Surviving Information Overload!

Surviving Information Overload!
Wes Akin & Terri Simpson Halito! And welcome to our presentation…[introduce] [explain it is a big subject] We chose this subject because it can go largely overlooked in today’s fast-paced work environment (as well as our personal lives)[use cellphone as an example]. In the workplace, the never-ending stream of information incites a natural response to try to deal with it all, and a perception that if we cannot…we have failed. The culture this has created is largely accepted as ‘normal’ however; it is, in fact, a growing problem. By bringing some attention to it, we hope to help people recognize it, deal with it effectively, and help associates focus and be more productive. I would also like to say, that any organization who could effectively address this issue, would gain a significant competitive advantage.

Surviving Information Overload!
In this presentation, we will discuss: What is information overload? What causes it? The negative effects to you and your business And how you can start winning the battle against the flood of information in the workplace. To some degree, everyone is affected by INFORMATION OVERLOAD. Perhaps some workers more than others; but office-based personnel or what you might call, ‘knowledge workers’ are most susceptible. [survey the audience for what type of workers] In a world of advancing technology, massive data, and increasing hyper-connectivity, it is easy for employees and businesses to become overwhelmed. There is no way to completely escape it…but there are ways we can begin to effectively manage it, and SURVIVE! [click] In this presentation, we will discuss: [click]

What is Information Overload?
…being provided or exposed to more information than a person is able to process in order to make sensible decisions. “Information overload occurs when the amount of input to a system exceeds its processing capacity. Decision makers have fairly limited cognitive processing capacity. Consequently, when information overload occurs, it is likely that a reduction in decision quality will occur.” [engage] Let’s define it. [click] So this can affect decision-making, but also…it can lead to stress, unhappiness or even contempt toward your job, your boss or the organization. What is this lady saying?: [caption?] The human mind can pay attention to three, maybe four things at once. Beyond that…you begin to exercise poor judgement, you lose track of things and you lose your focus. From there it is easy to become stressed, start to feel overwhelmed or begin to make unnecessary mistakes. Imagine you’re driving down the road…do you pay attention to every single thing, every car, every building, every person that you see? Do you read every sign and billboard? No. You can’t possibly. You essentially ignore most things and focus on the road. Sure, you may glance at this and that…but for the most part, your brain stays fixed on what you are doing, because if you don’t…you could crash, right? [Walmart example]

#1 The Advancement Of Technology
How did we come to this? Why is information overload an increasing problem? #1 The Advancement Of Technology Moore’s law: An observation that originated in 1965 by Gordon Moore, founder of Fairchild Semiconductor and Intel, that projected computer processing speeds would double every two years. That projection is regarded as true to this day. [care to guess?] The number one reason this all came about is through the advancement of technology. To put that into perspective, I want to share a couple of things with you that may seem a little off track, but necessary for us to consider in how technology relates to the problem of information overload. So bear with me…

The Law Of Accelerating Returns
A theory proposed by computer scientist and futurist, Ray Kurzweil; “An analysis of the history of technology shows that technological change is exponential, contrary to the common-sense “intuitive linear” view. So we won’t experience 100 years of progress in the 21st century — it will be more like 20,000 years of progress (at today’s rate) …chip speed and cost-effectiveness, also increase exponentially. There’s even exponential growth in the rate of exponential growth.” Computer Scientist and Futurist, Ray Kurzweil (Director of Development at Google) took that one step further with his ‘Law of Accelerating Returns’ theory. As a side note: If you’ve never heard of or read this theory, I would recommend it to any business-minded person, because I believe we should be more forward-thinking. It is an interesting prediction of things to come. (Write that down) Kurzweil states… Let’s take a closer look at that…(next slide)

The Advancement Of Technology
Progress ‘Linear’ or straight line thinking is based on what we know or have experienced. Example: what we know as 10 years of progress (based on what we have experienced) is what we expect from the next 10 years, when in fact…history shows that’s not true. It is exponential growth. As you can see, in the beginning, the line stayed relatively flat…it took much longer for progress, even though it was still increasing exponentially it wasn’t very noticeable…and the perception to humans would have been linear because it took so many years to see significant change. We are now at a place where we’ve seen dramatic technological advances in our lifetimes, yet our natural intuitive perception is still linear. Time

The Advancement Of Technology
What that means is: as this continues, there will be infinitely more information, faster and easier. The amount and flow of information WILL NOT STOP…it will continue to increase. As new technologies emerge it will change how, and how much information we are exposed to. Some speculate we’ve created more information in the last 10 years than in all of human history; an estimated 30 exabytes existed 10 years ago; but since everything became digitized and more and more people gained the capability (returns, cost effectiveness), today, that number is more like 300 exabytes. (1 exabyte = 1 billion gigabytes) We thought it was important to include these things because they demonstrate the path we are on technologically and how rapidly it is advancing; it will definitely affect how much information is out there and how we receive it or are exposed to it. For the most part, it is because of the technological advances of the past 10 – 20 years, that we are feeling bombarded by information in so many ways today. Increasing amounts of information, faster and easier.

What it means… New systems, software programs and devices create/deliver MASSIVE amounts of data Hyper-connectivity puts an endless flow of information at our fingertips Anyone can share or access information instantaneously Hyper-connectivity is a monster. It is our instant connection to everything, through our phones, our , instant messaging, various little computer chips in everything, and access to the internet and systems we use everyday. Everything nowdays is bluetooth or wi-fi...and can send/receive data in real time. What is meant to create convenience can actually become a distraction or constant interruption. It can become overwhelming. As more and more people gain the capability, more information is constantly produced.

Additional Contributing Factors:
People People use Technology People produce Information Phone Calls / Conversation / Interaction Additional contributing factor: [click]can be people. [click] People use technology and continue to drive technology forward--so it’s not just technology itself; it is also the people behind it and the people who use it. People produce information, and the easier and more cost effective that is, the more there will be. Also, your normal human interactions and conversations. How often does your phone ring? How many people walk into your office in a day? Are you in an open office with other workers and something is always going on? How many interactions and conversations do you engage in as you go through your day? [can you name any other examples?]

Additional Contributing Factors:
Our Surroundings: Environment We are sensory beings; Everything we see Everything we hear Everything we smell Everything we feel or sense in any way It may not be something we really think about or realize affects us, [click] but our environment can contribute as well; [How does our environment contribute?] [click] We are sensory beings: everything we see, hear, feel, smell…if it’s too hot or too cold; if it is thundering outside; if there is a loud clanging noise from down the hall; it can divert your attention. I guess you could say technology, and people are a part of our environment, right? It all contributes to the number of things your brain tries to process at any given time.

Negative Effects/Problems For Employees
It can be exhausting! Can lead to poor decision making Slows productivity and impedes creative thought Time lost/Time wasted Added stress/pressure Low morale [click] When we’re getting hit with many things at once, we tend to try to [do what?] multitask. We don’t actually do several things at once, but we quickly switch between them. This switching of attention burns oxygenated glucose, the fuel our brain needs, at a much faster rate than if we sustain our attention on one thing. Multitasking drains our energy reserves and make us tired. So what do we typically do? –get jacked up on coffee… [click] If you are trying to deal with multiple things, or everything as it comes your way, you’re not giving yourself time to think things through…you are making quick judgments, motivated by the need for closure. You may be treating the symptoms, but not getting to the root of the problem. [click] IQs can drop by 10 points when a person is distracted or overwhelmed by and phone calls; twice that of someone who has been smoking marijuana. [click] When you can’t concentrate, you can’t get anything done.-- Researchers argue that the modern workplace induces “attention deficit trait” which is similar to the genetically based “attention deficit disorder” and carries a lot of the same symptoms. It has also been called “continuous partial attention” to describe the mental state of today’s workers. [click] The stress of not being able to process all of the information as it arrives—combined with the expectation that you will perform in your job and address everything—can deplete and demoralize a person. Good people can burnout. Those of us in leadership roles need to recognize when our associates are feeling the effects of information overload and take the appropriate steps to alleviate the pressure or steer them in the right direction.

Negative Effects/Problems For Business/Companies
Impacts productivity, performance and morale of associates. , interruptions and personal device usage = time lost Few organizations take serious action Reduced efficiency due to Information Overload costs organizations billions annually. --Taking into account all of the ways associates can be affected, you can see how that would carry over and cause problems for the organization as well. [click] Low productivity in associates could mean deadlines aren’t being met or work is not completed in a timely manner. Poor performance could keep a business from reaching its goals. Low morale might cause a high turnover rate, or a host of other internal issues. [click] They say time is money. The amount of time lost or wasted because of these things is considerable…and growing. [click] Despite all of the evidence, very few organizations take serious action against it. [click]

What can we do to keep ourselves Thinking Straight?
To help alleviate some of the negative effects, and begin a path to winning the fight against Information Overload, we must first focus on personal practices that will help improve cognitive performance and help ‘filter’ through the daily avalanche of information. What can we do to keep ourselves Thinking Straight?

Thinking Straight: Tips for Keeping Your Head Together
#1 Brain Dump Get things out of your head Write down thoughts that interrupt your workflow Once on paper, prioritize [click] Do a brain dump. [click] Get things out of your head that can be distracting. You can clear your mind by writing down everything that is floating around in your head. It will keep these things from interfering with what you are trying to focus on. It gives your mind permission to relax and focus because you don’t have to remember it all. You can let go and come back to it later. [click] Once on paper, prioritize these things into: things to do today, things to delegate, things to do this week, and things to get rid of.

#2 The Two-Minute Rule Designate time every day for small tasks that generally take you two minutes or less. s Phone calls Tidying up [click] The Two-Minute Rule: [click] Designate 45 minutes to an hour, every day, to plow through small tasks that generally take you two minutes or less. This can be s, phone calls, tidying up…all of the little things that can get in the way during your day. Just knock them all out at once. By clearing small tasks in scheduled chunks, it will free up time, minimize interruptions, and help you focus on bigger projects.

#3 DO NOT multitask! Our brains use oxygenated glucose as fuel Staying engaged in a centrally focused mode uses less energy [click] DO NOT, DO NOT, DO NOT Multitask! [click][read slide] Switching between tasks, or making a lot of little decisions while multitasking expends more of the brain’s fuel, oxygenated glucose, and can make a person feel exhausted, disoriented and anxious. It can wear you out. I know sometimes we feel we have to do it, or we don’t have a choice…and it’s true, sometimes we have to do it, but whenever you can, you have to STOP, reset, and focus on one thing at a time. Again…multi-tasking is BAD.

#4 Lump together similar tasks Completing similar tasks is another way of being efficient with your mental resources. Get more done and finish with more energy [click] [click] If you have several invoices, reports or procedures that are alike, do them all at once, if possible. It keeps you from jumping from one type of task to another, or getting distracted by something that requires a different mindset. Keep your attention on one type of task at a time. [click]

#5 “Eat the Frog” first thing in the morning At the beginning of the day, gumption and glucose are at their highest levels. Important or difficult decisions or problems should be addressed at the beginning of the day. [click] We have all heard the term, ‘Eat the Frog’. Well, it’s true. [click] [click] We start each day with a reserve of energy for that day. Every decision we make consumes glucose and draws from our energy. So, whatever the most unpleasant thing to do is…do it in the morning when your energy level is highest. Otherwise, you may find yourself dreading it, avoiding it, putting it off…and the whole time, you’re still thinking about it. Just having the thought looming over you throughout the day can distract you and keep you from focusing on other things. [click] …then the rest of the day becomes easier.

#6 Take Breaks 15 min breaks, every couple of hours Relax and allow your mind to wander Avoid social media during breaks [click] Associates tend to eat or go for more caffeine when feeling tired, but what they really need is just a break. [click] Associates who take a 15 min. break every couple of hours tend to be more productive and energetic…BUT, breaks should allow the mind to relax and wander while doing things like walking, staring out the window, or listening to music. It varies from person to person. Now, you may not like this…[click] Facebook and social media are not good because [what are you doing?] you’re switching your attention through several different things and continuing that fractured or partial attention…the very thing you need a break from. So, avoid social media during breaks.

#7 Limit the distractions of Set aside times during the day for Turn off or close to avoid being interrupted Even unread can be a distraction [click] is one of those monster applications that throw information at you every few minutes. [click] If you will set aside specific times during your workday for checking , and force yourself to turn it off or ignore it otherwise (that is difficult, I know) you can avoid being constantly interrupted. It can take up to 25 minutes to return to a task or recover from stopping to read an . [click] If you keep your open, just having the opportunity to multitask can have effects on your cognitive performance [click]…having an unread in your inbox can cut points off your effective IQ. It’s distracting. Monitoring is one of the most difficult habits to break but, if you possibly can, it can be perhaps one of the most liberating as far as time management.

#8 Only spend as much time and effort on a task or information as it is worth Conserve your brain’s energy Don’t go overboard on things that don’t mean that much. [click] [click] If you’re organizing papers, reports or documents, there is no need to spend all of your time and effort creating folders, labeling and color-coding, alphabetizing and sorting—unless you need to access them all of the time. If not, just throw them in a box and when you need something, go look for it. That goes the same for incoming information…if it’s not that important, don’t waste your time. Conserve your brain’s energy and save it for the really important things.

#9 Daydream Our brain has two modes: Directing mode and Daydream mode. On break or in down time, allow Daydream mode Daydream mode replenishes glucose and fosters creativity [click] I know it sounds crazy but daydreaming is a good thing. [click] Our brain has two distinct modes: Directing Mode is when we are consciously directing our thoughts; we are in control of what we are thinking. This allows us to do our jobs but our minds shouldn’t stay in one gear all day long. [click] Daydream Mode lets your mind go for awhile and thoughts meld together, even if they are not related. Daydreaming acts as a reset for our mind and it replenishes glucose we’ve spent during the day. It also fosters creativity, creating links between things we may not have seen before…from that may come solutions to problems. We should probably note that you shouldn’t sit around and daydream all day, but during your breaks or if you have some down time, it is good to relax the mind and just let it wander.

#10 Push down authority or delegate Most workers like some autonomy Empower associates to make decisions Associates know the details of their work best [click] If you are in a leadership position, don’t be afraid to push down authority or delegate tasks to those under you. [click] Let go of some control and empower your associates. Surprisingly, most workers love their jobs and welcome the chance to prove themselves or make decisions on their own. And besides, who knows about the work they are doing better than anyone? They do, because that’s what they do everyday! You’ll find that if you give them the power to perform on their own AND…(here’s the important part) if you trust, support and guide them, they will stop coming to you for every little thing, start making decisions on their own, and you will cut down on some unnecessary interruptions or extra tasks during your day. Less to think about, less to deal with.

What are some other ways we can manage the flow of information?
Technology Utilize the features of your devices features and configuration Manage data with Excel We can use technology to our advantage and essentially, “fight fire with fire” These tips are in large part about forming good work habits and require discipline and self-control. Now that we’ve discussed personal practices, what are some other ways we can manage the flow of information? [click] Let’s use technology! [click] We can use to built-in features of the devices and apps we use, [click] Take advantage of features and configurations, [click] and manage large amounts of data with Excel. [click][read]

Phones, Devices, and Apps
Alert Settings and Configuration Schedule times when you are available and communicate that to others Contacts, Calendars, and Document access [click] The easiest thing to do is to setup phones, devices and apps in a way that is convenient for you and so they help filter information or reduce interruptions. Smart phones…whether they’re your work phone or personal phone, are the biggest sources of distraction. For convenience, we set alerts for everything; but if you’re getting alerts every five minutes, how can you possibly devote all of your attention to a project or task? Applications such as a messenger, can be set to show when you are busy or unavailable. And for goodness sake…turn off Facebook! Schedule times when you are available for phone calls and communicate that to others. Manage your time so that you have periods of uninterrupted work time. Use your contacts, calendars and document access so you are working smarter, not harder. Get to know the devices and apps you use and configure them to cut down distractions and manage the information that is coming in.

Email/Microsoft Outlook
is a monster!!! Unsubscribe to feeds and that are junk Create rules and route s into folders Flagging, Task and Reminder options Calendar As we said before, as far as information coming in, is a monster!! It never stops. Having said that, Microsoft Outlook, which is what most of us use, is a very dynamic and useful program. If you get to know the features; even if that requires you to take a class or two, you can effectively manage the constant flow of information coming in. Just to name a few of the features; [click and read] When you are going through your , ‘clean house’ and unsubscribe to things you don’t want, if possible. [click and read] By creating rules, you can send s of a certain type or from specific people into folders. Outlook will automatically sort your messages as they come in. [click, read and elaborate] The Calendar mode can do wonders for your time management; scheduling meetings, setting alerts and even sharing calendars with others.

Microsoft Excel Dealing with big data… Functions and Formulas
Macros and Automation Pivot Tables Dashboard Analytics Sorting and Filtering Conditional Formatting It’s not just the information coming in…it’s also managing the information that’s already here. If you’re in a position where you have to deal with BIG data, nothing does it better than Microsoft Excel. Most software applications will export into an Excel format or you can request people send you big data in Excel format. It allows to sort, find, analyze and manipulate that data in many different ways. Most people already use Excel but it does so many things, I would encourage everyone to always explore new functionality as it will help you manage information in more efficient ways. We are not going to go into all the features or we’ll be here a few days, but to name a few; [click]

Additional Tips Electronic File Management
Keep files/folders organized and maintained Use a standard format for files/folders Educate yourself Take classes or attend training Learning & Development YouTube Ask people who know L&D offers classes in related subjects to help you in the workplace; Productive Work Habits; Stress Management; Microsoft programs like Outlook and Excel.

It is important to acknowledge:
You can’t possibly process all of the information that you are exposed to. You can’t possibly give your complete attention to every issue. That’s OK…nobody can [read slide] Once you come to terms with this reality, it becomes easier to pick and choose what is important to you and your job; to begin establishing good work habits that will help you manage the right information and perform better, while you let unnecessary information go. In order to be efficient, productive and thorough, we must FILTER through information, taking only what we want and need or what is useful or important to us. Successful filtering habits can help you win the battle against Information Overload.

WIN! Summary Technology/People/Environment contribute to the problem.
Trying to deal with EVERYTHING leads to inefficiencies and bad habits. Causes problems for employees and businesses. Good work practices and working smarter can help us work more productively. And that is how we To summarize: [click] Technology, People, and our environment all contribute to the amount of information we are exposed to….more information than could ever possibly process. In trying to do so, [click] we may develop bad habits of time management, attempt to multitask, or allow interruptions that keep us from working efficiently. [click] This can cause problems for both employees and businesses that cost time and money. [click] Through good personal work practices and by utilizing technology we have, we can avoid Information Overload and work more productively. [click][click] WIN!

Questions/Comments?

References: Shafer, Diana. The Negative Effect of Information Overload and What to Do About It. Bizzuka Blog. 27 Dec 2013. Shin, Laura. 10 Steps To Conquering Information Overload. Forbes. 14 Nov 2014. Hemp, Paul. Death by Information Overload. Harvard Business Review. Sept 2009. Speier, Cheri, Valacich, Joseph, Vessey, Iris (1999). The Influence of Task Interruption on Individual Decision Making: An Information Overload Perspective. Decision Sciences. Pg 30. Wikipedia. Information Overload. Kurzweil, Ray. The Law of Accelerating Returns. If

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