Peer to Peer Magazine

to prevent spending exorbitant amounts of time wading through stockpiles of needless data. We have become a 24-7 instant gratification society. Employers demand it. Personal relationships expect it. If we do not apply our own filters and establish certain boundaries, we are destined to end up like the hamster on the wheel, constantly scurrying to keep up yet never arriving at a destination. Taking Steps to Manage Information Overload What can we do to stay one step ahead of information overload? It’s not an easy feat, and no one solution works for everyone. A few tips to consider: • Organize your time. Set aside time for e-mail and phone calls. Keep meetings focused. Your calendar is full of meetings and “to do’s.” Set aside time for planning and actually getting work done, or for down time, to step aside, clear your head and focus. • Organize your information. The same technology that can overwhelm can also be your ally. Consolidate, file and organize your information where possible, and make a conscious choice to keep only what you need. Many of us have a tendency to “over save” resulting in challenges when trying to find information later. Set up rules in your e-mail folders. If you subscribe to an e-group or receive regular online periodicals, have them automatically routed to a separate folder upon delivery so you aren’t distracted each time one arrives. • Be selective about the information you choose to receive. Consider whether you really need to be on 12 e-groups or 53 LinkedIn groups. • Know your focus and your passion and don’t be distracted by those things that don’t add value or interest. Keep only those things that you find enriching, both personally and professionally. • Unplug when necessary; keep your status message up to date to manage the expectations of others. We are expected to perform and respond on command. While there are some situations that are bona fide emergencies, the majority are not. • If you are in a meeting and need to focus, turn your mobile phone off. Use voicemail. Take advantage of caller ID to answer calls that you need to take right away and defer those that you don’t. • Make a genuine attempt to keep work and home separate. 62 www.iltanet.org Peer to Peer ILTA E-Groups Don’t miss out on one of the most important benefits of membership: egroups.iltanet.org Technology promotes the blurring of these lines, but remember that no matter your profession, you are entitled to have “off” time. • If you are a social networker, choose a primary network rather than participating in several. Set limits on your networking time. It’s easy to log onto Facebook to do a quick scan of updates and then discover that several hours have passed. • Be in tune with what stresses you. If the ding of an incoming instant message is distracting, turn it off or exit IM entirely. If you can’t resist picking up your BlackBerry every time the light flashes, put it somewhere where you can’t see it. Make a conscious decision about the effectiveness and desirability of each bit of information and methods of improvement. Ultimately, it will result in obtaining the best information in the best way. Given that we are information professionals, we are in a prime position to understand its effects and lead by example for managing this onslaught of information. Is all of this information a blessing or a curse? The answer lies within one’s ability to recognize limits and establish boundaries. Equipped with the right tools and the right motivation, we can take advantage of all the wonders the Information Age brings, but still maintain some balance and peace of mind. ILTA Leigh Isaacs is the Firmwide Records Manager for Orrick, Herrington & Sutcliffe LLP. She has over 10 years of information management experience and over 25 years of experience in the legal field. Leigh’s expertise includes deployment of enterprise programs, development of information management and related policies and procedures, creation of retention schedules, on and off-site storage considerations including outsourcing, process improvements, evaluation and implementation of technology solutions and the disposition of information for dissolved entities. She is a published author and speaker on issues relating to information management. Leigh can be reached at lisaacs@orrick.com.

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