Simple tips for avoiding ‘information overload’

The pace with which information technology has advanced in the modern age has been truly phenomenal. This has not only influenced the way people live, but also how they work. It has significantly affected most occupations, and the field of science and medical research is no exception. With multiple modes of communication available at one’s fingertips, it has meant a staggering increase in the sheer volume of information available, and a subsequent struggle to keep up.

For scientists who need to keep pace with developments in their field, but not be swamped from sheer information overload (IO), it is necessary to develop and maintain strategies with which to manage incoming information more efficiently. This is evident from the huge number and wide variety of science journals currently available online. This article attempts to provide the scientist with simple tips for avoiding IO.

Whether it is the constant emails advising about new molecular biology workshop dates, the SMS messaging from work colleagues needing mentoring advice, or the constant ringing of the mobile phone from the boss, many scientists often complain of feeling overwhelmed by the amount of information coming in. And so far, this is only in the workplace. What about the social setting? Popular social networking websites on the internet such as Facebook, LinkedIn and Twitter often only add to the stress. Of course, these are voluntary modes of communication, but to refer to a common catchphrase of the current generation, “If you’re not into it, you’re not with it.”

Thus, despite all the benefits this modern age of IT has brought with it, it has made us a lot more frustrated due to the time-consuming nature of these technologies. This should serve to remind us that although we need to commonly draw on these technologies to keep abreast of developments in our field, it is important to do so in a practical and sustainable way that limits unnecessary information, while not impeding our access to important and relevant information which may be useful in our work. The following tips are suggested for avoiding IO:

1. Prioritise what’s important and what’s not! Busy scientists and laboratory managers do not often have the time, or the luxury, to read every article which passes by their desk. Reminding yourself of the purpose for your search will often jog your memory when it comes to the type of information that you need to source in order to, for example, solve a problem in the workplace. Just as you would do with the office ‘In tray’, prioritise in your mind between the tasks that need urgent attention and those that can wait, and apply this across all the modes of communication that are incoming. It is always important to attend to the urgent tasks first, and work your way in a descending order of importance.
2. Be selective in what you read/source. Do not waste your time with unnecessary or useless information. A 2007 survey of more than 1000 middle managers in large companies in the UK and the US examined how managers gathered, used and analysed information. It found that most spent up to two hours a day looking for information they needed for their work, and when they found it, more than half of it was wrong or of no value to them. Thus, there was so much information available that it took a long time to find the right piece of data. Furthermore, with regard to journals it is important to remember why we read them: in order to keep up to date with current information, to help us solve problems or for general interest. Keeping up to date is necessary because of the rapidly evolving knowledge base in laboratory science. It makes sense, then, that precious time is not wasted by reading articles which do not impart new or useful information.
3. Restrict the amount of incoming information. Controlling the amount of information you receive is easy and up to you. If you need to unsubscribe from material of little value - do it! A recent survey of US workers found that they spent about half their workday receiving and managing information instead of getting their work done, and that the amount of information they have to manage at work has significantly increased since the economic downturn.
4. Elect how you want to receive information. You need to decide on the modes of communication through which you want to receive information, and then inform your contacts in the electronic world. The best thing about this option is that you decide how you want others contacting you, whether it is by instant messaging, mobile phone, or email. Once you have decided - stick to it!

In a nutshell, the above strategies for avoiding IO can be summarised as follows: Prioritise, select, restrict and elect. Or using an acronym: PSRE.

There is no doubt as to the explosive impact the internet, as just one of the modes of IT mentioned above, has had on society. Larry Tesler, Chief Scientist at Apple Computer in the late 1990s, commented on this impact to say that “it has become an indispensable part of modern civilisation, essential for business, commerce, science, the arts and entertainment … it will change and enrich our lives for the better, from being able to work at home, to bringing together specialised hobbyists from around the world, to even enjoying the ‘cyber marketplace’ that will change the way we shop”. While we see that most of these predictions have materialised today, and while we all continue to benefit from them, there have also been some negative effects, such as excess information. This ranges from the overhyped to the uninformative material available in cyberspace.

Nevertheless, it can be said that the pros far outweigh the cons, and the fact remains that the internet, just like the other IT modes mentioned, is here to stay. Consequently, the ‘symptoms’ of IO will continue to be a concern in the future, because IT itself continues to evolve and expand at an astonishing pace, with new applications continually released in all areas of the industry, to a worldwide audience. Thus, by applying and following the simple principles of PSRE, it is possible to sensibly manage and maintain the flow of information in this modern IT age.

^G Martinic and H Hurst
Centre for Transplant & Renal Research
Westmead Millennium Institute for Medical Research*
Westmead Hospital, Darcy Road, Westmead NSW 2050

*The Westmead Millennium Institute is closely affiliated with both Westmead Hospital and the University of Sydney. The institute’s research extends from the laboratory to the patient, using the basic tools of molecular and cell biology, genetic epidemiology, imaging technology and clinical research. The research spans infectious and immune diseases; cancer and leukaemia; liver and metabolic diseases; eye- and brain-related disorders, and heart and respiratory disorders.
The Westmead Millennium Institute is one of the largest medical research institutes in Australia conducting research into a wide range of important human disorders affecting both adults and children.
The ‘bench to bedside’ approach enables greater translation of research from biomedical discovery to the development of new prevention strategies, diagnostics and more effective treatments.