Tips to Master Information Overload


By Paula Royalty

EMAIL
  1. Use a stacking tray or file folder labeled "email" to store paper items associated with email you plan on sending. You can process them in a batch more efficiently when accessing your email software.
  2. Schedule specific times during the day to check and process your email. Example: 8:00 a.m., 11:00 a.m., 2:00 p.m., 4:30 p.m. This reduces the tendency to constantly check it throughout the day and makes you more efficient.
  3. Sort incoming email by subject, author, or "!" (importance/urgency) so you can process related mail collectively. This prevents your brain from having to jump around from subject to subject. You can think through each subject more thoroughly and increase the effectiveness of your work.
  4. File email you want to keep in the appropriate email subject folder when you send or receive it. Do not store everything in your "Inbox" or "Sent Mail" (or "Autofiled") folders: it is not efficiently retrievable.

VOICEMAIL
  1. Put routine requests, like your email address, on your outgoing message.
  2. Do not ramble on someone else's voice mail, but leave enough information so they can be prepared when you are available, and give them options for sending you information (voice mail, email, fax, mail).
  3. Always end your message with your telephone number. Do not assume someone has your number memorized or right at their fingertips. Make it easy and efficient for them to call you back immediately.

PAPER MAIL/FAXES
  1. Sort your incoming mail so that you can process the same items together. Example: bills, time cards, purchase orders. It is more efficient than processing a randomly ordered stack of mail.
  2. Have separate outboxes such as "To Be Filed," "Fax," "Copy" and "Outgoing Mail," if this makes it more efficient for you or an assistant to process outgoing information.

WORK-RELATED READING
Some people are "needful learners." This means they do not retain or even understand information until they have a need to do so. If you suspect you are a needful learner, file the reading material you want to save under an appropriate subject title, and read it when you have the need to learn it.

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