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10 Ways to Tame Information Overload
by Dale Collie
"Knowledge is of two kinds. We know a subject
ourselves, or we know where we can find
information on it." Samuel Johnson 1709-1784
Information overload causes a lot of workplace
stress--too much email, voice mail, internet
connections, electronic reports, digital images,
cell phones, text messages, pagers, PDA reminders,
laptops, power point programs, recorders, MP3
players, bridge lines, video conferences,
teleseminars, and many more. How do the savvy
leaders sort through the noise and capture exactly
what they need to succeed?
We've always had more information than we could
possibly digest. Technology has helped us
overcome the traditional problem of finding the
data we need, and technology can help us control
and access knowledge in ways to make it
meaningful.
Good leaders and managers are all knowledgeable of
technology resources. They surround themselves
with experts if they cannot embrace the entire
scope of their assets, just as they depend on
experts in finance, sales, and manufacturing.
Successful leaders don't suffer information
overload because they know how to manage data as
well as they know how to manage any other aspect
of business. It's safe to say that managers who
do suffer information overload are actually a
victim of "techonology underload" -- an inability
to keep up with the tools available.
Every good leader must show a willingness to be
prepared in these eleven areas.
What's in your toolbox?
Not every company can have the latest in hardware
and software, but do you know what is being used
in your own company and among your customers,
competitors and suppliers? Get a complete list of
what's working and what's not. Get your own
experts to brief you and everyone else in your
organization.
Tools to Acquire
Misunderstanding available technology is a primary
cause of technology underload. How can you use
the tools if you don't even understand the tools
that have been invented. Subscribe to technical
journals and listen to the experts.
After you know your tools and what's available,
you need to decide which hardware and software you
should acquire. Buying the wrong equipment will
increase your technology underload instead of
bringing you up to speed. You'll be stressed with
the expenditure and the results. Get good advice. It isn't free.
Discomforting Technology
Not everyone is comfortable with learning new
technology, but long gone are the days when people
jokingly described themselves as being computer
illiterate. Most people have learned to avoid
such statements because they know their careers
are on the line. Overcome your aversions and
increase self-confidence by learning more about
the tools and how they can make your job easier.
Training
Once you understand the tools you have, you'll
need to get competent training on what they are
designed for and how to use them. Both hardware
and software provide everything you need to do the
job, but it's up to you to learn how to turn the
knobs and punch the buttons. Get professional
training for the people responsible for getting
the job done, and learn enough to know how to
challenge them.
Do It Yourself
Make your needs known. Most companies will pay
for the training. If corporate training is just
not available, invest in your own education. You'll improve your
performance and your value to
the company while alleviating the perceived
information overload.
Contact Management
PDAs and computer software such as ACT! can
alleviate your feeling of overload. These tools
help you note the who, what, when, where, why, and
how of all transactions. Give up trying to
remember everything and rely on these contact
managers. Make the investment yourself if your
company cannot do so.
E-Communications
Don't limit your communications to email. Educate
yourself on how to use e-zines, newsletters, web
sites, blogs, bridge lines, web cams,
teleseminars, webinars, meeting scheduler, mail
merging, text messaging, email to hard copy
delivery, e-postcards, and instant messaging. Get
the latest and best in spam filters, anti-virus
programs, and firewalls. Hide your computer from
others when you search the web, and wipe your
computer clean with a program to eliminate
tracking cookies and spyware--a lot to learn, but
just tackle them one at a time. For dozens of
ways you can jump ahead, search Google for
e-communications.
Research Tools
There's no reason to be uninformed on any subject
now that so much information is posted on the
internet. You can research anything, from
molecular biology to art and architecture, from
lesson plans to homework. Use the free search
tools such as Google and Yahoo! If they don't
meet your needs, buy into special data banks such
as MarketingSource.com. Start with Google.com and
explore these areas of technology or a field of
interest on the amazing web. Your challenge won't
be finding the information; it will be deciding
which information is reliable.
Conference Tools
Bridge lines are the modern-day conference calls. Everyone
concerned calls
a designated number and
gains access with a pin number that you provide. Caller
participation can
be set for lecture,
limited voice access, or a free for all. You can
make recordings for distribution of the entire
call. The number of participants and length of
call depends on the program. Find out all about
this technology by searching Google for telephone
bridge lines.
Collaboration Tools
It's no longer necessary for team members to
gather in a room to get the job done. The
internet and other e-communication tools permit
meetings from around the world. One web site
shows more than fifty different tools available
for putting great minds together. Search Google
for "collaboration tools" +vendors (use the
quotation marks and plus sign as shown). You'll
find more than 275,000 sites with the exact tools
you need for corporate, academic, or social
collaboration. Missing out on this type
collaboration is like throwing away a winning
lottery ticket.
Get the tools and get the training. If you're
stressed from information overload or technology
underload, the only thing holding you back is a
willingness to embrace the hardware and software
available. You don't need the most expensive or
the newest, but you do need to get started. Do
whatever is necessary to expand your knowledge and
ability or you'll find yourself left behind.
Find out more about how to control the top ten
workplace stressors by emailing MailTo:toptenstressors@c...
*************************************************
Dale Collie speaker and author -- former US
Army Ranger, corporate president, and professor at
West Point. Selected by "Fast Company" as one of
America's Fast 50 innovative leaders. Author of
"Frontline Leadership: From War Room to
Boardroom," and "Winning Under Fire: Turn Stress
into Success the US Army Way," (McGraw Hill).
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BUSINESSMATE EZINE is published and edited by
Jess Guim, MCSE. |
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