This year, 2008, may be
The Year of Information Overload,
rather than new technology.
Because, in this competitive, global-village, information-based, IT-enabled economy in which we work, organisations are Information Factories, giving, grinding and getting more and more information.
It seems to be increasing at a geometric rate, and we're not just talking about information available via the Web.
What are the real costs of Information Overload or InfoLoad where, for example, we have hundreds of incoming emails arriving daily, with every probability that this will increase in 2008?
It would be one thing if all this information were relevant, reliable and rapid, but a large part of it is not, and lacking in real value.
It's not what this Part 1 on Information Overload Help is about, but what might be needed is an Information Resource & Knowledge Manager, who would, as a key responsibility, act to cut InfoLoad. Such an overall responsibility may happen when InfoLoad reaches a tipping point, when the high cost of irrelevant and poor quality information is uncovered.
Until then, there are things that might be done, starting with a recognition of the Five General Causes of InfoLoad:
1. The View of Information as a Free Good
When you give or get an email, telephone call, written report or letter, or have a meeting, it's costing you and the other person(s) time and therefore money. It's not free, so is it relevant & required? What's the purpose? Can it be made shorter, or more structured, so as to be easier to process? In fact, is it needed?
For example, do you ever give or get something along the lines of "you might find this interesting", or turgid, complex, Victorian Novel type of letters that need to be read three times? What can you do about this?
2. Ritualistic & Indiscriminate Information-Giving
Does this happen in your organisation; the organisational version of Junk Mail? Can you influence it? What about your external and internal customers; does the information you give and they get provide net value both ways? Is there a need to audit the Information Net-Value
of routine internal & external information flows?
3. Lack of Explicit Goals & Objectives (EGOs)
There should be a purpose, goal, or objective in getting and giving information, and the more explicit it is, the better. It's likely that, of those hundreds of emails you send/receive, many have questionable value. Is there a need for a short course and/or dialogue on Giving & Getting Email?
However, it's also business information systems and business processes where the real, ingrained InfoLoad is lurking, and where explicit goals & objectives (EGOs) in information may need to be assessed. For every information flow that you receive and send, you may need to ask: what purpose is served; what's the added value?
4. Everything but the Kitchen Sink
Often, we get and give much more information than is really needed. This is because the Information System has the functionality to give it to us, and so we're given everything but the kitchen sink. That is, everything we need, and then some. The user/client might have a need for this information, so let's give it them. The Technology Tail is wagging the Business Dog.
The evidence is that giving 'em the kitchen sink, and thus bringing about InfoLoad, has a negative impact on decision making quality.
So again, we might consider Information Net-Value.
5. Ineffective Organisation
This asks whether:
- The individual knowledge worker, manager and executive
is effectively organised. - The business organisation itself is effective and fit for purpose in its structure and culture.
- Business Information systems are aligned & integrated.
- Business processes avoid duplication and make-work.
- Data is integrated, administered and managed effectively.
In Part 2 we'll look at the Effects of InfoLoad,
and in Parts 3 & 4 we shall take a better look at Remedies.
In the meantime:
What's your experience with InfoLoad?
What are the big causes of it for you?
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