1. Knowledge Management Systems Week 5 Schedule -Syllabus Updates Questions Assignments -Blogging More Commentary Evaluations of the blog process -Email

2. Email Systems, Uses and Habits What email client(s) do you use? -Why? -How Long? Multiple Mailboxes? -How Many? -For What? Filters? -How Many? -For What? Other Features? Other Devices? Social Networks Protocols

3. Email Overload – PIM New Uses Causes Overload -Task Management -Personal Archiving -Asynchronous Communication Study of Mailboxes and User Interviews Does Speed/Reliability of Email Transmission and Replying Change It’s Use? -Conversational -Accountable Email not “One touch” (informational) Changes Work Throughout the Day Constantly Checking

4. Email as Habitat Traditionally -Messaging - Communication -One to One, One to Many Communication Increasingly -Information Management Access to Documents Address Books - Contacts Portal for (Networked) Information -Coordination and Collaboration Tasks -To Do’s -Reminders Workflow -Document Creation and Editing -Meeting Planning and Coordination

5. Email as Habitat 2 PC Users Spend Most of Their Day in their Email Application -Defining “Knowledge Workers”? -Support Staff Personal Information Management -To Do (Marking up or Sending to Oneself) -Contact Management Project Tracking EVERYTHING?

6. Email as Habitat 3 Too Much of a Good Thing -Filters -Folders Searching May Be Faster -Time to File -Time to Find Searching Not Helping to Build (Traditional) Conceptual Model of Tasks or Messages

7. Email as Habitat 4 Types of Folders -Who – Sender -Where – Organization of Sender(s) -What – Project -Personal Interests Professional Private -What Else? Archives Templates

8. Email as Habitat 5 Problems with Email Applications -Folder Organization -Sorting -Finding -Filtering Easier to Set up Filter after Reading or Event One Application Not Suited for All Users -Outlook - Outlook Express -Status & Occupation -Roles and Responsibilities

9. Email as Habitat 6 More Exposure to Email Use = More Checking Email -Alternate Devices -Always-on Devices More Experience = More Feature Use Different Features for Different Users Different Features for Different Uses Projects Types of Tasks

10. Improving Email Threads of Messages -“Conversation Tree” -Automatic vs. Manual Configuration -Types of Conversations (GIBIS) “Thrasks” -Individual (feedback) -Group (assignments) Views & Visualization -Oldest/First at Top (contrast with blogs) -Multiple Windows, Icons, Graphics

11. TaskMaster 1.Keeping Track of Concurrent Actions 2.Marking Items 3.Managing Activities Over Time 4.Managing Deadlines and Reminders 5.Collating Related Items and Associated Files and Links 6.Application Switching and Window Management 7.Getting a Task-Oriented Overview Easily

12. TaskMaster Helping with Overload -Number of Threads -Frequency of Related Messages Assigns Meta-Information -From the Thrask View -Within an Open Item (Contact Info) Warning Bars Action Clusters Task-Specific Contact Lists

13. TaskMaster

14. Reinventing Email What Kinds of Messages are Suited for (Current) Email ? What Other Types of Messaging Tools? -Instant Messaging -Newsgroups -Document Management Annotations Approval Distribution Lists

15. Reinventing Email Separation or Integration? -Messages -Address Book – Contacts -Documents -Links -Web (other) Indexing and Classifying Email -Logging (transaction, permission, task) -Searching (internal, personal, external) -Ranking (most email currently equal)

16. Redesigning Email for 21 st Century Little Change – GUIs & Attachments Overloaded & Overwhelmed -Slow Response – No Response -Loss No One Solution -Multiple Features -Appropriate for each User, Organization or Task -Improved Interface & Interaction Timelines Document Summarization Annotations

17. 21 st Century Email Interfaces

18. FLANNEL Adding Computational Capabilities to Email Email is traditionally just text, in chronological order Improve Endpoints: Sending & Receiving -Interfaces Improve Medium: Protocols & Infrastructure -Web Server – HTTP

19. FLANNEL 2 Features -Translations -To Do List with Tracking -Dynamic Signature (or other) -Links (Keyword Searching) Integrated -Workflow Processing While In Transit or Upon Receipt Based on Sender, then Receiver? More Decisions to Make When Sending?

20. Ishmail Support 3 Basic Methods -Don’t File & Search -File Frequently in Many Mailboxes -File Intermittently Server-Based with IMAP extension Filtering -Alarms -Mailboxes -Incoming & Outgoing Interface with Multiple Windows/Views Deferral of Message (Sending) Delivery Archiving – Periodic & Stack Personas

21. MailCat Filing with an Intelligent Assistant -Adaptive Text Classifier for Guessing (3) Folders -Action Classifier? (Maxim’s Memory Based Retrieval Matching) -80-90% Accurate Filing Can Compliment Searching -How Many Actions to File? Multiple Locations (Aliases, Links) Simple (Only) Interface (“Move To” buttons)

22. Bitfrost Categorizing Messages from Inbox Automatically “Programming” Filters Too Difficult Categories of Interest Improve on Known Email Use -Four Types of Users -Filters vs. Losing Sight of Email Understanding Automatic Categorizing Difficult for Users Too Much Categorization? Categories vs. Folders New Messages Difficult to Deal With Notification vs. Filing or Hiding

23. Email Protocols POP -Decentralized Storage -Personal Archives IMAP -Centralized Storage -Server Archives How Will New Devices Extend These Protocols? -Filtering as Ringtone? -Caller ID How Will P2P or other Collaborative/Cooperative Technologies (or paradigms) Change Email Use? -Always On (for Categorizing, Filtering and Automatically Respondng)

24. Email on the Desktop Integrate Mailboxes with OS File Structure Group Files and Messages in Interface Provide Direct and Indirect Manipulation of Information -Centralized on Servers -Synchronized with All Devices (PIM Hub)

25. Email Use Improvement New System Evaluation (for Improvement) -Real Users -Actual Work Difficult to Get Individuals to Switch to New Applications or Technologies -Current Features Not Used -No Learning Curve for Critical Application -Lock-in vs. Import/Export More Difficult to Get Organization To Switch -Installed Base -Migration -Licensing -Training