In this paper, we report on findings from an ethnographic study of how people use their calendars for personal information management (PIM). Our participants were faculty, staff and students who were not required to use or contribute to any specific calendaring solution, but chose to do so anyway. The study was conducted in three parts: first, an initial survey provided broad insights into how calendars were used; second, this was followed up with personal interviews of a few participants which were transcribed and content-analyzed; and third, examples of calendar artifacts were collected to inform our analysis. Findings from our study include the use of multiple reminder alarms, the reliance on paper calendars even among regular users of electronic calendars, and wide use of calendars for reporting and life-archival purposes. We conclude the paper with a discussion of what these imply for designers of interactive calendar systems and future work in PIM research.
There is a long history of calendar studies in human-com -pu -ter interaction literature. Early research on calendar use predates electronic calendars. In 1982, Kelley and Chapanis @cite_29 interviewed 23 professionals to discover how people in the business world kept track of their schedules. They found that for the individuals interviewed, calendars were indispensable and showed a lot of diversity in their use. The use of multiple calendars was prevalent, and a wide variation was seen in the time spans viewed, as well as in other aspects such as archiving, editing and portable access. Many of the problems identified in paper calendars could be solved in electronic calendars, and they concluded with a list of features for emerging electronic calendars to implement. Soon afterwards, Kincaid and Pierre @cite_28 examined the use of paper and electronic calendars in two groups, and concluded that electronic calendars failed to provide several key features such as flexibility, power, and convenience, that paper calendars did. They recommended many useful features to be incorporated into electronic calendar systems as well.
@cite_28 @cite_29
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This article is an interview study of calendar use and a cognitive analysis of the interactions between the design of calendars and the task of prospective remembering. The study and analysis are coordinated to present a general critique of current electronic calendar designs and to note opportunities for future designs. The interview data reveal continued use of paper calendars in a highly computerized setting. A key conclusion is that paper calendars support prospective remembering by promoting browsing of existing appointments during subsequent calendar keeping but that this advantage is compromised in current electronic designs. Other aspects of the interviews and the analyses address the representational limitations of both paper and electronic calendars. This research explores a methodology in which design implications of qualitative empirical data are understood and systematized through theoretical analyses of existing artifacts. Manufacturers of integrated electronic office systems have included electronic versions of the calendar in almost every system they offer. This paper describes a survey of office workers, carried out to examine their use both of paper calendars and of electronic calendars that are commercially available as part of integrated office systems. It assesses the degree to which electronic calendars meet the needs of users. Our survey shows that the simple paper calendar is a tool whose power and flexibility is matched by few, if any, of the current commercially available electronic calendars. Recommendations for features that should be included in electronic calendars and automatic schedulers are included. Twenty-three professional persons were interviewed extensively to find out how they keep their appointment calendars and to extract from that information suggestions about how calendars could be computerized. For the majority of the persons interviewed calendars are indispensable to the conduct of their business, and, in some cases, their personal lives. At the same time the data show an unexpectedly large amount of diversity in the kinds of calendars people use and in the ways they use them. Substantially more than half of the respondents have more than one calendar, with two persons using as many as six calendars at once. Portability and access from diverse locations are important for many persons. Concerns about privacy vary widely: some persons keep their calendars closely guarded, others allow free access to them. Relevant time spans covered by calendars are enormous. Some few people are concerned only with the current day and the day following, others may plan appointments a year or more in advance. A substantial number of appointments are changed after they have been made and, once again, the range is large, from about 2 per cent for some persons to about 80 per cent for others. Archiving, query patterns, and the insertion of correlated information into calendars also vary greatly among various users. The increasing mass of information confronting a business or an individual have created a demand for information management applications. Time-based information, in particular, is an important part of many information access tasks. This paper explores how to use 3D graphics and interactive animation to design and implement visualizers that improve access to large masses of time-based information. Two new visualizers have been developed for the Information Visualizer: 1) the Spiral Calendar was designed for rapid access to an individual's daily schedule, and 2) the Time Lattice was designed for analyzing the time relationships among the schedules of groups of people. The Spiral Calendar embodies a new 3D graphics technique for integrating detail and context by placing objects in a 3D spiral. It demonstrates that advanced graphics techniques can enhance routine office information tasks. The Time Lattice is formed by aligning a collection of 2D calendars. 2D translucent shadows provide views and interactive access to the resulting complex 3D object. The paper focuses on how these visualizations were developed. The Spiral Calendar, in particular, has gone through an entire cycle of development, including design, implementation, evaluation, revision and reuse. Our experience should prove useful to others developing user interfaces based on advanced graphics.