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CHAPTER 3

PERSONAL
KNOWLEDGE MANAGEMENT
(PKM)

Heiko Haller

1 20.11.2009 Vorlesung Wissensmanagement WS 2009/2010 Institut AIFB & FZI

Overview Knowledge starts in
people’s minds
PKM

human
Degree of externalisation

(tacit)

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„system“
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(explicit) XXXXX XXXXX

storage

Community involvment

Agenda

 3.1 Why and What is PKM
 3.2 PKM Tools
 3.3 Soft Skills, Practices


Agenda

 3.2 PKM Tools


The most important contribution of management in the 20th
century was to increase manual worker productivity fifty-
fold.
The most important contribution of management in the 21st
century will be to increase knowledge worker productivity –
hopefully by the same percentage. […]
The methods, however, are totally different from those that
increased the productivity of manual workers.
Peter F. Drucker, 1958


Why Personal Knowledge Management?

Human long-term memory has giant capacity
huge amounts of information are stored
memory retrieval is the bottleneck

Working memory is very limited
Only 7±2 items can be held in working memory simultaneously
(G. A. Miller, 1956)
Dealing with complex subjects, this is a problem…


Complex Problem Solving

networked thinking
Frederic Vester “The Art of Networked Thinking”
Dietrich Dörner “The Logic of Failure”
Heinz v. Foerster (Cybernetik)
reducing complexity
clustering, modularisation
pattern recognition
abstraction
activating and relating to prior knowledge


Cognitive Adequacy

Evolution did not optimise our brains for the kinds and
amounts of knowledge we deal with nowadays.


Cognitive Adequacy

To support knowledge work, we need
methods and techniques
mnemonics (memory techniques)
meta cognition (thinking about thinking)
meditation (practicing the mind)

cognitive tools
“Gedankenstützen”, “Denkwerkzeug”

reduce cognitive load / cognitive overhead


Recapitulation: Core activities of holistic KM
according to Probst, Raub, Romhardt

Knowledge Feedback Knowledge
Goals Assessment

Knowledge Knowledge
Identification Utilization

Knowledge Knowledge
Acquisition Preservation

Knowledge Knowledge
Development Distribution

10 20.11.2009 Vorlesung Wissensmanagement 2009/2010 Institut AIFB & FZI

Knowledge Transformation Processes SEKI
(Nonaka/ Takeuchi)

tacit explicit

socialise
learn
tacit externalise

explicit internalise

learn
combine


SECI Today

Combination

Socialisation


Personal Knowledge Processes

Creation (Organise, Formalize,
1 Externalisation Refine)
3
2

4
Retrieval
5 (search own + others)
6
Usage

Model by Max Völkel (http://xam.de/ ) based on: Marc E. Nissen, 2006, WM Potsdam


Re-Use Your Own Knowledge

Externalisation Internalisation

Note-taking is communication with yourself


Degrees of Formality

“Knowledge Cue” (Wissenshinweis)
undetailled, degree of structuredness/explictness/formality detailed,
raw, exact,
short, explicit,
needs prior knowledge common language,

recipient
Me Me Me (2 years later) general public
(now) (later)

others that I know well
others that don„t
know the subject
others that know
the subject

PKM OKM


Cost and Benefit of PKM

• Total costs C = CE + CR
• Benefit B = ?
 Personal KM is always gambling:
 Will I ever need this knowledge again? In what context?

 Is it cheaper to recreate the knowledge? CC < CE + CR
 What value will it have? How much effort to structure and
formalize is justified? B > CE + CR

Organisationales WM vs. Persönliches WM

Organisationales WM Persönliches WM
Perspektive Unternehmen Individuum
Top-Down Bottom-Up
Veränderungen Fluktuation der Mitarbeiter Wechsel des Arbeitgebers
Ziel Produktivität steigern
Formalitätsgrad Expliziter („Veröffentlichung“) Informaler („Notiz“)
Kontext Beruf Beruf und Privat
Geschwindigkeit der Ca. 10 Jahre Ca. 1 Jahr
Umsetzung


Status of the Topic

By far less ....
understood
agreed
integrated
heavily researched on
... than other KM areas (groups, organizations, processes, ...)
Nevertheless, central to KM !
Differentiation from surrounding areas a bit fuzzy
eLearning, Skill Management
Personal information management (“PIM”)
Community knowledge management
Personal task and self management


Agenda

 3.2 PKM Tools


Cognitive Tools

Personal knowledge media
representing problems
supporting memory
knowledge modelling
organising resources
 “extracortical organizers of thought” (Vygotsky, 1978)
“We can‟t manage knowledge, only cues to knowledge.”
Knowledge cues are things (symbols, words, artefacts), that help us
reconstruct the original knowledge structures associated with them.
Pictures
Texts
Keywords


Conventional Tools

paper-based tools
calendars
notebooks
sketches
… are well-established
but have shortcomings

especially for complex contents,
computer-based tools have valuable possibilities
full text search / filtering
linking / browsing
zooming
interactive editing / refining
easy sharing / collaborating


PKM Pioneers

 Vannevar Bush (1945):  Douglas Engelbart  Niklas Luhmann
MEMEX (1963): (1992)
„enlarged intimate AUGMENT used Zettelkasten for
supplement first hypertext 26 years:
to his memory“ system
„Als Ergebnis längerer
Arbeit mit dieser Technik
[dem Zettelkasten]
entsteht eine Art
Zweitgedächtnis, ein
Alter ego, mit dem man
laufend kommunizieren
kann.“

• Vannevar Bush: As we may think, Atlantic Monthly, 1945, 176, 101-108
• Engelbart, D: A Conceptual Framework for the Augmentation of Man‘s Intellect,
Vistas in Information Handling, Spartan Books: Washington, DC: London, 1963, 1-29
• Niklas Luhmann: Kommunikation mit Zettelkästen. Ein Erfahrungsbericht. In: ders.: Universität als Milieu.
Kleine Schriften. Haux Verlag, Bielefeld: 1992, S.53-61. ISBN 3-925471-13-8


The MEMEX by Vannevar Bush

Copyright by:
Taken from http://www-sop.inria.fr/acacia/personnel/Fabien.Gandon/lecture/saint_louis_2007_02/seminar/

Zettelkasten
 extensible
 no queries / text search
 no automation


PIM – Personal Information Management

specific application areas
address book
calendar
task planer
notes
(communications, feeds (mail, RSS etc.))


PIM – Personal Information Management Tools

modular
iCal, Address Book (Mac)
Kontact, Kalendar (KDE)
Sunbird (Mozilla)
monolithic
MS-Outlook/Exchange
Lotus Organizer
Novell Evolution
web
google (-calendar, -contacts, -notebook, -bookmarks, -Web History,
iGoogle)
“remember the milk“ and many others (task planer)


PIM vs. PKM – Overview
shared
private
PKM
concept mapping
generic

mind mapping

personal wikis wikis

note taking
PIM groupware ...
outliner
specific

task planer

calendar
contacts


Computer-Based PKM Tools


Example of an Outliner (Gliederungseditor)


Example of an Outliner (Gliederungseditor)

OmniOutliner

Outliners can be used …

… as an aid for writing long / complex texts
… as a personal knowledge repository – like a Zettelkasten
… for task/project planning

siehe auch
http://en.wikipedia.org/wiki/Outliner
http://de.wikipedia.org/wiki/Gliederungseditor


Task Manager (OmniOutliner)


Personal Wiki Use

using standard (multi-user) wikis online as single user
pro: easy to set up
(Wiki-Farms e.g. pbworks.com, wikia.com, referata.com)
con: no offline use, limited control over personal data

using standard (multi-user) wikis locally
e.g. JSPWiki, (Semantic) MediaWiki
pro: stable, well-known environment, own your data
con: does not (automatically) sync with other devices (e.g. mobile)
con: requires additional software, e.g. a Web server, (L)AMP
personal editions of standard wikis


Personal Wiki Engines

additional features
tree views
drag and drop for external content (images, text, video, …)
OLE – wikis as relational superstructures for desktop documents
faster
con: usually no syncing to other places of use

see also
http://en.wikipedia.org/wiki/Personal_wiki
http://c2.com/cgi/wiki?PersonalWiki


Voodoo Pad screen shot shows dragged in images


Personal Wikis – Conclusion

Wikis can be used locally as “personal wikis”.
Have proven to be very efficient for PKM
interlinking information units (pages)
backlinks
categories, tags, keywords
full-text search
structured and unstructured contents
scalable (some people have several thousand pages)

But don‟t allow to see overall structure
 no overview


Visual PKM Tools – why?

Our sense of spatial orientation is highly efficient and
automated.
Automated actions do not interfere with conscious tasks.
(Schneider & Shiffrin, 1977)
Using our spatial sense to deal with knowledge helps
orientation in our “knowledge space” very efficiently.
Visual representations are easier turned into mental
models because they bare the structure of the content
matter (see next slide)


Analysis of Map of
Conceptual
symbol Organisation analogue
structures structures
model construction
propositional
mental model
representation model inspection
processing

selection
thematic
semantic

visual
text-surface

[Source : Schmotz & Bannert, 1999]
perception /
representation
imagination

perception
processing
semantic

Verbal Pictorial
sub-

Organisation Organisation

text picture / diagram


Example: Mind-Maps


some Mind-Mapping Tools

Mind-Manager
market leader
easy to use, powerful, office-integrated
http://mindjet.com/
FreeMind
open source
also quite popular
http://freemind.sourceforge.net/
MindMeister
Web2.0
upcoming
http://mindmeister.com/


Example: Concept Maps


Concept Mapping Tools

inspiration
commercial, widely used
easy to use
http://inspiration.com/
cMap Tools
from Institute for Human and Machine Cognition (IHMC)
free (but not open source)
http://cmap.ihmc.us/
many graphic programs...


Example: Spatial Hypertext

Knowledge
Manager
MindMeister Axxon

FreeMind
Inspiration
MindManager

cMap
ConceptDraw SmartDraw
Mindmap Pro
Visual Mind
The Brain
Mind Mapper

Ygnius VKB Tinderbox


Example: Spatial Hypertext
Concept Mapping Tools

Spatial Hypertext taugliche Tools

Tools die Mind-Mapping unterstützen Knowledge
Manager
MindMeister Axxon

FreeMind
Inspiration
MindManager

cMap
ConceptDraw SmartDraw
Tools ohne freie Positionierung Mindmap Pro
Visual Mind
The Brain
Mind Mapper

Ygnius VKB Tinderbox


Spatial Hypertext Tools

Tinderbox
commercial, widely used
Mac only
http://www.eastgate.com/Tinderbox/
Visual Knowledge Builder
working research prototype
free but dead
http://www.csdl.tamu.edu/vkb/
iMapping
research prototype (under construction) by FZI
deep zooming
semantic desktop
http://imapping.info/


Mapping Techniques in Comparison

Mind-Mapping (see T. Buzan)
easy, fast
but vague

Concept Mapping (see J.D. Novak)
expressive, stresses structure
but need more effort

Spatial Hypertext (see F. M. Shipman)
constructive ambiguity
but no explicit relations


why not have maps of maps?


iMapping


more about mapping techniques

“Mappingverfahren zur Wissensorganisation”
(Diploma Thesis)
http://heikohaller.de/literatur/
For future scenario read last chapter
iMapping (PhD Thesis)
http://imapping.info/


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PKM Lecture 1 - Introduction and Tools - (2009)

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