate for juniors, and those outside the profession itself who nevertheless need better information and knowledge handling skills. Because people need to be able to benchmark their skills and performance, a self-assessment tool was recommended (showing parallels with what CILIP have done with their PKSB). Finally, the working group was asked to gather examples of good practice and competency within KIM roles.

Six core KIM-professional roles were identified as existing in all departments (and Christopher returned to the ‘onion diagram’ to display these) – they were, the Information Managers, Records Managers, Information Rights Officers, Knowledge Managers, Information Architects and Librarians. The working group members divided up responsibility for gathering examples of good practice for each of these roles, at all levels.

The draft Framework proposals were then circulated to the departmental Heads of Profession and widely consulted on in other ways, and the working group asked for opinions about whether they had managed to meet the needs expressed by the previous survey. The feedback was overwhelmingly positive, but did lead to some minor amendments being made.

GKIM launch and implementation

The new GKIM Framework was officially launched at the 2016 GKIM Conference. The launch was actively promoted to the departmental Heads of Profession, and Civil Service Learning weighed in by enabling a Web presence for the GKIM materials. (It later emerged in discussion that the Framework documentation consists of one over-arching document, and there are add-ons with more detail about each of the core KIM professions identified.)

Karen closed the presentation with a brief look at the Department for Education as a case study. Within the DfE, senior KIM professionals now have a good awareness of the Framework and its supporting documentation, and are committed to rolling it out to departmental colleagues.

The profile of KIM will be promoted through a ‘KIM Learning Month’ (March 2017), and a stand at the DfE departmental ‘fair’ event in October 2016. The KIM strategy will also be linked to DFE’s performance management objectives, and the Permanent Secretary’s Transformation Programme, within which knowledge management has a critical role to play.

Q&A about GKIM

There were questions asked about whether the slide-set would be available for NetIKX members to peruse later (yes, they will be posted in the Members’ Area), also how accessible the GKIM Framework documents were . The answer to this was that the Framework can be downloaded from http://www.cilip.org.uk/government-information-group/working-government/gkim-skills-framework.  David Penfold reported that the July/August 2016 issue of CILIP Update includes an interview with David Elder about the GKIM Skills Framework.

Table group discussions

I confess that my memory of the table group discussions at this meeting are a bit vague. A flip chart was available during the tea break, on which people could write suggestions for discussion questions, and four were written up, though I cannot remember them in detail, even though I contributed one! The arrangement whereby one question was assigned to each of four table groups was not to my liking: I thought several questions were worth talking about, and the division seemed artificial.

One of the table groups looked at how KIM skills should feature in everyone’s development, not just that of ‘information professionals’ – at least, at the level of promoting a core awareness of the issues. An example might be that everyone should have an awareness about information governance.

The point was made that the language around ‘knowledge’ and ‘skillsets’ is too limiting. You could pick up knowledge and maybe skills by attending some workshops and getting a CPD certificate; but organisations need employees to have appropriate behaviours and values around information and knowledge. I suppose examples could be things like habitually paying attention to information security, or sharing knowledge appropriately with other sections rather than hoarding it.

One of the tables (where I was) had explored a number of topics and not limited to professional development, but looking also at general intellectual development in society at large. There had already been mention of basic skills around information and knowledge, and we considered extended definitions of ‘literacy’, such as ‘information literacy’, and in particular the ability to evaluate information sources as to accuracy, relevance and trustworthiness. 2016 seems to have brought some very low points for poor quality and misleading information, in politics and the media particularly. I personally would like to see more critical thinking taught even in childhood.

There was discussion about how some people need only perhaps a basic ‘awareness’ of KIM issues, plus maybe knowledge about whom to approach for further help. Christopher said that at the foundation level of the GKIM Framework, they do talk about ‘Information Awareness’.

With the government moving in the direction of putting pressure on businesses to take on apprentices, it may be apposite to think about what a KIM apprenticeship might look like, perhaps along the lines of the ‘management apprenticeship’ scheme being developed by the Chartered Management Institute.

[Apologies to Conrad and to all readers for the delay in uploading this report.]

September 2016 Seminar: Connecting Knowledge Communities: Approaches to Professional Development

Summary

At an earlier meeting, a plea was made to examine the way professional development (and, indirectly, training) is managed for knowledge and information managers. This meeting therefore examined possible approaches to such professional development.

A year previously, NetIKX, with the cooperation of a number of other organisations in the field of knowledge and information management, ran a meeting called Connecting Knowledge Communities, at which representatives of these organisations, as well as NetIKX itself, talked about their membership, their focus and their mode of operation.

The organisations were: Henley Forum for Organisational Learning & Knowledge Strategies, the Knowledge and Innovation Network (KIN), IRMS (the Information and Records Management Society), ISKO UK (the UK Chapter of the International Society for Knowledge Organization) and KIDMM (the Knowledge, Information, Data and Metadata Management online forum). This meeting was intended to take that relationship one stage further by examining an area that is likely to be of interest to all these groups.

Luke Stevens-Burt, talked about CPD at CILIP and the PKSB (Professional Knowledge and Skills Base), which can be used to rate knowledge and skills levels and identify areas for improvement. Christopher Reeves and Karen Thwaites from the Department for Education, talked about CPD, particularly focusing on the new Government KIM framework and how it was produced – there was a unique opportunity to see this from the perspective of the Department for Education because Chris did a lot of the coordination to ensure consultation there and experienced the challenges that this raised.

Speakers

Luke Stevens-Burt is currently Head of Business Development (Member Services) at CILIP. His role is focused on delivering value and support to the library and information profession through his overall responsibility for membership development. Primarily, he manages this through CPD activities, Professional Registration, career support services and Member Networks, all of which are central to the CILIP membership offer, something that he is also responsible for shaping over time to meet the wider needs of the profession. Luke also plays a key role in overseeing engagement with employers and employer groups, accreditation of information and library related degree programmes, membership recruitment and retention strategy, and business growth and development.

Christopher Reeves is a Records Manager and Records Reviewer for the Department for Education; his responsibilities include the day to day management of departmental paper records and the appraisal and selection of these records for public access at The National Archives. He is part of the Government Knowledge and Information Management Profession and has recently been involved, as part of a cross-Government working Group, in the review and revamp of the professional skills framework. Chris has a degree in law and is currently taking steps towards his own professional development, through enrolment on the industry recognised Diploma in Records and Information Management.

Karen Thwaites is part of the Knowledge and Information Management (KIM) team in the Department for Education; she has been part of the team since August 2015. Karen helps to manage the Department’s collaborative digital workspace and provides training and support to develop users and administrators in its use. Karen is currently participating in a talent management scheme aimed at improving the prospects of individuals identified as capable of achieving a higher grade.

Time and Venue

2pm on 21 September 2016, The British Dental Association, 64 Wimpole Street, London W1G 8YS

Pre Event Information

Intended Learning Objectives
• To understand the significance of professional development
• To identify alternative approaches to professional development
• To explore ways in which organisations may be able to cooperate in implementing such approaches

Slides

Not available

Tweets

#netikx81

Blog

See our blog report: Connecting Knowledge Communities: Approaches to Professional Development

Study Suggestions

None

Blog for July 2016 Seminar: Understanding Networks

Conrad Taylor writes:

The 80th meeting of the Network for Information and Knowledge Exchange (NetIKX) took place on 14 July 2016 on the topic ‘Understanding Networks’ and was addressed by Drew Mackie and David Wilcox, who also took us through some short exercises. The meeting was chaired by Steve Dale, who has worked with Drew and David on a number of projects.

Drew has researched around network analysis. David’s background is as a journalist (Evening Standard) and he has tried to give people a voice within regeneration and urban development issues. They exercise their joined skills typically in projects for community development and social service strengthening.

In my account of the meeting, I do not exactly follow the order in which the points were made. I also offer my own observations. Where those deviate significantly from the narrative, I’ll signal that in indented italics, as here.

The idea of networks
The concept of a network has many possible applications, such as computer networks, but Drew said our focus would be networks in general and how they can be represented visually and thus analysed. Visualisations appeal greatly to Drew, who is by background an architect and illustrator.

There are various ways in which the nature of an organisation or a community can be expressed, e.g. through stories. Network thinking is a more structural approach. In network representation, one typically has some form of blob which represents an entity (such as a person, department, organisation), and lines are drawn between blobs to show that a relationship exists between the entities on either end.

Mindmap diagrams and ‘organograms’ are forms of network diagrams representing hierarchical set-ups, designed to limit the number and kind of connections possible. Others networks are more freeform.

Hierarchical organisation is just one way in which networks can be constrained. Other examples of constrained networks: connections between components in an electronic circuit are anything but random. You cannot travel on the Underground between King’s Cross and Seven Sisters without passing through Finsbury Park. Connections may also be strongly typed: the connectors in a genealogy diagram may indicate ‘was married to’ or ‘was the child of’, and some connections are not possible – you can’t be the mother of your uncle, for example.

‘Anything that can be drawn as a set of nodes and connections is a network,’ said Drew. The nodes could be people – they could be ideas. For the purposes of this workshop, we considered networks where the nodes are people, organisations and institutions: while not being accidental or random, such networks are not particularly constrained.

People who work with networks
Drew identified four kinds of people who may work with networks. These roles are not mutually exclusive and can overlap.

Network Thinkers understand the power of thinking in terms of networks and promote that view, usually applying it to their particular field, such as management or urban design. In economics, he mentioned author Paul Ormerod, who is a visiting professor at the UCL Centre for Decision Making Uncertainty.

Network Thinkers recognise that networks may have been designed for a purpose (‘intentional networks’), or may emerge from a variety of connections and purposes ‘unintentional networks’; the latter have patterns which evolve and change over time.

Network Analysts are probably those most likely to work with formally diagrammed representations of networks. They survey networks to figure out which nodes are more central, which are more on the periphery. For example, someone may not themselves have many links, but they may link key clusters within the overall network and thus play a central role.

For a simple network with up to about 20 nodes it isn’t too difficult to spot these characteristics in a network diagram, but when the diagrams get more complex it is a good idea to use software which not only draws a representation, but can also perform mathematical analyses (as described more below).

Network Builders help networks grow by creating and strengthening connections between other people, not just their own. Often these connections are between people (or organisations) already connected to the ‘builder’, who might also be described as a broker or bridge-builder. In the kind of community building work that David and Drew do, these people are out there in the community and serve a valuable function.

Networkers, Drew defined as people who are trying to build their own network. They may call their contacts ‘a network’, but more properly it is a list of their direct contacts.

Uses of network theory and analysis
Drew mentioned a number of applications for network thinking.

Organisations, partnerships. A prominent use is in management of organisations, e.g. creating networks to optimise the flows of knowledge and information. A more expanded but similar use is to facilitate partnership working between organisations, communities and individuals: this is a major focus of the work which Drew and David do, and Drew promised to give us examples.

Life transitions. Within a project for the Centre for Ageing Better, they are deploying network analysis with a time dimension, showing how a person’s networks of support and friendship and engagement can change as they age. In the example he showed us later, a fictitious aggregated persona had her network connections changed as her husband retired, then died; she compensated for this by joining activity groups in the community, but later her ill health prevented her from attending them. Also changing over time was her relationship to agencies and individuals in the health service.

Space design. As an architect, Drew notes that network theory can be used in urban design, to identify those places that are most central to the structure of and life in a city. Epidemiology uses network theory to understand how infectious diseases spread, and behaviours which have positive or negative health consequences (from jogging to alcoholism).

Military doctrine is defined by NATO as ‘fundamental principles by which military forces guide their actions in support of objectives… authoritative but [requiring] judgment in application.’ Drew said that the US military now talks about ‘fighting networks with networks’. In the US Military Academy at West Point, Virginia there is now a Network Science Center, a multidisciplinary research project for representing and understanding physical, biological and social phenomena through network-analytical approaches (see http://www.usma.edu/nsc/SitePages/About.aspx. Security services, police forces and of course intelligence services also use network analysis.

Some network concepts
Link maxima. There is quite a bit of maths in network theory, but some levels are easy to understand. Consider, for example, the relationship between the number of nodes, and the number of connections possible between them.

My explanation: suppose I have two friends: in network terms we are three nodes (ignoring our other friends for the sake of argument!). I’m friends with Jim, also Anna, but they don’t yet know each other. So Jim has one connection within the network, Anna has one, and I have two. I introduce Jim to Anna; now each of us has two connections, and the maximum number of possible connections between three nodes (three connections) has been reached.

Try drawing a series of simple circle-and-line diagrams, and count the connections possible. With four nodes, each can have up to three connections and the maximum number of connections is six. In a network of six nodes, each can form up to five connections; the total possible number of connections is 15.

There is a general formula; where n = the number of nodes, the maximum number of connections is n times (n minus one), and the total divided by two. With ten nodes, the maximum number of connections is 45. Double the size of the network to 20 nodes, and now 190 links are possible.

Of course, in a real live network, not everyone is connected directly to everyone else; in any case we just wouldn’t have the cognitive ability to maintain so many links. In networks which Drew and David have mapped, the most links any one node directly makes is about 15. But everyone is connected to everyone indirectly through intermediate nodes in the network.

Centrality. Network theory identifies several forms of ‘centrality’, which broadly stated is a measure of which are the most important nodes in a network system. Today, said Drew, we would look at closeness centrality and betweenness centrality.

As I understand it, the most basic kind of centrality measure is ‘degree centrality’, which simply means the number of links each node has. A person with links to 2 others in the network has less degree centrality than someone with 10. But this can be complicated if the links have some directionality. Consider, on Facebook or Twitter someone may have two million incoming links (‘likes’ or ‘follows’) and so is popular, but has few outgoing links and so is not particularly gregarious.

More complex centrality indices use the idea of the ‘length’ of a path between nodes. This is potentially confusing, because the spread of nodes on a network diagram is bound to mean that some connecting lines appear longer than others, but this is not what is meant. Length here is measured as the number of hops it takes to get from one node to another. If A is linked directly to D, and D directly to M, and M directly to Y, and that is the only way to get from A to Y, then the length of the path from A to Y is three hops.

A simple definition of closeness centrality is centrality to the network as a whole. Nodes which have a high closeness score are best placed to spread information across a network, and they also have a good overview of what is happening across the network.

Suppose you have 26 nodes in a network labelled A to Z and you want to calculate the closeness centrality of node M, add up the number of hops it takes to get from M to A, from M to B, from M to C and so on. The sum of all those lengths for M, divided by the total number of nodes, has been called its index of ‘farness’, and its index of ‘closeness’ is simply the inverse of this.

Betweenness centrality notes that some individual nodes are central to different bits of the network: this is common in networks made up of people. We can identify clusters of nodes that hang together, versus clusters weakly linked to the others. You might do this to identify who to lobby, to whom to feed information, to have the most effect on the network. Nodes with high betweenness centrality act as important bridges within the network, but may also be potential single points of failure.

Betweenness centrality is more difficult to compute. Repeating the above example, we would ask how often does node M act as a ‘stepping stone’ on the path between any two other nodes? This concept was introduced by Linton Freeman in 1977 to help identify, in human networks, who in a network has the most influence or control on communication between other people.

Eigenvector centrality measures how well connected a node is to other well-connected nodes, and such nodes generally play a leadership role within the network.

As I understand it, this is a kind of ‘metameasure’ based on already computed centrality indices for the nodes. Connecting to a node with a high closeness or betweenness centrality (a well connected and influential node) counts for more than connecting to one with a low score. You raise your eigenvector centrality score by connecting to as many well-connected people as you can.

Network density. There are various definitions of this metric. Drew thinks the most useful one is, the average number of connections per node within the network. This works for any network size.

Our imagined ‘A to Z’ network has a theoretical maximum of 325 connections, and if they were all active, each node would have 25 links and we could call that situation ‘100% density’. But polling the network, we may find that A actually has 5 connections, B has 7, C has 3, D has 11 and so on.

Clusters and communities. Network analysis software can identify clusters of nodes which tend to hang together. This is not because they share a common characteristic, but because of the place they occupy in the network. The software can then auto-colour those nodes in groups to help you to notice them. Usually these network clusters turn out to have a basis in the nature of real functional links within the community.

One method for detecting hierarchical sets of communities and sub-communities in large networks was developed at the Catholic University of Louvain in Belgium and is called the Louvain Method. It’s available as C++ or Matlab code and is used in social network analysis tools such as NetworkX and Gephi. (See a pretty thorough if dense explanation on Quora at https://www.quora.com/Is-there-a-simple-explanation-of-the-Louvain-Method-of-community-detection

Another approach to cluster detection is able to notice clusters that overlap, and that it would seem is what the Kumu web-based network analysis tool uses.

Types and uses of networks
David now took over the meeting. As a journalist he had noticed how in a community affected by some proposed urban development project, a ‘helicopter view’ might reveal disconnected initiatives across the community; how to join them up, how to overcome the silo mentalities which crystallise around different professions and cliques? Thus he became interested in network thinking.

David showed us a couple of diagrammatic slides originated by Harold Jarche. One, labelled ‘the network learning model’, creates a space between two axes. The vertical axis indicates ‘diversity’ and ranges from ‘structured and hierarchical’ at the bottom to ‘informal and networked’ at the top. The other axis has ‘goal-oriented and collaborative’ at the left and ‘opportunity-driven and cooperative’ at the right. Ranged up the diagram from bottom-left to top-right are three slightly overlapped balloons representing three levels of networks for sharing and learning:

  • Work Teams (structured, goal oriented): based inside a formal organisational structure, sharing complex knowledge, driven by deadlines, strong social ties, co-creating learning.
  • Communities of Practice (half-way along both axes): spanning shared concerns across organisations, a trusted space to test ideas, people don’t know each other personally, but integrating work and learning.
  • Social Networks (informally co-operative, opportunity-driven): high diversity of ideas and opinions such that you might find stuff you hadn’t considered in your task group; weak social ties.

Visualisation and analysis software
I have already mentioned the use of specialised software to help represent networks and to analyse them. After the exercise and a break, Drew returned to this topic. Most network analysis software, he said, has an analytical and heavily mathematical flavour: examples are UciNet and Gephi. But recently, easier-to-use software has appeared and he described three that he and David have used.

  • yEd is a free , open-source diagramming package for Linux, Mac and Windows. I have used this myself, but for drawing a particular kind of non-social network diagram: Entity-Relationship Diagrams (ERD) used in database design. According to Drew, yEd also has some ability to analyse network maps.
  • Kumu is their current favourite and main recommendation. It is a web-based system, and you can sign up for a basic free account at kumu.io. You can draw network diagrams with Kumu or it will make them from data and do the analysis; it can also hold stacks of attribute information attached to the nodes and the connections, which enables clever searches and filters on the diagram. Drew and David have been combining network analysis with Asset-Based Community Development methodology (of which, more later), and being able to annotate the notes with what assets they bring to the table has been very useful.
  • Polinode. Drew described this as ‘a very slick program’, also web-based, and business oriented. It has a built-in survey mechanism which is useful for collecting information about people in your business network and automatically populating the network diagram accordingly.

Example network maps

Readers may want to look at the PDF file of the slides to see the examples described here. The slides can be found online by clicking here unless you are reading this off paper, in which case the URL is: https://docs.google.com/presentation/d/1peVwMMIMvlzsfz9AWgA5rtVm_JNMzCyl3 7HUxJTYr0o/edit?ts=5784d539#slide=id.g115d229400_2_10

The first example was created through a survey conducted for the Irish Crafts Council, polling designers and makers, suppliers, retailers and agencies in Ballyhoura, South Tipperary, Wexford, Kilkenny and West Cork. It presents as quite a dense diagram with over 400 nodes and an overlapping mesh of connection lines which in places all run into each other so it is hard to distinguish them. The software discovered three major clusters, based on the link patterns. Interestingly, the clusters were based strongly on geographical proximity – it wasn’t the case that jewellers would network with other like craftspeople across the region, for example, but across the crafts, people networked locally and helped each other out.

The study also revealed that economic development agencies had lots of connections; in West Cork in particular, the agency played a leading role in the network. Meanwhile, though the Wexford and Kilkenny cluster showed a very dense pattern of connections, they were mostly connections within cliques of craft workers, and as such were not very influential across the area.

A second example was for a regeneration partnership programme for Berwick upon Tweed; in this diagram, all 50 or so nodes were organisations. Seven, highlighted on the diagram by the software, were major ‘hubs’ with multiple linkages, with the Borough Council as the most central, playing a ‘brokering’ role between the more strategic organisations at the top of the diagram, and the tightly focused local organisations at the bottom.

Within this project, they then compared the network graph with the results of a survey in which each organisation within the network was asked to rate their perception of (a) the skills held by the other organisations, across five categories and (b) resources those organisations also had to offer, across the same five categories. Dramatically, the Borough Council which the network analysis had identified as being ‘most central’ scores spectacularly the worst on both counts! This leads to interesting discussions. So do you pump money and training and resources into the Council as the centre of that network, or bypass them with a new project? (What actually happened was that all Borough Councils in Northumberland were disbanded.)

Kumu again, in detail
Drew was keen to point out that whereas in the past different software tools would have been needed to work on the different phases of the Berwick upon Tweed project, they were able to do it all simultaneously in Kumu. If anyone is interesting in pursuing this, after this session, he suggests that we get a free Kumu account. That will give each of us a Kumu ‘name’, and he suggested he could put up a Kumu site where we could discuss this stuff and experiment.

There are various ways of getting network data into Kumu. You can draw directly to the screen; Drew likes drawing so he appreciates this. Or, you can type commands into a screen terminal. Comma-separated database files (.csv) can also be uploaded. Kumu can ingest spreadsheet files from Google Sheets, and these in turn can be fed from Google Forms, Google’s form-interface web-based input software. Drew also noted that Kumu is planning to introduce its own integrated survey module soon.

Kumu, as already explained, lets you add extra data to nodes, add node attributes, and tag nodes, which makes search and filtering more powerful. Drew also believes that the developers are very responsive and they listen to how people want it to develop.

More examples, fictitious and applied
Drew showed a network map for ‘Slipham’ – a fictitious community which they use for testing ideas and policies. It is populated by the kinds of local people, organisations and services which would be typical for most communities: there’s the General Hospital and a group GP practice, a branch of Age UK, a number of local councillors, a Somali Association, the Rotary Club, the Police, several sports clubs, etc… and a number of individuals who provide bridging functions through their multiple engagements.

The ‘centrality’ measures for the nodes are emphasised on the map by having the more central, better connected nodes displayed as a proportionately larger circle. The circles are coloured – automatically by the software, on the basis of attribute data that has

been entered for each node. Nodes around education are coloured yellow, red signifies health and social care, and blue is socio-political. (How Kumu displays nodes and links can be customised by bits of Cascading Style Sheet coding, as used in Web site design.)

Drew switched to the Slipham map in Kumu itself, online, and demonstrated how each node can have attributes stored ‘within’ it. He also showed some of the ways that a map can be probed, for example by clicking on one node and having the map display only those other nodes directly linked to it as working contacts – or perhaps within two ‘hops’ rather than one. Selecting two nodes at opposite sides of the map, he got Kumu to show the immediate links of each, helping to identify a couple of nodes shared between them, which could be used as conduits for contact or liaison.

Drew demonstrated a network map produced for NHS Education Scotland (NES). The connector lines on here were interesting in three ways. Firstly, they displayed as curved rather than straight; they displayed with three grades of thickness; and they also seemed to indicate directionality, as each line had an arrowhead at just one end.

The purpose of this investigation was to identify sources and flows of information. The thickness of the line indicates the ‘volume’ of flow (an attribute which you can control by adding a value to the data behind the connection), and although Drew did not explain this, the arrowheads clearly indicate the direction of information flow.

Drew used this diagram to warn of an effect in mapping in real life, which is that one often works for a single client within the network (in this case, the NES), who readily provide their own links, and those initially dominate the map. If you want a more thorough picture, you will have to make contact with the organisations they have identified, and survey them to try to ascertain their links too. It may take a few iterations of this process to get the wider picture.

A second exercise (or game)
We had already had a simple discussion exercise about networks in our table groups. Drew now offered something more playful. He used Kumu to present an abstract network map where the nodes were identified by numeral only. Displayed next to this map on the left was a listing of the ‘top ten’ nodes ranked by betweenness centrality. Each table was to ‘adopt’ one node and then try to promote it up the centrality score table, either by adding a link, or deleting one. (The ‘adopted’ node did not have to be a terminus for the link added or deleted.) Based on table choices, Drew input the changes into the Kumu map and re-displayed the rankings. We did this a couple of times.

The game was competitive and fun, and less confusing than it might have been, because three tables adopted the same node, and two another. The biggest effects came from making or breaking links between nodes which were already well connected. This was a good exercise in learning how to ‘read’ a network diagram.

Collecting information for mapping
After the exercise and a coffee break, Drew gave us guidance about how to prepare for network mapping by gathering information. Where a community is dispersed or hard to collect together, you might prepare an online survey; they’d used Google Form, but Survey Monkey also works. The data may have to be fed in via Excel or Google Sheets, and as Comma Separated Values (.csv). London Voluntary Service Council is currently doing a network mapping exercise using online forms.

If you are holding an event where participants are present, you could get people to input data straight into Kumu, or create a drawn-up paper sheet or questionnaire. Drew showed a model: an Organisational Mapping Sheet they had prepared to collect data for a project on tobacco reduction. Each organisation notes their name at the top of the sheet, and adds some ‘interest keywords’ – I guess this is used to sift the nodes into categories, and so would work best with a predetermined tag vocabulary.

The sample illustrated then had a number of small repeated tables, the first of which was for ‘your organisation’. One box asked ‘Sharing?’ – if you think your organisation is good at sharing, you tick it; if not, you leave it blank.

The sample form then listed five rows of activity: Online communications, Technical, Management, Financial and Community, and next to each of this was a box for ‘Skills’ and another for ‘Resources’. If you have technical skills, you tick that box, and if you have financial resources, you tick that. Otherwise, you leave them blank.

The sample sheet shown had seven other mini-tables identical to the first, except that rather than being about ‘your organisation’ this was for your private opinion about the sharing abilities, skills and resources about the other organisations with which yours was most in contact. There was a note to assure people that ‘individual contributions will be confidential and unattributable’.

This is just one example. Depending on the theme and the nature of the community, the skill and resources sets may be different. Instead of a tick or the absence of one, you could calibrate the data with a numerical score, for example a plus or minus figure, or a number between 1 and 5, or a number of ticks. A calibrated assessment seems to have been used in the Berwick upon Tweed case study described earlier.

Other supplementary means for collecting data could be face to face or telephone interviews. If you are ‘iterating’ the investigation by contacting other organisations named in the linking, telephone interviews make a lot of sense unless you have an online form resource and can invite the second-round participants to fill that out too.

Not that difficult!
Drew showed one example of a fairly complex network map encompassing about 70 organisations, which had been created by the manager of the a Children’s Centre in Croydon to indicate those involved in some way in Croydon’s ‘Best Start’ programme, for children under 5 in families at risk in some way. Following a workshop, she went home, created a Kumu account and without previous experience of network mapping created the network map in two hours.

Another advantage of developing a network map in an online environment like Kumu is that Drew was able, as it were, to ‘look over her shoulder’ and help her remotely to develop her network map further.

One problem with a network map created thus by an individual is that, although she thinks those links exist, she doesn’t know for sure, and the links are unqualified in other ways. A maxim in the network mapping community is ‘the node knows’ – best not to speculate but ask people and organisations in a prospective network what their connections really are.

Time-base networks: the CFAB example
Networks can have a time dimension, and Kumu can cope with these too. An example might be a flow-chart, or a process-mapping chart.

Family Maps. As mentioned briefly above, a recent project which Drew and David have tackled is for the Centre for Ageing Better (CFAB), which wanted to investigate how technology can be used to assist people in later life. They started by developing six ‘personas’. A persona is a fictitious person who embodies a set of characteristics typically found together, so can represent a sector of the population in a simulation game such as one that CFAB ran with 50 people at one of their conferences.

These personas were based on research conducted by the polling company IpsosMORI, who have a database of population characteristics from polling, plus focus groups. IpsosMORI had already concluded that three factors dominate in securing well being in later life: financial security, health, and social connections.

Based on IpsosMORI cluster work, the CFAB project created ‘Mary’, whose tagline was ‘Can Do and Connected’. The character was represented by a cartoon portrait by Drew, in which she says ‘I want to remain independent as long as possible!’ Five sentences explain that she is 73, owns her home outright, but feels she has to watch her spending. She recently lost her husband, but stays positive with support from friends and family, and engages in local activities. She has long-term health issues, but hopes things will improve and stays optimistic. She uses an old mobile phone for calls and texts, but her attitude indicates she would explore technology further if she thought it would help…

Mary lives in ‘Slipham’ (of course) and has connections with various agencies there such as the General Hospital, a community nurse and a bowling club, plus several individuals who are friends, children and grandchildren, etc.

For this project (perhaps through the gaming process?) they also developed time-based maps which showed how Mary’s network might evolve over time: she compensated for the loss of her husband by joining community social activities such as ‘PowerAgers’ (a walking group), but later had to give them up due to advancing ill health, which also changed her needs and her network of support from health and social care agencies. For the network mapping in Kumu, this evolution of her network was coded by tagging each node in it for inclusion in various year bands. You can then advance year by year (in this case, in five-year steps) to see how the persona’s network develops.

The purpose of the exercise was to explore how support services might be better co­ordinated to help people as they get older – and the role which technology might play in that. This was allied to investigation of how vulnerable people are to social isolation.

Drew spoke of the phenomenon of ‘social ageing’ – how our social connections change as a result of ageing. A related concept is ‘network risk’, which spots which kinds of contact network are vulnerable to sudden collapse. They tend to be the ones dependent on physical activity – but could also be impacted by poor public transport provision, or financial hardship, meaning that you can no longer afford to participate in activities.

Multi-level maps. Drew showed how for the CFAB exercise they created a custom version of ‘Slipham’. So long as the node entities reside in the same Kumu project, their links and other attributes will be inherited by other maps created within the project. Drew pointed out that a couple of the nodes on Mary’s personal map are also on the wider Slipham map – others, which might be relevant to Mary’s future happiness and well-being (such as Age UK Slipshire and the University of the Third Age), were not.

Linking to Asset Based Community Development projects

Drew’s final slide showed a very complex network map developed around several projects in Croydon, on which he and David are currently working.

I was interested to note that in the Croydon work, the network mapping is part of a larger programme using ABCD methodology – Asset Based Community Development. My awareness of ABCD has come from another community development practitioner, Ron Donaldson – who spoke at the NetIKX#78 event – and who uses ABCD in some of his own work.

Asset Based Community Development is an approach to developing activities and services within communities which focuses not so much on community needs as on the skills, resources and capabilities of individuals and groupings and organisations within a community. The approach was developed in the 1990 by John L McKnight and John P Kretzmann at the Institute for Policy Research at Northwestern University in Illinois, USA. The website of the ABCD Institute which they founded, anchored within the university’s Center for Civic Engagement, is at http://www.abcdinstitute.org/

For example, we may find out that the Methodist Church has a meeting hall, the school has a grassy area suitable for a neighbourhood fair, Darren is a whiz at Web sites, Ant is a cartoonist, Charmaine and Sue make Jamaican patties, Nguyen is a videographer and videomaker with his own kit, three of the gents from Men In Sheds would like to teach basic woodwork, Sarah has a pillar drill and lathe and can weld, Pushpinder creates theatrical costumes, three Green Party activists want to encourage materials recycling, Jordan can drive a minibus… If these assets can be put together in inventive ways, the community can start to help itself rather than waiting on help from on high.

A key tool in ABCD is the Capacity Inventory which gathers data about who has or can do what, and also finds out how they are connected to projects in the community. To me it has now become obvious that rather than a static card index or other capacity inventory database, an interactive network map with data behind it such as Drew had shown us using Kumu fits beautifully with Asset Based Community Development.

Audience feedback
Many people likes the example of ‘Mary’. Steve Dale said that it is not uncommon for our networks to shrink as we get older. Rob Rosset wondered if that is something we accept, or struggle against. Steve felt that maybe the ageing brain is not as able to cope with lots of connections, but thinking about people he knew years ago, such as in his Navy career – well, their paths have diverged from his anyway, and he would rather stay close to a smaller circle of family and friends who mean a lot to him.

Someone else affected by the story of ‘Mary’ thought exclusion and isolation are the other side of networking. She added that many people are not confident and outgoing networkers, so as well as thinking about how to strengthen our networks by building the links between those who link readily, we should also think about those who stand on the sidelines only for lack of encouragement.

Conrad reflected on the game we had played. Some people with try to strengthen their local dominance in a network, whereas if they were less egotistical and were prepared to connect on an equal basis with people at the heart of other clusters, more could be achieved. Drew commented that a network map can identify someone who occupies a strong network position – but that doesn’t guarantee the right constructive attitude!

David Wilcox reported that a concern of the London Voluntary Service Council is that in the current austerity climate, voluntary action is being crippled as the agencies and associations which used to serve as hubs are taken out. How can the existing groups become better at using network thinking and technology? But those organisations rarely have those skills and capabilities.

David has begun thinking it would be good to develop a range of personas which might represent Londoners – as a starting point for examining what kinds of connections they tend to have, and what they might benefit from in the future – either on their own, or assisted by ‘Network Builders’. Because it looks as if increasingly we are going to have to create social infrastructure from the bottom up. He’d be interested to know if anybody else would be interested in that, to get a project going.

Clare Parry thought that people may share a neighbourhood, but the communities don’t connect – the example she offered was of traveller communities not connecting to settled ones (different ethnic and cultural communities would be another case in point). David said that this was a feature of the ABCD work in Croydon which has been going for about four years. They have volunteer ‘community connectors’ and Drew has been using network mapping to help them identify useful points of inter-community connection.

Finally, Martin expressed concerns about the ability of network maps to misrepresent situations if the data input is wrong or insufficient. Drew said that network maps can give you insights – but if you really want to know what’s going on, you have to investigate that in the field.

SOME FINAL THOUGHTS
This was an interesting and well-attended NetIKX meeting. It’s nice when we have use of the Upper Mews Room at the British Dental Association – it accommodates 50 comfortably around tables and is well lit, very suitable for the round-table syndicate groups which are a hallmark of NetIKX meetings. (To learn more about NetIKX, see https://www.netikx.org.)

As one of the early slides said, there are various ways of getting a picture of how things and people are organised, such as through stories. Network analysis is a more structural and structured method. But I think more people are comfortable with stories and I suspect some of my NetIKX colleagues felt they had waded beyond their depth when we tackled network theory! This may be why the story of ‘Mary’ resonated so well – however fictitious, there was a story in there. The stories around other projects such as the Berwick upon Tweed one also helped bring these to life for me.

I was intrigued enough by betweenness metrics and other abstract aspects of network theory to do more reading around them, if only to help explain them. I hope my expanded explanations of how these things work with reference to my fictitious abstract ‘A to Z’ network are (a) helpful and (b) not misleading!

Obviously there are subtleties of social network analysis and visualisation which we didn’t cover (and which could have led to rapid cognitive overload has it been attempted). For example: the directionality of links; the strength of links; how if at all to weight the value of a particular node’s contribution to the network. I look forward to playing with Kumu to discover more and I have signed up, as suggested by Drew.

On the CFAB example and social ageing —The story of Mary made me think too. Many people of my age (early 60s) and even decades older find that the Internet and social media, even Facebook plus digital photography, help us keep in contact with friends dispersed across the globe, people whom we meet face to face but rarely, and even make new friends by being introduced online to friends of friends. Quite cost effectively, and even if we are housebound.

Writing and reading – perhaps falling out of fashion? – can network us with others in great depth. Frequent emails are important to my mother and me. Text can link us to ideas across time as well as space, for example by reading books – or accounts like this of interesting meetings we may have missed…

In Mary’s story of ageing, illness decreased her access to wider networks, but that is not the only factor. There are many activities I cannot join for lack of funds. I cannot begin to express how grateful I am to have a 60+ Oystercard and therefore free travel across London!

 

 

July 2016 Seminar: Understanding Networks – and how to win friends and influence people

Summary

If you were to ask your CEO or manager how knowledge and information flows through your organisation, you will probably be shown an organisation chart. This is all very well in theory, but the days of strict hierarchies for communicating and sharing knowledge and information have long been consigned to history. In today’s global economy, working practices rely almost entirely on networks and networking. Today’s networks include both business and social interactions, making possible new types of insight and intelligence. Trends and patterns that could never be detected by human intelligence alone can be made visible in a network.

But do we really understand what our networks look like, and our place in them? Why do some people appear to have more influence than others? Why do some teams collaborate and share knowledge more effectively than others? How can we become more effective networkers and what interventions are required to improve the social and professional networks that we belong to?

The importance of networks and networking in our personal and professional lives cannot be understated. Yet there is still widespread ignorance on this topic. This seminar explored the theory and practice of networks and networking and provided delegates with insights into how they can exploit network thinking in order to become more productive, better engaged and – perhaps – more influential!

Speakers

Drew and David are currently on the Joined Up Digital project for the Centre for Ageing Better, following an exploration into Living Well in the Digital Age with the Age Action Alliance. They have developed social network mapping for the Croydon Best Start programme and other clients, and also created a suite of workshop games and simulations to support co-design. They used these projects to illustrate their approach.

Drew Mackie is a recognised expert in the Kumu online system of network visualisation and is particularly interested in using network methods to evaluate changes in connectivity over the life of projects.

David Willcox has been a print journalist, consultant in regeneration partnerships and community engagement over the past 40 years. David’s work recently has focused on how to mix face-to-face and online activities for collaboration.

Time and Venue

2pm, Thursday 14 July 2016, The British Dental Association, 64 Wimpole Street, London W1G 8YS

Pre Event Information

• To provide an understanding of network building, network analysis and networking
• To give a practical introduction to network visualisation and analysis tools
• To recognise the importance of networks and networking for more effective team building, user/customer engagement, professional development and knowledge sharing

Slides

Not available

Tweets

#netikx80

Blog

See our blog report: Understanding Networks

Study Suggestions

None