Contents Page

Page

  1. Introduction2

1.1 Research Aims2

1.2 Search Strategy2

1.3 List of Search Terms2

2. Table of Sources3

3. List of Resources3-4

4. Resource Profiles4-15

5. Bibliography16-17

  1. Introduction

1.1 Research Aims

The aim of the research is to explore how email interrupts effect the time spent on task switching in the workplace. The time spent on task switching can affect a person’s ability to not only manage what they know, but also what they can do. With the growing affect of email overload, and even the new prospect of email bankruptcy, how can we control or manage the time spent by email interrupts.

The objectives are to:

-Identify how email interrupts affect a person’s ability to multitask emails and their daily tasks/jobs

-Identify how email interrupts affect our process-timing, choice and Lexical speeds

-Test how much time we are losing through task switching by email interrupts from the original task at hand

-Identify the problems caused by email overload, primarily email addiction and email bankruptcy

-Identify how we can improve on the time spent when task switching

-Identify what ways we can reduce (or eliminate) some of the disadvantages of email interrupts

1.2 Search Strategy

I plan to research the previous and current evidence on how we understand, interpret and manage our information, then follow on to compare how we understand and manage task switching. I will begin by researching cognitive process, multitasking/ task switching, email usage and the operations of email communications and any study on interruptions.

1.3List of Search Terms

Firstly we must find a variety of terms in the topic area; I have identified individual synonyms for each term, as shown below.

Email: Communication, Electronic Mail, Electronic Documents, Spam,

Interrupts:Defects, Interference

Task Switching: Multitasking,Workplace, Operations,

Then we can distinguish on general, narrow and group terms that can be used:

General topic key words: Cognitive Psychology, Knowledge Management, Email Systems, Task Switching, Multitasking, Information Processing,

Narrow topic key words: Email Bankruptcy, Email Usage, Email Spam, Email Addict,

Group terms: Cognition, Memory, Information Overload, Intellectual Capital,

  1. Table of Sources

Source / Hits
SPYDUS Aylesbury Library / 10
E-Journals / 10
OPAC Loughborough Library / 6
Website / 5
Science Daily / 1
E Learn Space / 1
Scholarly Kitchen / 1
  1. List of Resources

Title /

Author

/ Reference
The Realization of the Living / Maturance & Varela / 1*
How the Brain Learns / Sausa / 2*
Cognitive Psychology / Sternberg / 3*
Cognitive Psychology: A Students Handbook / Eysenck & Keane / 4*
Brain Networks Change According to Task / Northwestern Uni / 5*
Clinical Neuropsychology 101 / Swiercinsky / 6
Aristotle on Memory / Sorabji / 7*
The Arithmatic of Memory / Rudolph / 8
Understanding Neuropsychology / Beaumont / 9
Clinical Neuropsycholgy Behavioural and Brain Sciences / Bradshaw & Mattingley / 10
Working Brain: An Inro to Neuropsychology / Luria / 11
Human Cognitive Neuropsychology / Ellis & Young / 12*
Learning Through Knowledge Management / Ahmed, Kok & Loh / 13*
Database Management System / Wikipedia / 14*
Task Manager / Wikipedia / 15*
Information Tasks User Centred Approach / Allen / 16*
Information Overlaod / McGovern / 17*
Impact of too much information / Siemans / 18*
Information Overload / Anderson / 19*
Knowledge Forward / Roth / 20
Myth of Multitasking / Rosen / 21*
Executive control of cognitive processes in task switching / Meyer, Evans & Rubenstein / 22*
Intellectual Capital / Stewart / 23*
KM: Linchpin of Change / Webb / 24*
Working Knowledge / Davenport & Prusack / 25*
Removing the Spam / Mulligan / 26*
Internet and Email Use & Abuse / Hogg / 27*
Everyday Cognition Questionnaire / Barday / 28
Evolution of Communication / Iskold / 29*
Twitter / Twitter / 30
Call it the dead email office / Fitzgerald / 31*
Making meaning out of Memory / Beaudry / 32
Using Email on the Internet / Valongo / 33*
Internet Email Protocols / Johnson / 34*
Programming Internet Email / Wood / 35*
Email Training reduces Email Defects / Burgess, Jackson & Edwards / 36*
Effectiveness of Training in Email Defects / Burgess, Jackson & Edwards / 37*
Case Study: Effect of Email Interrupts / Jackson, Dawson & Wilson / 38*
Mental Processes in cognitive task switching / Evans, et al / 39*
Mental Processes & Cognitive control / Kieras, et al / 40*
Cognitive processes in task switching / Rubenstein, et al / 41*
Cognitive processes & multiple tasks / Meyer & Kieras / 42*
Role of Dorsolateral Prefrontal Cortex / Meyer, et al / 43*
Interrupts: Just a minute never is! / Solingen, Berghout & Latum / 44*
  1. Resources Profiles

Reference # / 1
Title / The Realization of the Living
Author / H Maturana & F Varela
Year / 1980
Source / OPAC Loughborough Library
Type of Reference / Book
Subject of Reference / Autopoiesis, Cognition
Descriptive Summary / The book identifies a problem- (1) Cognition is a biological phenomenon and can only be understood as such any epistomological insight into the domain of knowledge requires this understanding. (2) If such an insight is to be a attained, two questions must be considered: What is cognition as a function? What is cognition as a process?
Areas of Controversy / Personal distinctions have been made to develop theory, and also many experiments are limited to animals and assumed the same for humans. First area of study in cognition that other theories have since developed from. Information is out of date, 30 + years on
Raised Questions /
  • What similarities can we find between cognitive process and with how we read, can an organisation implement this with emails and how will this affect their management?

Areas of Further Study / Neuropsychology

(Maturana & Varela, 1980)

Reference # / 2
Title / How the Brain Learns
Author / D Sousa
Year / 2001
Source / OPAC Loughborough Library
Type of Reference / Book
Subject of Reference / Learning, Information Processing
Descriptive Summary / Adapting the model of Information Processing by Stahl (1985) he uses the model to develop an exciting and fascinating learning taxonomy designed to promote higher-order thinking skills
Areas of Controversy / Prioritises data in three areas: survival, emotions and learning. The processing model does not take into account forgetting and interruptions. Highlights retention, and how long we retain information but does not recommend how we can improve retention. Gaps due to lack of research.
Raised Questions /
  • At what stage on the information processing model do we absorb information from emails we read?
  • How can we measure the probability of storing information from emails, can we associate meaning and sense. Can we use this to organise and manage email information
  • How can we link the stages of memory and those types of information with organising information within emails
  • How can the process of retention be taught and trained to writing more accurate information with email contents
  • How can our understanding of human memory and ability to have high interest bearing on survival be used to write more accurate emails

Areas of Further Study / Multitasking, Information Management

(Sousa, 2001)

Reference # / 3
Title / Cognitive Psychology (4th Edition)
Author / R J Sternberg
Year / 2006
Source / OPAC Loughborough Library
Type of Reference / Book
Subject of Reference / Cognitive Psychology
Descriptive Summary / Focuses on attention and develops the theories of others, also linking information processing in memory. Also touches on the link between working memory and tasks, Includes a summary on what the different information processing speeds are.
Areas of Controversy / Uses different theories with up to date information. Information models are clear and concise, does not recommend how we can use this information to better manage and control our attention/tasks/memory.
Raised Questions /
  • Is selective attention the reason we allow ourselves to be interrupted by other means of communication?
  • How can we move, repair or keep updates working memory through use of email systems and their organisation? Including task organisation of work memory.
  • How can we use what we know about transfer of information from short term to long term memory, before or after email interrupts occur
  • Understanding connectionist and PDP model, how can humans react to interruptions of other tasks
  • How do interrupts affect our process-timing, choice and Lexical speeds in performing tasks

Areas of Further Study / Task Switching

(Sternberg, 2006)

Reference # / 4
Title / Cognitive Psychology
Author / M W Eysenck & M T Keane
Year / 2005
Source / OPAC Lougborough Library
Type of Reference / Book
Subject of Reference / Cognitive Psychology
Descriptive Summary / Identifies the architecture and processes of memory, highlights theories of forgetting and also theories of expertise. Provides a different level of ACT Theory and Ericssons Theoretical ideas.
Areas of Controversy / Provides alternative methods to Sternberg, however same assumptions on working, long term and short term memory. Uses and links new (2000+) and old (1960+) research. Does not include any new theories or general assumptions with the field.
Raised Questions /
  • Freud’s Theory of forgetting assumes everyday memory requirements are crucial, therefore should we use these requirements as email templates, we could also include prospective memory characteristics also
  • How can we train/develop email understanding into expertise, knowing what we know from the Theories of Expertise

Areas of Further Study / Interruptions, Memory Control

(Eysenck & Keane, 2005)

Reference # / 5
Title / Brain Networks Change According to Cognitive Task
Author / Nortwestern University
Year / 2005
Source / Science Daily
Type of Reference / Scholarly Article
Subject of Reference / Brain Interconnections & Networks
Descriptive Summary / Using a new method to analyse functional magnetic resonance imaging (FMRI), Nortwestern University researchers have demonstrated that the interconnections between different parts of the brain are dynamic and not static.
Areas of Controversy / Idea of convergence zones have been debated since the early 20th century, however the new techniques to analyse brain imaging data allows us to examine how the brain changes its interconnectivity according to the task at hand. These are fresh and new developments in the area.
Raised Questions /
  • Mesulan believes we can add ‘lanes’ to the brain highway to accommodate particular tasks, how can we maintain and use these ‘lanes’?
  • Can we use this new technology to detect what happens to the brain when we are interrupted or task switching?

Areas of Further Study / Brain Performance, Task Switching

(Northwestern University, 2005)

Reference # / 7
Title / Aristotle on Memory
Author / R Sorabji
Year / 1972
Source / SPYDUS Aylesbury Library
Type of Reference / Book
Subject of Reference / Memory
Descriptive Summary / Describes and explains using many metaphors Aristotle’s first and most famous technique in Greece the ‘place system’.
Areas of Controversy / Simple and arguably old technique and it does not take into account brain functions. Theory is more a discipline in memory and the idea is arguably too difficult to practice for some individuals or real life working groups in order to implement
Raised Questions /
  • Can we use Aristotle’s place system to either (1) organise human information/tasks from emails OR (2) develop an electronic organising system to understand/remember details from emails

Areas of Further Study / Email Filters, Email Organising

(Sorabji, 1972)

Reference # / 12
Title / Human Cognitive Psychology
Author / A W Ellis & A W Young
Year / 1988
Source / SPYDUS Aylesbury Library
Type of Reference / Book
Subject of Reference / Cognitive Psychology
Descriptive Summary / Gives a brief summary of the fundamentals of memory beginning as early as Greek Philosopher Plato and then labels three causes of memory failure. He argues these three causes are fundamentally logical.
Areas of Controversy / Research is lacking due to out of date information and the rest of the book focuses on humans with brain disorders. Simple labelling of ideas has been highly researched and developed since publication
Raised Questions /
  • How do interrupts affect the fundamentals of memory?

Areas of Further Study / Controlling Memory Failure, Experiments on Memory

(Ellis & Young, 1988)

Reference # / 13
Title / Learning Through Knowledge Management
Author / P K Ahmed, L K Kok & A Y E Loh
Year / 2002
Source / OPAC Loughborough Library
Type of Reference / Book
Subject of Reference / Knowledge Management
Descriptive Summary / An immense and ever increasing wealth of knowledge is scattered about the world today, we need a sort of mental clearing house for the mind
Areas of Controversy / No links between high volumes of emails and introducing its own KM system. Highlights all problems with knowledge, but limited conclusions on how to resolve the problems. No actual real life examples/solutions.
Raised Questions /
  • Do we assume that people are overwhelmed by the wealth of knowledge that we feel we must read all emails (even though it is not always relevant for here and now)

Areas of Further Study / KM systems used for email management

(Ahmed, Kok & Loh, 2002)

Reference # / 14 / 15
Title / Database Management System / Task Manager
Author / Wikipedia
Year / 2008
Source / Wikipedia
Type of Reference / Website
Subject of Reference / Management Systems
Descriptive Summary / Definition of database and the list of benefits the software can provide. Explanation of task manager and the most common task manager programs available at the moment
Areas of Controversy / Source is solely opinionated, arguably information is unreliable as anybody at any level can post information. Information is brief and small.
Raised Questions /
  • Do our email accounts require database management and/or task manager to self assess information and could this operation manage email interruptions as well

Areas of Further Study / Experiments using management systems on emails

(Wikipedia, 2008)

Reference # / 16
Title / Information Tasks toward a user centred approach to Information Systems
Author / B L Allen
Year / 1996
Source / OPAC Loughborough Library
Type of Reference / Book
Subject of Reference / Electronic Documents
Descriptive Summary / Highlights when and what comes from information tasks interacting with Information systems. Also points out the steps of information search process by Kuhlthau’s and how the scanning and evaluating of electronic documents.
Areas of Controversy / Highlights the key areas of how we interpret information on a computer. Does not highlight though how we manage the information
Raised Questions /
  • Are there already problems with barriers to learning now old forms of communication are being replaced electronically?
  • Do we evaluate documents on a computer as trustworthier than other means of communication, if so how do we prioritise information. Also does the communication method affect how we order our time and efforts when interrupts are involved?
  • Is scanning electronic documents on screen vs. printed version more or less time consuming, Can we advise one method over the other? How is this affected by interrupts?

Areas of Further Study / Email Management, Electronic Document Management

(Allen, 1996)

Reference # / 17
Title / Information Overload- Too Much Information, Too Little Time
Author / G McGovern
Year / 2002
Source / Gerry McGovern
Type of Reference / Article
Subject of Reference / Information Overload
Descriptive Summary / Highlights the causes of information overload and links the key points that information doubles as our attention span halves. He also highlights Moore’s Law
Areas of Controversy / Highlights the personal affects on humans such as panic and overload, however offers no type of solutions to all the problems that are raised
Raised Questions /
  • Do interrupts contribute to people’s ideas of information overload?

Areas of Further Study / Information Management

(McGovern, 2002)

Reference # / 18
Title / Impact of “too much information”
Author / Siemans
Year / 2002
Source / ElearnSpace
Type of Reference / Article
Subject of Reference / Information
Descriptive Summary / Identifies the difficulty to stay on top of the mountain of information needed to perform work tasks. Identifies the ‘information workers dilemma’
Areas of Controversy / Article is opinionated, and information is arguably unreliable. However article shows a fresh insight into the area.
Raised Questions /
  • How much do emails affect the ‘information workers dilemma: what do I have to know, and how do I know it?’

Areas of Further Study / Information Management

(Siemans, 2002)

Reference # / 19
Title / Information Overload = Too much dog food
Author / K Anderson
Year / 2008
Source / Scholarly Kitchen
Type of Reference / Article
Subject of Reference / Email Addict
Descriptive Summary / A Google engineer introduced into G-Mail an ‘Email Addict’, the goal is to reduce the fragmented nature of information interaction, improve productivity and creativity.
Areas of Controversy / Recent fresh solution to email management issues
Raised Questions /
  • Does G-Mails new feature ‘Email Addict’ imply there’s an issue with email management?
  • Does this program aid email interrupts, solve email interrupts, contribute to email interrupts or motivation to manage a persons own interrupts?

Areas of Further Study / Email Culture

(Anderson, 2008)

Reference # / 21
Title / The Myth of Multitasking
Author / C Rosen
Year / 2008
Source / New Atlantis
Type of Reference / Article
Subject of Reference / Multitasking
Descriptive Summary / Describes multitasking as the shorthand for the human attempt to do simultaneously as many things as possible, as quickly as possible. It also uses British studies to develop the idea that a persons IQ falls when distracted at work
Areas of Controversy / Identifies key issues with disruptions, reliable and up-to-date source
Raised Questions /
  • How do interrupts affect a person’s ability to multitask emails and their daily tasks/jobs?
  • What is the affect on a person, if the 2005 British study is true that workers who are distracted suffer a fall in IQ (due to emails)? What can we do to prevent these distractions or manage them?
  • How much time are we losing through task switching by email interrupts from the original task at hand?

Areas of Further Study / Experiments on distractions / interrupts

(Rosen, 2008)

Reference # / 22
Title / Executive control of cognitive processes in task switching
Author / D E Meyer, J E Evans & J S Rubenstein
Year / 2001
Source / Journal of Experimental Psychology
Type of Reference / Article
Subject of Reference / Task Switching
Descriptive Summary / Completed four experiments where participants alternated between different tasks or performed the same task repeatedly. The experiments concluded on switching-time costs increased and compared these results against existing models and theories.
Areas of Controversy / Reliable, fresh and valuable information by leading authors in the field. No mention however of how we can reduce the time lost during task switching or how we can improve. Proves email interrupts are detrimental and proven time costing.
Raised Questions /
  • How can we improve the time spent when task switching, therefore time spent interrupted by emails?
  • How do different parts of the brain work during task switching and why do they differ when we are distracted and when we are not?

Areas of Further Study / Task Management

(Meyer, Evans & Rubenstein, 2001)