Blog for May 2022 Seminar : MS Teams – The Case for Information Architecture and Governance

This seminar was given by Alex Church a Senior Consultant with Metataxis. Metataxis has clients in central and local government; charities and non-profit organisations; the private sector; higher education and much more. Metataxis is in the business of managing information.

What is Teams ?  Teams is all about communication (chat, audio/video conferencing, telephony) and collaboration (content sharing, storage, task mangement etc ).  Teams is only one part of Office 365 – which is a whole set of cloud business applications. Now there is both an ‘upside’ and a ‘downside’. A good thing about Teams is the fact that it can be set up and used straightaway for collaborative working. This fact can also be a bad thing because if you simply turn on Teams and then let everyone ‘get on with it’ – it can very quickly become messy and chaotic. Teams requires an information management strategy. SharePoint underpins Teams. Teams has to have both governance and information architecture.

You cannot permit ‘self creation’ in Teams. An approval and provisioning process is necessary. You can build your own (manual) or use 3rd party apps. Begin with a simplified Teams architecture :- chat can be stored in a personal mailbox and in One Drive up in the cloud. Team can create an M365 Group with a Group mailbox and files can be stored in SharePoint. Every Team has a SharePoint site behind it. Therefore a document library is created by default and a folder is created for each Channel. So Teams Information Architecture imposes a Teams/Channel = Library/Folder Information Architecture. You get a ‘General’ channel/folder which cannot be removed. Do note that Private Channels are accessible only to a sub-set of Team members. Teams need to be ‘named’ so you will need a Teams naming convention – you will need to stop two Teams having the same name. A ‘Group Naming Policy’ can be enforced via Azure AD. Are the teams going to be Public or Private ? Public teams are visible to everyone and can be joined without the team owner’s approval. Private teams can only be joined if the team owner adds you. Public or Private is also relevant regarding SharePoint permissions. Particularly check permissions of a Public Team SharePoint site to prevent unauthorised editing and/or deleting of files.

An important part of governance is managing Teams Lifecycle:-

Expiration Policy –  This applies to the Group and requires Azure AD Premium. Deletes all Teams content and apps. It can be a set time period or be based on last activity. Team owners have the option to ‘Renew’.

Retention Policy – This applies to messages/chat; files. Set at Team/Site level by admins. It can retain content for a certain period or it can delete content after a certain period.

Retention Labels – This applies to files. Admins can set defaults/ auto application. It is applied at a document level. It can retain content for a certain period or it can delete content after a certain period.

Chat and Channel Messages – You can only use Retention Policies not Retention Labels. What is the value of  Chat and Channel Messages ? There has to be a balance between the desire to delete them with the need to keep them for reference or evidence.

Archiving – This can be done by a Team Admin or Owner.

To sum up : Teams is a great tool and is the direction of travel for Microsoft.

 

Rob Rosset 24/06/22.

 

May 2022 Seminar : MS Teams – The Case for Information Architecture and Governance

Summary

This meeting was about MS Teams and, in essence, MS Teams are about communication (chat, audio/video conferencing, telephony) and collaboration (content sharing, storage, task management etc.). Teams is just one part of Office 365 which is a whole set of cloud business applications. However, before deploying Teams you will need an Information Management Strategy, you will need to create a Team and have a proper Teams architecture. Also, every Team has a Share Point Site behind it.

Speaker

The speaker was Alex Church of the Metataxis Consultancy.

Time and Venue

Thursday May 26th, 2022 at 2:30 pm via the Zoom online platform.

Slides

Will be made available to members.

Tweets

#netikx115

Blog

No NetIKX blog for this event as yet.

Study Suggestions

No study suggestions

January 2022 Seminar : Introduction to Radical Knowledge Management

Summary :

With the ongoing development of technology and its impact on every workplace in industry and commerce we must seek to radicalise the effectiveness of Knowledge Management by learning lessons from the creative essence of art and artists. In this way we can increase productivity and liberate insightful improvements to industrial and commercial processes by encouraging innovation.

Speaker :

Stephanie Barnes is an Independent Consultant based in Berlin, Germany.

Time and Venue :

A Zoom lecture held on Thursday January 27th 2022.

Slides :

Slides will be made available to members.

Tweets :

#netikx114

Blog :

A blog is available to members

Study Suggestions :

The following suggestions are made :

 

 

Seminar Report November 2021. Writing for the Web: Perspectives and Practical Advice.

Summary

This meeting was an unusual choice for NetIKX, but it proved extremely wide ranging and informative.  We considered how writing for the web  is different from other content? What are the processes and principles guiding web content and are there any hard-and-fast rules to stick to when crafting texts for the Web?

These are the three questions that Teodora Patkova, our speakers, looked at in this webinar. Following her passion for making the Web a better text, Teodora led us towards a broader understanding of the Web as a new writing environment. She shared her experience with writing content for the Web as well as her academic findings, related to connecting with audiences online.  Using a fascinating set of slides which drew from a hugely eclectic set of sources, she opened our eyes to ways of thinking about web content without falling back into standard content production methods.  It was hugely stimulating, thought provoking and enjoyable.

We considered:

  • Why write for the Web: We learned Teodora’s perspectives about the web as a public sphere, the blog as a way for engaging in dialogue with your audience and about a new SEO ‘on the block’.
  • What to write for the Web: ‘Content writing’ is not necessarily a dirty phrase if there are good editorial requirements for content and high quality digital texts which can be found by search engines.
  • How to Write for the Web: We all took part in a hands-on group session so that we were able to think through and then write up: a product page; a blog post brief; and a social media share.

Speaker

Our speaker was Teodora Petkova, a content writer fascinated by the metamorphoses of text on the Web. Very much in love with the Semantic Web, she explores how our networked lives transform, and are transformed by, the expanding possibilities of the written ‘webby’ word. She has an educational background in Classical Studies and Creative Writing. Currently Teodora digs deep into words and concepts as part of her PhD studies at the Sofia University and her teaching at the FH Joanneum University of Applied Sciences.

You can connect with Teodora on Twitter (https://twitter.com/TheodoraPetkova), explore her thoughts at http://www.teodorapetkova.com and read excerpts from her book on Web Writing The Brave New Text at http://www.thebravenewtext.com/. The book is also available on Amazon (only available on Kindle) at https://www.amazon.co.uk/Brave-New-Text-Perspectives-Writing-ebook/dp/B07HQ5TYQ5/
Teodora is also on LinkedIn at https://www.linkedin.com/in/theodora-petkova/.

Time and Venue

This was a Zoom on-line meeting at 2pm on Thursday 25th November 2021

Slides

Slides will be available for members.  They are high quality and very delightful.  Any member can ask for access to these slides, through the NetIKX document management systems.  Ask the web editor for your member’s password.

Tweets

#netikx113

Blog

There is a blog available here:   https://www.netikx.org/blog-for-november-2021-seminar-writing-for-the-web-perspectives-and-practical-advice/ 

Study Suggestions

Look at Teodora’s website, slide set or follow her on Social Media (see above for details)

July 2021 Seminar : Ethical Artificial Intelligence

Summary

What is ethical, or responsible, artificial intelligence (AI) ? In essence, we can identify three concerns/issues : “the moral behaviour of humans as they design, make, use and treat artificially intelligent systems.” “A concern with the behaviour of machines, in machine ethics” – for example, computational ethics. ” “The issue of a possible singularity due to superintelligent AI” – a fascinating glimpse into the future as computers might ‘take over’. Is this still science fiction ?

 https://en.wikipedia.org/wiki/Ethics_of_artificial_intelligence#Singularity

This seminar encompassed important topics for Knowledge Management and Information Management  practitioners. Topics included ‘bias’ in the machine, in machine learning, in the content cycle, in the taxonomy, in the text analytics, in the algorithms  and, of course, in the real world. Critically, where do knowledge organization systems fit in and how can practitioners play a role in creating ethical artificial intelligence ?  Should companies begin to develop an AI ethics strategy that is publicly available ?

Speaker

The speaker was Ahren Lehnert  – Senior Manager, Text Analytics Solutions of Synaptica.com and he is based in Oakland, California, USA. https://www.synaptica.com/

Ahren is a graduate of Eastern Michigan University in the Mid-West and a post-graduate of Stony Brook University in New York.

Ahren is a knowledge management professional passionate about knowledge capture, organisation, categorisation and discovery. His main areas of interest are text analytics, search and taxonomy and ontology construction, implementation and governance.

His fifteen years of experience spans many sectors including marketing, health care, Federal and State government agencies, commercial and e-commerce, geospatial, oil and gas, telecom and financial services.

Ahren is always seeking ways to improve the user experience through better functionality and the most ‘painless’ user experience possible based on the state of the industry, best practices and standards.

Time and Venue

Thursday July 22nd at 2:30pm  on a Zoom online meeting.

Slides

Slides available for members in the Members Hub.

Tweets

#netikx111

Blog

There is a blog available here.

Study Suggestions

Ontologies and Ethical AI | Synaptica LLC

Ethics & Bias in the Content Cycle | Synaptica LLC

 

Rob Rosset 27/07/2021

 

 

May 2021 Seminar : The status of KM in 2020, and trends for the future

Summary

In early 2020, Knoco undertook a third global “state of the art” survey of Knowledge Management. The results gave a snapshot of the state of pre-covid KM, and comparison with previous surveys allows trends to be identified.  Nick Milton, the director of Knoco Ltd has a fascinating insight into the survey results. He pinpointed outcomes that would give powerful arguments to KM professionals who need to persuade their leadership team and colleagues to take the subject seriously and allocate appropriate resources.  In particular, the survey results show that knowledge management has become more relevant after the shocks and changes caused by the pandemic.   The discussion following his fascinating talk focused on how we could use the new ideas generated for our own work situations.

Speaker

Nick Milton is director and co-founder of Knoco Ltd (https://www.knoco.com) with over 25 years experience in Knowledge Management.

Working with Knoco Ltd, Nick has helped develop and deliver KM strategies, implementation plans and services in a wide range of different organizations around the globe. He has a particular interest in ‘Lessons Learned Programs’, and has managed major ‘lessons capture programs’, particularly in the area of mergers and acquisitions, and high technology engineering.

Prior to founding Knoco, Nick spent two years at the centre of the team that made BP the leading KM company in the world at the time; acting as the team Knowledge Manager, developing and implementing BP’s knowledge of ‘how to manage knowledge’, and coordinating the BP KM Community of Practice.

Nick is a widely recognized coach and trainer, and has given keynote speeches at most of the leading international Knowledge Management conferences, such as KM World, KM Europe, KMUK, KM Russia, KM Egypt, IAPG Argentina, IKM Jakarta, KM Singapore and KM Brazil. In 2007 he was awarded ‘Lecturer of the year’ from Chalmers University. He was a member of the international working group which developed ISO 30401, the management systems standard for KM.

Nick blogs most days (www.nickmilton.com) and can be found on Twitter @nickknoco. He is based in the UK, near the city of Bath.

Time and Venue

27 May, 2pm Zoom on line meeting

Tweets

#netikx110

Slides

Slides for this seminar are in the Website Document Store.  You need a member’s password.  (Search with: May 2021)

Blog

There is a Blog for this month on the website.  It is an excellent report and has been written by Committee Member, Carlin Parry, and this report can also be found Here

Study Suggestions

You can find a copy of the survey’s mentioned in the seminar at Nick Milton’s website: www.nickmilton.com

Nick is the author/co-author of the following books:

  • The Knowledge Manager’s handbook;
  • Designing a Successful KM Strategy;
  • The Lessons Learned handbook;
  • Knowledge Management for Teams and Projects;
  • Knowledge Management for Sales and Marketing, and
  • Performance through Learning – knowledge management in practice.

March 2021 Seminar: Working during the Covid-19 pandemic: sharing insights and experiences

Summary This meeting consisted of  eight speakers talking for ten minutes each about different aspects of their experience of working during this time, followed by the usual syndicate sessions, where experiences were  shared in more detail, so that we can manage better as we move forward into a still uncertain future. Speakers The eight speakers […]

January 2021 Seminar: Managing Knowledge in Project Environments

Summary

This meeting was about Knowledge Management which is widely practised in project environments, but not always recognised as such. What is recognised as knowledge management is often information management – and tends to be treated a series of unconnected activities.

Members joined us to find out where knowledge management has been hiding, and how to use knowledge management thinking to solve common project problems.

Speaker

Our speaker was Judy Payne. Judy is a management consultant – she is a Director of Hemdean Consulting – and an academic – BPP University, Associate Faculty, Business and Law Schools. She was formerly a director of the Henley KM Forum and preceded that by being Visiting Executive Fellow where she undertook research, supervision of MBA dissertation students and occasional teaching.

The focus of her work is on KM and organisational learning – how to get people to work together effectively and efficiently to get things done, to come up with new ideas, to make better decisions and generally make the very best use of what they know. In practice, she runs workshops and undertakes consultancy assignments. The former involves designing and facilitating the workshop itself, the latter involves several months work.

She is Chair of the BSI Knowledge Management Standards Committee. She is Co-Chair of Knowledge SIG – Association for Project Management. Her mission is to open up project management thinking to knowledge management. She has a 1st Class Honours Degree in Water Resources and Computer Science from Aston University. She has a PhD in Sustainable Urban Drainage, also from Aston University. She has an MBA from Henley Management College.

Time and Venue

This was a Zoom meeting held on Thursday 21st January 2021 at 2:30 pm.

Slides

No slides available

Tweets

#netikx108

Blog

See our blog report: Managing Knowledge in Project Environments

Study Suggestions

None available at present

November 2020 Seminar: The framework and ISO standards for Collaboration, KM and Innovation and how these might be integrated into your organisation

Summary

This seminar, affectionately know as the Two Ronnie’s show, aimed to introduce the Five dimensions Framework of Collaboration, Knowledge and Innovation. They gave an overview of the collaboration, knowledge management and innovation published standards ISO44001, ISO 30401, ISO 56002. This was of great interest to the gathered crowd by establishing the relationships there.  They then tackled how it would be valuable to do more to integrate these into a more interdependent, holistic and integrated management system.  They talked about the relevance of systems thinking.  This was followed by some break out sessions where people could have focused discussions on the issues raised.  The meeting finished with a summary from the two Rons.

Speakers

Ron Young is the founder of Knowledge Associates International, a knowledge management consulting and solutions group based at St Johns Innovation Centre, Cambridge U.K. He is acknowledged as a leading international expert and thought leader in strategic knowledge asset management and innovation. He specializes in knowledge driven results for organizations. He advised and assisted the UK DTI Innovation Unit in the production of the UK Government White Paper ‘UK Competitiveness in the Knowledge Driven Economy’ (1999).

He regularly provides keynote presentations and workshops at leading knowledge management and innovation conferences around the world. He has chaired for several years both the British Standards Institute (BSI) Knowledge Management Standards Committee and the European Knowledge Management Standards Committee.

He is a visiting lecturer for international business administration and global knowledge economy programs. He runs regular Knowledge Asset Management master classes at King’s College Cambridge University, UK. He is a consultant for the World Bank, Washington, USA, and for the European Commission, Joint Research Centre, Brussels.

He is currently developing knowledge management strategies and knowledge management & innovation conferences around the world. He has chaired for several years both the British Standards Institute (BSI) Knowledge Management Standards Committee and the European systems, and advising and assisting major multi-national corporations, international UN agencies, National governments, military, security, and professional institutions around the world. He was a lead consultant for the European Commission 2 Million euro ‘Know-Net’ project. He has joint authored seven books. His hobbies are flying, music, yoga and meditation, travel and philosophy.

Knowledge Associates – leverage the world’s knowledge (knowledge-associates.com)

Ron Donaldson is a self-employed knowledge ecologist working with methods and ideas from a range of disciplines such as problem solving, open innovation design thinking, collaborative community building through to using narrative frameworks to communicate complex ideas.  He works closely with the Cognitive Edge project.  Ron is a member of the NetIXK Committee and supports speakers at our seminars.

Time and Venue

November 26th at 2:30 pm on the Zoom platform. This is a virtual session.

Slides

Not available

Tweets

#netikx107

Blog

See our blog report: Framework and ISO standards for Collaboration, KM and Innovation

Study Suggestions

ISO/IEC 27001:2013 Information technology – Security techniques – Information security management systems – Requirements.
ISO 56001:2014 Asset Management
ISO 56002:2019 Innovation Management – Innovation Management System – Guidance
ISO 9001:2015 Quality Management Implementation Guide
ISO 44001:2017 Collaborative Business Relationship Management
ISO 30401:2018 Knowledge Management Systems – Requirements

Also a useful site for KM writing: http://www.nickmilton.com/2020/10/what-is-4th-enabler-forknowledge.html   Nick Milton is a director of ‘Knoco’ an international firm of Knowledge Management Consultants. His website is a cornucopia of KM material. Incidentally, the ‘4th enabler’ for KM is ‘governance’.
The Systemic Design Group may be of interest: https//www.systemicdesign.group/empathy-talks/

October 2020 Seminar: From Hawley to the Edge of Intelligence : the continuing evolution of Knowledge and Information Management to adapt to the new normal

Summary

This seminar was all about the ‘Financial Times’ survey entitled ‘The edge of intelligence’ published in early March 2020.  Stephen Phillips is a member of CILIP, the Library and Information Association, which worked with the ‘Financial Times’ to commission a survey of its readers. The purpose of this was to build a better understanding of their perception of knowledge and information management.  This exercise followed on from the release in 2019, of ‘Information as an Asset’,  an update of an earlier report from the mid-1990s issued by the Hawley Committee.  NetIKX has always been deeply involved with this work and therefore wanted to provide an overview of the new report and how it had developed from the previous Hawley Report.  Stephen also discussed the ‘Key findings of Dell’s recent Digital Transformation Index’ which emphasised the importance of knowledge sharing, extraction of insights from data, skills in data analysis and related disciplines and the need to make business decisions based on data in real time.

The seminar therefore gave the audience an opportunity to reflect on the key findings of the survey and then discuss the practical ways that Knowledge and Information Managers can help their organisations going forward, through the pandemic, constantly maintaining and building on their success.

Speaker:

Stephen Phillips is the owner of Smart IM Ltd which he has created following on from a highly successful thirty year career in the financial services industry where he developed and implemented KM and IM strategy, 3rd party data sourcing and management and onshore/offshore staffing models. He has a track record of innovative use of technology to shape and manage workflows, 3rd party inventory, entitlements, credentials and usage tracking, machine translation and KM platforms. Smart IM provides strategic support to deliver these capabilities, including research, information and knowledge management solutions.

Stephen believes that world class Knowledge and Information Management enables good decision making and competitive advantage. Organisations can be helped to address four strategic imperatives : to increase revenues; to reduce costs; to mitigate risks and to comply with legal and regulatory obligations.
Stephen is 2021 Conference Chair for SLA Europe and Vice Chair of CILIP’s Knowledge and Information Management Member Network. He has previously served as President of the European Chapter of SLA and actively contributes to industry events and journals.

In his spare time, Stephen is a school trustee, he is a keen golfer, he likes to vacation in Portugal with his family and he enjoys long walks with Reggie, his Airedale terrier “discussing life, the universe and everything” …

Time and Venue

22nd October 2020 at 2:30 pm on the Zoom platform. This is a virtual session.

Slides

Will be made available after the session for members only.

Tweets

#netikx106

Blog

See our blog report: Information as an Asset and the Hawley Report

Study Suggestions

1995 Information as an Asset : the board agenda – https://cilip.org.uk/informationasset
2019 Information as an Asset Today’s board Agenda – https://cilip.org.uk/informationasset
2020 The Edge of Intelligence – https://intelligence.ft.com
Covid Impact on The Workplace – https://www.thebcfa.com/bcfa-covid-19-impact-survey
McKinsey : COVID Response Center – https://www.mckinsey.com/about-us/covid-response-center/home
Dell Digital Transformation Index – https://www.delltechnologies.com/en-us/perspectives/digital-transformation-index.htm