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Ten Ways to Overcome Information Overload

How do we narrow down thousands of journals, magazines, newsletters, emails and blog posts at our disposal?

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We are confronted by staggering amounts of new information every day; some of it valid, some of it contrived. Career professionals in particular can be easily overwhelmed by the wealth of information related to competitor data, new product and service launches, market changes, and industry trends and wind up with information anxiety.

Although we have access to a variety of information and communication tools, how do we narrow down tens of thousands of journals, magazines, newsletters, and blog posts at our disposal and manage information coming in? How do we flourish amidst thousands of printed pages, not to mention millions of pages on the web, and hundreds of emails, phone calls and text messages?

More Information, More Confusion

While we enjoy a growing capability to extract relevant information that supports our careers and our lives, most of what we encounter is of marginal value, at best, and often stands in the way of our goals and objectives.  We don’t have hours on end to contend with everything that competes for our attention; most days, it feels as if we don’t have sufficient time at all.

Fortunately, we can employ 10 strategies in a manner that will be productive and even enjoyable and fight that information overload:

  • Contemplate in advance the kind of information you seek.
  • Identify the vital information carriers.
  • Streamline your intake capability.
  • Beware of information crutches.
  • Establish a distribution system.
  • Be thoughtful when sending information.
  • Design responses.
  • Do away with paper.
  • Constantly review and update.
  • Acknowledge the benefits of remaining organized.

Contemplate in Advance the Kind of Information You Seek 

Have a reasonable idea of the type of information you want and need to gather. Such information encompasses news about your industry or profession; notable product and service developments; significant regulations and new legislation; client, customer, or consumer-related information; special applications; intelligence on competitors; and emerging trends and prospects.

Identify the Vital Information Carriers 

Identify the small number of key information sources, including publications, websites, blogs, and hard news sources, that cover what’s occurring in the field. You’ll really only need three to four sources; you’d be surprised at the amount of coverage overlap you’ll see.

Streamline Your Intake Capacity 

Once you recognize the kind of information you require and a handful of the best sources, you need to establish a methodical way of receiving, synthesizing, and applying such information that will benefit you, your team, and your organization.

Staying attuned to your goals and objectives and focusing on the kind of information that supports your efforts gives you the best chance to accomplish what you want. You might consider reducing social networking, depending on your job. Your quest is to maintain a constant inflow of relevant information in as simple a manner as possible. Yes, on occasion you can give attention to peripheral issues. In general, however, focus on the information that will make a difference in your effectiveness.

Beware of Information Crutches 

Many people have a predisposition to collect and retain information that confirms what they already believe or know to be true. They don’t need to save such information; the practice is more like a reflex action. With the vast amounts of information on the Internet today and the power of search engines, it’s not necessary to hang on to much.

More vital is the ability to find what you need in a hurry, which often requires only a few keystrokes. Retaining piles and files of hard copy information is of diminishing value and can impede your effectiveness. Moreover, files and information that you retain for more than 18 months often can be deleted with no detrimental effects.

Establish a Distribution System 

As you rise in your career, don’t spend inordinate amounts of time gathering information. Much of what you seek can be identified, collected, and disseminated to you by junior staff. You can use them as information scouts and as a clipping service of sorts to pre-read for you.

Once freed from the constant task of identifying and assembling information, you’re better able to think conceptually in ways that will help to propel your team, division, or department forward. This is especially true when introducing a new product, service, or delivery system.

Be Thoughtful When Sending Information

Sometimes the staggering amounts of information is due to our lack of organizing guidelines. Such guidelines could otherwise spare us from unnecessary, excessive exposure to information that does not support our current challenges.

Learn to be more discriminating when exchanging information. Eliminate acronyms, abbreviations, and jargon that can lead to misunderstandings, and limit the length of your correspondence with others by including only what is necessary to know. Overwhelming our recipients with information is no more welcome to them than when they overwhelm us. We also must encourage one another to stop CCing and BCCing when it is not necessary, and avoid submitting “FYI” kinds of messages.

Design Responses

Throughout the workweek, you’ll receive many different types of requests. Many are routine, so you can automate your responses by using your email’s signature function. Most email software programs today support at least 20 different signatures. You can create and save signatures by category that enable you to respond promptly and effectively to customers and clients. The signatures that you’ve developed can also be personalized to address the particulars of a specific inquiry.

What kinds of signatures might you create in advance? Rosters, standard letters, product and service descriptions, price lists, team or organizational descriptions, credentials, etc. The more signatures you establish, the quicker and more productively you can answer questions from inquirers.

Do Away With Paper (When Practical) 

A variety of hard copy files and documents will need to be retained. Nevertheless, you can undertake a campaign to reduce the volume of paper you’re retaining, whether it’s in filing cabinets, desk drawers, or storage bins.

Evaluating each document you receive and consider whether it merits saving. Will a scanned version of said document suffice? If so, scan it and recycle the hard copy. Yes, scanning requires extra time and effort, but in the long run the payoff is more than worth it. When you effectively label each of the documents you’ve scanned, you enhance your ability to quickly locate them on your hard drive or online. Finding such e-documents is generally easier than finding the hard copy.

Constantly Review and Update 

Periodically review your documents. Is the information still relevant? Does it need to be combined with something else? Should it be reclassified? Your goal is to keep your holdings to a minimum.

Tackle only a handful of file folders at a time, so you don’t feel overwhelmed. Ask yourself, “What can be deleted? What should be merged? What can be extracted so that the few gems of wisdom crucial to my success can be applied as needed?” Think of this task with a project management hat on and take it step-by-step.

Acknowledge the Benefits of Remaining Organized 

Staying organized might make you anxious. Organizing is certainly not a glamorous task. Yet, in a world that overwhelms us with the volume of information and communication, becoming the master of your files, and maintaining them so they serve you, is more important than ever before. Information overload occurs when we let things pile up. The people who become adept at recognizing, gathering, retrieving, and applying the right information at the right time are valuable to their organizations and their teams.

The future belongs to ultra-productive people who understand the importance of information and communication management. Regardless of the obstacles they face, these adept information managers are capable of pointing their team or organization in the appropriate direction. Why? They have a well-developed ability to identify, assemble, and impart knowledge that they extract from information.

Ultimately they can draw upon their knowledge to lead with wisdom.

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Jeff Davidson is the world's only holder of the title "The Work-Life Balance Expert®" as awarded by the U.S. Patent and Trademark Office. He is the premier thought leader on work-life balance, integration, and harmony. Jeff speaks to organizations that seek to enhance their overall productivity by improving the effectiveness of their people. He is the author of Breathing Space, Simpler Living, Dial it Down, and Everyday Project Management. Visit www.BreathingSpace.com for more information on Jeff's keynote speeches and seminars, including: Managing the Pace with Grace® * Achieving Work-Life Balance™ * Managing Information and Communication Overload®



 
 
 

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Bite-Sized Motivation

The insights or wisdom we need to get us going often don’t have to be more than a few words

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I’ve spoken to 1075 audiences at conventions, conferences, and meetings, and have had the opportunity to hear probably 800 other speakers as well.

The insights, perspectives, or wisdom we need, to get us going often don’t have to be more than a few words. Here are 52 of my own six word “speeches,” drawn from my keynotes and breakout session on the topic of work-life balance. Some of these likely will resonate with you:

Choose from what you already have.
Everyone needs breathing space, especially you.
Information overload obscures meaning and relevance.
Deep breathes are essential for well-being.

Make every day an organized day.
Allow your natural rhythms to rule.
Stay confident and in control daily.
Manage your time, manage your life.

Slow down to plot your course.
Look for the best in others.
Make yourself indispensable on the job.
Compete with yourself, not with others.

Learn to take control of today.
Manage your time to make time.
Take control of your desk clutter.
You’re the best when you’re fresh.

Do something to take control now.
Major projects often require a jumpstart.
Methodically pare down your paper piles.
Don’t attempt too much at once.

Evaluate your situation and what’s important.
Narrow your priorities to stay focused.
Avoid making promises you can’t keep.
Learn to embrace your many talents.

Take the time to become organized.
Become aware of how you react.
Arrange your space; help isn’t coming.
Manage the flat surfaces in life.

Periodically challenge yourself to perform better.
Take long, deep breaths as needed.
Reclaim your places, spaces, and graces.
Start big projects well in advance.

Don’t rush the truly important things.
Make the best use of today.
Schedule accordingly: plan for your future.
Be kind, cut yourself some slack.

Opportunity knocks, but are you answering?
Conventional wisdom has diminishing value.
When practical, substitute time for money.
The market for top talent lives.

The self-reliant survive and thrive.
Leadership requires forethought and super-vision.
Learn from and capitalize on mistakes.
Firmly face the future with confidence.

“Now” holds a lot of opportunity.
Control but don’t curb your enthusiasm.
Treading water won’t propel you forward.
Have you ever really tested yourself?

Life goes on; do your best.
Continually seek out the higher ground.
Luck is distributed evenly, but disguised.
You must be doing something right.

 


 

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Work-Life Balance in Your Life

It the ability to experience a sense of control and to stay productive and competitive at work while maintaining a happy, healthy home-life

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Work-life balance (WLB) is the ability to experience a sense of control and to stay productive and competitive at work while maintaining a happy, healthy home-life with sufficient leisure. WLB, also referred to by some as work-life harmony, work-life shift, work-life blend, work-life effectiveness, or work-life integration, requires focus and awareness despite seemingly endless tasks and activities competing for our time and attention.

Work-life balance entails having what I call “breathing space” for yourself each day, feeling a sense of accomplishment while not being consumed by work, and having an enjoyable domestic life without short-changing career obligations. WLB is rooted in whatever fulfillment means to you within the course of a day and a week, and however many years you have left in your life.

Supporting Disciplines

Several disciplines support work-life balance though, individually, none are synonymous with work-life balance:

1) Self Management

Sufficiently managing one’s self can be challenging, particularly in getting proper sleep, exercise, and nutrition. Self-management is the recognition that effectively using the spaces in our lives is vital, and that life, time, and available resources are finite. It means becoming captain of our own ship; no one is coming to steer for us.

2) Time Management

Effective time management involves making optimal use of your day and the supporting resources that can be summoned – you can only keep pace when your resources match your challenges. Time management is enhanced through appropriate goals and discerning what is both important and urgent, versus important OR urgent. It entails understanding what you do best and when, and assembling the appropriate tools to accomplish specific tasks.

3) Stress Management

By nature, societies tend to become more complex over time. In the face of increasing complexity, stress on the individual is inevitable. More people, noise, and distractions, independent of one’s individual circumstances, require each of us to become more adept at maintaining tranquility and being able to work ourselves out of pressure-filled situations. Most forms of multi-tasking ultimately increase our stress, while focusing on one thing at a time helps decrease stress.

4) Change Management

In our fast-paced world, change is virtually the only constant. Continually adopting new methods, adapting old, and re-adapting all methods is vital to a successful career and a happy home life. Effective change management involves offering periodic and concerted efforts so that the volume and rate of change at work and at home does not overwhelm or defeat you.

5) Technology Management

Effectively managing technology requires ensuring that technology serves you, rather than abuses you. Technology has always been with us, since the first walking stick, spear, flint, and wheel. Today, the rate of technological change is accelerating, brought on by vendors seeking expanding market share. Often you have no choice but to keep up with the technological Joneses, but rule technology, don’t let it rule you.

6) Leisure Management

The most overlooked of the work-life balance supporting disciplines, leisure management acknowledges 1) the importance of rest and relaxation, 2) that “time off” is a vital component of the human experience, and 3) that one can’t indefinitely short-change leisure without repercussions. Curiously, too much of the same leisure activity, however enjoyable, can lead to monotony. Thus, effective leisure management requires varying one’s activities.

Entirely Achievable

Achieving work-life balance does not require radical changes in what you do. It is about developing fresh perspectives and sensible, actionable solutions that are appropriate for you. It is fully engaging in life with what you have, right where you are, smack dab in the ever-changing dynamics of your existence.

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