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Information has exploded. We need a way to use and manage it. There is no one tool to solve this, and definitely AI is not a silver bullet (though it could be a layer). Actually, there is no silver bullet at all. Just like anything good, it needs to be built, cared for and thoughtfully utilized. Here is the top level of what could be done:
[01] Rapid Capture
This is personal and could be shared into the Primary System. It is critical to first do your own personal brainstorming and idea development. Here are some possible tools to capture what you come up with:
- Microsoft OneNote
- Nextcloud Whiteboard
- Draw IO (whiteboard function)
- Joplin app
- Excalidraw app
- TheBrain app
- write on whiteboard, take photo
- journal app
- text/markdown file
- a function in whatever info system you use
- ....any huge number of simple to advanced note/capture tools
Some of this should be shared into the Primary System. But in order for ideas to flow freely, the individual needs control over what is shared.
Aggregating
Once enough ideas come in, the information can be contemplated, combined, and culled into better versions to be passed on into the Primary System.
Cleaning
It is very important to keep a tight routine on moving these exhibits into a state of rest. If all of this is allowed to pile up it will cloud up your head. Figure it out, only you will know to what level this needs to be done.
[02] Types of Knowledge
When information is structured, it takes away the free-flowing nature it first had in the initial brainstorm mode. So it's good to be thoughtful about when to move from brainstorm to structured.
Reference
Sometimes information just needs to be stored for some future use during troubleshooting, modernization or to simply answer questions.
Outlined
Outlined information has a structure. It allows for predictable patterns to be captured. It takes focused thinking to make reasonable choices about how to capture concepts into an outline. Doing this is a great benefit to those that need understanding later.
Connected
Sometimes one part of information is connected to other disparate parts. By utilizing some manner of making connections, information can be related and quickly understood later. More on this in the next section.
[03] Relating
As the information builds, parts will need to be connected to other parts. It doesn't have to be perfect, there just needs to be a way through some way of dynamically linking, tagging or whatever.
Tags
It's best to create a tag format, but even adhoc can be useful. For example a tag format of xxx: xxxx can be used to establish a key. If you wanted to establish a customer type you could use entries such as: Customer Type: End-User, Customer Type: OEM. Document in the admin area of the system what this format is so it will make sense to people how to create new tags in the same format.
Links
If the Primary System has a way to do linking, then be diligent to wisely use it. You will be doing your colleagues a favor when they need to reference and know the context of that body.
[04] Recalling
The whole point is to be able to get the information and use it as knowledge.
Simple Viewer
Whatever tool is used will display the information that is needed. It is best to be able to use both a laptop/workstation and phone/tablet.
Search
A powerful search aggregator is essential. Today it seems most mature software systems can do this well. If people are documenting thoughtfully and completely, there will be enough keywords to find things quickly.
[05] Updating
As more information comes in, or as updates/edits need to be made, what has been stored needs to be updated or amended.
Additions
Sometimes it is best to leave the original entry alone and simply add the new information.
Changes
And sometimes what has been entered needs to be changed.
[06] Uses
Knowledge has many uses. Sometimes it is for gaining context, sometimes to remember something you already knew, and sometimes it is for training and development of fundamental and new-to-us knowledge.
Gaining Context
When encountering a new situation where we need more knowledge, it is good to gain a better context of where we are. If we can do that quickly we can also develop options with more speed.
Reference
When working on something there are times you need to go back to information you know and even dig deeper to expand what you are capable of accomplishing.
Training
When used for training it needs to be carefully architected to develop actual competency. This is a shared effort between the training developer and the learner. The developer needs to strive for creating a good thing that structures information to quickly produce usable knowledge by the student. The learner needs to strive to understand.
[07] Primary System
No matter now many steps there are to bringing the information to life, there needs to be a great system to house, manage and provide the created knowledge.
Selection Principles
There are some things to consider; should it be owned, and where should it live.
If you use the Microsoft ecosystem for instance, it will be cheap and maintained for you. But you cannot back it up and you do not own it. Also, even though it is cheap, each user needs to be paid for.
If you use something like Nextcloud you will own it but you will have to maintain it to some degree.
M&A (Mergers & Acquisitions) Proofing
What is it about us all that we plan for sunny days and not days of destruction. So here is the deal, companies can get bought, sold, eliminated and when that happens there is a lot of ripping and tearing of the systems; hardware, software, people, places, all of it. This can be especially pronounced in distributed asset systems such as energy sector entities where individual sites/skids/vehicles can be sold and moved to new owners who will do what they will.
Personally, when I build information systems for manufacturing operations I like to use something non-Microsoft. That is because nearly every company uses that ecosystem. I know these are the days of digital transformation and we want everything integrated, and yes this is ideal, but not when the de-integration happens before the M&A is completed. If the information and knowledge systems are attached to the local manufacturing or process system, they can go with it wherever that may be.
The strategy I like is using something non-MS and owned. Whether or not it is cloud-based doesn't really matter, what matters is if you own and control (and can move) the instance. So for example, you could host a Nextcloud instance with one of the providers out there, or run it on a server in your plant. Other options are Baserow (simple), ERPNext or Odoo (my favorite at this time).
Creation
Choosing and building the initial system is the most important part. Here is a recap of what could be used:
- Nextcloud
- ERPNext
- Baserow
- Microsoft
Utilization
It would be best if this can be used from browser on laptop/workstation and from a phone and tablet. Some systems have phone/tablet apps and some can only use browsers.
Maintenance
Someone will need to be responsible for this. It could be anyone.
[08] Communication Systems
Knowledge is developed from information, often amongst working with people. So it is necessary to have a great way to communicate. And even better, if the communications system can integrate with the Primary System.
Options
Here are some options:
- Microsoft Teams
- Slack
- Zulip
- Text (by far my least favorite)
- ....any number of apps/systems
My favorite here is Zulip. It is open source which gives you control and ownership.
Maintenance/Management
Someone will need to take care of whatever system is used. They will need to control how groups can be created, who can have access and taking back control if individuals decide to misuse the system.
[09] Training
People won't use something if they don't understand it. So teach them.
Information Structure
Teach them how to structure the information.
System Usage
Teach them how to use the system.
[10] Backup
Don't let all the work that goes into building out this system disappear. Back.it.up!!
Ownership
Who will own this and who will make sure this happens? Whether this is done manually or automatically, oversight and verification needs to be done.
Packaging
It needs to be packaged for storage and restoring.
Storage Location
Put this in multiple locations. Encrypt it.
Summary
In an effort to show the possibilities, this has only covered the top level. Additional articles will provide more specific information about how to configure the systems, how to prepare your people to use it, and how to keep it going.
In the following parts, I will reveal my favorite architectures and why.
P.S. - This is not just about information and systems, this is also about people; how they think, how they work, and how to keep them doing what you need to keep systems maintained, modern, functional and adaptable.