The scenario below is ultimately what we are after when using collaborative technologies. We are trying to collectively manage "information" ("data", "knowledge", pieces of content, files, etc.). Yet, for most of us (including me) we don't even know how to effectively manage our own information. How can we work effectively as a group if we don't have the fundamental skills necessary to work as a group of one?

When do we cross the line of managing "my" information (which is serviced by the technology segment called "personal productivity") to managing "our" information (which qualifies as "collaboration" or "knowledge management")?

To me, it all seems to be on the same continuum. So, how practical is it to enforce a single folder naming or hierarchy convention? In many cases, it may be possible. But for most I suspect the folder metaphor is insufficient and something like tagging may be better since it seems to strike a balance between personal preferences and group needs.

However, I am starting to think the best place to start is to train employees to manage their own information better. All collaboration initiatives are based on these fundamantal information management skills.

A few days ago, some of the senior leaders within our team got together to set out some "standards" for how we capture and manage information in our organization. Specifically, we decided to share information more effectively by storing the files and information we create for various consulting opportunities in a file structure that will make it easier to find and use information. Rather than each person creating and managing their own filing structure and guiding others to information, we're trying an agreed, standardized file structure based on a "taxonomy" we pulled together over a few hours.

Link to Thinking Faster: Organizing Information