Tag: Knowledge Management

  • How to Comment in Teamwork.com

    How to Comment in Teamwork.com

    Definition

    Comment in Teamwork.com can be used to response any Task , SubTask or Milestone by either assignee (i.e. collaborator) or the assignor (i.e. Project Manager) of the Task.


    How Comment in Teamwork.com looks like


    What Problem Patterns the Comment solved

    Accessability

    Not only can you use the Teamwork.com interface to place the comment, but also you can place the comment via replying by their mobile phone the comment email sent to the collaborator registered email address, which is good for the collaborator who is not always stuck to the computer.

    Task Instruction Optimisation

    All the Task Comments will be reviewed by the assignor. In case the assignee had left a feedback in the Task Comment that for some reasons he/she could not execute the task, for example, due to the lack of Login Password Credential provided in the Task Input, the assignor will update the Task Instruction Framework Template such that the same type of Task can be carried out smoothly next time. 

    In this sense, the Task Comment is acting as a media of nurturing the positive loop of optimising the quality of Task Instruction.

    As a Knowledge Repository in DDM’s Group

    Knowledge Repository means a knowledge library which stores both the theory and execution experience of carrying out a task. No matter the experience is successful or failure , they are both valuable as a failure experience can eliminate a trial and error testing of a specific task. 

    While all these theories and experiences are stored in the comment, the Knowledge Repository in DDM Group will crawl the Task comments so that the teammates can refer to this Knowledge Repository when they face the same type of task.


    Guideline on how to Comment in Teamwork.com

    While you can write whatever content you want in the comment, there are some little tricks for you to communicate well.

    Mention a specific Collaborator

    Please always mention a specific collaborator that you want him to read the comment, otherwise all the collaborators inside the loop can and will read the comment and they will be disappointed because the comment is irrelevant to some of the collaborators.

    You can mention a particular collaborator by simplying typing in the comment box like the example in below:

    @Tom

    If you want to mention the whole Company, you can type in the comment box like the example in below:

    @DDM1


    Replying previous Comment

    Unfortunately there is no nested comment in teamwork.com. (i.e. you cannot comment the comment). As an alternative, you can create a new comment and refer the previous comment that you want to reply

    1. Visit the comment that you want to reply
    2. Copy Link

    You will copy the link like below:

    https://diamonddm.teamwork.com/#tasks/21835467?c=20415136

    21835467 is the Task# , while 20415136 is the Comment# (i.e. c=)

    1. Copy the Comment URL into a new comment
    2. Press Icon Black Quote in the Comment URL

    Or alternatively you can simply copy and paste the referring text and add a Icon Black Quote as a blockquote so that the reader will understand that the Comment under the quote below will be the reply of the quoted Comment.

    Please be reminded that you should NOT blockquote the new comment you just added. You should only blockquote the text in previous commnet. Otherwise , the reader will have no idea on which paragraph is quoted from the previous comment, and which pargraph is newly written by you.


    Answering Output Request

    If the purpose of leaving the comment is for answering the request from the Output session in the Task Instruction, following rules should be complied:

    1. The number of answers should always match the number of output requests in the [Output] Session. I.e. If there is 2 Output Requests in the [Output] Session in the Task Instruction, you should always reply 2 answers in the comment.
    1. ALWAYS write the Output# (referring to the Output# in the [Output] Session in Task Instruction) PAIRING with the associated answer in the comment.2

    Output#2

    The answer of output#2 is that ……


    Comment which can only be read by DDM Group internally

    Occasionally you may want to place comment only to your teammate and don’t want your client to read that comment. You can easily do this by

    1. Privacy > Set Privacy
    2. Tick (or untick) anyone you want (or not want)

    Leave Comment via Email Reply

    Sometimes when you cannot access the Teamwork.com interface or you are outside and only have a mobile phone on hand, you can leave the Comment to the task by simply replying the Email sent from Teamwork.com regarding a specific Task.

    After you have replied the comment by sending an reply email via your Email Interface, your reply can automatically be shown in the Comment of the associated Task inside the Teamwork.com interface.


    Reply the Comment with Cap Screen or Image

    Besides attaching image files via File Attachment, you can simply directly copy and paste the cap screen or image into the Comment Box via the Teamwork.com Interface.

    DO NOT forget to wait until you can see the uploading bar shows 100% before you press Save Comment.


    Conclusion

    After you have placed the comment , as a good citizen please always type (and only type) the #Task + Comment # (e.g. #28929393c20392733) in the associated Project Whatsapp Group and mention (e.g. @Tom) the recipient that you have already placed a Comment in Teamwork to remind him/her to read the Comment.

    Good Practice of the conversation in Whatsapp message on reminding the reipcient will be as below:

    @Tom

    #28929393c20392733

    2024 Sales Report

    Please always be reminded that Whatsapp Group is acting as a reminder only. Therefore, only 3 components are supposed to be shown in the reminder Whatsapp Message:

    1. Group Participant that you want to mention
    2. #Task + Comment#
    3. Identifiable Task Topic

    Always encourge the participants to check the details via Teamwork.com Interface.


    1. Provided that DDM is the target company that you want to mention as a whole. ↩︎
    2. Imagine if there is 10 Output requests in the Output session and you didn’t enumerate which Output# you answered in the comment, how can the Assignor know which Output# you have done and which you have not? ↩︎
  • Relationship between Human Learning and Data Structure

    Abstract

    Human learning is a complex and on-going process which describes the interaction between the human being and the environement surrounded them, and how they interpret the data and formulate the model to project the world. While it’s worth a whole book to explain it, in this article we only extract the part which related to the Data Structure.


    Definition

    Data

    First of all, Data is nothing about computers or digital. long before the invention of computer or any digital devices, data exists.

    Allow me to explain Data with an example. Some day 5,000 years ago in Mesopotamia, a Sumerians named Adamen brought a sheep to the market for sale. While he stood in the street for almost 6 hours, finally he found a richman who was really going to buy his sheep for 50 Shekels. He was happy and thought that if he could sell all the sheeps he possessed , which was 10 sheeps , he could have financial freedom. So he left the market and thought of how to execute his plan.

    Immediately after he arrived home, he found it’s really hard for him to bring 10 sheeps from his home to the market. He was thinking that instead of bringing the entire sheeps to the market, is there any way that he can only bring part of the sheep? In turn, he cut off one nail from each of the sheep, and brought these 10 nails to the market to make people believe that he possessed 10 sheeps.

    In this story, the nail of the sheep is acting as a Data to denote the underlying material object – the sheep

    You may wonder why he doesn’t simply use a paper and write the word “sheep” on it. Please bear in mind that paper and words were not invented at that time. 

    Of course, when time goes by, when the word and paper were invented, people like Adamen can simply use a paper to write down the wording “Sheep” to denote the underlying material object “Sheep”. No matter how , the function of Data, to point a word (or symbol , or glyphics, or character, or sound, or pronunciation, you name it.) to an underlying material object, is always the same.  

    That’s the beginning of the story of Data.

    Data Structure

    A data structure is a concept for running a database. Data structure is a specialised format for organising, processing, retrieving, and storing data. It defines how data is arranged in a computer so that it can be accessed and updated efficiently. There are mainly 2 types of Data Structures:

    Relational

    In common English for easy understanding, you can regard Relational Data Structure as a 2-Dimension table which use both Column and Row to co-ordinate a Value (i.e. we call it “Cell” in MS Excel or Google Spreadsheet). It mainly focus on the relationship between the attribute (i.e. the Column Name and Born) and the attaching object (i.e. the Table Ancient Celebrities) itself.


    Example of a Relational Data Structure (i.e. a Table)

    Ancient Celebrities #NameBorn in Job Title
    201PlatoB.C 429Philosopher
    202AristotleB.C 322Philosopher & Mathematician
    203Alexander the GreatB.C 356King of Macedonia
    Ancient Celebrities Table

    Non-relational

    In common English, you can regard Non-relational Data Structure as a tree (or hierarchical) list which uses Node and Edge to coordinate the Value. Unlike Relational Data Structure which focus on the relationship between the attribute and it’s attaching object, Non-relational Data Structure focus on the relationship (i.e. the Edge) between Object (i.e. the Node) and another Object (i.e. another Node)


    Example of a Non-relational Data Structure (i.e. a Tree List)

    • Plato (Node 1)
      • Aristotle (Node 2)
        • Alexander the Great (Node 3)
    Teacher – Student Tree List

    whereas , there are 3 Nodes in the Tree List. Although it is tempting to think that there only 2 relationships (Edges) between the 3 Nodes, in fact there are 4 relationships (Edges) in among:

    1. Plato (Node 1) is the teacher of Aristotle (Node 2)
    2. Aristotle (Node 2) is the student of Plato (Node 1)
    3. Aristotle (Node 2) is the teacher of Alexander the Greate (Node 3)
    4. Alexander the Great (Node 3) is the student of Aristotle (Node 2)

    4 Edges instead of 2 Edges because the direction of the relationship (Edge) does matter.


    How Human Learn based on Data Structures

    Let’s start this topic with a question asked from your friend:

    Hey, who is Aristotle?

    To answer this question, you may reply him in English as below:

    Aristotle is ancient philosopher and mathematician who was born in B.C 322 , whom is the student of Plato as well as the teacher of Alexander the Great.

    While the answer above is exactly same as what we will speak in daily English, this sentence is informative enough for anyone to have a brief understanding on who Artistotle is. Nevertheless, even though you are very good in English, compared with the time spent on reading the Table and Tree List , you may spend more time to read through the English sentence word by word.

    On the contrary, while you are reading the sentence, in fact what you do to comprehend the sentence is by idetntifing the attributes of Aristotle (e.g. Born in , Job Title) , as well as the hierarchical relationship (i.e. Edges) between Plato (Node 1) and Alexander the Great (Node 3).

    By presenting in Table and Tree List format, only with few hours of practice, anyone can comprehend any articles much faster than simply reading in plain English format.


    Human Learning Behavior as an Adaptive Search

    However, the story of human learning does not end just like this. Back to our example, while your friend seriously listened to your reply, although he realised that Aristotle is the student of Plato, you could never imagine he didn’t know the meaning of “B.C.” and he asked you about what is “B.C.”. 

    “B.C.” is an acronym of “Before Christ”. It is a dating system which is used to denote any year before the birth of Christ. The opposite of “B.C.” is “A.D.”, which stands for “Anno Domini”, which is a Latin phrase meaning “In the Year of Our Lord”. The year of 2024 means we are in A.D. 2024, which we normally will skip the terms “A.D.” as it is by default.

    Having Replied by you, now your friend knew the new knowledge regarding the dating system B.C. and A.D. you can simply turn the plain English into the Table and Tree List format as if we have done before as below:


    AcronymWord StemLanguagePresenting Year
    B.CBefore ChristEnglishBefore Christ Born at Year 0
    A.DAnno DominiLatinAfter Christ Born at Year 0
    Dating System Table
    • Dating System
      • B.C.
      • A.D.
    Dating System Tree List

    In fact, every single concept (I called it Knowledge Node) will always have its own attributes as well as the relationships (i.e. Edges) between other Nodes.

    Imagine if your friend is a 5-year old boy and he knows very little about what you said (and even about this world!) and he is going to ask you almost every single word in your sentense like this:

    1. Who is Aristotle
    2. Who is Plato
    3. Who is Alexendar the Great
    4. What is B.C.
    5. What is A.D
    6. What is Latin
    7. Who is Christ
    8. What is Anno Domini
    9. What is Macedonia
    10. What is Philosopher
    11. What is Mathematician

    If you turn all these 11 concepts (i.e. Knowledge Nodes) into Table and Tree List format, you can imagine the Data Structure will resemble the image below:


    This is a typical Adaptive Search pattern which someone need to “search for what he wants to search for“, and in turn forming a Knowledge Graph which a smart person like you will quickly realise that you can (or need) to add an infinite number of Nodes and Edges inside the Graph in order to learn something. The more Nodes you add into the diagram, the more attributes will be derived. And each attribute of a Node can become a new Node.

    And that’s exactly how the data structure behaves during human learning.

    Remember the previous example when you explain to your friend who Aristotle is. In order to make him understand who is Aristotle, he need to acquire the foundation knowledge which made him diving into 4 level of Nodes as below:

    1. Level 1 Node
      • Ancient Celebrities
    2. Level 2 Node
      • Dating System
    3. Level 3 Node
      • Language
      • Job Title
    4. Level 4 Node
      • Country

    You can now sense the challenge of how a human being learns a new concept which he will get lost in the maze very soon after he has no idea how many levels he should dive into in order to comprehensively understand a single concept in a topic (i.e. a Knowledge Domain). And the Knowledge statedion in your brain will finally distribute in this way:

    Nevertheless, don’t be upset by the truth and we should (and already have) found a “Map” to navigate us in this knowledge maze.

    Finally , let’s back to Aristotle again and end this topic by an citation from him which describes the problem being suffered during human learning:

    The More You Know , The More You Realize You Don’t Know


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