Year for Productivity: Session 12: In Number Like the Stars – Choosing Software for Academic Workflow

year_productivity_graphic_12From our survey of the readers of this blog (thanks so much for responding,  and if you haven’t you still can -  hint,  hint) we know most of you are academic librarians,  with a few academic researchers and others in the mix.   So why are we devoting a third of this course to productivity for the academic researcher?  We hope to be directly useful to them,  first of all.   Secondly,  those of you who are librarians may do research yourself and want the best tool for the job.   Finally,  and perhaps most important,  academic librarians want to help their students and faculty find ways to be more productive.   Some of you may teach classes on productivity tools,  or point out useful tools in other interactions with students and faculty.

The first problem, then, is identifying the tools that might be useful.  The difficulty isn’t a lack of software tools – some days it seems the number of them is almost infinite.   The problem is identifying the most useful,  and finding good reviews or other comments to separate the wheat from the chaff or the gold from the dross or (enter your favorite metaphor here).   Another problem is that productivity tools span across operating systems (PC,  Mac,  or Linux,  anyone?)  and app ecosystems (iOS,  Android,  Windows,  BlackBerry) and you will have users who use all of the above.

Identifying tools for undergrads is easier,  as their research needs are not as intense.   They need the most help identifying where to start their research and find information,  but librarians have that down stone cold and have been teaching these skills all along.   Beyond that,  undergrads need a good word processor and one of the easy-to-use reference managers such as Easybib,  for example.  Some of the productivity apps useful for everyone,  such as Evernote or OneNote,  are useful for them,  and there are plenty of good apps that help them with time management such as the Research Project Calculator.   A Google search of,  for example,  “apps for students”  turns up a number of useful articles,  including some guides written by librarians.

The biggest problem is with finding the best tools for those beyond the undergraduate level,  those doing research over the long term,  of longer length,  and for professional publication.   They need rich,  full-featured tools for finding literature in their fields,  collecting,  analyzing,  and managing data,  keeping track of references,  writing,  time management,  and more.  Where to identify these is a cosmic question almost as important as the answer to Life,  the Universe,  and Everything (which,  as all readers of Douglas Adam’s Hitchhiker series know,  is 42).

Blogs written by and for academic researchers are one fruitful source.   Of course,  it can be a little frustrating that every post you find by a grad student,  faculty member,  postdoc,  or researcher describing his/her academic workflow uses a different set of tools.   There are two blogs we think are the gold standard,  though.   ProfHacker and GradHacker.   Both started with a focus on research tools,  though have broadened out to include other aspects of life as a professor or grad student.  They still have plenty of great posts on tools,  however.

Research guides written by librarians are another good source.   In exploring them for this post I did not find any more extensive than the one Crystal wrote for her Productivity Tools for Graduate Students class.

Still,  what would be ideal is a directory of research tools that covers all the needs of the academic researcher.  When oh when,  you may ask,  will such a thing exist?  It is my great pleasure to tell you that one does.   It is called Bamboo DiRT.   Bamboo is a project for digital humanities researchers,  and DiRT stands for Digital Research Tools.   “Bamboo DiRT is a tool, service, and collection registry of digital research tools for scholarly use. Developed by Project Bamboo, Bamboo DiRT makes it easy for digital humanists and others conducting digital research to find and compare resources ranging from content management systems to music OCR, statistical analysis packages to mindmapping software.”

Choosing one of those topics takes you to a list of tools.   The entry for each tool has the name,  a link,  a description,  tags,  and comments.   This extremely useful web site is about to get even better with the addition of reviews for tools.   You can by browse the directory by New and Updated,  Recommended,  Category (these are similar but not identical to the topics on the top page),  Tags,  or View All.

Another directory of tools is the Top 100 Tools for Learning.  It is a list in alphabetical order, with the type of software, and its rank in the annual listings since 2007.  It is based on recommendations by educators worldwide.  There is a 300+ page PDF A Practical Guide to the Top 100 Tools for Learning that discusses each tool and is available for purchase.

So,  how to choose the best tools?   It is going to be different for each researcher depending on the kind of research done,  the computer system,  and what tools the researcher is already comfortable with.   For the new researcher beginning from scratch,  I would suggest starting with DiRT,  looking at Crystal’s guide to productivity tools,  checking to see if your library offers a similar workshop,  and starting to follow ProfHacker and GradHacker.

As always,  if you know of any other directories of tools,  useful research guides or blogs,  please let us know in the comments or by email.   We like to share,  and we like to learn from you.

For Further Exploration and Insight:

(1)  Choose one of the Bamboo DiRT categories above, and read descriptions until you find a tool that interests you.

(2)  Go to that tool, play around with it.

(3)  Report on whether you would recommend the tool, and for what purpose, in the comments or by email, and tell us if we have permission to post it in the comments.

Selected Readings:

Wax, D.  Ultimate Student Resource List.  Article from Lifehack that is a compilation of previous articles on the best tools, websites, and advice for students.

Experiencing the iPad – “This blog is about…well, iPads of course and how people experience them. In this case, it’s how people in higher education experience the iPad. We’ll review apps (both educational and entertaining- and those instances when the two collide). We’ll highlight personal experiences through photos and video of actual iPad users. We’ll offer insights about extending the use of certain apps in and out of the classroom for both students and instructors. And, hopefully we’ll engage the educational community around this topic of iPads in higher education on a broader scale.”

Educational Technology and Mobile Learning - blog aimed at all levels of education, heavy on iOS/iPad apps.  Great categories, can find posts on a variety of tools and types of tools.

 

Links Roundup #9

western saddle with a lasso on it

PKM LINK ROUNDUP

Brain,  Interrupted.   New York Times article on yet another study that proves multitasking is a myth.

Disconnected:  My Year Without the Internet.  Interview wtih Paul Miller, who was disconnected for a year.  He affirms some of what has been said about the problems of being hyperconnected, but disagrees with others.

Innovate 2013:  Using Evernote to Help Flip the Classroom.  Not a lot of details, but the idea is an important one to remember: “In a “flipped classroom” structure, students use technology to attend lectures outside of the classroom and use in-class meeting times to practice applying what they learned during lecture sessions….  Instructors who are “flipping the classroom” can use Evernote as a tool to support students’ interactive participation with course content.”

Tweetdeck, Hootsuite, or the Buffer App?  If you need to manage Twitter accounts, this post has useful comparisons on which program to use or whether to use a combination.

Document Your Workflow.  One of the Get Organized Columns for PCMag by Jill Duffy.  Good outlines for documenting what you do in your organization.

BiteSize Bio has a series about reference management software.  The series starts with a comparison table of Mendeley, Readcube, Papers, Endnote and Zotero.  Next up is an article on how to Get Organized with Reference Managers for Science – Readcube.  Third was an article on Mendeley.  Fourth article was on Papers.    Fifth is on EndNote.  The last on Zotero, has not been published yet.  The blog seems to be a great resource for academic researches in biology.

Google Engineers:  We’re Trying to Fix Android Fragmentation.  This is, I admit, the most frustrating thing about using Android.  Once a new version of the software comes out, it is months before it gets to every phone, if the phone can even get it.

SpiderOak Encrypted Cloud Storage…  Crystal discussed security in one of her recent posts, and this cloud storage service has tried to address the problem.

How to Upload EPUBs and PDFs to Google Play and Read on Web, iOS, and Android.  Uploading to Google Play Books allows you to sync your reading across all your devices.  Upload includes any annotations made.

5 Tips for Evernote.  Another of Jill Duffy’s Get Organized columns in PCMag.  Some useful tips, particularly about using Evernote while traveling.

Google Play Books Enables User Uploads of E-books, Documents.  This is cloud storage for epub and pdf formats.  Can sync across your devices, as long as you can access the Gooble Play locker.  Upload limited to 1000 files each of 50 MB or less.

Postach.io: Harnessing the Power of Evernote to Create Your Blog.  If you use Evernote and need a simple blogging platform, Postach.io may be of interest.

Evernote Reminders Are Here for Mac, iOS, and Web.  Grumble, gripe – I really really really need this for Android.  At any rate, this is one of the most requested new features for evernote and makes the to-do lists so much more useful.

Here’s the Proof that Education is Pretty Crazy about Tablets.  Growth in the education market from K-12 to colleges and universities is booming.

 

 

Year For Productivity: Session 11: Academic Workflow

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NOTE:  If you have not yet completed our Survey, please visit this post for more information and survey link: Year for Productivity: Survey Request.  Thank you!

As we begin our second major theme for our Year for Productivity program, we turn our attention to the topic of optimizing our digital academic workflows.

Workflow is defined (BusinessDictionary.com) as:

A progression of steps (tasks, events, interactions) that comprise a work process, involve two or more persons, and create or add value to the organization’s activities. In a sequential workflow, each step is dependent on occurrence of the previous step; in a parallel workflow, two or more steps can occur concurrently.

To this very “business process” oriented definition, I would also add the academic expectation of “create or perish”.  Notice I substituted a key word here; in today’s world, academic product far exceeds the traditional “publish”.  Today we have many additional expectations for being productive members of the academic community, including blog writing, hosting podcasts and/or webinars, being active in online research communities, creating multimedia supplements to our traditional articles, and more. Therefore, academic workflow is a subset of one’s everyday workflow; it is the process by which we discover, gather, synthesize, create and disseminate our own academic research, regardless of what form that final product takes.

Daniel Wessel (Organizing Creativity) suggests that “Today we have more opportunities to be creative than ever… The Internet not only gives us access to knowledge, affordable materials and tools, it also provides us with new and widely available distribution channels. Everybody now has the potential to be creative, be it in art, science, engineering (including DIY), commercial or private projects…” (preface)

This new expanded array of options brings with it the necessity to master additional applications, juggle an even larger number of diverse plates and amass various types of research knowledge and output while still being constrained by the same limits of time, resources and energy.  Wessel declares that “in almost all cases [creativity] needs knowledge and skills, motivation and determination, time and effort to succeed. And it needs something else that is often falsely seen as an anathema to creativity: organization.”  For those still searching for the magic grail of productivity and organization, he further cautions:  “There is no simple one-size-fits-all solution for organizing creativity. Each person will need to find her own solution.”

Organizing Creativity explores the stages of creativity considering the way that organization plays a vital role in this creative process.  Wessel identifies 6 stages in effective creativity:

  1. Acquiring knowledge and skills with the topic(s) where your creative efforts will focus.
  2. Brainstorming ideas
  3. Capturing those ideas
  4. Expanding ideas into projects
  5. Realizing the creative product
  6. Preserving the realized product.

I like how Wessel causes the reader to stop and think about thoughts and actions that might be instinctive or unconscious, yet by breaking down the elements of each stage, he allows us to consider alternative methods and ideas that could improve our workflows.  Wessel also discusses tools that can assist the process in each stage.

Librarians are in the interesting position of both having their own academic workflow to consider as well as that of their patrons.  In each case, the best tools for an advanced researcher may be not be the best choice for beginning students. Likewise, the tools and processes perfect for those in humanities may be lacking for those performing research in highly scientific disciplines. Carefully considering these differences can aid the librarian when making suggestions to help her users be more effective in their academic endeavors.

In “5 Steps to Make You a Better Researcher”  the key digital tools are suggested to be a combination of bookmarking tools and concept mapping.  Then we have Kalani Craig (Organizing a Digital Thought Process) who, like a number of other blog authors, has generously shared information about her research process in her blog. Nowhere in her process does she mention the use of bookmarking or concept mapping tools.  She says, “Figuring out how I worked and what I needed was the first, and hardest step, and everything else falls into one of the areas of need I identified (and continue to identify, because systems evolve and change).”  Just looking at these two different approaches to the digital academic workflow illuminates the fact that there are as many answers to the problem of optimizing workflow as there are people and products to suggest them.

Over the next several sessions of our program, Mary and I will be exploring tools that answer organizational needs for some of the steps of a typical academic research workflow.  We will be discussing general digital workflow tools, citation, annotation and cloud storage tools as well as alerting tools and mind/concept mapping.  Hopefully our smorgasbord of tools will provide you with options as you analyze the appropriate applications to improve your own digital academic workflow.

 

 For Further Exploration and Insight:

1. Take a few minutes to contemplate your current academic workflow.  Journal about the steps, tools and challenges you experience.

2. What is your favorite tool(s) that you regularly use while doing academic research?  Post a comment on this blog post about your choice and why it works so well for you.

Selected Readings:

Craig, Kalani. Organizing a Digital Thought Process.

McCue, Rich. (2012) Research & Collaboration Tools for Students, Staff & Faculty: Creating a Modern Memex:  A free ebook:

Posner, Miriam. (2013) Embarrassments of riches: Managing research assets.

Temos, Janet. Research and Writing on the iPad. Blog post on It’s Academic: A Blog For and about Princeton University faculty use of technology for teaching and research.  [As of Oct 2011, the Princeton blog moved to: http://blogs.princeton.edu/etc/]

Wessel, Daniel.  Organizing Creativity. Available as a free ebook:

MAC Specific Resources:

A Digital Academic Workflow for the MAC (from History of Science Online):

Academic Workflows on MAC blog

8 Apps that Make Academic Research Easier: MAC based (4/11/2013):

 

 

 

 

Year for Productivity: Survey Request

survey graphic: Creative Commons License Sean MacEntee via CompfightIt seems very hard to believe, but time has been flying and the first 3rd of our yearlong program to increase productivity is now complete.  Next week we will be moving on and turning our focus  from topics that focus on how to improve productivity, and instead begin looking at the concept of academic workflow and exploring tips and tools to help streamline that process.  Before we do that, however, we want to check in with our readers to see how the program is going so far.

We would greatly appreciate it if you would take a few minutes to complete this short survey (only 9 questions!).

Academic PKM Blog Poll #1

Thank you for participating! This will help us to understand our readership better and to have a better idea if we are meeting your expectations and needs.    If you would like to provide us with additional feedback , please leave a comment or email us at contactus@academicpkm.org.

Crystal and Mary

Year for Productivity: Session 10: Task Automation

year_productivity_graphic_10All the tasks that we have to keep up with when using web applications would exceed the amount of time and attention that any one of us could handle.  It follows,  therefore,  that the more we can automate tasks we need to do,  the better.   Moreover,  the web is,  if not a series of tubes (as the late Alaska Senator Ted Stephens once claimed),  it does rather resemble an almost infinite series of silos.  Each web page or service is independent,  which means if we want to do the same thing to more than one silo we have to repeat the task.   Or at least that was true before mashups (Quote below from this Wikipedia article).

A mashup, in web development, is a web page, or web application, that uses and combines data, presentation or functionality from two or more sources to create new services. The term implies easy, fast integration, frequently using open application programming interfaces (API) and data sources to produce enriched results that were not necessarily the original reason for producing the raw source data.

For example,  HootSuite became available in 2008 and serves as a dashboard for controlling one’s social media accounts.  It is often used by companies or other organizations to coordinate their brand.  Posterous also started in 2008 (though sadly has just shut down)  as a blogging platform that allowed one to disseminate the same blog content across sevices such as Blogger,  Facebook,  Twitter,  Live Journal,  etc.   Rebel Mouse also works with social media to provide a newsletter-like presentation.   Organizations can use it to display their social media content,  and students could use it to create a newsletter for an assignment.  Particular operating systems have,  for some time,  tied together the software in their own ecosystem.   Outlook and Onenote work together as do various Apple products.  New apps that integrate web services are announced frequently and trying to name them all would take up a month’s worth of blog posts.

Currently the winner and still champion of task managers,  however,  is IFTTT (If this then that).   As of this writing,  Ifttt offers connections between 61 web services (called channels).   The code that connects two channels is called a recipe,  which consists of a trigger channel (the “if” part),  an action,  and the result channel (the  “that” part).    For example,  if I post to my WordPress blog, and want to  send it automatically to Twitter or Facebook or Evernote, then WordPress would be the trigger channel, Twitter, Facebook and Evernote would be the result channels and the action would be sending the WordPress post to the three result channels.

Channels include all the usual suspects,  such as the four just mentioned,  but also a variety of cloud storage apps such as Dropbox,  photo sharing services including Instagram and Flickr.   There are more unexpected channels such as date/time,  weather,  email,  and recently the Belkin WeMo brand controllers for home appliances – so you could,  for example,  set your lights to come on at a certain time.   Nor are you limited to your imagination.   Ifttt users have been very generous in sharing their recipes.  So generous,  in fact,  that one drawback of the service is that many new users of Ifttt wind up enthusiastically activating so many recipes it adds to the confusion rather than decreasing it,  with an overload of,  for example,  emails with the latest free books in Amazon,  or free tunes.

Another drawback is that while the service is advertised as simple to use,  it helps to see it in action first.   In the readings section are some quick tutorials to view first before trying Ifttt out yourself.  Note:  I have a Google alert for ifttt, and there are a huge number of articles about it, but the majority are blog posts with simple introductions to ifttt.  So the readings consist of only a few articles or videos that are the best I’ve seen at showing how to use ifttt.

The last drawback that I want to discuss today is that there is a dearth of research-oriented channels.   Certainly Evernote,  Dropbox,  WordPress,  even Twitter and Facebook have legitimate academic uses.   For example,  one might send new RSS items from a saved database search to a specific notebook in Evernote with specific tags.   Still,  the service could be more useful for academic research.

Recently, an exciting  announcement from ifttt developers  has promised a forthcoming enhancement which will allow web services with open APIs (for example, Mendeley and Zotero to name only a few)  to create channels as well.   Enhancements such as this make the future of task automation for academia look bright,  and it is exciting to contemplate what it might look like in ten years’ time.   Will universities set up their own instances of Ifttt,  for example,  which could tie together the Learning Management System,  research databases,  secure cloud storage,  research management tools,  and notebook software?   It will be fascinating to see what develops!

Selected Readings:

Ekart, D. F. (2012).  Tech Tips for Every Librarian.  Computers in Libraries, 32(4), 36-37.

How-To Geek.  Program Your Online Life with If This Then That.

Jiminez, C.  When Lazy Can be Productive. Includes video tutorial.

Price, E.  (2012)  How IFTTT is Changing the Way We Do Things on the WebMaxhable post with background on the company and its planned future directions.

Slaughter, R.  (2011) .  Review of If-This-Then-That  Includes list of pros and cons.

Woodward, M.  How to Use IFTTT to Save Time and Automate Behind the Scenes.

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Just for Fun:

Buck, S. (2013).  14 Hilarious If This Then That Recipes.

For Further Exploration and Insight:

(1)  View one or more of the above tutorials. Reflect on ways in which you might be able to use ifttt to automate repetitive tasks that you regularly perform.

(2)  Sign up for an IFTTT account.

(3)  Browse recipes for services you use the most and activate at least one.

(4)  Create one recipe of your own.

 

 

 

 

Book Review: Flow: the Psychology of Optimal Experience

 

By Mackieklew (http://www.flickr.com/people/macieklew/)

By Mackieklew (http://www.flickr.com/people/macieklew/)

Csikszentmihalyi, M. (1990). Flow: The psychology of optimal experience. New York: Harper & Row.

Education is not the filling of a pail,  but the lighting of a fire.
- – -   William Butler Yeats

The Yeats quote is a good way to start a review of Flow for a couple of reasons.   First,  it is one of those books that changes how one views the world, which engages the mind – lights a fire,  in other words.   Secondly,  the book is specifically about that kind of engagement, which Csikszentmihalyi calls  “optimal experience”,  or flow.

” ‘Flow’ is the way people describe their state of mind when consciousness is harmoniously ordered,  and they want to pursue whatever they are doing for its own sake.”  (p.  6) In flow,  a person’s attention is wholly focused on what they are doing and they are being challenged to stretch their skills,  but not in a way that causes anxiety.   In a life devoted to flow,  a person constantly strives to establish goals, obtain new skills or enhance their existing skills and use those skills to successfully meet new challenges.   Such a life is creative and satisfying in ways no other way of life can match.

In another quote a life that has flow does so by working on a goal or goals and mastering the skills needed to reach the goal:

From the point of view of an individual,  it does not matter what the ultimate goal is -  provided it is compelling enough to order a lifetime’s worth of psychic energy [attention] .   The challenge might involve the desire to have the best beer bottle collection in the neighborhood,  the resolution to find a cure for cancer,  or simply the biological imperative to have children who will survive and prosper.   As long as it provides clear objectives,  clear rules for action,  and a way to concentrate and become involved,  any goal can serve to give meaning to a person’s life.  (p.  215)

Csikszentmihalyi,  the author,  is a psychologist who has spent his life studying positive psychology – what makes people happy.   Perhaps this is not surprising in someone who in his childhood endured the horror of World War II.   He and his team have studied thousands of people over the years,  specifically looking at when people are the happiest.   One technique used was to send people a page at 8 to 10 random times a day.   The participants knew that when they received a page they were to write down the time,  where they were,  what they were doing,  and how they felt.

The results are fascinating.   While flow occurs fairly commonly in the arts or athletic competition as expected,  there are people who find flow in repetitive factory work or hard labor such as farming or raising herds of animals.   Moreover,  wealth,  position,  and ease of life do not necessarily create flow:

Such events do not occur only when the external conditions are favorable,  however: people who have survived concentration camps or who have lived through near-fatal physical dangers often recall that in the midst of their ordeal they experienced extraordinarily rich epiphanies in response to such simple events as hearing the song of a bird in the forest,  completing a hard task,  or sharing a crust of bread with a friend. (p.  6)

So why do some people achieve flow while so many others do not?   Most people have experienced it at some point,  but didn’t realize it at the time.   For others it is a common experience.   There are some personality traits that make optimal experiences more common.   The people who cultivate flow most successfully are neither self-conscious (anxious about how others perceive them)  nor self-centered.  “Children who grow up in family situations that facilitate clarity of goals,  feedback,  feeling of control,  concentration on the task at hand,  intrinsic motivation [doing a task for the joy of the task itself],  and challenge will generally have a better chance to order their lives so as to make flow possible.”  (p.  89)  Csikszentmihalyi also mentions (p.  236) that lives full of flow are more likely to happen to those who were read to as children.  In addition,  the person who is successful is able to negotiate both differentiation,  or self-awareness and growth as an individual,  and integration,  an ability to be a part of something larger than ourselves,  to be part of the community’s growth.  (p.  223).

Where do flow experiences most often happen?   Despite the fact that society tends to denigrate work and exalt leisure,  most people are considerably more likely to experience flow at work than in pursuing leisure activities,  particularly if the leisure activity is a passive one such as watching television.  Work can become more conducive to optimal experiences by being redesigned with that goal in mind,  and helping workers to have the kind of personality that is most open to flow, “by training them to recognize opportunities for action,  to hone their skills,  to set reachable goals”.  (p.  157)

Can one increase the ability to be in the flow?  Yes.   “It does not matter where one starts -  whether one chooses goals first,  develops skills,  cultivates the ability to concentrate,  or gets rid of self-consciousness.   One can start anywhere,  because once the flow experience is in motion the other elements will be much easier to attain.”  (p.  212)

While many speak of the virtues of simplicity,  Csikszentmihalyi writes continuously in this book about the beauty of increasing complexity.   For example:

The optimal state of inner experience is one in which there is order in consciousness.  This  happens when psychic energy  -  or attention  -  is invested in realistic goals,  and when skills match the opportunities for action… A person who has achieved control over psychic energy and has invested it in consciously chosen goals cannot help but grow into a more complex being.   By stretching skills,  by reaching toward higher challenges,  such a person becomes an increasingly extraordinary individual.”  (p.  6)

It is in striving for something better that individuals and humanity as a whole become something better.   If the earth were to disappear tomorrow,  the memory of Shakespeare,  Ghandi,  Rosa Parks,  and multitudes more,  sung and unsung,  would continue to resonate.   Humanity has achieved that which will last.   The author says something similar:

It is true that life has no meaning,  if by that we mean a supreme goal built into the fabric of nature and human experience,  a goal that is valid for every individual.   But it does not follow that life cannot be GIVEN meaning.   Much of what we call culture and civilization consists in efforts people have made,  generally against overwhelming odds,  to create a sense of purpose for themselves and their descendants.   It is one thing to recognize that life is,  by itself,  meaningless.   It is another thing entirely to accept this with resignation.   The first fact does not entail the  second any more than the fact that we lack wings prevents us from  flying. (p. 215)

While mulling over how to write this review,  I came across a video with a snippet of a graduation speech by Neil Gaiman (whom I suspect has the kind of personality Csikszentmihalyi celebrates) given to the University of the Art in 2012 .   Gaiman gave this advice to the graduates for how to deal with adversity:  “Make Good Art”.   It is advice Csikszentmihalyi would endorse,  and Flow is the manual to achieve it.

 

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