A Happy Information Hygiene Moment (and a Great Explanation of the Backfire Effect)

Yesterday, my sister shared this Oatmeal comic that wonderfully explains the backfire effect, the phenomenon where seeing evidence that contradicts our beliefs hardens those beliefs rather than changes our minds.

I love The Oatmeal for its engaging and often humorous visual explanations of important concepts. (XKCD and Nicky Case are also brilliant at this.) My sister knows this, and asked me if I had seen it before. Even though I loved this one, it didn’t ring a bell.

So I did what I try to do in situations like this. Rather than just file it away in my Evernote (where I have thousands of clippings that I almost never see again), I went to record it on the human perception page under “Confirmation Bias” on the Faster Than 20 wiki. To my delight, I found that I not only had seen it before, but I had already captured it on my wiki!

It’s a practice I call good information hygiene (a term coined by my colleague, Chris Dent). When we do it well, we’re not just filing things away where we can find them, we are continually synthesizing what we’re consuming. The act of integrating it into a larger knowledge repository is not only good information hygiene, but is also a critical part of sensemaking. Doing it once is great, but doing it multiple times (as Case and my colleague, Catherine Madden, have also explained beautifully) makes it more likely to stick.

Here’s another, simpler example that doesn’t involve a wiki and may feel more accessible to folks tool-wise. In my late 20s, I met Tony Christopher through my mentor, Doug Engelbart. We had such a great conversation, when I got home, I wanted to make sure to enter his contact information immediately into my contact database. When I opened it, to my surprise, he was already in there! I had very briefly met him at an event a few years earlier, and I had recorded a note saying how much I had enjoyed that short interaction.

I love when moments like this happen, because it shows that my tools and processes are making me smarter, and it motivates me to stay disciplined. I wish that tool developers today focused more on supporting these kinds of behaviors rather than encouraging more fleeting engagement with information.

Structures that Support Good Habits

Last week, Seb Paquet and I completed the third of our four-week experiment around regular conversations, including our regular “jazz hands moments” video (above). My “jazz hands moment” was the importance of self-care and how it applied to things as simple as determining whether or not to participate in a phone call.

However, upon reflecting on it some more this weekend, I wanted to highlight a different aside that came up in our conversation. At the beginning of our call, Seb complimented me for having our meeting notes prepared once again and said, “I’ve never met anyone as consistent about it as you.” It sounds like a little thing, but it was not only a nice acknowledgement, it was validation for the work I’ve put in around developing structures for supporting good habits.

One of the most important precepts of my work is good information hygiene. This is a concept coined by my friend and Blue Oxen cofounder, Chris Dent, almost a decade ago. I have long preached its importance, but in truth, I have not always been the best practitioner.

That is, until I started working with the team three years ago that would eventually evolve into Groupaya (which just celebrated its second anniversary yesterday). We agreed as a team on the importance of good information hygiene, some of our specific practices, and the basic roles that each of us would play. This included another principle to which I hold near and dear: Everybody works the line.

We developed a set of practices around project and meeting documentation, and we held each other accountable. I feel like we achieved about 80 percent of what I wanted us to be achieving, which was light years ahead of what I’ve seen anyone else — in our business or otherwise — do.

And, it was only the third best team I’ve been on when it comes to group information hygiene. Those distinctions go to my HyperScope team (seven years ago) and to my work with Chris (ten years ago). Both those teams had a higher overall literacy around information hygiene, which enabled us to distribute the roles more effectively.

However, what was different about the Groupaya experience was that I was much more intentional around building these practices into habits, and I walked away more disciplined about some of these practices than I ever had been before.

In addition to intention, the other key to my success in this case was my role as group “teacher.” In previous instances, we were all peers, equally committed and skilled. In the case of my Groupaya team, I played more of a “teacher” role, which gave me a heightened sense of accountability. I felt more pressure to model good practices.

I’m glad that I continue to model these practices, even after almost a year away from my old team. Information hygiene is a critical part of being a high-performance team, and I hope to continue to model these practices with every group with whom I work, regardless of the specific role I play.

How Project Management Tools Empower Communities

I recently posted an entry at the Blue Oxen Associates blog on Obama, Wikis, and Collective Leadership. The crux of the post was simple: Collective Leadership happens when it’s clear who’s in charge.    (N51)

In other words, powerful communities empower their participants to lead by giving them Permission To Participate. When it’s clear that a community has thought about what needs to be done and that people within the community are doing those things, then people can have confidence in that community’s leadership.    (N52)

Entangled in all of this are notions of trust and transparency. One of the simplest ways to build trust within a group is to have good Personal Information Hygiene and even better Group Information Hygiene. The path to enabling good Group Information Hygiene is transparency.    (N53)

Good Project Management tools encourage good Group Information Hygiene via transparency. As a member of a project team, I can look at all of the group’s tasks, I can see what’s been assigned, and I can know who’s following through. Moreover, others can see the same about me.    (N54)

In a small team with clearly defined roles, project leaders are supposed to be responsible for all of this. But by making these things transparent, project leaders engender greater trust and empower the entire team.    (N55)

In a large community with no imposed authority, this is even more critical, because there isn’t anyone who has been pre-assigned with the responsibility. One of the most powerful ways to be transparent and empowering is by using a Project Management tool to openly list tasks, and by enabling anyone in the community to contribute to or volunteer for tasks.    (N56)

A few years ago, I had a conversation with my friend, Steve Ketchpel, about this phenomenon, and he shared a brilliant insight. He said that most Project Management tools are not useful for empowering grassroot communities, because they assume that people who take responsibility for a task will actually follow-through. What we actually need are tools that encourage people to do their best to follow through on tasks, but that also encourage others to take over those tasks when the original volunteers don’t or can’t follow through. This is simply a reality of life in grassroot communities, and tools need to support this.    (N57)

The Project Management tool that comes closest to supporting this is Chandler. Obviously, I’m biased, but I think that Chandler does a great job of making it easy for anyone to see and take on tasks. Ironically, one of the ways it does this is by not having a task assignment feature. You can sign up for a task by adding your initials to the title or description of a task, and you can just as easily reassign tasks the same way.    (N58)

Collaboration as a System

I spent this past Saturday in Sebastopol “tutoring” Gail Taylor, Todd Johnston, and Tiffany Von Emmel on online Collaborative Tools. I lured Matthew O’Connor into helping by boasting of Gail, Todd, and Tiffany’s deep thinking about and practice of collaboration.    (LVC)

One of our exercises was to walk through all of our respective digital workspaces, demonstrating how we read and wrote email, and worked with online tools. I had gotten some idea of how Matthew worked when we paired at the Wikithon earlier this month, but I was still blown away by his walkthrough. He’s really thought deeply about his work processes and has optimized his online workspace accordingly.    (LVD)

Matthew expressed surprise that he was the only one who had done this, especially since I had proclaimed these folks to be gurus. I didn’t have a chance to discuss this with him on Saturday, so I thought I’d post some thoughts about that here.    (LVE)

To be good at collaboration, you have to treat it as a system. That system includes things like communication, community, Knowledge Management, learning, and leadership.    (LVF)

Most Collaborative Tools companies are either in the communication or the Knowledge Management business. They’re usually selling pipes, PIMs, or document management tools. All of those things have something to do with collaboration, but they are not in and of themselves collaboration. Then again, no tools are. A hammer is a tool for hammering, but it is not itself hammering.    (LVG)

When I think about High-Performance Collaboration, I envision groups with excellent Group Information Hygiene. Ideally, you’d also like every member of the group to have outstanding Personal Information Hygiene (like Matthew), but it’s not a prerequisite. You’d like to see every member to be past a certain threshold of competence for all aspects of the system, but I don’t think it’s necessary for everyone to be great at all those things. On a great basketball team, you’d like everyone to be in good shape and have good fundamentals, but some players are going to be superior shooters while others will be great rebounders. It’s not necessary, nor realistic, nor possibly desirable to have 12 Magic Johnsons on a team.    (LVH)

Implicit in my One Small Change post is that there is no one thing. I can think of a number of small, concrete changes that could result in significant improvements in collaboration. This is one of the main reasons why Pattern Languages — collections of named, concrete patterns — are fundamental to The Blue Oxen Way.    (LVI)

Personal Information Hygiene is a critical pattern, because it fosters trust. My advice to groups with trust issues would be to eschew squishy exercises and look at people’s Personal Information Hygiene instead. However, past a certain level, I don’t see great Personal Information Hygiene as being the primary hallmark of a great collaborator.    (LVJ)

Group Information Hygiene

Last August, I wrote:    (LPS)

When we founded BlueOxenAssociates, we were supposed to be a place for those on the cutting edge of collaboration. I quickly discovered that most people who want or claim to be on the cutting edge are held back by poor PersonalInformationHygiene. People need to start with themselves before they worry about the group if they want to improve their ability to collaborate. (This is a general theme that extends beyond KnowledgeManagement.)  T    (LPT)

Poor Personal Information Hygiene can often interfere with group trust, and trust is a prerequisite for good collaboration.    (LPU)

In an ideal world, everyone on your team would be masters of Personal Information Hygiene, but in reality, that’s rarely the case. Frankly, I’m not sure if it’s always desirable. People have different kinds of intelligences, and it may be that certain kinds of intelligences are critical to a high-performance team, but are also orthogonal to good Personal Information Hygiene.    (LPV)

Is it possible to have good Group Information Hygiene if people on a team have poor Personal Information Hygiene? Moreover, is it possible for the whole to be greater than the sum?    (LPW)

You all know what my answers are.    (LPX)

Part of the MGTaylor facilitation philosophy is to offload all potential distractions so that the participants may focus entirely on the task at hand. When you attend an MGTaylor Design Shop, there are several Knowledge Workers present, who are responsible for managing the distractions (among other things). They set up and reset the environment. They scribe your conversations. They manage the clock.    (LPY)

The philosophy is not exclusive to MGTaylor. The Aspen Institute follows a similar process. So do high-level politicians and actors in big-budget films, where their schedules are minutely managed so that they can focus entirely on acting… er, and policy-making. So do fancy restaurants. The food at Gary Danko in San Francisco is fantastic, but the service is unbelievable. There are literally six servers hiding in the shadows, anticipating your needs and making sure your table space is always pristine. Your glass is always full. Your napkin is always folded. If you’re about to go to the bathroom, a server will pull out your chair and point you in the right direction. Remarkably, they pull this off without being overbearing and creepy.    (LPZ)

We can debate whether or not this is always a good thing. (I think the answer is no.) We can certainly agree that this level of service is not always practical. What’s indisputable is that in a collaborative situation, these things need to be done by somebody. The question is by whom?    (LQ0)

The Sacrificial Lamb (stolen from Jim Coplien and Neil Harrison‘s SacrificeOnePerson pattern) is both a pattern and an antipattern. Most of us are familiar with it as an antipattern, where someone “takes one for the team” and essentially does someone else’s job because that other person isn’t doing it. (We discussed this in great detail at last year’s St. Louis Collaboratory workshop.)    (LQ1)

When it’s a result of broken trust, Sacrificial Lamb is short-term positive, because the job gets done, but it’s long-term negative because it hurts your working chemistry and often overloads your most productive team members. When it’s intentional and explicit, it’s net positive, because it’s not breaking any trust relationships. The essence of Jim and Neil’s pattern is that instead of dividing the necessary but dreary tasks among multiple peers, you designate one person as the Sacrificial Lamb and that person handles all of those tasks, at least for one cycle. You increase the likelihood of the tasks getting done and getting done well, and you increase the productivity of your other team members. If done right, the whole will be greater than the sum. The Knowledge Workers in the MGTaylor process are essentially Sacrificial Lambs.    (LQ2)

The role of the Sacrificial Lamb is most often to maintain good Group Information Hygiene. Project managers will find this role familiar. For example, when scheduling meetings, you send frequent reminders, both to compensate for others who are not good at maintaining their own calendars and to correct potential miscommunications. These tasks are laborious, but they’re necessary for High-Performance Collaboration.    (LQ3)

Collaboration can be a difficult thing to measure, but measuring Group Information Hygiene is relatively easy. I used metrics associated with Group Information Hygiene extensively with a client last year as one indication of the state of collaboration within the community and the potential for improvement in the future. Poor Group Information Hygiene is a natural obstacle to scale.    (LQ4)