Information Overload Strategies


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Deals with the phenomenon of information overload or email stress in today\'s information rich business world.

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  • The amount of digital information created in the world – from emails and instant messages to customer records, digital phone calls, compound documents, photos, blog entries, Web pages, Podcasts, , video streams, and so on – will grow 10-fold in 5 Years. During this same time, despite the digital tsunami, the amount of paper produced in the world will grow an inexorable 2% a year, passing 41 trillion pages in 2009. ii The output from electronic printers, scanners, fax machines and copiers alone will total more than six trillion pages. Combined, the total paper and digital content in enterprises, governments, schools, and small businesses around the world will grow 67% a year between now and 2012.
  • A search for the term „information overload“ on google yields 2.8 Million Links. In 2008, this figure was just above 1.7 Million. Companies like Xerox and Siemens are even going to the extreme to raise awareness for the problem by spending mega-bucks on advertising (Siemens youtube videos) their solutions or in the case of xerox even making up diseases that actually don't exist (IOS – Information Overload Syndrome).
  • Have to mention also the notifications of twitter, facebook etc. Also: According to the survey of over 180 senior managers, conducted by the Henley Management College, three and a half years of a working life spent emailing are a complete waste of time, since 32% of messages read and sent are considered irrelevant. Green line: percentage of spam vs normal mail
  • Turn off intrusive alerts. Anything that pops up, flashes, or goes "ding!" will interrupt you when you're trying to focus and will trigger a response to check your email. · Set your email client to display just the title and first few lines of the email, so you can easily decide if it really is important enough to deal with right now. · Use other tools. Twitter and instant messaging (IM) are both better for asking short questions of chosen groups. Wikis are better for collaborating on documents. Blogs are better for publishing information and having informal conversations. · Send fewer emails. Do you need to hit "reply to all"? · Schedule your email. Set aside time each day to deal with your inbox and ignore it for the rest of the day. Most people check first thing in the morning and late afternoon. Checking emails is a compulsion! People WANT to check...
  • Can mention antispam – whitelabel real mail devices from communicasia
  • How bad is information overload? In a global survey IDC conducted last year, we found that 75% of workers in more than 1,000 large organizations said they suffered from in- formation overload. Of those, 45% said they were “over- whelmed.” In the U.S. research conducted late last fall for the IDC white paper There are similar results. Nearly 60% said more than half the time they are suffring with IO
  • Frustration: cannot find the information I seek. Missing solutions: A person without Hope for solving an issue won't even see the issue in the first place.
  • In a study: The influence of self-esteem and locus of control on perceived email-related stress
  • Lack of discipline youtube link: Lack of overview we cannot solve directly. Only indirectly, so have to do some sub steps The chart is from the Karen study in Glasgow university Historical change: communicatio nemthod – task distributiron: Discipline: Folder Structure, Newsletters, Timing, Decisions
  • Top down management: Intel had a email free friday. Other email free wednesday. Unification of all staff members in one virtual team, sharing of information with individual right permissions. Complete accessability of the system and viewing of status and responsibilities from anywhere at any time.
  • Information Overload Strategies

    2. 2. Overview  The Facts  The Factors  Consequences ©  Possible Solutions  An Outlook
    3. 3. Information Overload Strategies Fact 1:Growth of Enterprise Information Total Exabytes (1 Exabyte = One Billion Gigabytes) Produced Worldwide a Year (Digital and Paper):700600 580500400 h wt G ro al In Exabytes nu300 An % 67200100 75 0 2007 2011 © by Toby Ruckert. All rights reserved.
    4. 4. Information Overload Strategies Fact 2:Views of Business Leaders "Information overload basically slows me down..." Larry Bowden, Vice President IBM "I am convinced that I never get to look at the right things - I am just making educated guesses." Amy Wohl, Wohl Associates "IO dramatically impacts productivity." Doug Heintzman, Director of Strategy IBM Lotus Software "We could stop working today and still have work for two, three years." Michel Fombellida-Lopez, Director European Patent Office © by Toby Ruckert. All rights reserved. WWW.AMT.IN
    5. 5. Information Overload Strategies Fact 3:Growing Awareness for the IO Issue Logos are © by their respective Owners. © by Toby Ruckert. All rights reserved. WWW.AMT.IN
    6. 6. Information Overload Strategies The Facts - Summary• Growth of Information is over proportional, but we arenot processing so much information so quickly• Business Leaders and Managers have already given upand are compromising by „guessing priorities“• Worldwide Research Initiatives for IO are springing up,indicating that Information Overload: = A serious threat to the Economy © by Toby Ruckert. All rights reserved. WWW.AMT.IN
    7. 7. Information Overload Strategies Source: Taroby International Limited, 2009 © by Toby Ruckert. All rights reserved. WWW.AMT.IN
    8. 8. Information Overload Strategies% Factor 1: Communication Types60 Percent Respondents Saying the Information Type Contributes Most to „IO“ Contributes Most to "IO" And Percent Saying They Deal with the Information Type Most „Frequently“: Deal with "Most Frequently"5040302010 0 Email Documents (Paper) Calls/Mail Forms (Paper) Documents (Digital) Web Site Info Forms (Digital) Instant Messages © by Toby Ruckert. All rights reserved. WWW.AMT.IN
    9. 9. Information Overload Strategies Factor 2: Information Relevance Worldwide Spam Trends (Daily Average Volume) – in Billions: Screenshot of Typical Junk Messages:160140120100 80 60 40 20 0 2002 2004 2005 2006 2007 2008 2009* Figures are Average Daily/Yearly and Estimates. *Projection. Screenshot © by Taroby International Limited. © by Toby Ruckert. All rights reserved. WWW.AMT.IN
    10. 10. Information Overload Strategies Factor 3: Information Reliability How Much Do You Trust The Following Information Sources? Email from people you know 77% „20 to 40 percent of new Consumer product ratings/reviews 60% profiles on Facebook Portals/search engines 50% could be fake.“ Yellow Pages (not online) 48% Neil Cook from in a Research Report, 2009 Print newspapers 46% Social networking pages (known people) 43% Radio 39% TV 38% Wikis (e.g. Wikipedia) 33%Social networking site (company or brand) 18% 0% 20% 40% 60% 80% 100% Logos are © by their respective Owners. © by Toby Ruckert. All rights reserved. WWW.AMT.IN
    11. 11. Information Overload StrategiesFactor 4: Interruptions „It takes an average of 64 seconds to recover your train of thought after interruption by email.“ Karen Renaud, Glasgow University WHAT THIS MEANS: People who check their email every five minutes waste a whole working day (or 8.5 hours a week) figuring out what they were doing moments before... © by Toby Ruckert. All rights reserved. WWW.AMT.IN
    12. 12. Information Overload Strategies What Is More Frustrating?(A) Being Stuck in Traffic On The Way To Or From Work(B) Not Being Able To Find Information You Urgently Need © by Toby Ruckert. All rights reserved. WWW.AMT.IN
    13. 13. Information Overload Strategies Factor 5: Frustration 58% 42%Not Being Being StuckAble To Find in Traffic OnInformation The Way ToYou Urgently Or FromNeed Work Comic © by Jupitercreations © by Toby Ruckert. All rights reserved. WWW.AMT.IN
    14. 14. Information Overload Strategies Do YOU suffer with IO?(A) I sometimes feel overwhelmed with Communication, for example in the case of Emails. („Email Overload“)(B) I dont feel like being overloaded and have my workspace well under control.(C) I do know what youre talking about. I feel overloaded all the time. © by Toby Ruckert. All rights reserved. WWW.AMT.IN
    15. 15. Information Overload StrategiesFactor 6: Acknowledging the Fact 80% 70% 33% 60% 50% Load 62% 40% Frequency 30% 5% 20% 10% 0% Some IO NO Overload Overloaded Overloaded Overwhelmed © by Toby Ruckert. All rights reserved. WWW.AMT.IN
    16. 16. Information Overload Strategies The Factors - Summary• Too many different Communication Methods• Too much information with too little Relevance,too little Reliablity and when needed: difficult to find• Interruptions cause Errors and Lost Time• Lack of suitable IT solutions addressing IO,leading to more Frustration Information Overload: The Factors are a Fact. © by Toby Ruckert. All rights reserved. WWW.AMT.IN
    17. 17. Information Overload StrategiesInformation Overload Syndrome Please click here to view the video... © by Toby Ruckert. All rights reserved.
    18. 18. Information Overload Strategies Consequences ...The Priority To Manage IO Increases: 40% Extremely critical or critical 47%When The Decision Accuracy Decreases... 32% Moderately critical 36% 27% Criticality to Business Slightly or not critical 17% Effectiveness at Handling 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50% © by Toby Ruckert. All rights reserved.
    19. 19. Information Overload Strategies „Email is the thing that nowcauses us the most problems in our working lives.“ Karen Renaud, Glasgow University © by Toby Ruckert. All rights reserved.
    20. 20. Information Overload Strategies „Email Overload“ How Often Do You Check Your Email? 40%• Historical Change in 35%Email Usage 30%• Lack of Discipline and 25%Lack of Overview 20%• Missing Software Solutions for 15%effective Team Collaboration 10%• No Communication 5% Protocols 0% < 15 minutes < 30 minutes Every hour Every few hours or lessand Processes defined © by Toby Ruckert. All rights reserved. WWW.AMT.IN
    21. 21. Information Overload Strategies P o s s ib le S o lu t io n s• Acknowledging the IO issue Top-Down• Unification of all Communication based InformationSources in one System (Unified Communications = UC) → then „making sense of it all“• Globally Unified Team Access, Sharing RightsManagement and Collaboration• Unified Structure and Processes• Separating Internal and External Communications• Establishing proper Communication Protocol• Discipline, Awareness and Self-Motivation by Gamification WWW.AMT.IN © by Toby Ruckert. All rights reserved.
    22. 22. Information Overload Strategies“The US economy alone loses over $900 billion every year through so-called Information Overload.“ Basex Research Institute, 2010 © by Toby Ruckert. All rights reserved.
    23. 23. Information Overload Strategies “For a company with 500 information workers,thats over $7 million per year.“ IDC Whitepaper, 2009 © by Toby Ruckert. All rights reserved.
    24. 24. Information Overload Strategies The cost for small/mediumsized companies is on averageUS$ 542,569 / year (±100 staff). SIS International Research, 2008 © by Toby Ruckert. All rights reserved.
    25. 25. Information Overload Strategies That is 25%of all Working Time... © by Toby Ruckert. All rights reserved.
    26. 26. Information Overload Strategies…how much is it costing your clients? © by Toby Ruckert. All rights reserved.
    27. 27. Information Overload StrategiesThank you for your Attention!Comic © and courtesy Joy of Tech Follow me on Twitter: @tobyruckert © by Toby Ruckert. All rights reserved.
    28. 28. Information Overload Strategies Sources & References• IDC Whitepaper and Research• Forrester Research, Plantronics Research• SIS International Research, Basex Research Inc.• Wikipedia, Google, McAfee, Symantec, Xerox, Siemens•,,• Henley Management College, Glasgow University• Own Surveys (@tobyruckert), © by Toby Ruckert. All rights reserved. WWW.AMT.IN