Managing Information and Communication Overload

Overload leads to Waste

jeff@breathingspace.com (Jeff Davidson) — Fri, 12 Mar 2010 14:06:00 +0000

Here are various proclamations about wasted time, resources, and days; sad if even half true!

* Americans waste 9 million hours per day searching for misplaced items.
* The average adult spends 16 hours a year searching for lost keys.
* 80% of the items we file, we never look at again
* The average person spends 8 months of their life reading junk mail.
* 90 million trees are consumed each year to provide paper for junk mail.

Paperless Office, Where are You?

jeff@breathingspace.com (Jeff Davidson) — Mon, 01 Mar 2010 13:45:00 +0000

Interesting insights contained on http://www.mindjack.com/:

“Tiffany Wilken in her essay on the myth of the paperless office reiterates, ‘paper usage seems to be increasing, rather than decreasing. What gives?’ Though we take advantage of digital technology for info-searchs, email, chats, and games, we don't quite trust it. We've all been burned by our computers at one time or another. In the back of our minds is the haunting doubt, ‘What if my computer crashes and I lose all my files?’ A hardcopy back-up still feels safer than something on hard-disk.

“The major obstacle to reaching the paperless office may be sociotechnical, according to a report funded by the Electronic Document Systems Foundation. People like the smell of opening a book. We may simply prefer paper…” !

Death by Powerpoint

jeff@breathingspace.com (Jeff Davidson) — Tue, 16 Feb 2010 21:26:00 +0000

What audiences find irritating about Powerpoint:

speaker read the slides 60%

text too small to read 51%

text too wordy 48%

poor slide color choices 37%

moving text or graphics 25%

irritating sounds 22%

complex charts 22%

The Importance of Being Concise

jeff@breathingspace.com (Jeff Davidson) — Sun, 14 Feb 2010 19:05:00 +0000

Here’s a good article by Dr. Donald Wetmore on the importance of being concise in our communications. In a nutshell, appropriate “concision” benefits all parties!

A Quote Worth Pondering

jeff@breathingspace.com (Jeff Davidson) — Sun, 31 Jan 2010 13:49:00 +0000

"Technology reduces the amount of time it takes to do any one task but also leads to the expansion of tasks that people are expected to do." – Juliet Schor

Temptation Over the Top

jeff@breathingspace.com (Jeff Davidson) — Tue, 26 Jan 2010 13:25:00 +0000

More 23 million American workers may be fooling around on the jobs most of their day. They use company time to play on the computer, search for new jobs, and communicate with friends. Could it be that having too many information and communication sources at one’s fingertips is too great a temptation?

Letting Go of Excess

jeff@breathingspace.com (Jeff Davidson) — Thu, 21 Jan 2010 21:22:00 +0000

Consider your information intake vehicles and determine how you can pare down. On basic level, I suggest opening your mail over the waste basket; it's much easier to throw things
out with the waste basket below you.

If you receive a magazine or journal, go through it rapidly and take out the articles or items that look like they'll be of interest. Recycle the rest of the publication. Often, there's no need to hang on to the back issues of a publication. Much of the information is also on-line. In general pare down what you receive to only what you need -- reduce the volume as quickly and easily as possible.

Cyber Info Never Dies

jeff@breathingspace.com (Jeff Davidson) — Fri, 15 Jan 2010 14:51:00 +0000

It’s official: anything you ever email at work will be stored for evermore and, should the circumstance ever arise, will be used against you! AP business writer Christopher Rugaber, observes that “U.S. companies will need to know more about where they store e-mails, instant messages and other electronic documents generated by their employees in the event they are sued, thanks to changes in federal rules that took effect Friday,” according to legal experts.

“The changes, approved by the Supreme Court's administrative arm in April after a five-year review, require companies and other parties involved in federal litigation to produce ‘electronically stored information’ as part of discovery, the process by which both sides share evidence before a trial.”

There you have it: if you write it and send it, your message will live on and on and on…

Bypassing Automated Malarky

jeff@breathingspace.com (Jeff Davidson) — Wed, 13 Jan 2010 18:59:00 +0000

How would you like to by-pass all the automated malarky we all endure when calling an organization and go right to a human operator? The “Gethuman 500 database” is your dream come true!

Blackberry = Freedom?

jeff@breathingspace.com (Jeff Davidson) — Fri, 08 Jan 2010 18:17:00 +0000

How telling! Fours year ago this observation appeared in Men's Health: “You rush out and buy a Blackberry thinking that you'll be able to email and phone people from wherever you happen to be. Suddenly, everywhere will be your office. Within about a week the reality sets in. You're fiddling with the thing all day long, including right before you go to bed. It would be a useful device if you'd turn it off at about 6 p.m. and didn't turn it on again until about 8 a.m., but that's never going to happen.”

Held Hostage by Info Overload

jeff@breathingspace.com (Jeff Davidson) — Sun, 03 Jan 2010 11:53:00 +0000

Here is a wonderful article titled, “We Have the Information You Want, But Getting It Will Cost You: Being Held Hostage by Information Overload” written by then doctoral student Mark Nelson.

Manage Info with Tickler Files

jeff@breathingspace.com (Jeff Davidson) — Mon, 14 Dec 2009 18:50:00 +0000

If you're overwhelmed by what crosses your desk, it's worth considering the benefits of having a file folder for each month of the year and a file folder for each day of the month. This idea, the "tickler file," sytem has been in practice for years.

Create a file for days 1-31 of the month, and place it at the front of one of your file drawers. Behind that, have a file for each month of the year. If it's the second day of the month, for example, but you receive something that you won't need to deal with until the 15th, then put it in the file for, say, the 13th to allow yourself some slack. If anything comes in that you don't need to handle now, put it in your tickler file. This yields some immediate benefits. It keeps your desk clear and eliminates a lot of worry about where things go.

As the days and months go by, you continually take files that were in front and put them in the back. Once you get this system in place, you'll find that many of the things you file may not need to be acted on later. The benefits of this system are immediate.

Multitasking: Not Recommended

jeff@breathingspace.com (Jeff Davidson) — Thu, 03 Dec 2009 00:37:00 +0000

Researchers at the Federal Aviation Administration and the University of Michigan, Ann Arbor found that while doing multiple tasks at once may appear to be more efficient it actually is more time consuming and in some cases poses health risks.

Four groups of young adults participated in four experiments. They were all asked to carry out a series of tasks and switch between different tasks, some complicated, such as solving a math problem, and others easier and more familiar, such as identifying a geometric shape. A
participant's performance speed was measured as the tasks were carried out.

The findings: human capacity for multitasking decidely has its limits. Participants lost time in performance speed when switching tasks and they lost more time as the task became more complex.

Twelve Years of Inundation

jeff@breathingspace.com (Jeff Davidson) — Sun, 29 Nov 2009 11:22:00 +0000

"The average Fortune 1000 worker already is sending and receiving approximately 178 messages and documents each day, according to a study, "Managing Corporate Communications in the Information Age." (Boles, 1997 “Help! Information overload.” Workforce Magazine)

Are You "Out of Control"

jeff@breathingspace.com (Jeff Davidson) — Thu, 19 Nov 2009 16:09:00 +0000

Early warning signs when you’re heading for an "out of control" situation: Control is always based on your perception; still any time you start stacking horizontal piles on your desk you are operating in a malfunctioning mode.

If you find yourself perpetually 5 to 10 minutes late for meetings and always handling activities up to the last minute before turning your attention to what is next, you are leaving yourself wide open for some anxious moments. Also if you don't give yourself enough physical space to handle a task you are also likely to feel out of control.

Dependency on Tech Gadgets

jeff@breathingspace.com (Jeff Davidson) — Tue, 10 Nov 2009 17:39:00 +0000

An article four years ago in USA Today said it all: “Personal computers, cellphones, and high-speed Internet are considered essential to getting by for millions of Americans who are showing early signs of addiction to the next wave of high-tech toys…”

The article went on to say that “many people… consider high-tech gadgetry essential to modern life,” and quoted psychologist Bob Greenfield who observed, "Part of the reason is the hype, the commercial selling of it. Some people feel the products will improve the quality of their lives. But do we really need to be connected in every way, shape or form?"

Pare Down the Piles

jeff@breathingspace.com (Jeff Davidson) — Tue, 27 Oct 2009 20:16:00 +0000

Into every career and life some rain must fall and, apparently, some piles will accumulate be they stacks of mail, reports, survey forms, seminar announcements, catalogs, etc. A basic step in managing information overload is to confront the piles head-on with a take-no-prisoners attitude. If you haven't noticed already, such piles can accumulate in a hurry. A couple of file folders, issues of a magazine, some office memos, something you clipped from the newspaper, a single day's worth of mail, some fliers left by your door, and POOF, you've got a pile!

Beware of Killer Piles – Piles, by their nature, tend to represent complexity and unfinished
business. Each pile in your visual field, i.e., that you encounter in any given day, registers in your brain, if only for a pico second at a time, as more stuff that you haven't really dealt with. Fortunately, there are ways to handle the ad hoc piles materializing a little too frequently in your life:

* Dismantle piles with relative grace. Have available a pen, some file folders, paper clips, rubber bands and a stapler. Now you're ready to collect everything on your desk or table or elsewhere that needs, or you suspect may need, attention. Stack all of it in front of you in a temporary pile. If the pile is high, your incentive to do so may be that much greater. In 30 minutes or less, you're going to dismantle and reallocate this simplicity-threatening pile. Allocate each item to one of four locations – an important pile, an urgent pile, an interesting pile, or the recycling bin, where most items will go.

* Allocate to the best of your knowledge. If an item is urgent and important, place it in the important pile near the top. If it's simply urgent, place it in the appropriate pile. If you are unsure of any particular item, place it at the bottom of the large stack, but only do so once for each item. On the second encounter, you have to classify it. In thirty minutes or less, the voluminous pile should be gone, and you're left with three semi-neat tiny piles. Rank the items and then re-arrange them in each pile. Downgrade or toss anything you can. You're left with three smaller, more precisely arranged piles, important, urgent, and interesting.

* Get meaner and leaner. What else can you chuck? What can be combined, ignored, delayed, delegated, done in multiples, armed-out, automated, systemized, or used for kindling? The more items you can downgrade to interesting, the farther ahead you'll be because you can deal with these items when you feel like it.

* With what's left, tackle items one by one. After you've identified the most important project or task at the top of the important folder, begin working on it. If you can't complete it, proceed with it as far as you can go. Then place it back in the folder, either on top or where you determine it now belongs. Similarly, begin on the next most important item and proceed
as far as you can go.

Boycott Multitasking

jeff@breathingspace.com (Jeff Davidson) — Wed, 14 Oct 2009 19:36:00 +0000

Just for today, give yourself the benefit of working on one thing at a time. You may have to switch gears, such as when the boss comes in, the important phone call comes through, or you receive a message that requires immediate action, but when you switch gears, switch them entirely: give your complete and undivided attention to the pressing issue at hand. All told, this is the most effective way to work and you'll be your happiest.

Meanwhile, if you notice yourself falling into patterns that resemble multi-tasking, try these solutions:

* Take a 15-minute break once during the morning, once during the afternoon.

* Don't eat at your desk, get away so that you can recharge your battery.

* Invest in equipment or technology that offers you a significant return, i.e. pays for itself within one year or less, and saves at least two hours a week of your time.

* Hold regular meetings with your team to discuss how everyone can be more efficient, without multi-tasking. Focus on the big picture of what you're all trying to accomplish. Often, new solutions to old problems will emerge and activities that seem urgent can be viewed from a broader prospective.

* Furnish your offices with plants, pictures, and art or decoration that inspires creativity and hold brain thinking.

Get the Best of Yourself

jeff@breathingspace.com (Jeff Davidson) — Wed, 14 Oct 2009 00:26:00 +0000

Author, songwriter, and comedian Steve Allen was among the most prolific talent in broadcasting history. He wrote more than 9,000 songs, including "This Could Be the Start of Something Big," which is still often played at New Year's Eve galas. Not bad for someone who played by ear. He wrote TV scripts, gags, jokes. He also managed to write 50 books: first mysteries; then on show business; then self-help topics like presenting, speaking, and humor; and then later on social issues before passing away early this century.

Like many others in TV, Allen's career began in radio where, as a young DJ, he once announced a Harvard vs. William & Mary football score as "Harvard 14, William 10, Mary 7." His interests extended beyond show business as well. A tireless advocate, Allen was instrumental in the airlines' smoking ban.

I met Steve Allen in the 1990s at the American Bookseller's Convention in Los Angeles. It was rumored that he never traveled without a pocket tape recorder and when I asked him if this was true, he took out his pocket tape recorder and showed me. Allen once explained that although he was thought of as extraordinarily productive, he figured he owed his high output to "Not letting good ideas get away." He recalled that even back in the 1950s, when tape recorders were bulky and expensive, he had one in each room of his house, even the bathroom.

Making Big Decisions Easier

jeff@breathingspace.com (Jeff Davidson) — Wed, 07 Oct 2009 17:41:00 +0000

'Sleeping on it' best for complex decisions
February 16, 2006 New Scientist (vol 311, p 1005)

“Complex decisions are best left to your unconscious mind to work out, according to a new study, and over-thinking a problem could lead to expensive mistakes. The research suggests the conscious mind should be trusted only with simple decisions, such as selecting a brand of oven glove. Sleeping on a big decision, such as buying a car or house, is more likely to produce a result with which people remain happy than consciously weighing up the pros and cons of the problem.”

“Thinking hard about a complex decision that rests on multiple factors appears to bamboozle the conscious mind so that people only consider a subset of information, which they weight inappropriately, resulting in an unsatisfactory choice. In contrast, the unconscious mind appears able to ponder over all the information and produce a decision that most people remain satisfied with.”

Ap Dijksterhuis at the University of Amsterdam in the Netherlands says “We found that when the choice was for something simple, such as purchasing oven gloves or shampoo, people made better decisions – ones that they remained happy with – if they consciously deliberated over the information.”

“But once the decision was more complex such as for a house, too much thinking about it led people to make the wrong choice. Whereas, if their conscious mind was fully occupied on solving puzzles, their unconscious could freely consider all the information and they reached better decisions.”

Expectation counts
The unconscious mind appears to need some instruction. “It was only when people were told before the puzzles that they would need to reach a decision that they were able to come up with the right one.” If they were told that none of what they had been shown was important before being given the puzzles, they failed to make satisfactory choices.

“At some point in our evolution, we started to make decisions consciously, and we’re not very good at it. We should learn to let our unconscious handle the complicated things,” Dijksterhuis says.

Informed but not Overwhelmed

jeff@breathingspace.com (Jeff Davidson) — Sun, 27 Sep 2009 17:19:00 +0000

How can you stayed informed without being overwhelmed?

* Choose to acquire knowledge that supports or interests you, not what you simply happen to ingest, or think you have to ingest.

* Look for broad-based patterns and trends, as opposed to quickly disappearing fads and forgettable trivia.

* Learn to delegate some of your reading to your most junior staff. After only 15 minutes of instruction and armed with a list of key words, they will be able to rather easily identify articles of interest to you.

* Prune your files regularly and ruthlessly. Constantly throw out what does not support you.

Are Lists a Trap?

jeff@breathingspace.com (Jeff Davidson) — Mon, 14 Sep 2009 10:17:00 +0000

Lists of information management tips can leave me cold. The notion that merely following some set of guidelines without understanding the magnitude of the situation relegates any such list, however important, to the status of a temporary fix that will soon lose potency.

Understanding the "why" has an impact for those who are willing to make significant and lasting headway on the issue. It's no different than the U.S. response to fundamental Islamic terrorism; you have to get to the root of the issue before Al Qaeda and such groups can ever be quashed. Otherwise, you're continually attempting to put out brush fires as they appear. Consequently, there is no enduring list of "ten all-purpose ways" to fight terrorism.

With information management, or time management, for that matter, however satisfying such lists may be, ultimately they fall by the wayside. As a case in point, virtually every career professional has read at least one time management book and many articles, and all have encountered time management tips in list form. Yet virtually everyone remains continually
pressed for time. So, is the solution to retrieve one's list and apply it more diligently? Or would a more sound approach be to understand the pervasive nature of time pressure in our society, to take a big picture look at one's life and career, and begin to creatively address situations? I would opt for the latter every time!

Still, we all like lists. Realistically, though, in five to seven days, most people will not even be able to *find* whatever list you give them, however valuable they regarded it at one time. It is far better to strive to attain understanding of the issue than it is to add yet another list to the one's personal "collection." The best of both worlds might be to strive for understanding, then apply some guidelines from a list.

Those who insist on a list (really a magic wand) in a few weeks hence will be right back doing exactly what they've been doing, whereas those who tried to gain understanding will have the potential to achieve professional and personal breakthroughs!

Wise Attention Choices

jeff@breathingspace.com (Jeff Davidson) — Wed, 26 Aug 2009 22:05:00 +0000

Society implies that it is your civic and moral duty to keep abreast of every tidbit of news and current events. Yet, in this era more, information is generated on earth in one second than you can take in the rest of your life.

The notion that you can watch the news, read the paper, or scan the Web to catch up on events is erroneous. You can only keep abreast of a small amount of information. So make wise choices about where you want to offer your time and attention.

Interruptions Lower IQs

jeff@breathingspace.com (Jeff Davidson) — Thu, 06 Aug 2009 12:47:00 +0000

From an article in New Scientist magazine, April, 30 2005:

The next time your boss complains you are not focused enough, blame it on email and phone calls. Even smoking dope has less effect on your ability to concentrate on the task in hand.

At least that's what Glenn Wilson, a psychiatrist King's College London, found when he and his team asked 80 volunteers to carry out problem-solving tasks, first in a quiet environment and then while being bombarded with emails and phone calls.

Despite being told to ignore the interruptions, the average IQ of the volunteers dropped by about 10 points. Not everyone was equally affected - men were twice as distracted as women. Studies have also shown that IQs of people high on pot drop by only 5 points.

"If left unchecked, 'infomania' will damage a worker's performance by reducing their mental sharpness," says Wilson. "This is a very real and widespread phenomenon." Information overload can reduce a person's ability to focus as much as losing a night's sleep can, he adds.

Eliminate the Extraneous

jeff@breathingspace.com (Jeff Davidson) — Mon, 03 Aug 2009 18:34:00 +0000

When you're besieged by information on a continual basis, you begin to feel overwhelmed, which leads to the feeling of over-work and stress. If you're able to eliminate a lot of the extraneous information that makes its way to you, you will actually experience being overwhelmed less frequently, and you will not feel as over-worked. Try getting off mailing lists and dropping most subscriptions, avoiding extraneous information whenever you can.