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Understanding THE PROBLEMS Of Information Overload

In this newspaper we reviewed about Understanding information overload and the common factors behind information overload, the disadvantages of information overload for an organization, managing information stream in order to minimize the effect of information overload for the organization, the role of information professional to triumph over the info overload remove the useful information. Desire the viewers will benefited.

Information Overload can be an increasing problem both at work and in life generally. It is a state where the amount of available information is so frustrating one is struggling to effectively process and utilize it.

Information overload is intuitively apparent inside our daily lives. Walking any block, we can rarely measure the amount of information we are exposed to. Information strikes us from all directions, newspapers, television, tone of voice mail, cellular phones, email, electric memos, and the internet, to mention a few. This increase in information, combined with the factor of change in many areas of our lives, can lead to an unhealthy result.

Information Overload is if you are trying to cope with more information than you are able to process to make practical decisions. The result is either that you either delay making decisions, or that you make the incorrect decisions.


Understanding Information overload

The first documented use of the phrase "information overload" was utilized by the futurologist Alvin Toffler in 1970, when he predicted that the rapidly increasing amounts of information being produced would eventually cause people problems. Heylighen (1999) known, "People exposed to the swift changes of modern life may develop a condition of helplessness and inadequacy. "

Nelson (2001) defines information overload as the incapability to obtain a form of knowledge from an enormous amount of information for just one reason or another. Information overload can take place for just one of the reasons:

1. Not understanding the existing information

2. Being inundated by the necessity to absorb huge amounts of information

3. Not knowing if the needed information is out there or not

4. Not knowing where to have the information

5. Knowing where in fact the information is but have no access privilege

Causes of Information overload

Information overload was experienced long before the looks of it and electronic devices. Grievances about "too many literature" echo over the centuries, from when catalogs were papyrus rolls, parchment manuscripts, or hands printed. After Producing innovation catalogs were produced and accumulated in unprecedented quantities, and, given their drop in cost, many more readers than before got access to more catalogs than they could read.

In the web era where an incredible number of smart phones and gadgets are sold every day, zillions of a great deal of data are being produced. Thus making people spoilt for selections. With a touch, one can simply get nearly every data from any part of the world. The pace of production of different types of data such as information, text, multimedia system and graphs is breathtaking. For instance: YouTube where a day of video has been uploaded in every minute and the speed is increasing day-to-day. There are an incredible number of sites is there and even the IP address is going to be exhausted. One could imagine the quantity of electronic data that's available to break down.

Organizations accumulate a huge amount of information about its inner procedures and resources. Fifteen years ago only mobile, fax and post mails were used for communication. There is a general upsurge in business communication by speech mail, e-mail, internet and online conferencing in addition to the above mentioned traditional methods which results information overload.

Disadvantages of information overload for an organization

Too little or too much information is not good for an individual and a business. An excessive amount of reduces their ability to focus effectively on the main emails. People facing information overload sometimes make an effort to cope by ignoring some of the communications, by delaying responses to messages they consider unimportant, by answering only parts of some announcements, by responding inaccurately to certain text messages, by firmly taking less time with each message, or by reacting only superficially to all messages.

Persons subjected to excessive amounts of information are less fruitful, susceptible to make poor decisions, and risk troubled serious stress-related diseases. He becomes highly selective and ignore a large amount of information or quit and don't exceed the first results oftentimes, need more time to reach a decision, make errors, have complications in identifying the partnership between your details and the entire perspective and spend your time.

Information overload affects-and afflicts-both individual knowledge workers, battling to perform their careers while drowning in data, and complete office organizations, whose productivity and customer care suffer as a consequence.

The great quantity of information we enjoy today comes at a price. Less clear is the marvelous invisible cost it imposes on the business all together. In one analysis, for example, people got typically almost 25 minutes to return to a work activity after an email interruption. Another research discovered that time lost to handling unnecessary e-mail and dealing with information interruptions cost Intel almost $1 billion per annum. An article in the Oct issue of HBR, discovered that forcing knowledge personnel to take every week breaks from email and other work distractions advanced performance. Information Overload on a business is to comprehend all the lost opportunities it causes and inefficiencies produced.

The amount of information has increased for several reasons: there's a general upsurge in business communication, in-company and with customers and suppliers; movements such as globalisation and deregulation increase competition; companies are downsizing and fewer secretaries are employed to protect people from information; more outsourcing means a wider selection of other companies with which it's important to communicate. There's also more ways to converse: by fax, tone email, e-mail, internet and online conferencing, in addition to the more traditional methods, telephone, conferences, post and telex.

The cost to business

Time is wasted. People spend too much time looking for information. 38% of managers surveyed waste "substantial" amounts of time just looking for information. Factors like the holding of data files in several software types and the swiftness of the internet at critical times of day contribute to this. Decisions tend to be delayed: 43% of respondents though that decisions were delayed and otherwise adversely affected by "evaluation paralysis" or the lifestyle of too much information. 47% of respondents said that information collection distracts them off their main obligations. They find it difficult to develop strategies for dealing with the info they retrieve. It is interesting to assume the potential upsurge in production if all distractions were removed.

The individuals costs

The study determined for the first time that information overload contributes to stress. Two out of three respondents associated information overload with anxiety with acquaintances and lack of job satisfaction. 42% attributed ill-health to the stress. 61% said that they have to cancel interpersonal activities consequently of information overload and 60% they are frequently too fatigued for leisure activities.

National differences

In general we were holding not regarded as of great significance. Managers in the USA and the United Kingdom get the most unsolicited information. Asian managers appear to need less information to make decisions: only 9% stated to need "enormous amounts" of information weighed against 31% in the United States. Their major decisions may be produced through intuition to a greater extent. More USA managers (39%) agree that they are affected stress than those in the UK and Hong Kong. People can't develop effective personal strategies for handling information.

Faced with an onslaught of information and information channels, they have become unable to develop simple regimens for managing information. Technologies for managing information tend to be the challenge, not the perfect solution is. They are able to create the "M25 effect": more lanes just means increased traffic. People create and distribute because they can, not because it's useful. Intranets may become like the internet - filled with home-made home internet pages and dead links. "Intelligent providers" frequently do not live up to their name.

Current research suggests that the surging level of available information-and its interruption of people's work-can adversely have an impact on not only personal well-being but also decision making, creativity, and productivity. In one study, for example, people required an average of almost 25 minutes to come back to a work job after an e-mail interruption. That's bad information for both individuals and their organizations.

There's wish, though. Innovative tools and techniques promise alleviation for those folks fighting information inundation. Some are scientific solutions-software that automatically kinds and prioritizes incoming e-mail, for instance-designed to regulate or divert the deluge. Others prevent people from drowning by getting them to change just how they respond and think. Who recognizes: Maybe someday even I am going to enjoy swimming in the powerful currents of information that now threaten to take me under.

Before we may take action / establish the procedure to reduce the negative effect of information overload, we have to do the examination of information moves both individual and organisation. Not only for electronic information source such email, but also for spoken words, reading literature and talking to friends and family. The evaluation is started out with identification what information we need based on our key information areas, whenever we need the info, to whom we should exchange the info with (information showing), and just why we need the information and how exactly we turn the info into results.

After understand the information flow, we will be able to establish/construct the 'method" of information handling which involves filtering, information pruning, time management, to-do list and marketing the utilization of current technology as information organizing and distributing tool. You will discover two types of filtering information i. e. specialized filter and daily communication filter. The technical filtration system is simpler to manage as once we set our inclination it will work accordingly. A good example of technical filtration system is filtering function that is available in e-mails. Filtering daily communication is more challenging because it relies much on the problem and current chat at that time. Every reaction to another person can be an indication of what you would like to hear or not listen to during the remaining dialogue. We often think that the information is important/useful for the recipient that actually not from recipient perspective. Filter major our thinking and test if the new information is important. However, the filtration system should not be too rigid, as it may exclude coincidences. We won't unintentionally stumble across information, as is often part of queries on the internet.

As regards of second information circulation, we can determine more quickly to simply stop receiving it if the info is merely "nice to know" instead of "need to know". We will not miss anything even as don't use this info to make decision. Besides that, this less important info will leave us less time for important information. There is a tool for complex pruning such as establishing the expiry day and which action should we take e. g. record, cancel, delete, etc.

Time management is important as time is definitely in exceedingly brief source. We never enough with the time that we have. Therefore, attention and attention are essential aspect in time management. With full attention and focus the time put in for taking care of information is better.

Because we have to remember a lot more, we need an aid i. e. to do list of actions so that people can keep tracking what things we still need to do/negotiate. This practice exclusively gives us a lot of added value. Besides the to-do list, additionally it is good if we also make "not-to-list" so that when the time come, we are prepared.

Nowadays with high technology we can enhance the IT to help us to organize and distribute the information.

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