Handling information overload is something which leaders and lots of managers struggle with. There’s only so much information in doing our jobs involved. It feels impossible to remain on top of everything. These 5 steps can allow you to handle the overload by providing you with tactics to take care of its rest and streamlining what comes to you.
Identify the resources
Where your information is coming from, work out. Sources include:
- Emails (of course)
- Project management program
- Other enterprise management applications such as your ERP system
- Workshop output
- Instant messaging and other collaboration or social communication tools
- Magazines, websites and other’reading material’
as soon as you know where the information is coming from, you may begin to restrict or systemize the way you use those stations.
Filter the information
Filter the data. By that, I suggest setting up procedures act and that will assist you to categorize. For example:
- Create email rules to push incoming mails into different folders for you to review later
- Document away magazines to read at lunchtime or on your commute
- Produce filing arrangements for storing meeting minutes or workshop outputs so you can refer to them if you Want to
- Inform your staff just to copy you in on important emails or escalations
- Start a mind map to connect to information sources and organize your incoming data into groups
Since everyone is different, and as each data item will have a significance that is different to every individual, it’s impossible for me to let you know what you should do from management about changes. I file them in that order and would bin, but they may have a significance in your function. So you’ll have to produce your own patterns and processes. My tip is to try something and see if it works. If it does not try something different.
Make time to review it
Place some time in your journal to go that you’re currently collating. Proceed through these folders that are email. Review document which you’ve stored away. Reserve a meeting with yourself that you’ve some structured time in your journal to take care of information to do this.
If you use a mind map to organize your information sources you could set time up to manage each class one. It’s an overhead to assess the information but time savings will be made by you because you’re dealing with information that is themed rather than leaping between topics.
Having time put aside to take care of information that is incoming prevents you from getting side-tracked during’work time’. You should remember you will have to take care of the requests. Information has to be acted on at this time, and placing it to review will not do the job.
Act on it or delete it
Throughout your inspection time, your strategy must delete it or act on it. Your actions could be:
- Deal with it today!
- Deal with it afterward — only if it is going to take over 5 minutes to perform
- Add it to your To Do list or mind map of jobs
- Pass it to somebody else to activity
- File it away as information that is useful to understand
Everything you can. Streamline your reading content as much as possible studying magazines or quitting surfing industry websites if you’re really struggling to remain your job presents you.
As possible clear your desk and your mind. You can always return to them later once you’ve everything else under control.
Switch it off
To get this information, you don’t need to say yes. Might you not need status reports? Have you got to be copied in on all emails related to budgets?
The more you trust your colleagues and your staff, the less you will feel the need be a part of each communication exchange and to see everything. Which could you cancel or turn off?
Have you got any comments for us here? We would like to hear about them, so leave your ideas.