What YOU can do about Information Overload Day

What YOU can do about Information Overload Day 2013 group discussion Oct. 21, 2013 This is a starter for your presentation to your group – modify and expand it to meet your needs! http: //www. iorgforum. org

Information Overload • Worst productivity problem, the world over – Comprising Email Overload and Interruptions – Costs knowledge workers about 25% of their workweek – Undermines creativity and organizational processes – Makes us all miserable • Time to do something! – There are many fixes, once you know what to fix – First step is to understand what’s causing IO in your group – You’ll be surprised at what you may find! http: //www. iorgforum. org 2

Causes of IO to look for • Work processes that generate unneeded email • Lack of clear expectations related to response time • Lack of guidelines – who to copy on what? • Mistrust that causes behaviors like CYA and Reply All • Lack of leadership • ? • http: //www. iorgforum. org 3

Group level solutions to consider • Define a “group contract” about required response time to email (especially outside of work hours) • Agree on subject line hashtags, e. g. #Hot, #FYI, #Action, #NRN (No Response needed) • Define when to use To and when to use CC • Limit use of “All hands” distribution list • Remove the Reply All button from the interface (quite doable – ask IT – and proven effective) • ? • http: //www. iorgforum. org 4

Personal tips to consider adopting • Only read email in a few preset time slots in the day! • Turn off all those distracting “You’ve got mail” alerts • Never use your Inbox as a To Do list! Once you open a message, handle it and move it out of there • Look at the many software tools available to help you sort, file and prioritize your mail • ? • http: //www. iorgforum. org 5

Driving the change: caveats • Prepare and communicate a value proposition (business case) for adopting the proposed change(s) • Role model the desired behavior and lead! • Assign an owner to track progress over time in the group – this is not a “launch and forget” fix • Look beyond the immediate issue to the underlying cultural causes • Ensure solutions you apply are matched to the organization’s “DNA” • Schedule a group meeting to discuss the harvested benefits http: //www. iorgforum. org 6

Let us know how you do! • The Information Overload Research Group wishes you success – and would love to hear how you do • Connect to us via http: //www. iorgforum. org • Feel free to browse our resource center at http: //informationoverloadresources. com • Good luck – and pass the word around! http: //www. iorgforum. org 7