About Ian Watson

Programme Manager for knowledge management and knowledge media type things at IRISS. Particularily interested in social media and how we can get better access to it in the workplace

Introducing Kristina and her personal learning network

In a recent blog post marking the 25th anniversary of the Web, Jane Hart, founder of the Centre for Learning & Performance Technologies, observed that our social networks built on things like Facebook, Twitter, LinkedIn or Google+ have become part of our professional lives as they let us make global connections with other like-minded individuals. This professional network, she says, becomes a Personal Learning Network (PLN).

In another post she notes that this kind of social learning often happens below the radar of ICT and learning & development departments  This is partly because access to public social media may be blocked (for example see previous post about Yammer) and partly because people tend not to like the way enterprise-wide social initiatives prescribe which tools they must use for sharing and collaborating. Neither do they like their activities being tracked and scrutinised by others, who may have no idea what it means to be social.

As a result, many in the workforce are not exploiting the enormous potential of PLNs to support continuous learning and development, which most would agree is fundamental requirement for the 21st century worker.

Malcolm Wright and Alison Petch announce the Kirstina animation

Malcolm Wright and Alison Petch announce the Kirstina animation

So we at IRISS were very pleased to collaborate with colleagues in NHS Education for Scotland to create Kristina, a model of how someone working in health and social care can create and benefit from a personal learning network.

Today Kristina makes her debut in this short animation showing how easy she found it to get started.  You can do it too.

 


Malcolm Wright, NES Chief Executive, talks about the social use of knowledge:


Alison Petch, IRISS Director, explains why we created Kristina:

Let’s educate rather than regulate

In the LinkedIn Digital Leaders group I posted the story about a local authority banning its staff from participating in work related discussions on a Yammer network (see previous post).  The discussion covered a range of viewpoints, but there was general agreement that trying to manage risk by blocking access was futile.

Risk, nonetheless, does come up over and over again, the kneejerk reaction being that people can’t be trusted not to post sensitive information on social media.  A recent article in The Conversation rather neatly puts risk in perspective by looking at how the military handles it. Careless use of social media poses a real threat to the lives of military personnel, but the response is not to ban it:

Within the UK military there is an underlying appreciation that the integration of social media builds as much on education and behavioural change as regulation

Here’s an interesting exercise for public sector managers: in the following paragraph, replace ‘defence’, ‘military’ and ‘soldiers’ with equivalent words to describe your business.

With recruitment numbers dwindling, with the risk of further defence cuts looming, and with a new military employment model imminent, military personnel are facing a period of radical change. Social media is one such challenge but, if used intelligently and sensitively, it may also be a means of negotiating new bonds of trust, community and support between soldiers, their families and the military establishment.

Now let your staff get on with learning about social media rather than relying on regulation.

Yammer? Not here you don’t.

…  everybody who wishes to access the internet should be able to and … it is the role of government to ensure that everybody in our society has the opportunity to develop digital skills. A world class Digital Scotland will be one in which internet access is considered as a utility on a par with access to electricity and gas, and where digital literacy takes it place alongside conventional literacy and numeracy at the heart of our education system. Access to the internet should not be considered a luxury in a modern country.

So says the Scottish Government in a report published back in April (Digital Participation: A National Framework for Local Action).  ‘Everybody in our society’ presumably includes people at work?  Yet local authority ICT managers continue to deny access to web-based services, often for obscure reasons.  Consider this example.

Recently SSSC set up a Yammer network to enable people working in social care to exchange knowledge and experience on self directed support.  In a sector that is often hesitant in its embrace of social media this network turned out to be hugely popular. Sadly, one local authority member had to make this rather forlorn, farewell post:

Well I knew that this was really too good to be true. Our ICT colleagues have become aware that Yammer was being used and have instructed that accounts be closed as it is not a secure site and use of it breaches council policy.

So probably my last post for the moment at least, shame really found this useful in making links and sharing resource.

Making links and sharing resources: exactly what the modern workplace is supposed to be all about. Yammer, incidentally, is used by some 400,000 companies worldwide, including 85 percent of the Fortune 500.  Is it really not secure enough for a local authority?

This ‘command and control’ approach is rather at odds with promoting digital participation.  If local authorities do not encourage and nurture their own staff in digital participation, the communities they serve may leave them behind as they acquire the skill and confidence to build networks using the tools of their choice.

An article in the Guardian Social Care Network this week asks what’s holding back the use of social media in social care. While there are legitimate concerns, professional people are well able to decide how and when to use social networks. The article talks about about using Twitter to make connections and Yammer (yes Yammer) to pave the way for more collaboration. 

One of the biggest benefits is being able to network without spending lots of money on conferences. Communicating online, say Helen Reynolds (responsible for opening up access to social media in Monmouthshire County Council), allows you to “understand what’s going on in the industry by having that bigger network of people you can call on”.

Precisely.

If you are one of the digitally excluded why not have your say on Scotland’s Digital Dialogue?

Participation in the workplace: it does work

About 30 people from the public, private and third sectors along with some from academia and NGOs gathered at last week’s Digital Leaders Scotland Salon which looked at how to overcome the barriers to digital participation that face many groups in society and impede Scotland’s aspirations for a digital future.

What struck me was the presence again of that big elephant in the room.  When I asked how many participants were blocked from accessing the web at work there were far too many nods and wry grins of resignation. One participant had even been blocked from accessing the booking website for the event, which of course was for, err, digital leaders.

Why this should be such a problem really isn’t clear. As the DVLA points out:

This may seem obvious, but how can you pronounce yourself a digital organisation and then stop your staff from accessing YouTube or Twitter which we use to engage with our customers daily? - DVLA Digital Services Blog

Quite. The DVLA highlights the self evident truth that to be a digital organisation an organisation needs to, well, think digitally and build the capability of the workforce to support and deliver digital services. For the DVLA this meant opening up access to social media to all staff on their work computers. This is how you go about about building skills, confidence and competence.

Opening up web access, says the DVLA,  allows staff to find answers the questions they want answers to – not just the ones the employer thinks they might need answered.

What a welcome move away from the all too prevalent command and control culture. What’s holding back rest of the public sector?

What’s holding us back?

What, asks Steph Gray in his Postbureaucrat blog, holds people back from using digital tools and techniques at work? 

  • Do they need someone to tell them what Twitter is for?
  • Or does the system block it and their boss disapprove?
  • Maybe the press office runs a tight ship on the corporate channels and other people don’t know or dare to do it themselves

Followers of Just Do It will know that this question has been troubling us for some time too. After observing the Department of Work and Pensions Digital Academy, Steph has concluded that there are just two things needed to get change going in large organisations: attitude and critical mass.

Attitude picks the fights, and critical mass wins them

So we need individuals unwilling to put up with bad ways of doing things and a group of these rebels large enough that their ‘energy can be harnessed, opportunities taken, occasional failures accepted, and the crucial sense of inevitability created’.

Digital Leaders Scotland touched on a similar topic at a Salon event on whether security was an enabler or barrier to digital services.  The Salon report notes that trust more than security is the problem: the NHS trusts people to do all sort of things, such as open heart surgery, but gets twitchy about people using Twitter (echoes here of the oft quoted former Deputy Chief Constable Gordon Scobbie ‘We trust you with a baton and with the right to take away someone’s liberty, I think we can trust you with a Twitter account’). This despite evidence from people like Michael Seres who has demonstrated beyond question how social media can be used for effective and efficient communication between doctor and patient.

The discussion heard that moves to towards a more trusting regime were hampered by reports, again from the NHS, saying things like ‘online social networks are by their very nature home grown and ungovernable … universal blocking may seem like the best approach’.  That looks like a fight waiting to be picked!

Just Do It will be attending a couple of events next month. The first, on 5 June, is another Salon EventDigital Participation – whose responsibility is this, and how can we make it happen? The second is the SCVO (Scottish Council for Voluntary Organisations) Digital Scotland Festival on 16 June.    

Let’s hope we find some some people with attitude and enough of them create that crucial sense of inevitability.

Shhh! There’s an elephant in the room

The Royal Society of Edinburgh this week published the results of its inquiry into digital participation. According to the report, Spreading the Benefits of Digital Participation,

every individual, business and organisation must have basic information literacy and digital skills … Scotland must seize every opportunity to develop these skills through formal education, workplace learning, lifelong and community learning

© Shutterstock

© Shutterstock

Note the inclusion of workplace learning in there. This is the HUGE ELEPHANT IN THE ROOM. Workplaces in all sectors currently do not seem like fertile environments for fostering digital literacy, which is not about using Microsoft Office or finding your way round the organisation’s Sharepoint-based intranet. It’s about encouraging people to use web-based tools (social media) to find, share and use information.

As we have noted before in this blog

People who can seek new information, make sense of it, and share it with their colleagues, will be an asset to any work team. However, they need access to their learning networks while at work, and this is often a challenge. Reduce these barriers, and support PKM [Personal Knowledge Management] practices, and the organization will benefit.

So what is preventing this from happening? It may be the combination of somewhat technophobic senior executives and risk averse IT managers that results in locked down equipment and blocked access to the web-based tools that could radically transform workplace learning and knowledge management. Daily we hear dispiriting stories like these:

You can’t download Adobe Reader because Adobe’s website is a security risk.
You may not print from the council laptop on any printer other than the designated one in your workplace.

These restrictions, however well intentioned, suggest a culture that fosters dependency and fear rather than one that fosters confidence to develop and acquire digital literacy.

According to the report, 1.3m people in Scotland lack essential 21st-century digital literacy skills, which will need an urgent investment of at least £100m to remedy. If the 200,000 or so people who make up the social care workforce were encouraged at work to use the web and develop their skills, the number of digitally illiterate might fall to just over a million. And this would have a knock-on benefit.  The report describes a ‘network effect’ in which

localised digital activity by communities of individuals, businesses and voluntary organisations helps motivate others to become involved. The more people who have the opportunity to participate digitally, the greater the benefit is for all.

The workforce are also members of their local communities and most business have computers and reasonably good broadband. They just don’t encourage or allow their workers to make use of it to develop digital literacy.  It seems glaringly obvious that a digitally literate workforce has great potential to spread digital literacy through their community networks. And it wouldn’t cost £100 million.

Somewhat perversely the report suggests that we need to invest in digital skills so that ‘small and big businesses are able to access a workforce with the skills needed to exploit digital tools and opportunities’. Surely employers have a big role to play in creating that workforce?

Research Unbound: the future of research dissemination

In mid 2012 the Finch Report heralded the ‘’the most radical shakeup of academic publishing since the invention of the internet‘. By 2014 all publicly funded research was to be freely available to the public. To achieve this, Finch recommended support for ‘Gold’ open access publishing, where publishers receive their revenues from authors rather than readers, thus allowing journal articles to become freely accessible to everyone immediately upon publication.

RU launch-iw-2

Introducing Research Unbound

This approach leaves the role of the academic publisher largely unchanged, which is rather odd when we consider that the internet has disrupted so many business models, including newspaper publishing, music and travel.  Why not journal publishing?  After all, when Tim Berners-Lee invented the web he was aiming to support and improve scientific communication and the dissemination of scientific research. And it has been argued that researchers do not consume articles in the form in which the currently write them.

In January 2014 an article in Guardian Professional (Why open access should be a key issue for university leaders) argued that it was time senior leaders in higher education made openness their concern

the strategic and ethical questions that arise from the rapid and comprehensive advances in digital technologies – and particularly openness and its consequences – are for anyone in a leadership position, whether an academic programme convenor, a dean or a vice-chancellor. All universities are now digital, and all research and teaching will be shaped by continuing technological change

Gold and Green Open Access will remain a part of the publishing ecosytem but, as Gary Hall argues (On the unbound book: academic publishing in the age of the infinite archive)

publishing strategies are becoming more pluralistic and decentralised, making use of blogs, wikis and services like Figshare

Which brings us to Research Unbound, an IRISS contribution to creating such a decentralised and pluralistic world.  Research Unbound is a platform (a blog, basically) on which researchers of all kind (academics, practitioners) may share their findings, in whole or in part. It is also a campaign to encourage the use of social media to share, engage and build networks.

At our launch event on 21 February 2014, Brian Kelly shared his practical wisdom on how social media can enhance your research activities.  Among his many hints and tips was Socialbro for managing and analysing your Twitter network.  Fergus McNeil, Professor of Criminology and Social Work at the University of Glasgow and an active blogger (see Discovering Desistance), offered a measured assessment of ‘new’ versus ‘old’. While the traditional route to publication remains important, it can be many years before a researcher gets feedback, in the form of citations, whereas blogging can deliver immediate feedback and can help measure impact. Nina Vaswani, Research Fellow at the Centre for Youth and Criminal Justice, talked about  blogs as a form of reflective journal writing.

Research is a tangled, messy and complicated process and sharing the experience of this journey not only aids reflection and learning for the blogger, but also can help readers learn from the experience too. (from Nina’s blog post about the event)

Two of our contributors to Research Unbound (Marguerite Schinkel and Fiona Sherwood-Johnson) talked about why they are using this channel to share their research. The event generated lively and stimulating discussion, some of it captured via Twitter and summarised on Storify (or see and contribute to the whole #researchunbound stream on Twubs).

The role of social networking in the research process is neatly summarised by Nina Vaswani in her blog

In order for me to make a difference I need to produce high quality research that is relevant, useful and, equally importantly, accessible to my audience.  I certainly don’t want my research gathering dust in some far corner of a university library.

We hope Research Unbound will play an important part in linking research and practice in social care.

An undeniable right to digital inclusion?

The interim report of the Royal Society of Edinburgh’s inquiry into spreading the benefit of digital participation in Scotland – published on 4 December 2013 – calls on the Scottish Government to recognise that every individual has an undeniable right to digital inclusion and for steps to be taken to motivate individuals and businesses to engage in the online world. Digital technologies, the report notes, can offer opportunities for people to explore interests and share and access knowledge, and to achieve this

…we must ensure that all public, private and third-sector organisations in Scotland have unfettered access to the infrastructure, tools and skills they need to make effective use of digital technologies.

The word ‘unfettered’ is important. Our experience at IRISS is that while people who work within organisations can be motivated to try out new ways of sharing information, for example by using Dropbox, employers offers little encouragement to use this form of communication.  Some block access to Eventbrite (on the ground that is is a ‘shopping site’). Others have stopped their staff from using Doodle which takes the pain out of scheduling meetings. Unfettered access must mean allowing to staff to engage with any web-based service as and when required, bearing in mind that it is often the client who chooses the tool. To refuse to use, say Doodle, is simply to transfer costs onto the client.

The report goes on to say that enterprise agencies should develop simple checklists of free online services and tools -such as business listings, appointments diaries, blogs and calendars – and use these to help businesses to engage with the online world. The problem is that staff in enterprise agencies are themselves often blocked from using these tools (Google Docs, Flickr etc) and are therefore hardly in a position to offer advice.

Organisations need to develop a culture that supports and encourages their staff to engage in web-based communication,  By engaging they will acquire the digital literacy skills necessary to be digitally included.

Along with former DCC Gordon Scobbie and Ian Watt, representing SOCITM, I’ll making a presentation to the Scottish Parliament Cross Party Group on Digital Participation on this topic on 10 December 2013.  We’ll be suggesting that to tackle digital exclusion and promote digital participation, it is absurd on the one hand to wonder why people don’t engage while, on the other, actively block them from doing exactly that.

Social media in the workplace – survey and infographic

social-media-workplaceMedia agency ZenithOptimedia were in touch this week to tell us about this infographic drawn from a survey of social media in the workplace around the world. The survey finds that social media has become increasingly accepted as a vehicle for conducting business, but the ways in which workplaces deal with it are still in flux.

 

Around the world, social media usage raises difficult questions as to whether and how rules regarding workplace confidentiality, loyalty, privacy and monitoring apply to these forums, and, if so, how they are balanced against freedom of expression.

 

The report offers five recommendations on best practice:

  1. Get a social media policy and make sure you communicate it.
  2. Make sure you have a separate policy on misuse of confidential information by employees via social media.
  3. If you monitor staff make sure you have policies that comply with the law.
  4. Monitoring should go no further than necessary.
  5. Exercise extreme caution if relying on information from social media sites to make employment-related decisions.

While it is generally accepted that having policies on social media is a good thing, my problem with this report is that it doesn’t define ‘social media’.  The only social media service mentioned by name in the report is Facebook which, while very popular, is only one kind of social media. While the infographic has statistics relating to LinkedIn, Twitter, Youtube and Google+ there seems to be no recognition that social media encompasses an ever increasing number of tools such as Skype, Dropbox, Google Drive, Evernote, Scoop.it, Ning and Delicious, all of which offer ways of finding and sharing information to create personal knowledge networks.  Integrated into the workplace and the workflow they can deliver huge productivity gains.

While it may be wise to advise ‘extreme caution’ in using information from, say, Facebook for employment related decisions, HR departments, we assume, have always been careful to check the provenance of information regardless of the medium through which it is obtained. Good old fashioned references, for example, have long been treated with caution.

The report includes an interesting and useful roundup of case law from around the world, including the case of an Apple employee who was dismissed for using Facebook to make derogatory comments about Apple products.  An employment tribunal had to grapple with the balance between, on the one hand, the employee’s right to privacy and freedom of expression under the European Convention on Human Rights  and, on the other, the protection of business interests. The tribunal ruled that the employee could not have a reasonable expectation of privacy over comments made online because of the ease with which such comments could be forwarded to others outwith his control. The tribunal also felt that Apple’s restriction on freedom of expression was justified and proportionate in the context of protecting its reputation.

All of which reminds us that existing laws apply in the online world. Social media is really just the web and the web is here to stay.  If people are to learn how to use web-based communication media within existing law and within existing terms of employment they have to be allowed and encouraged to use these media.

Focusing too much on Facebook may risk missing the big issue which is that improving digital literacy in the workplace will improve workforce competence in using the web for communicating, building networks and personal knowledge management.

What the report is really asking is whether businesses are allowing their staff to be effective communicators and learners and have they adapted their policies to reflect these new ways of working?

Why can’t you access stuff on the web?

Since starting this blog about eighteen months ago I’ve mentioned many reports and studies that advocate digital participation, digital inclusion, digital literacy, digital by default, digital future and so on. Despite these official and authoritative arguments for better access to the web in the workplace, the workforce remains are blocked from using the most basic of web services, Doodle meeting scheduler for example. So, we at IRISS created this webpage containing key quotations from these reports which you can use to support your case for better access to the web.

We also asked for stories about blocked access and this one, from a local authority communications officer (yes, communications!), makes depressing reading

Getting information out to the many hundreds of staff across my department is difficult as a lot of web content is blocked. There are regular complaints made about the lack of communication between staff at headquarters and staff at remote sites, but despite this, information continues to be sent via ‘traditional’ methods (i.e newsletters in the post, filtered down through senior management). As the ICT policy for the local authority is managed at corporate level, departmental staff feel helpless to take any action against a policy that is so centrally engrained in the process of ‘how we do things’. 

I would love to work towards changing this, but am unsure of how to start without seeming to be causing problems or complaining.

This is not the first time we’ve heard people express concern about being seen as troublemakers. So where do we start?  People ‘at the top’ will have to take a lead.  ICT professionals, as mentioned a previous post, have been urged by Socitm – the Society of Information Technology Management – to ‘get into the digital vanguard’ by positioning themselves as leaders in promoting digital services.  Making people feel like troublemakers for trying be more efficient by using modern communication methods does not sit well with being in the vanguard.

Maybe a better dialogue between ICT professionals and front line professionals about what digital services and digital participation actually means in practice would help.