Framework Five: Thing 4: Managing Information

Managing Information: 

The CILN Framework's ACTUAL DEFINITION 

Understanding the scholarly practices within their discipline, learners engage with relevant information, related workflows and develop strategies for handling information of all kinds. They demonstrate the ability to identify, gather and synthesise perspectives relevant to a research topic. Information has value and, as creators and users of information, learners will understand their rights and responsibilities (ethics) when participating in a community of scholarship. Information use requires learners to provide appropriate attribution and citation to sources they use and to develop practical skills to manage the range and variety of information sources they employ. 

PART A TASK: Managing Information: my definition

Managing information: gathering and handling relevant information for a purpose; dealing with it in an ethical manner, understanding the responsibilities we might have for that information, whether for ourselves, our colleagues and/or the wider community. Understanding our responsibility leads to establishing robust systems which are effective and efficient. 

PART B TASK 

Personal Story: Managing flower images for a collage 

When we’re not in lockdown I usually spend time creating flower displays for the church I go to. And especially Easter Sunday! Endeavouring to find a way to emulate displays of the past, I had the idea of creating an online equivalent which could use lots of people’s flower/garden images and create a collage. My first priority was to request images and I used Facebook and Instagram to reach out to friends. Photographs soon started coming through but in quite a variety of different formats and through different tools! First job was to download them from FB, WhatsApp, email, instagram, MSM (this was a picture of a painting from a 4-year old sent in by her mum!)  and then to store them ready for working. I was determined right from the word go to make sure that I included at least one image from everyone who had contributed so it was vital that I downloaded and stored and named all the images systematically. I labelled each image with a number and the name of the person. (70 images in total). Spending the time at this point was crucial to being confident that I was handling their images appropriately and not leaving anyone out. The result was fun (at least I had fun), I completely enjoyed the process and was able to put it back onto FB and Instagram for Easter Day confident that I had fulfilled my intentions. 

Work Story: Action items in notebook 

At work I have failed miserably to have a consistent ‘place’ for a to-do list. I am messy and disorganised a lot of the time and fly from one thing to another at great speed. Essentially, I have the kind of memory which means that if I put something somewhere, or if I call something a name, or if I write something down, I generally remember it. There have been two other main things (apart from my memory) which have made the biggest consistent difference to me.  Neither are fool-proof, but help. 

1. 1. My notebook which I carry everywhere and scribble in (when I occasionally revert to post-it notes, that is usually a ‘bad thing’ for information management). At my best I date the top of every page, or at least put ‘meeting with x or y’. I can go back to the notes, follow up with a summary email and return to them if I meet the person again 
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2. 2. The key to the notebook (and an action list) is a system for annotating notes. Having been present in an annual lecture for several years on the trot, given by an academic for students on taking notes in lectures, some of the key messages mentioned had an impact on me. Primarily the academic was recommending techniques for the students to use to protect their future selves. Eg colour code an important sentence written down, or write QN for direct quotation you have written verbatim, or R for reference etc. Doesn’t matter what the system is, but have one. I do and this is what helps me manage actions. About once a week I flit through my notebook spot the items marked for action that I have not already done and make my to-do list.  
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Success at information management? Sometimes. Combined with my email inbox style of not using folders and leaving everything in one box, but quickly searchable in one place, and a pretty good memory for when a thing happened, as well as putting everything in the calendar are what I depend on. And a habit of looking ahead in the calendar. The other crucial thing for my own information management is knowing how I operate at my best with organising things. Last thing in day is not my best time, but 7.45 am is better. I feel that when I am completely focused I manage information ‘better’ but I’m not especially good at professionalism or collaboration because of two key issues: a) I form habits exceptionally quickly  b) it is imperative that I find ways of ‘seeing’ a system of organisation for myself in order to understand it, and that usually takes me engaging with writing and storing those items for myself.  

Framework Five; Thing 3 Critical assessment

Woohoo! I'm back into Framework Five. Not without a LOT of effort to squeeze some thinking time in to my remote working diary. But essential for the reminder of what we're about in using the Framework.

Our Framework definition of 'critical assessment' goes like:

“Learners critically examine the resources they are using, asking relevant questions about origins, context, and suitability for the current information need. They understand the importance of how authority, such as disciplinary expertise, is constructed and will determine the credibility of a source. They understand that the information they find is influenced by those who select and curate information, in addition to those who create it.” 

My version: 

Critically assessing resources means appreciating the rationale for how far to trust the item found, whether by determining how credible that source is, or who owns the material and incorporated it, for example, in a database, judging its current relevance and whether it can be ‘good enough for now’ or must be ‘perfect’. 

Examples:
1. Personal : finding shoes from Jones Bootmaker 

I love a particular pair of shoes I bought on a whim from Jones about 3 years ago. I was not impressed/quite sad that the heel splits quite quickly. I went back to them sometime ago and asked what could be done – apparently not a lot. Despite the heel issue they are sooo comfortable that I bought a second pair about a year ago as I was passing by the shop and spotted the same style. Now they are coming to the end of their life, so I decided to repeat the exercise in lockdown by ordering online. I knew the style (or so I thought) and the size and colour. I went on the Jones website, checking that I was on the correct website and not a look-alike one, searched high and low, tried using the filters eg style and price and eventually found two near-similar looks. But I was not convinced that they were 'the' shoes and I'm not the world's best 'returner' of items bought online so didn't want to make a mistake. I decided I was not prepared to order them as I was adamant I wanted the same thing again (comfortable shoes, the best ever!). I persevered with search, but this time found my current shoes and eventually a number inside which might or might not have been useful. Back to website, and entered the number and up came the shoes (not either of the pairs found earlier which appeared to be similar). Double check images carefully and style (zip down one side). Convinced, so I buy two pairs. They arrive - they are right. 

2. Work-related: Finding an Alison Hicks article. 
I knew that Alison had written a great article about 'situated learning' (in fact HM has sent it via email to me once before - or I thought she had). Finding the email in my inbox just impossible regardless of how I tried so.....I searched google scholar, I searched Alison Hicks' website for her bibliography, I tried other IL sources and citations. I found a possible contender but the closest to what I was looking for seemed to be a book chapter and I had thought it was an article.  Read it and wondered if it was right, but I want to cite it and need to be completely sure that I have this right. Resort to HM again for confirmation which I get. Thanks HM.

Interesting question for myself - did I critically assess a resource, or did I just persevere with a search. In the last example I regarded final confirmation from HM as 'authority' as I knew they knew (if you see what I mean) and I assessed whether what I had found had the message I thought I had remembered. In the first example I think that I critically assessed the search results I found and found them wanting because of the lack of crucial information. But it's is interesting that I found myself reverting to these types of examples.......

NOT a Framework 5 post: inclusive practice project

So...I've discovered the reality of the inclusive course I am doing - which is, yes, I have a project to do that connects my learning with summat real. Always maintain this is the better way to learn by doing it on the job, but it's caught me out a bit.

It's not so much the 'what' of the project for me but the 'how'. How best to demonstrate that everyone's views matter; how to best to establish success criteria which gains buy in from everyone. And oddly how to do this in an environment where there are huge changes happening; for example, flexible working, new management systems, new and more training, new strategies - change, change, and more change.

There are tried and tested techniques in a trusty 'toolkit' that I have by,  but here's the thing - they don't all work! We're not all robots, and we can't always expect things to work out as we imagine.  And we all hear things so differently. If you listen to a presentation you will hear one message if you are someone who generally feels empowered, compared to someone who is distressed or anxious or defensive or someone keen to see change, or who feels entitled, or has a can-do attitude.

This is all about being 'inclusive' - how do we ensure that everyone understands the success criteria for the project in the same way (will we ever all actually even think of it as 'success'?) and so how can we ever measure whether it has been successful? Obviously the project should benefit someone or something, but agreeing on whether that someone or something needs this happening is debatable.

The reality is - I need a project. The next reality is a member of my team has suggested one - so I'm in facilitating mode, not driving mode. Next challenges......tackling outcomes and outputs remembering that we WILL have a whole range of hidden opinions and attitudes which are creating barriers to success. Next reality......working REALLY hard at finding a message that strikes to the hearts of everyone........

Framework 5, Thing 2: Resource Discovery

Task 1: Summarise the current competency into 40-50 words

Current Competency description (taken from Framework) :

“Developing skills relating to resource discovery leads learners to understand that the search process encompasses both the sources themselves, as well as the means to access those sources. Learners understand that resource discovery is likely to be a non-linear, iterative process where they will engage regularly with finding and evaluating information from a wide range of sources to satisfy their research question. In addition, it entails understanding specific formats and types of information appropriate to the discipline. Resource discovery requires flexibility on the part of learners to pursue alternative avenues as understanding develops.”

My version:

Successful resource discovery is dependent on the context and purpose of the search, the ability to understand the usefulness of content found, and an awareness of the limitations (self-imposed or otherwise) of the search process. Context influences where, what and how ‘search’ may happen.

Task 2 Stories

How I got distracted assuming that because I don’t understand tech stuff, those who do must always be right.

This involved trialing a software system, specifically when I was researching how to download citations into a Word list. Stages of the story went a bit like this:

• Watched as a current user demo’d how to download citations into a referencing tool from a piece of software - we'd been hoping that it would work seamlessly. It didn't.
• Consulted tech expert locally
• Tech expert investigated and comes back with a solution - I accepted the answer although it didn’t solve the problem
• Conversations return to this issue some months later - still not ideal that there is not a satisfactory solution and it may hold up development
• In an idle moment I start searching on google for more information
• I find information from another University and from the software system suppliers – generally decide to trust both sources as University has been using software for some time and supplier owns the product so not entirely sure why they would lie.....
• But can’t understand the supplier tech stuff. CAN understand the University approach as it is a version that is created for students, so look to test their solution
• Ask a current software user to trial the technique
• Bingo......

 

How I got distracted using the internet when face-to-face research discovery was better

• Have a free second hand toddler bed delivered; no mattress
• Find out from previous owner that toddler bed was originally from JLs
• Go onto JL website in lunchtime at work (having successfully remembered to think about needing to buy one) to source mattresses
• Conclusion of initial search - size of bed is important! But I do at least have an idea that costs can range from 60-300 pounds and that there might be other questions I need to ask
• Measure bed and return to website....no better off really
• Resolve to go into JLs and look at REAL mattresses
• Go in, armed with measurement, discuss pros and cons with JL staff, remember to ask mother of toddler if she has any preference/reason for choosing one rather than another; consider cheaper rather than more expensive as will only be used a few times a year.
• Consider options for delivery as opposed to collection depending on my time.
• Sorted - toddler may come and stay whenever he wishes.

Learning points? Persistence vital, definition of 'authority' in the specific instance must always be critically checked out, recognize what the most useful set of information is before beginning searching, and the iterative process may take you in different directions; perhaps also knowing when you have enough information for the task in hand ie when to stop and say enough is enough. 

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NOT a Framework 5 post: Minorities

Currently undertaking a course on inclusivity at work, I have found myself thinking a lot about the topic of minorities and I reckoned that as I was using my blog for Framework 5 reflections, that I would do the same for this course. So here are some thoughts about day 2 of my course.

During day 2 we found ourselves in a section called ‘supporting performance’; as part of this we discussed minorities under the overall heading of ‘how being in a minority can affect our performance’. The little exercise that accompanied this section was very thought provoking and challenged me.

We were asked in the workshop to discuss with our neighbour about a time when we felt we were in a minority and how that made us feel. I was intrigued at the stories I instinctively chose to talk about. Really small scale examples were shared for the most part, and the activity was very reactive (we had no prep time for this). So nothing hugely life changing - although I have wondered since. The benefit of doing this was it made me think that I CAN relate to some of the experiences of being in a minority, although in many ways this also can only be a brief insight. Some of the examples of being in a minority that I used on the day/or I might have used:

• Being one of just a few ‘British kids’ in an all American School
• Living in a country where white British was a minority group, and caught in the middle of a civil war
• One of 30 women students in a student population of 400 in the first year of women at a previously all male Cambridge College
• Being a Christian in the UK today

Each of the above has had/has an impact, not perhaps the impact that ethnic or sexuality minorities might face, and not dismissing any of the experiences that other minorities experience in any way, but still important to acknowledge. They have produced reactions in me which have changed me in some small scale or larger scale way, and in some instances can occasionally become tiring to keep in balance and to maintain a positive view about so that they do not impact the workplace.

It has been said (on the internet) that the word minority is a group of people that differ in some way from the majority of the population. The really interesting part of the workshop discussion on minorities for me however, was about how a whole range of behaviours are experienced and displayed, and just how many of them might be due to a person experiencing being in a minority - and not just the more obvious minorities. I imagine that perhaps in a similar way something about how I behave is related to being part of minorities through my life – as in the examples above. There are both negative and positive behaviours that I think I see in myself that I might attribute to those minority experiences. A key difference being that at least two of my examples were ‘short-lived’, and so different, even if they still had some kind of impact.

I hope that I am more mindful of how being in a minority, any minority, can have an impact on how people react, how they behave in a meeting, how they respond to others. I’m aware too of how my own minority experiences can impact my behaviour and how to respect myself as well as others.  I’m also aware far more than before that there are a multitude of behaviours resulting from being in a minority. 

But to finish my rambling thoughts on this - sometimes the experiences of being in a minority can obviously be problematic, but sometimes they can be brilliantly positive, it doesn’t always have to be challenging and draining, but can also be uplifting and special - and just keeping your eyes on the positive can have a huge benefit.

Framework Five: Thing 1

Types of information I seem to regularly handle: 

There seem to be a lot of forms to fill in during a working week - all sorts and shapes and sizes. Ensuring that the right information is to hand and that I have understood the question is important. If I need a payroll reference then I know I can usually find it in one of two places; if I need to know what an hour of work for a temporary employee on a particular grade is likely to cost us, then I need to know where to find that and to have some numeracy skills (along with my trusty calculator) to establish the cost, knowing that I also need to add that magic thing called 'on-costs'. 

Fluency in this aspect of my work seems to feel like it could be about constant practice bringing a sense of familiarity or speed of action; but there is also that additional nuance about understanding the context of each form and what language or tone, or crucially what specific subset of information, is required for each case. I'm not over-stating it to say that I have churned out many a business case for new staff, replacement staff, temporary staff (it's a function of my role), and with 20 or 30 or more business cases now behind me, I would say I am fluent (and usually successful - I know, I should be careful in what I say) in producing them. I can assess the key points, I understand the broader employment landscape within which to situate my arguments, and the basic facts of what, who, & how much will it cost, are now my daily bread and butter. In other words it really doesn't take very long to spit one of these out. 

My fluency in this task has certainly shifted from moderately inept to moderately good. The changes that I can chart in this process are about becoming comfortable in what, and how, I write; I know where to find the information I need quickly and speedily, I know who to ask for help (the finance division adviser I have is just a perfect star - no question is too basic or unconventional). I have kept and stored some of the examples of cases that I have written in the past, especially the successful ones of course. If I were organised enough I could write notes on the unsuccessful ones marking up what to change for 'next time'. That would certainly be another way to help my future self.....

Image by OpenClipart-Vectors from Pixabay