Overcoming Communication Overload in Organizations

By Martin Hahn

What is communication overload? Communication overload can be defined as a person’s inability to engage in an excessive number of simultaneous communication acts. This is majorly a problem with synchronous communication. Communication overload is when you have multiple, simultaneous modes of interaction going on.

Here, we want to look at 5 strategies that can be used in overcoming communication overload:

1. CHECK YOUR EMAILS AT SET INTERVALS THROUGHOUT THE DAY: If you have some flexibility in your work, close your inbox or turn off notifications so you don’t get prompted every time an email is delivered. Then use your time strategically and focus on your priority tasks in blocks of time throughout the day without interruption. You can still check your email often and be responsive, but is it really necessary to respond to every email within 30 seconds.

2. CREATE FOLDERS IN YOUR INBOX TO TRIAGE IMPORTANT INFORMATION: In the same way that triage works in a hospital to determine priority patients, creating folders in your inbox can help you prioritize and usefully categorize incoming mail in order of importance through considering the following folders, useful resources,reading,personal to action. Taking swift action when sifting through your emails will enable you to manage incoming messages better and it will also reduce the clutter of an overflowing inbox.

3. TURN OFF SOCIAL MEDIA NOTIFICATIONS: Smart phones are great invention, but if you are glancing at your phone every minute of every day and responding to linked notifications as they happen immediately, then it is time to take it back a notch and reassess your priorities. Social media is a great tool for business and a modern day gem for keeping in touch with friends and family near and fear. Turning off your social notifications does not mean you will be any less connected, but instead you can check notifications at once when you consciously log into any social media not receiving 50 notifications each day as they happen.

4. CHOOSE YOUR COMMUNICATION CHANNELS WISELY: Email is a great tool, but if you are trying to avoid communication overload, just be sure that you are choosing wisely and with intention. Sometimes we default to email because it is easier. At times, however, it will be more effective to pick up the phone and actually speak with someone, rather than start an email conversation that can go back and forth for days. Keep this in mind, and don’t add to the communication overload of others in the workplace.

5. BOOK IN COMMUNICATION DETOX DAYS: Let’s say,you have implemented many strategies and you are feeling communication overload in your life, then it is probably time to book some communication detox days. Communication overload is a real thing that you, as a busy professional, need to manage. So switch on your out of office messages, and get off the grid for a day every often. The world will go on without you and you will be glad you did.

WAYS TO OVERCOME MODERN COMMUNICATION OVERLOAD

The following points are the main 4 ways to avoid modern communication overload:

1. The use of one primary media site: While our modern communication has taken on so many new forms with the use of Facebook, Instagram, snap chat, LinkedIn, Twitter, and more. There may be a price to pay for so much connectivity. Instead of trying to be an active member of multiples sites, consider using one as your go-to-social media. You have to focus your attention on the primary social media you are already using most. Identify a platform that feels most natural to you, through considering how the primary social media site that you use will change over time depending on your age, career, and interests.

2. LIMIT CELL PHONE NOTIFICATIONS: You will be less likely to check your phone or email constantly if you turn off the ringer. When you receive a notification, you are likely are made aware of it by a ding or other sound. Controlling the sound will reduce your anxiety. If you need to receive notification for work, then learn how to limit them after hours or turn them off anyway.

3. RESPOND TO YOUR MESSAGE AT YOUR OWN PACE: Never feel like you have to apologize for taking a few hours or more to respond to a text, phone call, or email. Break free from the cycle of information overload by removing the social expectations of responding instantaneously. The amount of time taken to respond will set the tone for the future communications. If you want to be able to separate yourself from your work or obligations, don’t make others depend on you to respond immediately.

4. DESIGNATE TIMES WHEN YOU ARE AWAY FROM YOUR DEVICES: Technology is good in moderation. Don’t let your modern devices control you. Avoid the impulse to check or recheck your phone or email constantly. Block the internet or Facebook during work hours, avoid using social media sites during designated work or study times.