Institute of Management research into the quality of working life found that more than half of us suffer from information overload, with the number likely to grow rapidly if it is not tackled. The research, which was carried out in October 1999, also showed that, for most executives, the greatest change at work over the past three years is the volume of information they have to deal with. Information overload can lead to poor decision-making, loss of productivity and competitive advantage, stress and ill health.
What are the causes?
Information overload occurs when you regularly receive more information than you are able to use or deal with meaningfully. This can be caused by ineffective use of IT or a company culture that isn’t geared up to deal with information or it may be the result of personal inefficiency or poor time management.
How can I avoid it?
Start by having a clear picture of your objectives, so you can decide which data you need to meet them. Divide information into “must have”, “nice to have” and “not necessary”. It can be all too easy to indulge in “comfort reading” of familiar material that does little to increase your knowledge in an area.
Also, think about where your information comes from. Unsolicited information, such as junk mail and sales calls, can be big time-wasters so make a list of the mailing lists you are on and remove your name from all but the essential ones. Solicited information is easier to control, so focus on developing a list of reliable sources. On the Internet, pick one or two search engines and become proficient at using them.
How should I handle incoming data more efficiently?
Aim to deal with every piece of information as soon as you receive it in one of four ways: use it immediately because it helps with the task in hand; pass it on to someone else because they need it – although ensure that you aren’t just passing the buck; save it, in which case you need to establish an efficient filing system; or bin it.
Declan Treacy, author of Successful Time Management in a Week, recommends the “measles test” to find out if you need to be more disciplined about dealing with incoming data. Put a red spot on a document every time you pick it up. If you have an outbreak of measles at the end of the week, you have a problem.
You can also prioritise incoming material by allocating it to a different in-tray using the following criteria: important and urgent; important but not so urgent; urgent but less important; or not important or urgent.
Can I speed up the way I digest data?
Three top tips for digesting information quickly are scanning, speed reading and summarising. Save time by scanning through the headings, introduction and conclusion to see if you need to read the whole document. If you need to read everything, a one-day course in speed reading can double or even treble your speed. Studies show that summarising the key points of a document in writing helps you remember it.
How can IT help or hinder me?
The Internet, intranets and e-mail have become invaluable tools, but a company policy will help you use them more effectively. This may include limits on the amount of time staff spend on the Internet, advice on which search engines give the best results and clarification about personal use – and what will happen if unsuitable material is passed through the firm’s systems.
E-mail procedures should include keeping messages short, checking for mail regularly and deleting or storing messages in a named folder once read. Also, copy messages only to those who really need them and build time into the day for dealing with e-mail.
