PKMastery

Maria Popova at BrainPickings.org does an excellent review of the 1936 book, You Can Do Anything by James Mangan. She covers in detail the section on 14 Ways to Acquire Knowledge. These align nicely with the Seek > Sense > Share of personal knowledge mastery as shown below.

I placed Write & Reason into the Share category, but they can also fit into Sense-making. Sense-making is the necessary value-add of PKM. Without it, there is no knowledge to share, only others’ work to be re-broadcasted. Looking at PKM as pre-curation shows how important a personal sense-making process is in order to be of service to one’s networks, whether personal or professional. PKM is each person’s part of the social learning contract. Mangan’s 14 ways to acquire knowledge provide another set of possibilities on how to develop a unique PKM process. There are no best practices in PKM, only principles and examples to draw inspiration from.

For another perspective on this theme, Chris Brogan advises people to Read, then Act.

I recently purchased a bunch of different fitness magazines. The experience was interesting. I pulled the following actionable information from what I learned:

* If there was a long article with someone, it was useful. If it was a “tidbits” kind of article, it was rarely useful (usually the questions were fluff).

* If there was a “recipe,” as I like to call them, the articles were useful. If it was just “informative,” I couldn’t actually remember the lesson.

* If the article suggested other resources, the information suggested was always helpful in deepening my understanding.

* Articles that prompted an action instead of a thought process got me to take the action more often. Articles that wanted me to think a certain way were easy to forget.

Sense-making is acting on one’s knowledge. In my own work, if I did not have client projects to test out some of the ideas I have developed, my knowledge would have stagnated. In the case of PKM, it was an interesting idea that I personally put into practice at first. However, it was in explaining this concept to others, then running workshops and coaching people, that I really understood PKM well and learned much more.

“To be is to do.” – Socrates

PKM is much more than processing information. It’s about ideas, conversations and especially relationships. Most of all, PKM is a framework to actually do knowledge work. It is a framework that helps move from an awareness of knowledge to activation of its use in the context of getting work done.

My earliest inspiration on the power of personal knowledge management came from Lilia Efimova and her research on blogging as knowledge work. Lilia’s knowledge framework, as explained in her doctoral dissertation: Passion at Work, shows that knowledge work is done within a context and that awareness of context can be developed through ideas, conversations and relations.

Activation of knowledge happens in the context of tasks and so the cycle continues.

The top sector represents the domain of developing ideas, which requires the filtering of vast amounts of information, making sense of it, and connecting different bits and pieces to come up with new ideas.
In this process physical and digital artefacts play an important role (Halverson, 2004; Kidd, 1994; Sellen & Harper, 2001), so knowledge workers are faced with a need for personal information management (Landsdale, 1988) to organise their paper and digital archives, e-mails and bookmark collections.
– The sector of conversations reflects the social nature of knowledge work (Brown & Duguid, 1996; Lave & Wenger, 1991) and incorporates the spectrum from passively followed conversations to collaboration with others focused on performing specific tasks. Conversations contribute to both developing ideas and relations with others.
– The lower sector represents the domain of relations, since effective knowledge development is enabled by trust and shared understanding between the people involved (Cross, Parker, Prusak & Borgatti, 2001). For an individual, this means a need to establish and maintain a personal network (Nardi et al., 2002), to keep track of contacts (Whittaker, Jones & Terveen, 2002), or to make choices about which communities to join and which to ignore. [Passion at Work, page 11]

My interpretation of this over the years resulted in the — Seek (filter) > Sense (discern) > Share — framework, showing PKM as a process of moving ideas and conversations through relationships of people in networks, communities (CoP), and work teams.

PKM is completely contextual. That’s why it’s so personal. PKM is rather useless if it is separate from work. PKM is a way to integrate learning and work. PKM is pretty well the antithesis of formal education and training. Knowledge only emerges through the work, it is not predetermined. With PKM, there is no curriculum. Work is learning and learning is the work. This is relatively simple to understand but often difficult to put into practice. I run workshops on PKM but the most important part is putting ideas into practice. We have found through experience that it usually takes at least a month of practice, with reflection and feedback, to become proficient at PKM.

“The basic unit of social business technology is personal knowledge management, not collaborative workspaces.” —Thierry de Baillon

Personal knowledge management (PKM) is a set of processes, individually constructed, to help each of us make sense of our world and work more effectively. But what we loosely call knowledge, using terms like knowledge-sharing or knowledge capture, is often just an approximation. As knowledge management expert Dave Snowden says, we are not very good at articulating our knowledge; “We always know more than we can say, and we will always say more than we can write down.” [see comment by Cynefin co-author, Cynthia Kurtz]

Knowledge

When we use our knowledge to describe some data, such as what we remember from an experience or our summary of a book, we convey this knowledge by creating information, even though writing it down is not perfect. This does not mean that we shouldn’t even try, because the cumulative pieces of information, or knowledge artifacts, that we share can help us have better conversations and increase our understanding of things that cannot easily be codified. Our individual sense-making can be shared, and from it can emerge better organizational knowledge. This is not a linear process, as in from information we get knowledge, which over time becomes wisdom. Gaining knowledge is much messier than that.

Becoming knowledgeable can be thought of as bits of knowledge partially shared and experienced over time. It is laborious, hence the reason why masters through the ages could only have a limited number of apprentices. But when writing, and later books, came along, we had a new technology that could more widely distribute information created by the wise, and also the not so wise. Whether being mentored by a master or reading a book, knowledge does not actually get transferred, but shared observations and information can be helpful to those who have a desire to learn and do something with their learning.

Merely being well read is not enough to be knowledgeable, as possibly first noted by Socrates. Plato wrote in Phaedrus that Socrates felt the written language would result in “men filled, not with wisdom, but with the conceit of wisdom, who will be a burden to their fellows“. Socrates saw a core truth in learning from artifacts like books. Even today, we cannot become complacent with knowledge and just store it away. It has a shelf life and needs to be used, tested and experienced. It should be shared amongst people who understand that they are only seeing a fragment of others’ knowledge. Because it is so difficult to represent our knowledge to others, we have to make every effort to continuously share it. Once is not enough, as most parents know. Knowledge shared in flows over time can help us create better mental pictures than a single piece of knowledge stock, like a book, can ever do.

Seek : Sense : Share

Capturing knowledge, as crudely as we do, is just a first step. The PKM framework I have developed over the past eight years suggests two more steps: sense-making and sharing. PKM, or learning in networks, is a continuous process of seeking, sensing, and sharing.

Seeking is finding things out and keeping up to date. Building a network of colleagues is helpful in this regard. It not only allows us to “pull” information, but also have it “pushed” to us by trusted sources.

Sensing is how we personalize information and use it. Sensing includes reflection and putting into practice what we have learned. Often it requires experimentation, as we learn best by doing.

Sharing includes exchanging resources, ideas, and experiences with our networks as well as collaborating with our colleagues. As Tim Kastelle notes:

Yes, when we send our ideas out into the world, they change the people with whom they interact.

But sending these ideas out, and seeing how they interact with people changes us as well.

Innovation

Scott Anthony, author of The Little Black Book of Innovation, identifies four skills exhibited by innovators: Observing; Questioning; Experimenting; Networking. These directly align with the PKM framework of Seek, Sense, Share. It is quite likely that innovation in organizations can be improved with individuals practising PKM. It could even be a major value proposition for Learning & Development departments everywhere, something to seriously think about.

Seeking includes observation through effective filters and diverse sources of information. Sense-making starts with questioning our observations and includes experimenting, or probing. Sharing through our networks helps to develop better feedback loops. In an organization where everyone is practising PKM, the chances for more connections increases.

PKM may be an individual activity but it is also social. It is the process by which we can connect what we learn outside the organization with what need to do inside. Research shows that work teams that need to share complex knowledge need tighter social bonds. Work teams often share a unique language or vocabulary. However, they can become myopic and may lack a diversity of opinions. Social networks, on the other hand, encourage diversity and can sow the seeds of innovation. However, it is almost impossible to get work done in social networks due to their lack of structure. PKM is the active process of connecting the innovative ideas that can arise in our social networks with the deadline-driven work inside organizations.

PKM is beneficial on both a personal and organizational level, but its real value is in increasing innovation. Without innovation, organizations cannot evolve.

Social Learning

Both collaborative behaviours (working together for a common goal) and cooperative behaviours (sharing freely without any quid pro quo) are needed in the network era. Most organizations focus on shorter term collaborative behaviours, but networks thrive on cooperative behaviours, where people share without any direct benefit. PKM helps to add cooperation to workplace collaboration.

In addition to seeking, sensing and sharing, we need to become adept at filtering information as well as discerning when and with whom to share. Like any skill, these require practice and feedback. Much of this feedback can be provided in communities of practice, a half-way space between work teams and social networks, where trusted relationships can form that enable to share more openly.?

Connecting social networks, communities of practice and work teams, becomes an important framework for integrating learning and working in the network era. We seek new ideas from our social networks and then filter them through more focused conversations with our communities of practice, where we have trusted relationships. We make sense of these embryonic ideas by doing new things, either ourselves, or with our work teams. We later share our creations, first with our teams and perhaps later with our communities of practice or even our networks. We use our understanding of our communities and networks to discern with whom and when to share our knowledge.?

Narration

Narrating one’s work does not get knowledge transferred, but it provides a better medium to gain more understanding. Working out loud is a concept that is very easy to understand, but not quite so easy to do. Most people are too busy managing in their information age workplaces and have little spare time to try to learn how to work in the network age. The most important step in learning a new skill is the first one. This same step has to be repeated many times before it becomes a habit.I have learned that the first step of starting to work out loud, as part of personal knowledge management, has to be as simple as possible. Here are three simple steps I recommend to begin a regular PKM practice with.

1) Free Your Bookmarks: This is a very simple shift that only requires a slight deviation from a common practice: saving bookmarks/favourites on your browser. Using tools like Diigo, or Delicious moves them off a single device, makes them more searchable, and (later) makes them shareable. Being able to share is usually not a prime reason why people start using social bookmarks but it becomes more important over time.

2) Aggregate: Driving as many information sources as possible through a feed reader such as Google Reader or Feedly, saves time and helps stay organized. It is amazing how many people still do not understand RSS or how to grab a feed and save it. Aggregation makes information flows much easier to deal with.

3) Connect: How does one get started micro-blogging on a platform like Twitter? I suggest beginning with an aim in mind, such as professional development or staying current in a specific field. The search function can help find people who post about a specific topics. To start, one should follow no less than 20 and no more than 30 interesting people. Once set up, beginners should dip into their stream once or twice a day and read through any posts of interest. Over time, as they follow links, they may add or delete feeds. Within a week or two, anyone should be able to sense some patterns and then modify their streams to provide more signal and less noise.

Sometimes we get all caught up in the latest social media tools. Getting started working out loud is not complicated and should not involve a steep learning curve on a complicated system. It is best to start with simple tools and frameworks.

Small pieces, loosely joined

The mainstream application of knowledge management and learning management over the past few decades has had it all wrong. We over-managed information, knowledge and learning because it was easy. Our organizations remain enamoured with the next wave of enterprise software systems. But the ubiquity of information outside the organization is showing the weakness of centralized enterprise systems. As organizations begin to understand the Web, the principle of “small pieces loosely joined” is permeating some thick industrial age walls. More workers have their own sources of information and knowledge, often on mobile devices, but they often lack the means or internal support to connect their knowledge with others to actually get work done. Supporting PKM, especially internal sharing, can help information flow more freely.

Personal knowledge management frameworks can help knowledge workers capture and make sense of their knowledge. Organizations should support the individual sharing of information and expertise between knowledge workers, on their terms, using PKM methods and tools. Simple standards like RSS can facilitate this sharing. Knowledge bases and traditional KM systems should focus on essential information, and what is necessary for inexperienced workers. Experienced workers should not be constrained by too much structure but rather be given the flexibility to contribute how and where they think they can best help the organization.

We know that formal instruction accounts for less than 10% of workplace learning. The same rule of thumb should apply to knowledge management. Capture and codify the 10% that is essential, especially for new employees. Now use the same principle to get work done. Structure the essential 10% and leave the rest unstructured, but networked, so that workers can group as needed to get work done. Teams are too slow and hierarchical to be useful for the network era. Organizations structured around looser hierarchies and stronger networks are much more effective for increasingly complex work.

Conclusion

PKM is a framework for individuals to take control of their professional development while working in organizations or across networks. Disciplined personal knowledge management brings focus to the information sea we swim in. The multiple pieces of information that we capture and share can increase the frequency of serendipitous connections, especially across disciplines and outside organizations. As Steven Johnson, author of Where Good Ideas Come From says; “chance favors the connected mind“.