1. 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

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

3. 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

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

5. 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

6. Course ILT Activity A-1: Handling information overload

7. 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

8. Course ILT Activity A-2: Screening information

9. 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

10. 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

11. Course ILT Activity A-3: Reducing paperwork

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

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

14. Course ILT Activity B-1: Organizing your office

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

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

17. Course ILT Activity B-2: Identifying types of file

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

19. 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

20. 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

21. Course ILT Activity C-1: Avoiding miscommunication

22. 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

23. 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

24. Course ILT Activity C-2: Being an effective listener

25. Course ILT Completed path in story

26. 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