Course ILT 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

Course ILT Information overload Topic A: Causes of information overload Topic B: Organize your office Topic C: Communication

Course ILT 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

Course ILT Identifying important information Check dates Consider the source Find the ultimate source Separate fact from opinion

Course ILT 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

Course ILT Activity A-1: Handling information overload

Course ILT 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

Course ILT Activity A-2: Screening information

Course ILT 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

Course ILT Ways to read information Scan –Headings –Captions –Bold print Read –Read entire document thoroughly Study –Make notes in margins or highlight key points

Course ILT Activity A-3: Reducing paperwork

Course ILT Information overload Topic A: Causes of information overload Topic B: Organize your office Topic C: Communication

Course ILT Use filing systems Reminder –Calendar system –Log book –Tickler file Record keeping –Planner

Course ILT Activity B-1: Organizing your office

Course ILT Files you should create Tickler or reminder file Ideas and plans file Reading file Travel file General file

Course ILT Do not file Routine memos Meeting announcements Pre-revised policy memos

Course ILT Activity B-2: Identifying types of file

Course ILT Information overload Topic A: Causes of information overload Topic B: Organize your office Topic C: Communication

Course ILT 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

Course ILT 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

Course ILT Activity C-1: Avoiding miscommunication

Course ILT 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 youll be

Course ILT 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

Course ILT Activity C-2: Being an effective listener

Course ILT Completed path in story

Course ILT 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