Managing Information Overload
| DOI | https://doi.org/10.1108/02635579010003405 |
| Published date | 01 January 1990 |
| Date | 01 January 1990 |
| Pages | 23-25 |
| Author | Christian E. Meglio,Brian H. Kleiner |
| Subject Matter | Economics,Information & knowledge management,Management science & operations |
Managing
Information
Overload
Christian E. Meglio and Brian H. Kleiner
MANAGING INFORMATION OVERLOAD 23
H
ow to develop understanding and the
ability to manage information, thus
allowing one to become more productive.
Information is the key to success. It is a valuable component
to life, one that cannot be avoided. The ability to manage
the constant flow of information one receives every day
can enhance one's life. The results will be in one's career,
investment potential, and personal development.
We all
want
knowledge because we recognise the power it has to change
our
lives.
This knowledge is a result of being able to manage
the information one constantly receives in a given
day.
The
purpose of this article is to provide the factors that will
allow one to manage information overload in the business
world. Other uses can be drawn from this article and
applied to different situations.
There are several factors that can improve our ability to
manage information and enhance our capability to compete
in today's business world. Each of the factors must be
practised together as an integrated set; they are not
independent of each other. The results will not be instantan-
eous but will improve over time with consistent practice.
While these factors are important for the management of
information overload, it is beyond the scope of this report
to become too detailed in each of these areas. Further
reading will develop one's understanding and ability to
manage information which will allow one to become more
productive. We will now explore the first factor in managing
information overload.
Factor 1: Understand and Practise Time
Management
It is best to start with this time management principle
because it lays the foundation for managing information
overload. Time management allows one to organise and
set priorities. This helps one focus on information needed
to accomplish a task and helps in providing the time for
accomplishment of further goals.
The ability to manage one's time is directly related to one's
ability to manage the constant flow of
incoming
information.
A common example is the in-basket on a desk. The in-
basket contains information that may be urgent or even
undesirable. Either way, this information is waiting to be
acted upon. Through time management one is able to sift
through the in-basket based on priorities, eliminating
unimportant pieces of information and locating those that
are key to accomplishing our goals. Thus, the amount of
information one must react to during the day is limited.
Let us take a brief look at the principles of time
management and its effect on information management.
(1) Establish goals and set priorities. This will help one
focus on important issues and will enhance
productivity.
(2) Organise effective meetings. This will not only
reduce the time spent in meetings, it will also limit
the amount of information that is unnecessary in
obtaining goals.
(3) Learn to handle distasteful and difficult projects. This
will help in reducing the stress one is exposed to
during these types of
projects.
Stress is a factor that
makes managing information more difficult.
(4) Set up an effective filing system. This is very
important to help organise the information flow that
is constantly occurring and will allow time to-locate
the information when it is needed. This point will
be covered in more detail later.
These four principles can be learned through the many fine
articles and books available to everyone at the local library.
Learn them and make them a part of your daily routine.
Factor 2: Understand and Practise Stress
Management
When one is under stress, information can become the
accelerating factor. Telephone calls, messages and personal
interruptions bring parcels of information that can quickly
raise the level of stress to a point where productivity
deteriorates. The use of time management will reduce a
large amount of the stress, but the use of stress
management techniques can enhance one's ability to handle
the enormous amount of information that fills each day.
Stress can easily overcome one's ability effectively to
manage information overload, but practising stress
management techniques will allow one to excel in the
business world.
One should have outside activities. Work should not be the
only purpose one has. By developing other interests one
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