By Meg Shallcrass |
October 10, 2024
How to effectively manage information overload
The quantity of data we create is growing exponentially. So, the ability to manage data and records effectively is crucial, in order to maintain productivity and extract value while meeting all regulatory and compliance obligations.
Most organisations we work with typically face a number of common pain points relating to how information is managed and utilised.
In this series of blog posts, we are taking a deep dive into the world of information management and uncover the information management issues we come across. For our second blog in the series, Meg Shallcrass, our resident records management expert, discusses the challenges of information overload and shares some key steps how to address it.
Read on:
Valuable insights or just noise?
The vast amount of information generated and collected can often overwhelm organisations, making it difficult to distinguish between valuable insights and “noise”.
This can lead to what we call “analysis paralysis,” where decision-making is slowed down due to an overload of information. Users can become reluctant to trust information, as they don’t know if it is accurate, and this results in information silos, which in turn reduces efficiency and collaboration. With information overload, tasks typically end up being repeated unnecessarily as users can’t find the information they need, and duplication is a frequent issue.
Having too much information generally means that information is not being managed or governed correctly, and data is being kept far longer than need be, or inversely, the data is not being secured when there is an obligation to do so.
Keeping too much information can also lead to extra financial cost – especially if you are having to maintain several legacy systems to store it all. It is much more cost effective to keep only what you need, in a coherent and well- structured way.
How to address information overload
Like many information management problems, the first step is to understand exactly what information you hold, and where. Conducting a content audit to discover and map your information landscape will provide a good starting point to then form a plan.
Here at Metataxis, we always suggest several key artefacts for good information management, including an Information Architecture framework, an Information Governance framework, and a well-managed (and enforced) Records Retention Schedule.
A well managed and enforced records retention schedule is key
By giving your information clear architecture, users will be confident that they can find what they need and will know where to store relevant information.
Information governance ensures that this information is managed and owned, and someone has responsibility for ensuring its integrity and security. Having and enacting an up-to-date Retention Schedule will ensure that all content is kept only as long as it is needed and is properly disposed of once it reaches the end of its usefulness. Practicing good records management is the key to cutting down on information overload.
