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We are confronted by staggering amounts of new information every day.
Career professionals in particular can be easily overwhelmed by the wealth of information which can lead to 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?
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.
Do away with paper.
Constantly review and update.
Acknowledge the benefits of remaining organized.
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 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.
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 avoiding social networking, depending on your job functions. 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.
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.
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 preread 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.
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. Try to 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 altogether.
Throughout the course of your 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 descriptions, service descriptions, price lists, background of your team or organization, credentials, organizational history—the more signatures you establish, the quicker and more productively you can answer questions from inquirers.
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.
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.
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 of business will be dominated by ultra-productive executives 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.
Jeff Davidson is "The Work-Life Balance Expert®" and 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
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