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Cou
rse
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
Cou
rse
ILT
Information overload
Topic A: Causes of information overload
Topic B: Organize your office Topic C: Communication
Cou
rse
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
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ILT
Identifying important information
Check dates Consider the source Find the ultimate source Separate fact from opinion
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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
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ILT
Activity
A-1: Handling information overload
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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
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ILT
Activity
A-2: Screening information
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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
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ILT
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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ILT
Activity
A-3: Reducing paperwork
Cou
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ILT
Information overload
Topic A: Causes of information overload
Topic B: Organize your office Topic C: Communication
Cou
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ILT
Use filing systems
Reminder– Calendar system– Log book– Tickler file
Record keeping– Planner
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ILT
Activity
B-1: Organizing your office
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ILT
Files you should create
Tickler or reminder file Ideas and plans file Reading file Travel file General file
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ILT
Do not file
Routine memos Meeting announcements Pre-revised policy memos
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ILT
Activity
B-2: Identifying types of file
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ILT
Information overload
Topic A: Causes of information overload
Topic B: Organize your office Topic C: Communication
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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
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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
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ILT
Activity
C-1: Avoiding miscommunication
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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 you’ll be
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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
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ILT
Activity
C-2: Being an effective listener
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ILT
Completed path in story
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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