The Design for a System to Support Note-Taking

Nigel WARD, Hajime TATSUKAWA

Summer 2001 (very outdated)

1.INTRODUCTION

 Many students own a notebook computer, some carry it around with them all the time, but it is rare to see anyone in lecture taking notes with one. Naively this seems to be a missed opportunity, as digital documents are superior to hand-written documents in many ways: being searchable, editable, easily sharable, and more legible.
 Of course paper and pencil is a superior technology in many ways, but there are many tasks where digital devices (PDAs are computers) are preferred, because the advantages of the computer outweigh the advantages of pencil and paper for these tasks. The question of how to build systems to support classroom note-taking has been addressed tangentially, in the context of work on electronic classrooms and on computer-supported collaborative work, but there seems to be no published work on the question of how to support the basic note-taking process.
 This paper addresses two questions: First, what software and hardware features are required to support note-taking? Second, is it possible to build a successful note-taking application today using common hardware?


2.PROPERTIES OF LECTURE NOTES

 This section surveys the relevant properties of lecture notes, based on observations in the education literature [kiewra85],[vanmeter] our experiences as students and teachers, and observations of a small corpus of engineering lecture notes in Japanese, taken by exceptionally good students. As there is much individual variation in note-taking practices, the analysis below is applicable only generally, not universally. The focus in this section is on the mechanics of note-taking, not the role of note-taking in learning.

2-1.Form and Content

A. Lecture note are generally rather ``sloppy'', compared to other documents: minor errors, infelicities of expression or layout, and areas of incompleteness are common. This makes sense considering the most typical uses of lecture notes, for example, being reviewed by the note-taker when studying for the final exam. As such, notes do not have to be stand-alone documents; rather they are good enough if they serve to help retrieve memories of what the instructor was saying or writing. Further, they do not need to still be readable years later; a few months is usually enough. Moreover lecture notes are typically intended only for the use of the note-taker himself.

B. The spatial arrangement is an important component. In contrast to the essentially linear nature of formal documents, lecture notes are essentially two-dimensional. This generally reflects instructors' use of blackboard space, for example indentation to indicate grouping, proximity to indicate conceptual closeness, and so on.

C. Text generally is in short chunks: full sentences are rare and paragraphs non-existent. Most instructors write only key phrases on the board, explaining the relationships between phrases only orally and/or graphically, and most students follow suit. A quick survey of some Japanese notes for engineering classes gives a median of about 10 characters per chunk of text, and for some English notes from software classes a median of about 6 words per chunk (excluding text embedded in figures, equations, and computer programs).

D. Text and graphics often appear together. For example, text is underlined, words are connected with arrows, phrases appear in boxes, and so on. This is in contrast with formal documents, where the text is pure text, with the diagrams separated out as figures.

 All of these points are illustrated in the following figure:
Excerpt from Lecture Notes, from a class on Artificial Intelligence Programming


E. Lecture notes can be moderately long. A professional in a meeting typically is selective, writing down only those things that are relevant to his purpose, and so a small-screen PDA is often sufficient. By contrast, students generally have no purpose other than to absorb everything, and so they typically record as much as possible of the new class content.

2-2.The Note-taking Process

F. Lecture notes are usually written under time pressure: the student has to record the key points before the instructor moves on to the next topic. This is of course another factor in the sloppiness of most lecture notes; and is in contrast to most document creation tasks, where the worker proceeds at the speed of his own thoughts.

F. Most classroom note-taking is done sitting down, at a desk with enough space to rest a notebook computer and maybe also a mouse.

G. Lecture notes are generally not revised. In contrast, the time involved in creating a formal document is typically dominated by the reorganizing, rewriting, and other editing phases. The reasons why lecture notes are seldom revised probably include the tolerance for sloppiness (Point A), and the fact that the primary source for the notes, namely the instructor's boardwork, is already fairly well thought-out and well organized. (However many educators advocate review and revision of lecture notes; and for many serious students this means re-copying the notes. Thus there is an opportunity here: if lecture notes are in the computer they can be revised without full re-copying.)

H. Access to lecture notes is mostly linear, when reviewing for the test. Occasionally searching is done, but this is so infrequent that very few students restructure notes or add indexes to facilitate this.


3.DESIGN DECISIONS

The above factors provide an explanation for why almost no-one takes lecture notes using a computer: the requirements are unique and not met by any existing, or proposed, mass-market tools, such as standard editors, drawing tools, and notepads.
 This section builds on the above analysis to propose 6 principles for the design of a tool for taking lecture notes.

3-1.Provide a Pen for Freehand Drawing

  As a preliminary experiment, we had 5 subjects attempt to take notes using a standard notebook PC with a mouse. In class it proved impossible to keep up, and in a controlled experiment where we asked subjects to copy a page of notes, it took about twice as long, on average, with the computer than with pencil and paper. The most salient problem was the difficulty of drawing diagrams etc./ with mouse. We conclude, unsurprisingly, that a pen is necessary for taking lecture notes.

3-2.Provide a Keyboard for Text Input

  Although the presence of diagrams and other graphic elements is a hallmark of lecture notes, it is nevertheless the case that most lecture notes consist mostly of text.
  For text input the keyboard is of course at an advantage. Moreover, obviously, typing produces text which is more legible ( While we noted above that students tolerate some sloppiness in their lecture notes, other things being equal, more legible text is preferred to less legible. And it has further been reported that notes handwritten on a PDA take 37/% longer to read than notes handwritten on paper [notepals]) and editable and searchable (of course, recent advances allow even handwritten text, saved as an image --digital ink-- to support some editing functions, such as copying, underlining, and highlighting, and even some searching [scribbler]). For many users keyboard input is faster and less tiring. To measure this, we did a little experiment by having 4 subjects, all experienced typists and heavy computers users, input the same page of text, an excerpt from AI class notes, by hand and by keyboard. The first result was that typing was faster by a factor of 1.4 to 2.0 times over handwriting. The second result was that subjects reported that typing was less tiring than writing.
  Note that the speed and comfort advantage of the keyboard is evident even when compared with pencil and paper. (The magnitude of this advantage could be different for alphabetic languages like English.) Compared with the keyboard-free alternatives, namely handwriting recognition and soft keyboards, the physical keyboard is at even more of an advantage. Thus the common vision of a future ruled by ``pen computing'', where the pen is the principal or only input device [tablet-pc], is probably not suitable for students taking lecture notes.
  The task of the lecture note tool designer is, therefore, to combine the freedom of the pen for diagraming with the efficiency of the keyboard for text entry.

3-3.Provide a Mouse or Equivalent

  In the preliminary note-taking experiment we observed frequent movement of the right hand back and forth from keyboard to mouse, as positioning and menu-selection were interleaved with text entry. In particular, a significant amount of this tool switching was involved in selecting the text entry point, inputting the text, then moving to the next text entry point.
  For pure pen computing, of course, there is no such tool-switching: the hand and fingers can do both positioning and writing. Thus the speed advantage of the keyboard, noted earlier, is balanced out by the time cost of tool switching; with the time cost worse as the text chunks get smaller and farther apart. To estimate how this trade-off applies to lecture notes, we had an experienced typist type 10 text chunks, each of 5 English words, requiring 30 keystrokes, at roughly specified positions, and then create the same content with pencil and paper. The times were approximately the same, suggesting that lecture notes are at about the crossover point. That is, for the computer versus paper choice, the increased text-entry speed and the tool-switching overhead essentially cancel each other out for note-taking.
  Assuming that the time cost of keyboard-to-pen switching is greater than the time cost of keyboard-to-mouse or keyboard-to-trackball/trackpoint/touchpad switching, note-taking systems should include a mouse or equivalent. Another factor arguing for retention of a second pointing device is Kato's finding that the mouse is faster than the pen for men selections [kato2].
  It is still possible that the pen may be acceptable as the sole pointing device if users are trained to be able to type while holding it, possibly wedging it between their fingers (under the index finger and resting on the back of the thumb and the back of the middle finger) when not in use. It may also be possible to invent some way to attach the pen to the hand, turning it into a kind of prosthetic sixth finger: so far we have come up with nothing better than attaching it parallel to the base of the index finger with a rubber band, so that it can be flicked above the finger out of the way when not in use, then flicked back to draw with. But for now, use with a mouse seems most practical.

3-4.Optimize Text Positioning and Entry

  The tool-switching overhead is worsened if the application requires the user to create text boxes. For many drawing tools, to put some text somewhere involves, in the worst case, 4 preliminary steps:

  1. select the ''insert text'' icon,
  2. move the mouse to the desired location,
  3. click to set the left edge of the text box,
  4. drag and release to set the right edge of the text box.
Of course, some applications allow the omission of steps 1 and 4 , but it seems that step 3 is always required, even though only step 2 is logically necessary.
  This overhead becomes larger for lecture notes, where text is the bulk of the content, and the text appears in little chunks scattered over the screen.
  Our solution is for the system to do ``automatic text-box generation'', or, in other words, for the system to always be in text input mode. Thus the user only has to do step 2. For example, in order to put two words on the screen, one indented below the other, the user simply moves the cursor to where he wants the first word, types it, then moves the cursor to where he wants the second word, then types it. There is no need to click before typing (As a further reason to avoid clicks, if the pointing device is a mouse, relieving the user of the need to click may also relieve him of the need to orient the hand and grasp the mouse first, enabling him to move the mouse into position with a mere nudge).
  This somewhat radical solution is in fact workable for two reasons. First, lecture notes are mostly text, so it's reasonable for text input to be special; unlike most drawing tools, which handle text objects consistently with other objects. Second, students seldom do editing of their notes, so it is reasonable to make text input privileged over moving or editing the content of text-boxes.

3-5.Support Text Decoration from the Keyboard

  To minimize tool switching, it is important also to minimize the time spent using the mouse during text entry. For existing tools there are many common actions that are intimately related to text-input but which generally require mouse actions. For example, highlighting, underlining, font changes, and adding ovals or boxes around text all generally are done with the mouse. Thus a tool for lecture note-taking should minimize the number and cost of such tool-switching.
  For existing tools, a text operation such as underlining is usually are done in two steps: 1 select a region of text by dragging with mouse, then 2 select a menu command with the mouse. (Of course power users use shortcuts to avoid some of these time penalties here). After this there is often a third step, where the user moves the cursor back to the text region to continue work on it.
  To avoid the need for Step 1, note-taking tooks should have implicit text selection, so that operations apply automatically to the text chunk the cursor is currently in. For example, a font change should automatically apply to all text that already has been entered, or subsequently will be entered, in the current text chunk.
  To avoid Step 2, text operations should be invokable from the keyboard. Since in practice shortcuts are hard to remember, in our system this is done with ``pop-up commands''. First the user types Shift+Enter to get the pop-up command window (the following figure).

Pop-Up Commands

Next, the desired command is selected by typing a uniquely identifying prefix, or by selecting it from the left menu with the arrow keys (or mouse). Then, if the command has a parameter and the default is not adequate, tab is used to jump to the right menu, and then the desired parameter value is selected. Finally, Enter is used to execute the command.
  Since pop-up commands allow the user to do operations without moving the cursor, they let him resume text entry without the third step, of moving the cursor back to the original.
  In lecture notes there are many graphic objects which are logically text decorations but which, in most drawing tools, have to be drawn separately, such as boxes and ovals enclosing text chunks. These are a nuisance to draw, not only because of the menu selection time, but also because of the time spent positioning them appropriately in relation to the text. In our system we therefore make these into text operations: there are pop-up commands for surrounding the current text chunk (whether single- or multi-line) with a box, an oval, big parenthesis or big brackets. These four decorations were added simply because they were common in the corpus of notes we gathered; to handle other domains, such as calculus notes, would probably require additional text decoration functions.
  Even with these features, taking lecture notes still requires a fair amount of work positioning pen-drawn graphics and keyboard-entered text in close proximity. For this reason it is probably necessary for the drawing surface to be the screen itself, rather than a separate tablet (as in the IBM TransNote), which makes it harder to position text and graphics together.

3-6.Automate Common Drawing Sequences

  In the preliminary experiment, subjects seemed to take a lot of time drawing mundane things, like the x and y axes of a graph, using primitives. Therefore a tool for lecture notes should should make it possible to create these simply. In our system this also is done with pop-up commands. Thus, to create the x and y axes of a graph, the user positions the cursor in the desired position, invokes the pop-up command ``graph'' to create the axes, and then, if necessary, resizes the axes as desired.
  This idea could be extended to cover cases where text appears in standard positions relative to graphic elements. For example, having generated x and y axes, in most cases the next thing to do is label them. This currently requires separately entering text for each label, which requires intermediate positioning steps. Rather the system should enable the user to immediately put the text in the right places. For example, the user should be able to use the tab key or something to jump to the x-axis label entry position and then again to the y-axis label entry position. Such a scheme would also be useful for entering the limits of a Sigma, the numerator and denominator of a fraction, and so on.


4.EVALUATION

  Our hypothesis is that a system based on the above design principles is preferred to paper and pencil for taking lecture notes.
  This claim could be evaluated by time-and-motion studies, by measuring the learning gains of using such a system, or in other ways. So far, however, we have merely built a system, observed students using it, and asked their opinions.

4-1.Inplementation

  We implemented a system, called NoteTaker, based on the above ideas. NoteTaker includes the special features discussed above plus many of the familiar functions found in drawing tools, including line drawing, stretching, copying, gridding, colors, importing images, saving to a file, printing, scrolling, search, and rudimentary navigation among pages.
  Regarding operations on text, as noted above the primary operation is text input. If the cursor is on a blank area, typing starts a new text box. If the cursor is over existing text, typed characters are appended to the end of that text. In order to move text, a less frequent operation, it is necessary to first select it, with a single click (selected objects are indicated with pink balls at the four corners). In order to use the mouse to select an editing position within a text chunk, also a relatively rare operation, it is necessary to first open it with a double click.
  For the sake of rapid development we built the system in Java. The source code is about 4000 lines. For the experiments below subjects used NoteTaker on a Notebook PC (Panasonic CF-02: 300mhz Celeron CPU, 64MB memory, SVGA 800x600, 10.4 inch TFT color LCD, Windows 98) with a passive touch sensitive display.
  The main problem with this implementation was poor support for drawing. The driver produced pen events in mouse emulation mode, accurate only to the pixel. Moreover our Java code for handling these events, probably sampled at infrequent intervals to begin with, introduced a lag and also dropped some events (Dropping events would have been a critical problem for handwritten letters or characters, but for drawing, which is mostly straight lines and/or done slowly, this was not fatal). Also our system did no anti-aliasing or curve-fitting. Moreover, the vertical distance between the screen top layer (where the pen touched) and the display layer (where the cursor appeared) meant that there was an offset, depending on the viewing angle, which made precise alignment with previous figures or text difficult. Furthermore, given the viewing-angle constraints of the display, users had to work with the display up at an angle, not flat on the desk, and as a result it wobbled slightly when written on. All of these problems could of course have been solved by the choice of more appropriate hardware and software.
  The implementation also had a few minor bugs, but none of these seemed to significantly affect subjects' perceptions of the system. (We plan to release a fully debugged version of NoteTaker by the end of 2001.)

4-2.Subject

  We asked one of our friends, who happened to own a notebook PC (:Fujitsu FMV-BIBLO MC3/45: 450MHz Celeron CPU, 192MB memory, SVGA 800x600, 10.4 inch TFT color LCD, Windows98SE) with a touch sensitive display, to try out an early version of NoteTaker for one class session. He chose to try it in the graduate HCI class, and then continued to do so for the whole semester, producing the equivalent of 16 A4 sheets of notes over 14 class sessions. The following figure is an example. Thus we fortuitously acquired one long-term user.

Excerpt from Lecture Notes Created using NoteTaker, from a class on cognitive models of interface use.

  We also did a semi-controlled experiment in the laboratory. We decided to do this first, before large-scale classroom testing, because we wanted to be able to observe the subjects as they used the system, to approximately fix the content, and to expose users to a variety of lecture types. We videotaped 4 sessions of different classes (in Constitutional Law, Artificial Intelligence, Operating Systems, and Production Engineering), and make a compilation of 6 segments, totaling 48 minutes, representing a variety of lecturing and boardwork styles.
  We recruited 7 subjects, all current or former engineering students, and had each watch the video compilation and take notes, using NoteTaker for 5 segments and pencil and paper for 1 segment. Before the experiment we gave each a 20 minute training session, in which we explained the functions of NoteTaker and let them practice. This was necessary not because NoteTaker is particularly hard to learn to use, but because note-taking is difficult unless the tool can be used at speed.
  We gave a questionnaire (5 rating questions, each on a scale from 1 to 5, plus various open-ended questions) to both the long-term user and to the 7 subjects.

4-3.Regarding Overall Preferences

  As hoped, NoteTaker was overall preferred to pencil and paper. Specifically to the question ``would you like to use NoteTaker in the future'', the average reply was 3.8, although there was substantial variation, with 2 subjects replying ``very much'' (5) and 1 replying ``no'' (2). The long-term user replied ``very much'' (5). The free comments field elicited opinions such as an appreciation of the improved legibility, and the ability to reorganize.
  The subject who preferred paper remarked that it allowed her to write exactly what she wanted more easily. As this subject was one of those who had let us make copies of their old lecture notes, we examined them to see if there was was anything unusual. These were relatively content-rich and carefully organized and written, suggesting that NoteTaker is currently useful only for students who tolerate a certain amount of sloppiness.
  The two subjects who indicated that they were indifferent between NoteTaker and paper coincidentally circled the ``would like to use it for a research notebook'' item. And in follow-up questioning both mentioned that research notes are produced at the speed of thought; we assume this meant that he have found NoteTaker hard to use under time pressure (although apparently not harder to use than paper).

4-4.Regarding Advantages and Disadvantages

  Thus subjects generally considered NoteTaker to be worthwhile overall. This subsection discusses the specific advantages and disadvantages.
  Regarding the quality of the notes produced: based on our examination, lecture notes produced with NoteTaker, compared to notes on paper, had, as expected, significantly more legible text, significantly messier figures, and somewhat sloppier layout, for example in terms of vertical alignments. Overall they seemed to be roughly equal in quality to the notes on paper.
  The physical ease of use of NoteTaker was rated 3.9 on average, compared to paper, where 5 was ``very comfortable'' and 1 was ``very tiring''; all but one user considered it less tiring to use NoteTaker than pencil and paper. The exception remarked that pencil and paper allowed more freedom of posture. The long-term user considered NoteTaker to be ``somewhat more comfortable'' (4).
  However the cognitive cost of working with NoteTaker was higher than that of working with paper; most subjects considered it ``somewhat more tiring''(average rating 2.4). Although two subjects considered rated it less tiring, it turned out that they were thinking about the improved readability of the result; thus all users found the input process itself to be harder. While this needs to be analyzed further, we see two main causes for this: first, drawing difficulties, as discussed above, and second, the fact that subjects were far less familiar with NoteTaker than with paper, as seen, for example, by menu surfing behavior by some subjects. Over use, this second problem would probably decrease, considering that the long-term user rated it cognitively ``somewhat less tiring'' (4) than paper.

4-5.Regarding Specific Features

  Regarding ``automatic text-box generation'', we observed one minor problem: if the user happens to bump the trackball while typing, causing the cursor to stray outside of the current chunk of text input so far, subsequent characters appear at the new cursor position. Learning to avoid this was however fast. Automatic text-box generation was well liked by subjects: all rated it ``rather useful'' (4) or ``very useful'' (5).
  Pop-up commands, compared to short-cut keys, were liked by some users, who mentioned their availability from the keyboard without having to remember anything. Most users, however, preferred short-cut keys, often remarking that they were faster.
  The quality of the pen-drawn figures and the ease of drawing with the pen were both rated ``rather bad'' or ``very bad'' by all users, unsurprisingly
  Regarding the merits of the pen versus the mouse (no one used the trackball, probably due to unfamiliarity):
as expected, almost all subjects reported that the mouse was better for positioning and the pen better for drawing, and that switching between keyboard and mouse was easier than switching between keyboard and pen. Observations of the users also revealed that they used the pen only for drawing fairly complex diagrams, not for positioning, selecting, or drawing simple lines, although this may have been due in part to more familiarity with the mouse.
  Given that our system allows the user alternative ways to do things --- for example, an oval can be created with the keyboard, the pen, or the mouse --- we were concerned that users would be confused with which tool to use when, but this did not seem to be a problem.


5.BUT IS THIS REALLY WORTHWHILE?

  Ultimately, of course, the criterion for judging a tool for taking lecture notes is whether it improves on pencil and paper in terms of learning outcomes. Unfortunately this is hard to measure directly, and the educational value of lecture notes has not been well modeled, so currently we can only speculate.
  Most studies support the idea that the role of notes in learning is two-fold [kiewra85],[vanmeter]. First, obviously, notes are useful when reviewing. Second, the process of note-taking itself is generally thought to be of value. This is usually explained in terms of encoding: the student is initially faced with a bunch of inputs from the instructor, verbal and written on the blackboard, which need to be assimilated. In the process of taking notes, the student has to re-express those inputs, and in so doing, the ideas get mentally re-encoded in a form that is easier for him to digest and remember (One of our friends uses a standard text editor, Emacs, to take notes; thus his re-encoding task is to convert sketchy 2-D blackboard notes into linear textual content. This sort of extreme re-coding while listening is probably beyond the ability of most students).
  Lecture notes taken by computer, since more legible, probably serve better than handwritten notes at review time. Also, since the basic mental encoding process is the same, regardless of what specific finger and hand motions the student uses, we would expect no difference in learning effects during note-taking. However two concerns remain.
  First, does computer-based taking of lecture notes encourage or discourage the student from doing the re-encoding? That is, are computer-based lecture notes, compared to handwritten notes, more or less likely to be slavish unthinking copies of the blackboard? Our little experiments showed no difference, but this needs to be confirmed.
  Second, does computer-based taking of lecture notes require the student to waste precious attention dealing with the system, making it impossible to devote full attention to the class? This concern has surfaced before, regarding meeting notes, where it is said that ``people prefered handwriting to typing, saying that it was easier to listen while writing than while typing'' [wilcox97]. Certainly it is conceivable that use of the keyboard and mouse requires fundamentally different neural pathways from paper, and intrinsically interferes more with listening or thought. However it is also possible that the difference may be just one of familiarity, and that over time a computer note-taking tool may become as comfortable as paper. This needs to be studied.


5.COMPLEMENTARY, RELATED AND RIVAL TECHNOLOGIES

  Our proposal fits in well with various research advances and trends. Stifelman has shown how the audio portion of a lecture can be usefully indexed from the lecture notes [stifelman]. Abowd [abowd] has explored ways to provide the instructor's slides and notes and peers' notes to students. Various techniques for organizing and indexing digital notes have been analyzed [erickson96,notepals]. Mimicking various useful properties of paper in digital systems is an ongoing research goal [fishkin00]. The ultimate system for lecture note-taking should incorporate all these features.
  Other forms of note-taking have also recently been studied: daily notes for personal use [erickson96], engineering notebooks [gwizdka], meeting notes [wilcox97], and notes for problem solving [trafton-tricket]. While some of the properties of such notes are similar to those of lecture notes, the design presented in this paper is probably not directly suitable for these tasks.
  The one technology which threatens the utility of note-taking by computer is, of course, the copy machine. This was the reason our long-term user gave for not using NoteTaker for all his classes: most instructors handed out lecture notes at the start of each class, and he found it easier to just write his notes on those hand-outs. However lecture notes are becoming digitally available, on the web if not directly [abowd], and as paper hand-outs are replaced with digital hand-outs, the motivation to take lecture notes and make annotations with a computer will grow.


6.SUMMARY

  The needs of students taking lecture notes are fairly clear, and are not satisfied by existing drawing tools or editors. We propose a design which uses pen, keyboard, and mouse-or-equivalent, where text entry at arbitrary positions is optimized, and where common text decorations and drawing sequences are easily invoked. Barring the appearance of some new interface technologies that magically resolves the issues discussed above, we think that any application for taking lecture notes will need the features proposed in this paper.
  Since a system using sub-optimal hardware was still prefered to pencil and paper (at least by engineering students), the prospects for lecture note-taking by computer appear bright. Nothing in our analysis or design was limited to the needs of any specific population of students, so wide dissemination probably requires mostly just the further spread of basic computer literacy, plus continued progress on the hardware front, to further close the usability gap relating to the physical properties of paper.


7.BIBLIOGRAPHY


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The design and long-term use of a personal electronic notebook: a reflective analysis. In Proceedings of ACM CHI 99 Conference on Human factors in computing systems, pp.11-18
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The Tablet PC: A detailed look at Microsoft's proposed Tablet PC. Pen Computing Magazine, (July)
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