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Drowning in Data:Living through a content inventory
when your customer is an information hoarder
Intranets2014 - Sydney
A little bit about me
Team Member
Researcher
Standards author
Humanity evangelizer
Project Lead
2
A little bit about
Mayo Clinic
Largest integrated not-for
profit group practice
60,000 employees at
3 different locations
1.2 million patients seen in 2012
3
A little bit about
Mayo Clinic
Decentralized intranet
Team supports 8,000
authors publishing 2,000
individual websites
Estimated Size: 1.5 mil pieces of content
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Maud Mellish WilsonEstablished Mayo Clinic’s first library (1909)
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Photo credit: Bookfinch @ Flickr
Earliest Known Relational DatabaseCirca 1911
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Photo credit: Sarah Cady @ Flickr
Primitive Information HierarchyCirca 2007
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“Filing sure is swell!”(…said no secretary, ever.)
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PAPERLESS FTW!
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Disk space is cheap.
Disk space is cheap.
Source: Mkomo.com
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Extremely under-reported
Tends to appear along with OCD (but not related)
Typical behavior:
Indecisiveness Perfectionism
Avoidance Procrastination
Trouble organizing Cognitive errors
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Information processing• Perception
• Attention
• Memory
• Categorization
• Decision-making
Early experiences
Core beliefs• Unworthy
• Unloveable
• Helpless
Personality traits• Perfectionism
• Dependency
• Anxiety sensitivity
• Paranoia
Mood• Depression
• Anxiety
Cormorbidity• Social phobia
• Trauma
Beliefs about possessions• Instrumental value
• Intrinsic beauty
• Sentimental value
Beliefs about vulnerability• Safety/comfort
• Loss
Beliefs about responsibility• Waste
• Lost opportunity
Beliefs about memory• Mistakes
• Lost information
Beliefs about control
Positive emotions• Pleasure
• Pride
Negative emotions• Sadness/grief
• Anxiety/fear
• Guilt/shame
Clutter
Acquiring
Difficulty
discarding,
saving
Model of Compulsive HoardingSteketee & Frost, 2007
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Irrelevant search results.
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Wasted productivity.
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Knowledge workers:
…cannot find what they need for their
jobs about 40% of the time
…spend 2.5 hrs/day searching for
information
…is duplicating information that can’t
be found 90% of the time
The High Cost of Not Finding Information
Susan Feldman, International Data Corporation (IDC)
http://www.hi.is/~joner/eaps/notfind3.htm
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? ? ?
?
?
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Missedopportunities.
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[Printers] fill the world with pamphlets and books that are foolish, ignorant, malignant, libelous, mad, impious and subversive; and such is the flood that even things that might have done some good lose all their goodness.
--Erasmus
“
Information Overload, the Early Years
Ann Blair, The Boston Globe, Nov 28, 2010
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Too much data canland you in
court.
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Too much data canharm people.
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Too much datacan kill you.
Just Breathe: Building the Case For Email Apnea
Linda Stone, The Huffington Post, Feb 8, 2008
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The story so far:
What it is
Why it’s happening
Similarities
Why it’s bad
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Tell meabout your project.
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Ask the Five Whys.
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Profits are down from last year.
We need to work more efficiently.
Working efficiently supports the
strategic plan.
This website will tell you how to do that
by increasing your awareness.by
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insight n.1. The recognition of sources of
emotional difficulty.
2. An understanding of the
motivational forces behind
one's actions, thoughts, or
behavior; self-knowledge.
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Cognitive errorsLook out for
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Mistaken beliefs
Future events
Responsibility
Identity/Self-worth
Look out for
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FearDealing withof the future
Documentation
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FearDealing withof the future
Documentation
Communication
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Documentation
Worst CaseScenario Plan
Communication
FearDealing withof the future
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ResponsibilityDealing with feelings of
EditorialCommittee
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Editorial CommitteeStructure
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ResponsibilityDealing with feelings of
OversightCommittee
After-ActionReviews
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Identity & Self WorthDealing with sense of
Facts & Data
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Facts & Data
Identity & Self WorthDealing with sense of
Outside authorities
External Consultant Syndrome
Step Two Designs (steptwo.com.au/tag/intranets)
Nielsen Norman Group (nngroup.com/topic/intranets/)
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FilteringFacts & Data
Identity & Self WorthDealing with sense of
Outside authorities
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Photo Credit: Marina Noordegraaf @ Flickr
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Let’s review:
Establish insight
Set project goal(s)
Address cognitiveerrors
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Material that is not personally relevantHoarder
The Value of Possessions In Compulsive Hoarding: Patterns of Use and Attachment
Randy Frost, et al., Behaviour Research and Therapy, Vol. 33, No. 8, 1995
PMID: 7487849
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Material that IS personally relevantHoarder
The Value of Possessions In Compulsive Hoarding: Patterns of Use and Attachment
Randy Frost, et al., Behaviour Research and Therapy, Vol. 33, No. 8, 1995
PMID: 7487849
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Non-Hoarder
Shirts with long sleeves Shirts with short sleeves
The Value of Possessions In Compulsive Hoarding: Patterns of Use and Attachment
Randy Frost, et al., Behaviour Research and Therapy, Vol. 33, No. 8, 1995
PMID: 7487849
56
Hoarder
Orange stripedshirts
Red shirts that gowith my black pants Ugly shirts Ex’s Sweaters
The Value of Possessions In Compulsive Hoarding: Patterns of Use and Attachment
Randy Frost, et al., Behaviour Research and Therapy, Vol. 33, No. 8, 1995
PMID: 7487849
57
Teaching organization skills
Organizing SkillsTips for Teaching
Use visual aids
5858
Teaching organization skills
5959
Teaching organization skills
Organizing SkillsTips for Teaching
Use visual aids
Explain decisions
6060
Teaching organization skills
Organizing SkillsTips for Teaching
Use visual aids
Explain decisions
Be a good role model
6161
Teaching organization skills
Organizing SkillsTips for Teaching
Use visual aids
Explain decisions
Be a good role model
Do it in small chunks
6262
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Lack of Motivation
Not doing “homework”
Unproductive meetings
Complains
Cancels, comes unprepared
Wastes meeting time
Lack of Motivation
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Lack of Support
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External Distractions
Photo Credit: BuzzFarmers @ Flickr
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Establish a dedicated project room
Photo Credit: BuzzFarmers @ Flickr
Difficult to find
Unlisted phone number
Take email/social media breaks
Block big chunks of time to be there
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InternalDistractions
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Recognize that this is a stamina challenge
Know when to call it quits (for now)
Thinking is hard work!
Do sprints, not marathons
Watch out for perfectionismprocrastination
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Congratulations,You made it.
Hoarders & Organizing
Teaching Organization Skills
4 Common Barriers
Recommendations
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I Intranets
71
Congratulations,You made it.
Questions?
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