Information systematization methods. Visual thinking Documenting managerial activities: textbook. allowance

An educational publication containing systematized information of a scientific or applied nature, presented in a form convenient for studying and teaching, and designed for students of different ages and levels of education.

The functional purpose of educational publications is to ensure the learning process, to promote the assimilation of knowledge in a certain system of education, training and retraining of personnel. They also partially perform an educational function.

By reader purpose

According to the role in the educational textbooks process, textbooks (also include anthologies, books for reading, tables, atlases, separately published parts of the course, educational visual aids) workshops: a collection of tasks for exercises of practical tasks laboratory workshop software and methodological publications: curriculum educational methodological manual guidelines

A textbook is a publication containing a systematic presentation of an academic discipline (its section, part), corresponding to the curriculum and officially approved as this type of publication. It is characterized by the rigor and accuracy of the selection and presentation of the material, a clear structure, continuity, thematic and methodological unity. Textbooks simultaneously perform the functions of teaching, educational and developing. They provide components designed to consolidate the material covered.

A textbook is a publication that supplements or partially (completely) replaces a textbook officially approved as this type of publication. The difference between a textbook and a textbook is that in a textbook the theoretical foundations of the course are set out in strict accordance with the program, while in the textbook they do not take it into account.

Textbooks also include anthologies, books for reading, tables, atlases, separately published parts of the course, educational visual aids. Reader - a textbook containing literary, artistic, historical and other works or excerpts from them that make up the object of study of the academic discipline. It helps the development of analytical abilities, the acquisition of analysis skills.

Practicum is an educational publication containing practical tasks and exercises that contribute to the assimilation of theoretical knowledge. It promotes the acquisition of practical skills, the ability to use knowledge to solve practical problems, the consolidation of the material covered (a collection of tasks, exercises, practical tasks, a laboratory workshop).

Educational visual aid - an art publication containing materials to help study, teach and educate. It helps to visualize the studied objects and phenomena, to better understand their essence.

Curriculum is an educational publication that determines the content, volume, as well as the Programmatic order of study and methodological teaching of any edition of an academic discipline (its section, part). It helps to manage the educational process, streamline it.

Teaching manual - a publication containing materials on the methodology of teaching an academic discipline (its section, part) or the methodology of education. It helps to learn how to work independently. It reflects works that describe the methodology for mastering the entire course, its individual sections, parts, topics, or the implementation of practical tasks.

Methodological recommendations (instructions) - a publication containing explanations on a specific topic, section or issue of an academic discipline, determining the methodology for performing certain tasks, a certain type of work (seminar, practical).

Features of the text and design Features of the nature of information UI wide thematic range, due to the nomenclature of academic disciplines studied in all types of educational institutions. Published. UI, fully covering the course, and study guides for individual sections.

UI subjects are scientific and applied information, but not in its entirety, but in the form of basic laws and conclusions that form the basis of science or applied knowledge. The amount of material is determined by the curriculum.

Features of the text and design The design of educational publications depends on what type of educational institutions they are intended for and what type they belong to. In textbooks and workshops for general education schools, fonts of various sizes are used from kg 16 14 in books 1 4 cl. , up to kg 10 in books for senior classes. The rubrication system in them is distinguished by its fragmentation and graphic brightness. A large number of various internal selections, type typesetting, and color are used. In textbooks for general education schools, illustrations occupy up to 20% of the area of ​​the set, for senior classes - 12-15%. Illustrations are often given both on bindings and on endpapers. Multicolour illustrations predominate.

Textbooks, teaching aids, workshops for higher and secondary educational institutions are distinguished by large volumes. Features of the text and design Intratext highlighting is rarely done, mainly by changing the font style. The illustrations accompany the main text of the textbooks; schematic representations predominate, more often in one color. A common feature for textbooks, teaching aids and workshops for all types of schools is good design. They are printed on durable grades of paper, covered with composite or full-covered fabric bindings. Curricula and teaching aids are mostly brochures covered with text covers. There are no illustrations in the programs.

In the book How to Get Things Done. The art of productivity without stress ”D. Allen gives very valuable advice on processing and systematizing information.

So the systematization of information includes:

• getting rid of everything unnecessary;
• perform all actions that take less than two minutes;
• transferring to other people all the tasks that can be shifted to them;
• streamlining your own organization system, keeping reminders of cases that take more than two minutes;
• compiling a list of more serious tasks and projects.

“Those who waste their time pointlessly complain about the lack of it most often.” Jean de La Bruyère

Handle issues in order.

Handle issues one at a time.

Never return anything to the cart.

Focusing on a single task allows you to give it proper attention and make the right decision.

The meaning of the ancient proverb that advises "to address each case only once" is that you need to give up the bad habit of constantly taking items out of the basket and putting them back, without deciding what to do with them.

Key question in the process information: "What are the next steps?"

There are two working options:

Put them on a "someday/maybe" list.

Put them on a calendar or filing cabinet. The idea of ​​all these procedures is that they allow you to put problems out of your head and know clearly that some reminder of further actions will pop up at the right time.

Determine what needs to be done to make a decision.

Once you have determined what the first step in solving a problem is, you have three options:

Perform the required action (if it takes less than two minutes).

Transfer the task to someone else (if you are not the main subject of the action).

Postpone - put it in the organizational system as a work option that can be taken up later.

Write down the tasks that you will pass on to other people, and then keep track of, in a notepad or attach a folder with separate sheets. You can also make a list in the "Expectations" category on your computer. It is important to date all documents that you pass on to others.

The last step on the way to the bottom of the basket involves shifting attention from individual actions to the big picture, i.e. for your projects. A "project" is any outcome that you are interested in that requires more than one active action from you.

There are seven main types of material that need to be tracked and controlled from an organizational point of view:

1. List of projects.
2. Related materials for projects.
3. Actions and information entered in the calendar.
4. Lists of First Steps.
5. "Waiting" list.
6. Reference materials.
7. "Someday/Maybe" list.

It is important to draw clear boundaries between categories. Categories should be separated: visually, physically and psychologically.

Folders (electronic or traditional) can store reference material and supporting information on current projects.

Several of the following list titles are familiar to you

• calls.
• A computer.
• Departures.
• Office affairs (In the office (other)).
• Houses.
• Agenda (for people and for business meetings).
• Read/view.

Think carefully about where and how you can or cannot take certain actions, and make to-do lists accordingly.

Reminders should be divided into separate categories, depending on the required follow-up. For example, for a trip, create two folders: one titled "Read / View", the other - "Data Entry". You can create a separate folder for messages that take more than two minutes to process.

Emptying your inbox doesn't mean you've solved all the problems stored in it. The process requires you to DELETE everything that can be deleted, SORTING information that you choose to keep that do not involve active steps, PERFORM actions that take less than two minutes and require moving to folders with reminders of all expectations and messages that require you to do something .

The psychological problem most people face when dealing with a routine is that it remains a "routine": they can't decide what requires them to take action and what doesn't.

If you haven't already created a Someday/Maybe list in the organizational system you've chosen, do so. Fill the list with as many problems of this kind as you can think of - this process will give you a rush of various creative ideas. The "Someday/Maybe" category loses its value if it is not consciously revisited from time to time.

A generalized memory book is a simple folder system that allows you to organize papers and other physical reminders so that the information you need for a specific date in the future "automatically" ends up in the basket on the appointed day.

Thus, during the working week, you will extract and view the folder dedicated to the corresponding date. For the system to work, it must be updated daily.

The most unusual situations require the tightest control. Making lists as you need them is one of the most powerful yet elegant and simple things you can do in your life.

The golden key to continued process efficiency is the weekly issue review.

No wonder they say that laziness is the engine of progress. Personally, it encourages me to constantly search for some ways to simplify everyday life. Helps me in this internal radar, tuned to the perception of new information. As soon as I hear about something new in an area of ​​interest to me, I try to immediately check whether it will be useful for me.

Sometimes I consciously look for solutions to organize information, the flow of which overflows daily and hourly. And then I try to dig up more, select the best options and try them out in practice in order to stop at the most convenient one and use it for a long time.

The most amazing thing is that often these programs are very close, you just need another person, free time or a specific task to “discover America” for yourself. Since I regularly have to open the eyes of my acquaintances to those tools for organizing information that are at hand and do not even cost money, today I want to talk about the three most powerful of them (in my subjective opinion). Perhaps one of them will be useful to you too.

1. MS OneNote- this is truly an invisible program and a golden find. She lives in the Windows office suite, starting with MS Office 2003, but most of my friends have not heard anything about her. In essence, it is a notepad program with several levels of hierarchy, allowing you to create notebooks, sections, pages, and subpages.

Suitable for organizing and storing any information that usually dangles on your desktop and in "My Documents", at best sorted into folders - text, pictures, entire pages from the Internet directly with links, audio and video files. For example, you can store in it:

• information on a specific topic for later selection - if you choose a vacuum cleaner, phone, car or time management courses
• information about purchases - where and for how much they bought, warranty periods
• information about documents, especially if you often have to fill in some data electronically
• information about your clients, students
• recipes
• plans
• any lists:
  • wishlist,
  • gifts your friends would love
  • books that you have read or would like to
  • movies you would like to see and your impressions
• travel information, travel lists
• your diary, key events that you would like to keep in memory, travel notes
• abstracts of books read, course notes, your own articles, drafts and sketches
• needlework ideas
• swipe files
• drawings and notes

The possibilities of the program are endless. You can choose the type of "substrate", edit the text in every possible way, make lists with checkboxes (for ticking), drawn notes. You can use tags - keywords, or just use the search.

There are versions for android, iOs and OSX. For Apple lovers, there is also a paid Outline program: for IOS - the full version, for MacOS, only a version for reading ready-made notes is available so far. Its advantage is that notebooks can only be stored on a computer.

I consider the only worthy competitor to OneNote Evernote. You may have seen a green elephant on your phone or tablet - that's her. The essence of the program is the same. Notes are presented in a somewhat different format. Initially focused on synchronization with mobile devices via the Internet. She has restrictions on using a free account. But this program can be used both on Apple platforms and on older versions of android.

Linux users can try Keynote(not to be confused with Apple's presentation program) - convenient, but, in my opinion, not as friendly for an unprepared user as the first two.

2. The second most important convenience I consider programs for building memory maps - mind maps. For many years I have been using different programs for graphical representation of various information. In particular:

For article plans
for abstracts of books, lectures, preparation of questions for the exam
detailed planning for achieving goals
event planning
finding solutions

The undisputed leader of such programs, in my opinion, is mind manager- This is the most convenient program, but at the same time the most expensive. Cheaper option - Xmind. It has a free version - you can make maps for your own use, but you won't be able to export to pdf to show to a friend who doesn't have the program installed.

The most affordable option Freemind- it's free, intuitive and suitable for any platform.

3. For a very long time I was looking for a comfortable one for me scheduler. Since I'm not a very rational person, and I have a hard time sticking to a plan, I needed an agile scheduling program that wouldn't become a graveyard of lost cases without being too simplistic. Equally important in this case would be to have synchronization with your phone or tablet so that you can look into it on the go or write something new.

Now there are a huge number of planners of varying degrees of complexity. And, perhaps, my choice will be an unfortunate solution for those who prefer to build all plans in a single structure in one place, or have many tasks tied to time. I prefer daily planning on paper, so the scheduler program serves for me primarily as an overview of all the tasks I have planned (in fact, this is an electronic version of the Autofocus system for me).

So my winner is called wunderlist. At first, the program seemed very simple to me, until I discovered that it had subtasks and a place for additional information. That is, if in the topic “Order” I have the item “Give away unnecessary things for free”, then inside I can make a list of things, as well as a list of places where I can go for this.

In the paid version of the program, you can even attach files and send tasks to other people. Although for most, free will be enough. Despite the fact that the program asks to register, you can use the standalone version of the program indefinitely, and register only when you decide to synchronize information on your computer and phone.

Wunderlist allows you to highlight important events, set deadlines and reminders, including for recurring events.

The program is available for Windows, all Apple platforms, android and as a web application.

Here are the top three. What programs do you use to make your life easier? Write in the comments, I will be glad to learn something new.

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Students, graduate students, young scientists who use the knowledge base in their studies and work will be very grateful to you.

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An important feature of effective work is quick access to the necessary resources. If the work requires information equipment, then it is necessary to provide for an easy, quick search for information, as well as the systematization of new information.

The primary and most important stage of many business processes occurring in any organization is systematization of information. Thanks to the carefully carried out systematization of information, it is possible to achieve high results in the process of optimizing office work, as well as in saving the company's money and employees' working time. Without preliminary systematization of information, it is impossible to imagine such important business processes as document management, office work, the creation of material and electronic archives, and the creation of various databases.

Systematization of information includes:

Methods of search and accumulation of information;

Classification and indexing of information;

Methods of access to information;

Ways of presenting information;

Processing requests for information search.

Information can be organized in one of two main ways:

• structured information;
• information in the form of free text;

Structuring refers to the consistent systematization of information. For this, standard formats are used. Format is an empty form in which information is entered. The information can be written down on paper or in a word processor, or it can be placed as input in a database program.

The standard format is made up of sections of information called fields. The result of the completed format is record.

A database is a collection of records organized in such a way as to facilitate retrieval of a particular record or a series of related records, or of certain information contained in those records. Another characteristic of a good database is the ability to produce previously recorded data in a variety of ways: in terms of content (from a minimal set to comprehensive information) and in terms of the form in which the output data will be presented.

Under the systematization of information is meant a kind of classification of all documents of the organization into various groups. Each company chooses for itself the most convenient method of systematizing information, one or another type of classification (or a combination of such types). Most often, all the documentation of the company is distributed in accordance with the nominal, subject, thematic, chronological, author's and archival classification. Nominal systematization - the distribution of documents by their type (accounts, contracts, orders, etc.); subject - according to the document's belonging to any particular case; thematic - on general topics; chronological systematization of information - the distribution of documents by the date of their creation; author's - by the name of the author of the document; archival - according to the terms of storage of documentation.

The systematization of information involves the processing of information in order to bring it to a certain form and the interpretation of information that allows the individual to react in a certain way to the information received. The processing of information puts it in a certain order, gives it some complete forms, which fills the information with a certain meaning and meaning. Information processing creates images, forms that a person can recognize and understand in a certain way. In this case, the process of reducing the complex of information signals to simplified synthesized images and categories takes place.

There are three general rules for processing information that can be reduced to images:

1. establishing the ratio of the figure and the background;
2. completion of images;
3. establishment of similarity and approximation.

When establishing the ratio of the figure and the background in the general "picture" of information, what is the "figure", that is, the meaning of the picture, its image, is highlighted. Accordingly, what is not a figure turns into a background. Often the figure stands out unambiguously. However, there are situations when the background can be perceived as a figure, and the figure can be considered as a background. In this case, the processed information can turn into a completely different image and acquire a completely different meaning.

Completing images allows you to create a complete image in separate parts, even if there is not enough information for this. Often this process of information processing can lead to the creation of misperceptions and misinterpretations of the behavior of others, as well as to the misinterpretation by the individual of the impacts coming to him from the organizational environment.

The establishment of similarity and approximation leads to the fact that, firstly, by individual elements and characteristic features, it is possible to single out individual images and forms from the total amount of information that have certain generalizing features. Secondly, this principle of information processing is manifested in the fact that various images and, accordingly, phenomena are grouped into certain generalized groups by smoothing or ignoring the individual characteristics of each phenomenon.

Systematization of information by a person is carried out in two ways. The first way is the logical processing of information. This method is characterized by a systematic and consistent transformation of information based on logical operations. This is the so-called scientific way of processing information. But a person not only processes information logically, bringing it to a state that allows him to carry out actions in response to the received influences from the environment. A person also processes information using feelings, preferences, emotions, beliefs. In this case, the information is processed according to the principles of "like - dislike", "like - dislike", "good - bad", "better - worse", "acceptable - unacceptable", etc.

Perception is a very complex, multifaceted and fast-flowing process. It is wrong to think that the phases of selection, processing and evaluation are strictly delimited and follow one another in a clearly defined form and unambiguously. The search for solutions can be based on various types of information. For ease of use, it is important to provide for various options for submitting information, or forms of presenting information.

Consider several typical types of information systematization.

Nominal systematization represents the distribution of information by type of document - contracts, invoices, acts, orders, etc.

Subject systematization- distribution of information according to the content of documents: for example, documents related to the construction of object No. are sent to one folder, and to the other - with the construction of object No. 2.

Chronological systematization information groups documents according to certain time frames - for example, all accounting documentation for 2008 is stored in this folder. A fairly popular type of systematization is the classification of documents by author or group of authors. Mandatory for use in archives is an expert systematization of information that distributes documents according to their storage periods. After the process of systematizing information, a nomenclature of cases is compiled - a list of document names, a kind of reference book. Then all documents are indexed.

The systematization of information is applied both to material (paper) documents and to electronic ones. Compilation of the classification of paper documents, the subsequent creation of a nomenclature of cases and indexing are time-consuming processes that require special skills, the implementation of which should be left to professionals. In computer programs - "Electronic Archives" - the process of systematizing information occurs automatically, according to specified parameters, but also requires utmost care and accuracy.

The systematization of documents is carried out in order to provide users with the ability to more easily find the documents they need. In documentation centers, two main actions are performed at this stage - cataloging and physical storage of documents. Cataloging, in turn, also consists of several steps:

• bibliographic description
• description of the content of the document
• assigning a location to a document

Cataloging

A catalog is an ordered set of links about individual items in a collection. In other words, a directory is a list. But more than just a list, each item in that list is a separate entry containing various pieces of information such as title, author name, and description of the content. A catalog can be presented as a list or set of small secondary documents (such as index cards) arranged in a specific order. Card catalog- this is such a list in which each individual entry or link is recorded on a separate card.

A well-organized documentation center should keep records describing all the materials in its collection. Under cataloging is understood as the creation of a short record about the document with the subsequent inclusion of the record in the list used in the search. Short entries contain the necessary information to help users find key documents.

In the past, the most common method of cataloging was to create catalog cards. Information about each document was copied onto several cards, one card for each search reason. Search base is the heading at the top of each card, which can be the author's name, title, or any term used to describe the topic of the document. All cards with the same search base, such as all containing the author's name, are grouped together and then arranged alphabetically. Thus, the user can search for a card by author, title, or subject.

Another common method is to present the catalog as a printed volume, with sections listing entries by title, author, and subject. This method has serious limitations, since the addition of each new material to the library entails the imprint of a new catalog.

A more efficient cataloging method currently practiced is the use of standard bibliographic formats using a computer, where only one entry is created for each item of storage (for example, a book, chapter in a book or article), and the corresponding computer programs provide a search facility.

Each catalog entry, whether in the form of a catalog card, an item in a list, or an entry in a standard bibliographic format, must necessarily include several types of information. This is a bibliographic description, information about the content and a pointer to the corresponding location of the document. Each of these types of information is discussed in the following sections.

A set of rules, for example (Anglo-American Cataloging Rules), provides basic guidance on how to enter information in the catalog, including rules for placement and use of punctuation, especially in the case of catalog cards. Anglo-American Cataloging Rules(Anglo-American Cataloging Rules) has been adapted and simplified by HURIDOCS, and published under the title HURIDOCS Standard Formats for the Recording and Exchange of Bibliographic Information concerning Human Rights(HURIDOCS standard formats for the recording and exchange of bibliographic information in the field of human rights). (see bibliography for details)