It seems that any information we need is always just one click away. We receive countless texts, emails, and notifications from our colleagues, bosses, the media, and more. While this is often a good thing, sometimes we receive more information than our brains are humanly able to process. It’s pure biology. When the brain fails to assimilate information, we lose focus and can become overwhelmed.

“Information overload (IO) is having too much information with only a finite ability to process it. Sources of information like emails, search engines, TV news channels, social media channels and others are one of the main sources causing IO.”

Source: Sadiku, M. N., Shadare, A. E., & Musa, S. M. (1999). Information overload: causes and cures.

Information overload is also known as Infobesity or information anxiety. It’s a difficult concept to understand, but it’s worth taking a moment, as it challenges the effectiveness of decision-making, especially in the workplace.

Infobesity in the Workplace

Nearly 55% of office workers in the U.K. say they’re suffering from infobesity. As a result, 43% of those workers are stressed and 34% are feeling overwhelmed, according to Microsoft study called Defying Digital Distraction.

All industries suffer from infobesity in the workplace. Organizations that are undergoing a digital transformation should consider how it may affect their employees. In a digital workplace, we have access to tons of information. Employees and employers often go wrong in these situations. They use technology to speed up the old ways of working instead of reimagining how to improve working conditions. These practices often lead organizations to the point of infobesity.

Indentifying Infobesity

Key questions employers should consider when implementing new technologies in the workplace are as follows :

• How easy is it for our employees to find information?
• Is information well structured?
• Do we deliver the right information?
• Is the flow of information effective?
• Do employees need access to all available data to make an informed decision?
• Can I ensure that my employees do not get overwhelmed?

Intranet platforms are the shortest and most reliable access point to all corporate information. But is this all there is? Can it help employees escape the trap of information overload? In this next part of our series, we will answer these questions and explore different ways to manage infobesity in the digital workplace.

Infobesity and the Information Overdose Trap : Navigating Digital Overload in the Modern Workplace

In today's fast-paced digital age, we are constantly bombarded with an overwhelming amount of information. This phenomenon, known as information overload or infobesity, can have detrimental effects on our mental health, productivity, and decision-making abilities. As we navigate through a sea of emails, social media updates, and news alerts, the sheer volume of information can lead to stress, anxiety, and cognitive fatigue. It becomes increasingly challenging to sift through and prioritize the information that is truly important, leading to a feeling of being perpetually overwhelmed. 

In addition, the constant influx of information can disrupt our ability to focus and concentrate, impacting our overall productivity and efficiency. As we struggle to keep up with the relentless flow of digital content, it becomes crucial to understand the implications of digital information overload and learn effective strategies to manage it. By adopting practices such as setting boundaries for information consumption, utilizing digital tools to filter and organize information, and taking regular breaks to disconnect from digital devices, we can mitigate the adverse effects of information overload. These strategies not only help in maintaining mental well-being but also enhance our ability to make informed decisions and improve overall productivity.

1. Understanding Information Overload

Information overload refers to the state where the amount of available information exceeds an individual's capacity to process it. This phenomenon can lead to increased stress, anxiety, and impaired decision-making abilities. The rise of the internet and digital technologies has exponentially increased the volume of information we are exposed to daily, leading to what is commonly termed as digital information overload or internet information overload. In our interconnected world, we are constantly inundated with data from various sources, including emails, social media, news websites, and instant messaging apps.

The relentless stream of notifications and updates can make it difficult to focus on tasks, leading to decreased productivity and cognitive fatigue. As the boundaries between work and personal life blur, the pressure to stay constantly informed and connected adds to the overwhelming feeling of information overload. This can result in a decreased ability to prioritize and make effective decisions, as our cognitive resources are stretched thin trying to keep up with the sheer volume of data.On top of that, the quality and relevance of the information we encounter can vary widely, making it challenging to discern useful content from noise.

This further complicates our ability to process information efficiently. Understanding the implications of digital information overload is crucial in today's society, as it affects not only our mental health but also our overall well-being and performance. By acknowledging the impact of information overload and implementing strategies such as setting clear boundaries for information consumption, using tools to filter and manage data, and taking regular breaks to disconnect from digital media, we can better navigate the digital landscape and maintain a healthier relationship with information.‍

2. Symptoms and Psychological Impact of Information Overload

Information overload symptoms can manifest in various ways, affecting both our mental and physical well-being. Common symptoms include difficulty concentrating and retaining information, as our brains struggle to process the excessive amount of data they are exposed to daily. This constant bombardment can lead to increased stress and anxiety levels, as individuals feel overwhelmed by the sheer volume of information they need to manage. Additionally, information overload often results in reduced productivity and efficiency at work, as the inability to focus hampers one's ability to complete tasks effectively and on time.

Another significant symptom is decision fatigue, where the continuous need to evaluate and choose between vast amounts of information impairs judgment and decision-making capabilities. This can lead to suboptimal decisions or avoidance of decision-making altogether. Furthermore, chronic exposure to information overload can exacerbate mental health issues, contributing to feelings of burnout and emotional exhaustion. Information overload psychology examines how this constant influx of information impacts our mental health and cognitive functions. Studies have shown that infobesity and stress are closely linked, with continuous exposure to information leading to higher levels of cortisol, the stress hormone. Elevated cortisol levels over prolonged periods can have detrimental effects on the body, including weakened immune function, disrupted sleep patterns, and increased risk of chronic diseases. Understanding the psychological impacts of information overload is crucial for developing effective strategies to manage it.

Techniques such as mindfulness, digital detoxes, and time management practices can help mitigate the negative effects of information overload. By prioritizing quality over quantity in information consumption and setting aside dedicated time for focused work, individuals can better manage their cognitive load and maintain a healthier balance in their digital lives. This holistic approach not only enhances mental well-being but also improves overall productivity and decision-making capabilities.

3. The Information Overload Trap at Work

Work email overload is a common issue faced by employees in many industries, exacerbated by the expectation of constant connectivity and immediate responses. In today's fast-paced work environment, employees often find themselves drowning in a deluge of emails, notifications, and updates, making it difficult to focus on their primary tasks. The constant interruption from incoming emails can fragment attention, leading to a decrease in overall productivity and efficiency. This information overload at work can lead to burnout, as employees struggle to keep up with the never-ending stream of messages, often working beyond regular hours to manage their inboxes.

The pressure to respond quickly can create a sense of urgency and anxiety, further contributing to stress. Over time, this relentless pace can lead to decreased job satisfaction, as the quality of work-life balance diminishes and employees feel overwhelmed by the demands of their job.The cumulative effect of email overload can result in increased turnover rates. Employees who consistently experience high levels of stress and burnout are more likely to seek employment elsewhere, where they hope to find a more manageable workload and a healthier work environment.

This turnover not only affects the well-being of individual employees but also has significant implications for organizations, leading to increased recruitment and training costs and potential disruptions in team dynamics and productivity.To mitigate the impact of email overload, organizations can implement strategies such as setting clear expectations for email response times, encouraging the use of collaborative tools to reduce reliance on email, and promoting a culture that values work-life balance. By recognizing the challenges associated with email overload and taking proactive steps to address them, companies can improve employee well-being, enhance job satisfaction, and reduce turnover rates, ultimately fostering a more productive and engaged workforce.

4. Statistics and Real-World Impacts

Information overload statistics reveal the extent of this pervasive issue, highlighting its significant impact on the modern workforce. According to recent studies, the average office worker receives around 121 emails per day, creating a substantial burden of information to process and manage. This relentless influx of emails can quickly become overwhelming, leading to stress and decreased efficiency. Moreover, managing this volume of communication takes a considerable amount of time and effort, further compounding the problem.

Employees spend approximately 2.5 hours each day managing their emails, which translates to a significant portion of the workday dedicated to reading, sorting, and responding to messages. This time spent on email management often comes at the expense of more critical, high-priority tasks, leading to significant productivity losses. The constant need to check and respond to emails can also disrupt workflow, making it difficult for employees to maintain focus and complete their tasks efficiently. Likewise, the direct impact on productivity, the cognitive load imposed by managing a high volume of emails can lead to mental fatigue and burnout. The constant interruptions and the pressure to stay on top of email communication can create a sense of urgency and anxiety, further detracting from an employee's ability to perform effectively.

This can result in not only lower job satisfaction but also increased absenteeism and turnover rates.Understanding the magnitude of information overload through these statistics underscores the need for organizations to develop effective strategies to combat this issue. Implementing email management tools, setting clear guidelines for email usage, and promoting alternative communication methods such as instant messaging or collaborative platforms can help alleviate the burden. By addressing the root causes of information overload, organizations can enhance productivity, improve employee well-being, and create a more efficient and harmonious work environment.

5. The Problem with Information Overload

So, why is information overload a problem? Beyond the immediate impact on individual well-being, information overload and decision-making are intricately connected. When overwhelmed with excessive information, individuals may struggle to process and prioritize relevant data, leading to errors and suboptimal outcomes. The sheer volume of information can create cognitive overload, where the brain's capacity to manage and interpret data is stretched to its limits. This can result in mental fatigue, reducing the ability to think clearly and critically.The decision-making process relies heavily on the ability to analyze information, weigh options, and foresee potential consequences. When inundated with too much information, individuals may experience analysis paralysis, where the fear of making the wrong decision can hinder them from making any decision at all.

Alternatively, they may resort to heuristics or simplified decision-making processes, which can lead to biased or flawed conclusions. This not only affects personal productivity but can also have broader implications for organizational effectiveness and efficiency.The constant need to sift through excessive information can detract from focus and concentration, making it difficult to maintain sustained attention on important tasks. This can lead to decreased quality of work, as the attention is divided and the likelihood of overlooking critical details increases. In high-stakes environments, such as healthcare or finance, the consequences of information overload can be particularly severe, potentially leading to significant errors that affect lives and financial outcomes.In the long term, the stress and anxiety associated with information overload can contribute to burnout, a state of emotional, physical, and mental exhaustion caused by prolonged stress.

This not only affects an individual's health and well-being but also results in higher absenteeism and turnover rates, impacting team dynamics and increasing recruitment and training costs for organizations.Recognizing and addressing the issue of information overload is crucial for fostering a healthy and productive work environment. Implementing strategies such as prioritizing tasks, setting boundaries for information consumption, using technology to filter and organize information, and promoting a culture of focused work can help mitigate the negative effects. By managing the flow of information more effectively, individuals and organizations can enhance decision-making, improve productivity, and maintain a healthier, more sustainable work-life balance.

6. Strategies to Overcome Information Overload

Learning how to overcome information overload is essential for maintaining mental clarity and productivity. Here are some effective strategies:

‍Set Boundaries: Limit the amount of time spent checking emails and social media. Designate specific times for these activities to prevent constant distractions.

‍Prioritize Information: Focus on the most critical information first. Use tools and filters to organize emails and notifications based on priority.

‍Practice Digital Detox: Regularly disconnect from digital devices to recharge and reduce stress levels.

‍Improve Time Management: Use time management techniques such as the Pomodoro Technique to break work into manageable chunks and maintain focus.

‍Mindfulness and Relaxation Techniques: Incorporate mindfulness practices and relaxation techniques to manage stress and improve mental clarity.

7. Managing Information Overload Anxiety

Information overload anxiety is a real and growing concern in today's digital age. As the volume of accessible information continues to increase, individuals are finding it increasingly difficult to keep up, leading to significant stress and anxiety. This type of anxiety can manifest in various ways, including feelings of being overwhelmed, difficulty concentrating, and an inability to make decisions effectively. Recognizing the signs of information overload anxiety early is crucial for managing it before it escalates into more serious mental health issues such as chronic stress or burnout.To manage this anxiety, it’s important to take proactive steps to mitigate its impact. One effective strategy is to seek support from colleagues, friends, or family members. Talking about your feelings and challenges can provide emotional relief and practical advice on managing information overload. Additionally, workplace support groups or counseling services can offer structured assistance and resources to help cope with the demands of constant information influx.Incorporating relaxation techniques into your daily routine can also be beneficial.

Practices such as mindfulness meditation, deep breathing exercises, and yoga can help reduce stress levels and improve focus. Regular physical activity, sufficient sleep, and maintaining a healthy diet are also important factors in managing anxiety and maintaining overall well-being.Setting realistic expectations for information consumption is another crucial step. This might involve limiting the time spent on checking emails or social media, setting specific periods for deep work without interruptions, and prioritizing the most relevant and critical information. Using tools and apps that filter and organize information can also help reduce the cognitive load and make it easier to focus on what truly matters.Creating a structured approach to managing information, such as setting specific times for checking emails and news updates, can help prevent the feeling of being constantly bombarded with data.

Establishing clear boundaries, such as not checking work emails after certain hours or during weekends, can also contribute to a healthier work-life balance and reduce anxiety.By recognizing the signs of information overload anxiety and taking proactive steps to manage it, individuals can reduce its negative impact on their mental health and productivity. Implementing these strategies can help create a more balanced approach to information consumption, fostering a healthier and more sustainable relationship with the digital world.

Information flow: old vs new approach

One of the key advantages of an intranet is its capacity to store and to facilitate accessibility for all work-related data. Hence it should offer a well-integrated internal search engine, to help employees surface and “pull” all the information they need. While crucial to the corporate intranet, the search is not the best tool to fight and manage infobesity in the workplace.

By nature, people need data and insight in order to make informed decisions. Lack of information hinders the decision-making process. However, excess information usually complicates a decision as well. Don’t get us wrong, exploring all angles of a problem is always a good approach, but in the attempt to process big amounts of data, employees can lose out on useful information.

Imagine what would happen if only the right information was actually delivered to you! New corporate intranets need to adopt a “push”-inspired information strategy, where data is segmented before it’s delivered. Optimizing the delivery process will allow the organization to manage information flow and decrease the risk of overwhelming employees.

How to manage infobesity in the workplace?

Adding to the list of Intranet Myths, we can say that intranet platforms are no longer just hosting files and tables. Modern platforms truly organize information. They structure unstructured data by using metadata and tags, with the purpose to improve the everyday work life of employees.

Profiled information

It can give us a better insight into how intranets can use targeted information. In information science, this refers to the process of generating user profiles through computerized data analysis. By using algorithms, organizations can distinguish patterns and correlations between employees.

Smarter ways to provide information

To build user profiles as an intranet owner, you can explore the following data to form the right patterns:

• Search and preview history – Intranet can explore the history of employee activity and choose to target the most relevant documents, articles or contacts. Taking into account the search request or the latest open documents can give the software enough data that best represents the needs of the employee.
• Most popular based on similar profiles – “you are probably not the first.” Quite often questions have already been asked and answered by someone else. Employees in the same department, team or project need the same data. The intranet can target information, based on the latest search or upload from similar employee profiles.
• Complementary content – departments work better together. Easy access to related content from another team will directly affect an employee’s productivity. This means that information can be pushed according to the degree of collaboration between departments, for more symbiotic work relationships.

Furthermore, the intranet structure itself plays an important role in managing infobesity in the workplace. Here are a few more examples of how to group employees according to their profiles:

• Separate department/ business unit sites within the corporate intranet
• Organize people into working groups around common projects
• Create communities according to employee interests
• Highlight sections or notifications according to departments

An intranet platform’s structure and organization are the strongest weapons in the fight against infobesity in the workplace. Besides gathering information and providing easy access, intranets enable employees to have better control over their work time.
Who is responsible for solving problems like infobesity? Is it a job for the internal communications team, or maybe all employees play a role? Do we need a top-down approach or maybe a more vertical one?

From employees’ perspective

People are expected to absorb and handle big quantities of data, constantly. Every day we are exposed to a stream of global news updates, technology developments or political issues. Whether we realize it or not, our decisions are affected by various aspects, in the same way, that our day-to-day choices are influenced by targeted advertisements. Information comes from various sources like social media, TV, the Internet and its influence reach beyond our personal sphere. The way we’re exposed to information on a daily basis is also reflected in our workplace

• At Home – 90% of SMS messages are read within 3 minutes.
• At Work – 85% of work e-mails are opened within two minutes
• But are those good habits? – It takes 24 minutes to get back on task after opening an email

The habits we create in everyday communication and in collecting information are transferred at work too. Combined with the high digitalization levels in the workplace, they cause the acceleration of information overload factors.

Employees managing infobesity: Tips and Tricks

Employees play an important role in the fight against information overload. Thus it’s necessary to raise awareness on the ways employees can manage infobesity while performing day-to-day work tasks.

‍Here are 5 tips for more efficient and productive work:

‍1. Limit research timeThe abundance of information can be addictive. Employees should allocate a limited time period for information gathering. This reduces the unproductive time zone they fall into when following a couple of “related” links.

2. Choose priority tasksThe human brain has its limits! It’s advisable to choose from 3 to 5 daily tasks, and only work on those during the day. Employees can use a to-do list, yet they can go a bit further and divide tasks into shorter daily lists, which will keep the focus longer and help avoid information overload.

3. MultitaskingWe all do it. But the question is: can we do it better? Employees often switch between tasks, because they feel stuck. But each distraction or the start of a new task has its price. It is recommended to group similar daily tasks in slots next to each other. This allows to transfer relevant information from one task to another and will reduce concentration time. It will also reduce the cognitive load that occurs when the human brain collects new information.

4. MeetingsThe above 2 tips are particularly useful when it comes to meetings. Scheduling too many meetings in a day can affect the ability to stay focused. Define a daily slot for meetings and organize similar work meetings next to each other to keep employees away from burnout.

5. ControlEmails are not the only interruptions at work. We get distracted by all types of phones, communities, social media or other notifications. Employees should adjust the notification settings on all work-related tools. Disabling alerts during meetings, work slots and even on breaks will help to better concentrate on the task at hand.

Following the above advice, employees will be able to control their workflow and escape the overload caused by unlimited information and access to resources.

‍Key takeaways: Managing infobesity in the workplace can improve the overall performance and productivity of employees. Individuals should be cautious with their usage of and their exposure to data. The corporate intranet provides organizations with essential tools to structure and optimize information.