July - August 2001  

Engineering Trends

Surviving Information Bombardment

by Todd Yuzuriha

How long does it take for us to be exposed to a thousand pieces of information? According to Franklin Covey Company, in 1900, it took six months, and in 1960, it took one week. Today, it takes just one hour for us to receive this much information.

Engineers are bombarded with information over the course of the workday. Aside from e-mail, voice mail from cell and office phones, and meetings, we contend constantly with information related to work-specific tasks such as designs, project schedules and data about new products from suppliers.

New methods for receiving data call for new methods to handle that data. How can you keep track of all the information you're bombarded with efficiently and effectively?

Follow a System

To make sure the deluge of information that comes your way doesn't overwhelm you, develop a system that works for you, and then use it. Categorize the information by type, such as task lists, calendar scheduling, contacts, e-mail, voice mail, and work-related information. Then, create or set up system components to receive, organize, and store the information. Your system components might include a daily planner, palm pilot or other "personal digital assistant" (PDA), notebook or desktop computer, cell phone, and an old filing cabinet, among others.

Of course, a system is only a good as you allow it to be. Whatever your system becomes, be sure you have the discipline to use it. Take time every day to put the various pieces of information you receive into your system.

Synchronize: Coordination is Key

Do not store information in too many places. For example, if you want to retrieve notes from a particular meeting, you should know immediately where to access this information. If you keep your meeting notes in too many places, you won't know where to look, and you'll have added to the time it took putting it there in the first place

If, however, you need to store information in more than one place, make sure those components are synchronized, so that the data will be the same regardless of where it is. Your PDA can serve as a useful synchronization tool; make sure the data in your palm pilot is synchronized with the data in your personal computer.

Use Filters

Because you are bombarded constantly with new information, you need to be able to get through it relatively quickly, or it will be of no use. By using filters, you will be able to focus your attention on the most important matters at hand. Many e-mail programs have powerful functions for filtering.

You can also set up personal folders within e-mail, and then sort your messages by category. When you set up your folders, be sure to set up rules for incoming messages as well. For example, you can direct junk mail to a particular folder. You can also have important e-mail messages — such as those coming from your boss — highlighted in a particular color. Messages copied to you can be directed to a specific folder as well.

Keep Records Throughout the Day

One final tip for staying organized despite information bombardment is to make sure you can carry one of your system components with you wherever you go. You will likely come up with new ideas, get requests for meetings, make commitments, or receive new contact information throughout your workday. By carrying a device that will allow you to record this information as you receive it, you will be able to spend your time concentrating on important matters, rather than trying constantly to remember details. Daily planners and PDAs serve as excellent mobile components.

Don't get buried by the information that bombards you. By controlling incoming information, you'll be more effective at work — and you'll keep control of your life.

Todd Yuzuriha is the author of How to Succeed as an Engineer: A Practical Guide to Enhance Your Career. For more information, go to www.engineeringsuccess.com.