What is information overload?^[1]

One of the challenges in many organizations is dealing with a daily flood of emails, texts, voicemails, and other communication. Organizations have layered technology to speed communication with an integrated communication programs, such as Slack and Webex Teams, which allow users to manage all their communication and access shared resources in one place. This can lead to information overload, and important messages may be drowned out by the volume in your inbox.

Add the practice of “reply to all,” which can add to the volume of communication because it may mean that you may get five or six versions of an initial email. You may need to understand all of the responses as well as the initial communication before responding or deciding that no response is needed. Here are suggestions to dealing with information overload.

Consider whether your colleagues are copying you on too many emails or messages as an FYI. If yes, explain that you only need to be updated at certain times or when a final decision is made to eliminate unnecessary messages.

You’ll also want to set up a system that will organize your inbox to manage the flow of messages. A system might look something like this:

• Inbox: Treat this as a holding pen. E-mails shouldn’t stay here any longer than it takes for you to file them into another folder. The exception is when you respond immediately and are waiting for an immediate response.
• Today: This is for items that need a response today.
• This week: This is for messages that require a response before the end of the week.
• This month/quarter: This is for everything that needs a longer-term response. Depending on your role, you may need a monthly or quarterly folder.
• FYI: This is for any items that are for information only and that you may want to refer back to in the future.

This system prioritizes messages based on timescales rather than topic or sender, enabling you to better schedule work and set deadlines.