2Know Magazine: Sharing KM Knowledge
2Know: Sharing KM Knowledge
December 2020 - Magazine No. 255
December 2020 - Magazine No. 255
Edition:

I'm sure you'd all agree that Zoom is quite present in many areas of our life during these trying times. Zoom is everywhere: at work, at school, at conventions, parties and even social "meetings".

Here are some tips for a basic operation of Zoom that will easily make your meetings much more productive:

  1. Keyboard shortcuts: Zoom has a list of keyboard shortcuts that can make you expert users. These shortcuts allow you to quickly manage meetings, turn cameras on and off, record meetings, mute participants, change screen modes, etc. They are mainly efficient when screensharing, as you can perform simple functions while continuously screensharing. Some examples of popular keyboard shortcuts include:

Alt+A= mute/unmute

Alt+M= mute entire group

Alt+R= begin recording meeting

For the full list of keyboard shortcuts,

if using an app, click on Setting > Keyboards Shortcuts

if using a MacOS, click here

 

  1. Background and filters: prefer people don't see the mess around you? It's simple, just enter Setting > Background & Filters and choose a a background from the vast variety Zoom has to offer. If you prefer creating one of your own, click on the plus (+) on the right and upload a picture stored on the device you are using. If you need some inspiration or would like a charming animation background, FaceTune uploaded background videos you can use to its Dropbox for you to download and use.
  2. Touch my appearance. This is one of my favorite tips. You can look glamourous and lively with the click of button. Just enter your application's settings here:

Setting > Video > Touch my appearance

  1. Gallery view: gallery view allows us to view all participants on one screen, rather than the current speaker. Just click on 'gallery view' located on the right upper corner. You can now view up to 49 participants at once. But what if too many participants haven't shared their screen, thus leaving us to face several black screens? Just hide them, by clicking on:
    Setting > Video > Meetings > Hide Non video participants

And if you wish to see the current speaker, switch to speaker view, also located at the upper right corner

  1. Microphone display: did you know that when a participant speaks during a Zoom meeting their microphone display wavers and colored, like this?

And when they stop talking, their microphone display goes back to this?

 

 

This feature can help you recognize during a meeting who is responsible for the background noises and mute only them when you need everyone to keep their mics on.

  1. Floating meeting Controls: when screensharing, your toolbar opens up and hides open windows. This is annoying, and can be avoided:
    more < hide floating meeting controls

To get it back, all you need to do is click on the Esc button.

  1. Waiting room we've all heard at least once about zoombombing, in which uninvited guests barge into Zoom meetings and interrupt. This can be avoided by setting up a 'waiting room' which allows us to see who is trying to enter your meetings and authorize only invited participants. This is how you do it.
    Account Management > Account Settings > Meeting > Waiting Room

 

Here are some other tips that will improve your Zoom meetings immensely:

  • Muting or unmuting by giving a long press to the spacebar
  • Easily and quickly inviting additional participants even mid-meeting using alt+l
  • Using keyboard shortcuts even when browsing through other windows by defining the settings thus: Setting > Keyboards Shortcuts > Enable Global Shortcut
  • Downloading the correspondences to the computer when a meeting involves an important chat conversation: more > save chat

I hope this helped you out!

Stay tuned for our next piece on Advanced Zoom operation

 

 

 

 

 

 

 

 

Written By Adi Ciuraru

Over the years, many unwritten rules for conducting oneself in the organizational email were developed and amassed, all in order to maintain an orderly work environment. Organizational emails are, after all, the hub of all organizational communication. Therefore, civil and efficient conduct is key to the ongoing activity, the development of positive relationships among coworkers and the improvement of overall organizational data flow.

These rules are mostly well-known yet should nevertheless be revised and explicated as they are occasionally overlooked. While some are instantly intuitive, adhering to them closely and understanding their nuances will surely benefit all parties involved.

 

Here are 21 rules you should be aware of:

 

  1. The title should always include a short description of the email's content.

The word selection and design of the title should serve the content to be read (query/request/review/opinion) and set the tone for the text to follow. A title such as "meeting" or "requesting a meeting" is insufficiently descriptive. "would like to meet next Tuesday" or "am available next Tuesday. Can you meet?" is much more efficient.

  1. Short and concise message. This is a time saver, and more importantly, shows you respect the addressee's time. Clear and concise content encourages quicker cooperation, saves time, and promotes efficiency. It is a win-win situation for everyone.
  2. Hierarchical text organization. Organizing your email content should serve the primary content and differentiate it from the complementary or secondary data. Present your question or task right at the top of the email. The right choice of words will design a sentence explicitly stating to what the addressee should pay attention.
  3. Write like you talk, but keep it classy. Email communication can be friendly and entirely informal. However, we still wish to sound professional. Therefore, use of slang is to be avoided. Keep it clean and articulate, while natural and flowing. Obviously, the exact balance varies among workers.
  4. Proofread before sending. An email with a typo or sloppy phrasing is useless. Before sending, it is vital to check all textboxes: the subject line, addressee, recipients, content, and signature. If necessary, edit. This includes a full review of syntax, grammar, spelling, and punctuation.
  5. Review attached files before sending. As with the email itself, it is crucial to ensure the attached files are indeed the files you wish to share. A mistake can lead to the exposure of sensitive, classified information. It may lead, in less dramatic scenarios, to the exposure of irrelevant or outdated data (such as the file's previous versions). It is equally important to state a file was attached (and indeed attach one!).
  6. Urgency. We constantly receive many emails labeled 'urgent'. However, some are actually urgent while other are far from that. If you require a response by a certain date- state so. If your request isn't urgent, state so as well.
  7. Specificity: it is best to make every question as specific as possible. "what do you think about this proposition?" is insufficient. "can we continue with the supply offer for 20,000$ by Friday?"- much better.
  8. Use of bullets or numbered lists. A great way to convey short messages is through bullets or numbers (when referring to a sequence). They air out the text and are easier to read or skin through than dense text documents. However, excessive use of bullets will lead to an overloaded, confusing email.
  9. Bold, underlining and italics. Everyone knows that fonts can be designed by underlining, slanting and emphasizing it. However, these features can be confusing. For example, underlining can be mistaken to be a hyperlink rather than a mere highlighting.
  10. Choosing the right font. Not all fonts suit every purpose. Some are creative, such as ALGERIAN, and are less suitable for reading entire paragraphs. That said, they can be used for your signature (if that's your style). In any case, it's best to choose a fixed, readable font for your email that is neither distracting nor excessively dense. Furthermore, make sure you choose a popular font so users indeed view what you meant to present them.
  11. Responding when preoccupied. What to do when you can't respond to an incoming email? Inform the sender when you will make time to respond to the email.
  12. Redundant exclamation marks. Exclamation marks not only set the content's tone, it also tells the address how they should feel towards it. I all depends on the context. "Great to see you!" or "that looks fantastic!" is certainly different than "add jack to the mailing list!", or "I asked you to do that yesterday!". In short, there are more disadvantages than advantages to using exclamation marks. Use them rarely, as texts could do without them.
  13. Choosing a minimal group of addressees. As mentioned above, emails must express consideration of those receiving them. When dealing with an entire group, its best to understand who must really get involved. It's always better to check what is the smallest number of workers this task may require. The more people receive the email, the less responsibility each feels towards responding.
  14. Respond to all? The 'respond to all' feature should be saved for rare occasions, when it is actually required. We've all struggled with a needlessly overpacked inbox. Irrelevant incoming emails are both time wasters and inbox cloggers. These are the nuances that comprise any organizational culture.
  15. When to stop. Regardless of your opinion regarding the efficiency of elongated email threads, there is a point in which they become a nuisance. 20 responses of approval seem more than redundant.
  16. New recipients of a long thread. You've discussed a matter in length and have now decided to invite another organization worker to express their opinion on said matter. Great idea, but you can't expect them to now sit and read the entire thread. That's what summaries are for: write a short introduction to the issue at hand, then ask them a specific question. For example, "Amit, we are still discussed this coming December's planned events. We have yet to decide whether to include the development team or limit the event to us only. What are your thoughts regarding this dilemma?".
  17. Hijacking a thread: we might be following a thread to read the responses and reach a conclusion regarding the issue discussed. But then- someone "hijacks" the thread for an entirely different issue. This is certainly wrong and inefficient. Instead, start a new thread (specifically and explicitly titled for relevant addressees only).
  18. Don't change the subject! If I haven't made it clear by now, planning and organizing texts mainly serves us. We write emails with the intention of later locating and retrieving when needed. So someone responds and changes the subject line is illogical. People might do it to be more efficient, updating the subject line to reflect the current state of the matter at hand. However, this should be done minimally. For example, if the original subject line was " Yearly Knowledge Management presentation", it can later read "Yearly Knowledge Management presentation- final version".
  19. Don't push it. It is impolite and annoying to send another email less than 48 hours from the time the first one was sent (unless this is a critically urgent matter).
  20. Angry emails. If you've received an angry email or intend on sending one, just wait. You will probably regret this rash decision. Save these matters, if necessary, for a phone call or a meeting in person.

There is so much more to discuss, but I think these tips are a good conversation starter!

 

 

For more ideas, try clicking here 

 

Written By Elad Piran

The convergence of Data Science and the field of decision making led to the birth of a new approach to managing knowledge and information. Decision Intelligence's objective is to convert raw data into informed actions through an intelligent decision-making process.

 

About the approach

Decision Intelligence is a machine learning and AI approach. It claims that an advanced computing or AI system can acquire information items and perform decision-making process based on said system. This process would incorporate automatic learning processes and convert said decisions into informed actions. No human interference would be necessary, yet the process would resemble human decision-making processes.

The innovative aspect of this field is the AI's ability to acquire large amounts of information items and make decisions based on them. Furthermore, the AI's ability to learn and improve its decision-making process the more examples it receives.

 

How does it work?

When identifying a character of a cat in a picture, human beings will succeed regardless of its position. It can be standing and staring into the camera, lying down horizontally, or even viewed from behind. Since people are familiar with the concept of a cat, they can catalogue different pictures of a cat as a cat nonetheless.

 

A simple  computer, on the other hand, would identify the cat in the picture only if programmed in advance to identify a certain character of cat. It will therefore identify a character as a cat only if it highly matches the originally programmed picture. This means that if the picture it was programmed to identify as a cat consists of a cat photographed frontally, it will not identify a cat in any other position.

 

However, an advanced computing system complete with AI, once programed and performed an automatic learning process scanning additional examples of cat pictures, will identify a cat character regardless of its position. This includes angles not included in its initial programming.

 

How can this technology be applied?

The vast variety of uses and applications this feature of computerized data identification and learning is possible endless.

First and foremost, it can be used for basic technical functions, as applied by industries in several operating systems:

  • Face-identifying street cameras
  • Car-identifying parking lot cameras
  • Tracking devices for Quality Control purposes in factories
  • Face identification to be used in Smartphone applications (some of you probably unlock your phone by smiling to the frontal camera, don't you?)
  • Smart House applications

It is worth noting that this technology is not limited to the visual input, such as cameras and picture identification. While these were easy examples, this approach has reached any area or field in which AI can "learn", i.e. receive input and data and reach conclusions accordingly. There are currently AI systems that analyze written and digital texts, audio data, etc.

 

And the future? What about the future?

AI experts are dreaming aloud, describing an age in which computers will be able to make decisions and perform autonomously in nearly every field.

Maybe, one day, they will outdo us humans. 

 

 

 

Written by Rom Knowledgeware
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