Information overload - Is this the real problem?

Information Overload Predicted Problem of the Year for 2008 ... So reads one of yesterday's headlines.

Apparently, for 2008 the US-based advisor to knowledge economy decision makers, Basex Inc. have deviated from their normal practice of announcing a Product of the Year or Person of the Year to forecasting a Problem of the Year.

This problem is not new, but Basex's chief analyst Jonathan Spira says that it has grown as the technology we use increases our expectations for an instantaneous response to our request.

I believe that same expectation exists for instantaneous solutions to our problems.

Two causes of this overload are:

1. Copying someone in on an e-mail or hitting the reply to all button
2. The availability of more information to sift through for the correct answer (whether in an old e-mail or via a search engine)

These have resulted in more information and requests, more interruptions, more time wasted looking for the right information or answers, and perhaps most significantly, today's workers being much less productive. Spira indicates that workers get disorientated every time they stop what they are doing to reply to an e-mail or answer a follow-up phone call because they didn't reply within minutes, and estimating that they then spend 10 to 20 times the length of the original interruption trying to get back on track.

To put all this in context, it is estimated that such disruptions cost the U.S. economy alone, $650 billion in 2006.

Spira comments, "It's always too much of a good thing." None of these technologies we use are in themselves a bad thing ... it's just when they are used to excess. I worked in an office which was perhaps 20 yards long, contained only 25 staff and yet people in that office (who could see each other) often sent e-mails in preference to getting-up and talking to someone. Perhaps our lawyers have had too much influence with their 'Get it in writing' slogan or perhaps people are too afraid to make mistakes to cover their back.

So, is the issue really just one of too much information? Perhaps the problem is also a reflection of our corporate cultures and structures. In our thrust to please the shareholders we want instant response, instant results ... and instant show for our labours.

However, if we take a step back, we know that this is impossible!

I remember being taught in the early 90s that it is impossible to take anything less than a 3 or 6 month cycle in order to make a reasonable prediction of performance e.g., sales. Long-term planning (3, 5, 10 years) was the foundation of any successful business. Yet, only 10 years later we are predicting performance on a monthly basis or even less. The underlying noise and fluctuation is seemingly ignored ... sales increase in January and we're doing well; they decrease in February and it's someone's fault.

The development of ideas, development of products, development of our work cultures, the development of most things takes time and thought.

I would challenge us that the very thing we need for success, creativity, has been squeezed out of our businesses in return for short-term gain. We all want creativity, but rarely know what we're looking for, or how to implement or cultivate it within our business. Creativity needs space for experimentation, play, mistakes and improvements. It requires interaction between departments and people of different skill sets. Many of our company cultures pay lip service to 'allowing mistakes' but we all know the reality ... a blame culture.

Whilst this mentality persists, whilst we continue to stifle creativity, our businesses will continue to struggle, continue to lose sense of identity, continue to lose sense of direction, and most significantly, continue to lose our lifeblood, our best staff.

So, in order to counter the impact of this information overload, we need structures in place that provide effective support for staff, allowing them to develop and to do their job efficiently whilst reducing unnecessary interruption. We need to give them space to experiment and encouragement to take risks and then support them if these don't work out. And we need to allow them the time to do this.

Too much information and no structure to manage the problem has potentially catastrophic consequences for our businesses if we don't take steps to combat this cancer of the 21st century. We may resist the urge to immediately follow up an e-mail with an instant message or phone call, we may make sure the subject line clearly reflects the topic and urgency of an e-mail and we may avoid copying in more than necessary or using the reply to all button, but the problem is larger than just the amount of information out there ... The amount of information available will only continue to increase.

How we handle that increase within our businesses is a key to success or failure.