Adaptive practices as scaffolding in knowledge workers’ personal information management

Purpose This study aims to examine how knowledge workers navigate affective challenges in Personal Information Management (PIM), specifically anxiety, frustration, dependence and loss of control while managing complex, high-volume information. It explores the adaptive PIM practices they employ to mitigate these challenges. Design/methodology/approach Using a qualitative phenomenological approach, 16 semi-structured interviews were conducted with knowledge workers. Thematic analysis was used to identify affective challenges and corresponding adaptive PIM practices. Findings Findings of this study describe four key affective challenges: anxiety about information loss and system failure, frustration with information overload and inadequacies in PIM practices, dependence on digital systems and loss of control over fragmented information. To address these, participants adopted adaptive PIM practices, including backup routines, prioritization, decluttering, structured organization and redundant storage solutions. These practices functioned as scaffolding, reducing emotional strain and enhancing control over personal information spaces. Research limitations/implications The study offers insights for designing PIM systems that address affective challenges, including automated backup prompts and decluttering tools and for workplace initiatives promoting PIM skill development to enhance productivity and well-being. Originality/value This study positions adaptive PIM practices as essential scaffolding that supports knowledge workers in managing the dual demands of functionality and emotional regulation within their information landscapes. By framing adaptive practices as scaffolding, the study contributes to a deeper understanding of how PIM skills and mastery address both the organizational and affective complexities faced by knowledge workers.