Managing Information Overload - The "Dump Method" Of Dealing With Good Distractions

Managing Information Overload - The "Dump Method" Of Dealing With Good Distractions

Managing information overload can be a which-comes-first-chicken-and-egg thing. It results from having information "too much, too soon". Here's my proven system how I manage it by what I call the "dump" method.

Information overload is mainly triggered by having information "too much, too soon". Most of these information may be regarded as "distractions". Distractions steal time away from the task at hand. Worse, they may completely supplant what we are doing, or planned to do.

But not all distractions are bad. Some of them are really good and are the results of our subconscious churning solutions to problems we submitted to them knowingly, or not.

What is bad, is the timing.

In this article, I will discuss what a "qualified distraction" is how to make its timing work for you, and describe the anatomy of a "dump file" that I use. I will also outline the "dumping" process, and summarize the whole system.

A Qualified Distraction

A "distraction" is anything that puts you off-track when you are focused on accomplishing something.

If your mind is not disciplined (like what most of us have, mine included), these distractions criss-cross our minds at least once, or more, for every 10 seconds.

A "qualified distraction" is something that your mind does not automatically reject. It's something that once entertained, your fingers begin to twitch and your mind begins to debate what to do about it.

If by impulse, you act to know "more"about it -- Boom! You're waylaid.

And when you spend an inordinate amount of time "exploring it", it now becomes a full-blown distraction that takes you away from your self-imposed deadline.

The Solution

The solution is to "go with the flow" and not fight it.

If you fight it -- you fall into the trap of prolonging the battle, you rationalize why or why not, and you waste more time and energy In the process,

Here's what to do. This takes only 3 seconds.

Qualify the distraction, in the same manner an astute salesman qualifies a buyer.

Then either you "dump it", or you "do it"

A "qualified distraction" passes these three simple sequential tests:

1. Test of Importance. Is this important? If 'no', forget it. If 'yes', proceed to #2.

2. Test of Value. Can this information give added value to what I do? Does it increase my productivity? Does it increase my profitability? If 'no', forget it. If 'yes', proceed to #3.

3. Test of "Right-Now?". Can I use this RIGHT NOW in pursuit of my "right-now" goal? If your answer is "Yes", you have a "right-now" material.

Right Now issues are urgent issues that should have been dealt with "yesterday".

If you have a Right-Now material -- do it now.

If you don't, then you have a "qualified distraction". For qualified distractions -- dump it.

Dumping It, Your Distraction "Dump" File

This method works for me in implementing the "dump" phase of the system

1. Create a file that details your plan for the day. This can be as simple as your "to-do list". Or,as some people would have it -- write it in a small notebook, I use both a computer file and that trusty pen and paper notebook.

2. Whenever a "qualified distraction" comes up -- write it. Note only 3 details: the date, the source-reference of the distraction, and "A" or "B" for the order of importance. (If it's "C", you should not have even considered it).

3. After you've written it -- forget it. You've just put that distraction away from your mind. With practice, you will soon notice that the action of "dumping" gives a closure to that distraction (if it is not a "right now" material).

4. At the end of the day, and of the week, review it. For the items that survive your review, add them to your list of "master tasks" and include them in your "to-do" list.

Dumping frees your head with enough working space for the important tasks that you need to focus on. Greater focus leads to faster finish, and greater productivity.

With practice, you will begin to perfect the system and get more things done in a much shorter time.

In summary, managing information overload can be easy if you have the discipline and a system. By adopting this simple system of beating information overload, you will build your confidence and boost your energy because you are then able to finish any task "on-time, on-target, and on-budget".

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_(By Macky Sigg).