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Information overload

Unit objectives Identify the causes of information

overload and reduce it by screening Control paperwork by organizing your

office and filing system Communicate effectively to increase

productivity

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Information overload

Topic A: Causes of information overload

Topic B: Organize your office Topic C: Communication

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Causes of information overload

Vast amount of information– Computers– Telephones– Fax machines– Paperwork

Inability to control and overcome the amount of information– Sorting– Trying to distinguish between important

and unimportant

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Identifying important information

Check dates Consider the source Find the ultimate source Separate fact from opinion

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Overcoming information overload

Give yourself permission not to know everything– Find out what you need to know, and

know it well

Trash, scan, recycle– When possible, throw it away

immediately

Create and carry a reading file of reading material

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Activity

A-1: Handling information overload

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Screening information

Not screening– You receive all information

Screening by support staff – You delegate task to others

Source screening – Remove your name from useless mailing

lists

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Activity

A-2: Screening information

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Handling paperwork

Refer it– Direct paperwork to another person– Or, file in reminder file

Act on it– Quickly deal with paperwork– Write notes on the same paper

Throw it away– Be realistic – File it or throw it out

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Ways to read information

Scan– Headings– Captions– Bold print

Read– Read entire document thoroughly

Study– Make notes in margins or highlight key

points

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Activity

A-3: Reducing paperwork

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Information overload

Topic A: Causes of information overload

Topic B: Organize your office Topic C: Communication

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Use filing systems

Reminder– Calendar system– Log book– Tickler file

Record keeping– Planner

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Activity

B-1: Organizing your office

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Files you should create

Tickler or reminder file Ideas and plans file Reading file Travel file General file

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Do not file

Routine memos Meeting announcements Pre-revised policy memos

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Activity

B-2: Identifying types of file

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Information overload

Topic A: Causes of information overload

Topic B: Organize your office Topic C: Communication

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Common assumptions

People always understand you You are a good listener Your writing is always clear Your actions are always consistent

with your words You have all the communication skills

you need

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Communicate effectively

Know that nothing is self-explanatory – Check for clarity from listeners

Explain all technical terms – Company acronyms and specific terms

Answer expected questions – Include answers in your explanations

Warn against common mistakes – Anticipate what listeners might do with

the new information

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Activity

C-1: Avoiding miscommunication

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Listening

Minimizes the probability of miscommunication

Interpret what you hear– Watch for nonverbal signals– Ask questions– Restate for understanding

The more you concentrate, the more productive you’ll be

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Develop focus

1. Acknowledge your distractions Deal with worries

2. Use your “to-do” list Stay on track

3. Schedule your distraction Include mental breaks in your day

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Activity

C-2: Being an effective listener

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Completed path in story

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Information overload

Unit summary Identified the causes of information

overload and screened to control paperwork

Created filing systems to organize your office

Discussed ways to listen and communicate effectively