I need to absorb lots of info to stay on top of my job, but I'm struggling with 'info overload'. What can I do?
In today’s fast-paced working environment, the ever-growing number of resources at our disposal means that it is easy to be overwhelmed with information. Many people believe that the solution lies in ‘getting busy’ – in other words, ‘doing’ rather than absorbing information – but the reality is that by taking on more activity, you are less likely to feel ‘in control’.
That doesn’t mean you should ignore information presented to you. Instead, take time to organise the material you have so that the relevant aspects are easily accessible. One way to do this is to focus on what you already know and what you need to know. With this in mind, scan documents to look for key sections. Mark out those where the headings relate to what you need to absorb and ignore the rest. It can save hours of work.
When you look at your selected information in detail, try speed-reading. Focus on the first and last sentences of paragraphs and only scan the middle. As you are dealing with a subject related to your day-to-day work, you should find that you retain critical facts. You are also likely to naturally return to sentences dealing with issues that are unfamiliar.
Research also suggests that information overload is not just caused by the amount of job-specific content you need to absorb. Much of it is also caused by having a variety of tasks to complete. If this is a problem for you, make sure your desk is always clear. Only have papers or publications on your desk for the task you are currently working on. In other words, follow the principle of ‘out of sight is out of mind’.
Evidence also points to emails as a major cause of information overload. Of course, they now form such an integral part of working life, but that doesn’t mean that every email is important. To help reduce overload, think about how you use emails. There is a natural tendency for people to reply, so if you don’t want huge amounts in your inbox, don’t send any unless absolutely necessary. You also don’t have to read every item in detail – many systems allow you to read the top part of an email without actually opening it. Just ask your IT team, if you are unsure.
Ultimately, you are more likely to stay on top of your job if you take the time to assess what is relevant and what can be discarded. You don’t have to absorb everything, but the more organised your approach to the information at your disposal, the easier it will be to manage information overload.
Immediate help at the click of a mouse
Want to find out how CMI can help?
Management Direct – an online resource for managers which provides access to practical advice and guidance, downloadable resources, videos, podcasts on all of the latest management thinking
Online community – engage with other managers, pose questions, share your knowledge and expertise and seek advice from experts
CMI Qualifications in Management and Leadership – portable across functions and sectors opening up more career opportunities for you CMI qualifications cater for all managers from those starting out in their career through to senior managers.
