2Know Magazine: Sharing KM Knowledge
2Know: Sharing KM Knowledge
January 2018 - Magazine No. 220
January 2018 - Magazine No. 220

I've recently connected to Netflix. It has proven to be one of my best content consumption experiences in a while. Why?

  • I can choose which devices I wish to use (Smartphone, tablet, PC, laptop, etc.)
  • I can also choose users: a personal user for each household member, considering age preferences.
  • A personal user account allows my partner and I to watch the exact same show each at his/her respective free time and continue where each of us left off.
  • By choosing 3 shows or movies, the system can better comprehend your preferences and accordingly select appropriate content.



Digital trends have been seeping into organizations. Our expectation from organizations include finding data similarly to Googling information, connecting to organizational data via Smartphone, holding an organizational YouTube-like video channel and a social network not unlike Facebook. Each of these interfaces provides a personally tailored content consumption experience: adapted search results, recommended playlists, etc. A noteworthy KM trend for 2018 is the personalization of organizational portals.

Meet Dana and Lior, both work at the same organization (and both are avid Netflix viewers):




How can we provide them with a personally customized organizational portal?

  1. We must start off with comprehending the users' needs. Some content is naturally relevant to all organization workers: company strategy, various services, contact info. Some content's relevance is context-dependent and varies according to position, rank, seniority, business unit and geographical location- is the need access to work tools and systems? Which systems? Perhaps the need is staying current with developments within the organization or business unit?
  2. The next step involves dividing the large population into target audiences- different groups based on shared characteristics, such as business unit.
  3. Identify user profiles based on data such as name, location, position, seniority.
  4. Select a content strategy: which content to which target audience (according to user needs charting)?
  5. Define Metadata on said content: subjects, content type, etc.
  6. Finally, select a platform according to organizational needs.


The results:



Website personalization allows us to present content relevant to workers, thus more effectively connecting them to the organization and increasing the level of engagement. Customized access to tools and data can assist workers in finding relevant data easily and in turn benefit their routine work.

While personalization has become popular in the world of organizational portals, this trend isn't essentially new. Implementing full personalization is complicated as some organization lack the resources or tools required for fully applying a structured personally tailored internal strategy. However, as technology is constantly evolving we should consider cases in which a personalized content experience will substantially benefit their workers and start from there. For example, JetBlue's organizational portal- one of 10 best interant sites in 2017 (according to an NNG survey)- personalized news and organizational events.

Returning to Netflix, it seems that it is taking personalization one step further. Netflix not only ensures we view the most interesting content, but also presents different thumbnails for the same according to our viewing preferences.

So, which thumbnail makes you want to watch this show?









Written By Michal Blumenfeld

Long before the dawn of the age of "fake news" in which the credibility of all news reports is challenged, prior to post modernism revealing the subjectivity of reality and its dependence on the eye of the beholder, the Gestalt theory claimed that our perception dictates the reality which we experience.

Gestalt is German for form, template, pattern. The theory deals with our visual spatial perception and it is natural that Max Wertheimer, the theory's originator, reached his insights via a viewing experience. What he viewed was a sequence of flashing lights near a train junction. What caught his attention was his impression of the light "skipping" from one light to the other (although objectively these lights flashed one after the other). In other words, Wertheimer experienced an illusion of continuous motion between elements though objectively no such motion occurred. This insight still has implications on graphic design.

During the 1930s, German psychologists developed this insight into a theory regarding the way in which our brain tends to organize visual elements into groups. According to the theory, our perception process involves holistically disciplining elements by internal order. According to Gestalt, every encounter with the external world involves an initial conciseness template which interprets our sensory input and dictates our perception and interpretation.
We search for context, for links between elements (even if such a connection is objectively nonexistent!) because we aspire to experience them as an organized template rather than an assortment of items. To use Wertheimer's student, Kurt Koffka's paraphrase of the Aristotelian phrase "the whole is other than the sum of the parts".


A correct understanding of the way we generate these links can assist us when considering UX. A portal is a fine example of a whole comprised of separate elements. These elements do not share design, character, purpose, etc. A document library is totally different from a navigation bar yet together with other elements they comprise a whole. Implementing Gestalt principles in the setup and design process can assist us in creating a whole which provides users with a more efficient and intuitive experience. Minimalistic yet effective design which relies on the users' perceptual links and associations can provide a holistic, even harmonious experience.


So, which Gestalt principles may prove useful?
1. Proximity- objects each other tend to be associated one to another. The physical proximity applies a group scheme to them. Elements can be linked by physical location. The association will be made by users intuitively.
2. Similarity- a complimentary principle is the principle of similarity. We tend to group elements that share a characteristic, such as shape or color. If we want to enhance the link between separate elements we can manipulate their proximity and similarity.
3. Continuity- remember Wertheimer's flashing lights? We search for continuity and motion even in its absence; objects directed at the same direction will be perceived as a sequence. Alternating messages will generate a sense of motion. A sequence of 3 or more similar objects assists users in identifying patterns. A dramatic interruption of continuity and sequence may generate confusion and dissonance.
4. Closure- although the contour of some spaces isn't fully closed, users will probably nevertheless close them mentally and complete the "appropriate" shape. We search for distinct boundaries and templates. When organizing an interface, we can form a framework around the elements or organize them in form that might not be complete yet will be completed by users nonetheless.
5. Simplicity- we tend to simplify i.e. search for the simplest possible explanation. We therefore prefer a simple arrangement. Simple is always better.
We aspire to attain a harmonious perception; this doesn't imply uniformity and certainly not monochrome dullness. Nevertheless, considering element organization can create a more holistic user experience.


Written By Elad Piran

Spoiler: this piece was written while migrating to SharePoint websites @ a client via ShareGate and is the result of great excitement.


I am quite excited to tell you…

I can recall only few occasions on which I studied a new technological tool or product and gain confidence in its potential and my ability to master its use as well as the expected results after only one day of experiencing this tool.

This is one of those rare occasions. I gladly introduce you to ShareGate.


What is ShareGate?

ShareGate is an independent technological product that features an interface for SharePoint or Office365 organizational environments which enables users to perform several processes:

  1. Administer your work environment: charting environments and scanning it on various levels simply and intuitively
  2. Reorganizing work environments
  3. Migrating websites, components, documents, content etc. either as individual elements or websites including all stored content according to users' selection
  4. Managing and tracking security/authorization @ the work environment on all existing website levels
  5. Complete integration with NINTEX
  6. Various tracking reports


Source: company website


Who needs this tool?

Nearly every client I've encountered expressed their need for data migration or at lease used the term. Everyone has old knowledge and information databases that require migration to new work environments. Most organizations happen to migrate to SharePoint or Office365.

I can recall data migration processes in which I participated a while back which involved developing intra-organizational apps, long development hours, tests and reviews. It could be worse: some processes were performed manually.

So here's the good news: you don't need all that anymore.

If you got an old SharePoint work environment or need to migrate/transfer/merge SharePoint/Office365 work environments, ShareGate is the solution as its website claims " “ShareGate Supports All SharePoint Versions from 2003 to 2016 & Office 365”.  Share Gare supports the following work environments:



High quality service and support

When a warning notification appears, a link to the relevant support page appeared as well and its content was surprisingly focused and concise. Bravo!

When an organizational query rose we contacted the support team by phone (since they are based in Canada) and received a gracious and precise response. Bravo again!

The ShareGate website refers to this as “Unlimited Phone & Email Support”.

One last word

You don't have to take my word for it; you can try it out yourselves! Acess the ShareGate website and fill our your details under "get your 15-day trial" and start immediately. It's very simple.

Note: This article's writer has no relation to neither the product nor its marketer. This piece is entirely based on personal experience.


Further reading/viewing material:

Recommended video tutorials:


YouTube channel



Landing page https://get.share-gate.com 

Official website https://en.share-gate.com


Reference: as aforementioned.





מילות מפתח

Share Gate

SharePoint Migration



Written by Rom Knowledgeware
Fax 077-5020772 * Tel 077-5020771/3 * Bar Kochva 23 st., Bnei Brak Postal: 67135