IT strategy: Just say no

Reports claim that information overload at work is more damaging to productivity than smoking marijuana

Written by Robert Jaques

Remember the words of American writer Gertrude Stein? How “everybody gets so much information all day long that they lose their common sense”? Having died in 1946, she couldn’t have known how prophetic that would turn out to be. In this age of digital data overload, we all run the risk of ending up as virtual road-kill on the information superhighway.

If Stein were here today, perhaps she would struggle to visualise the incredible volumes of data that are being produced in the digital age ­ most of us here today do. Analyst firm IDC estimates that by 2010, 0.988 zettabytes­ a unit of information or computer storage equal to one sextillion bytes, or just under 1,000,000,000,000,000,000,000 (1021) bytes of data ­ will be produced every year. To put this into a context Stein and the rest of us can attempt to grasp, IDC says the world’s digital data in 2006 could theoretically fill 12 separate stacks of novels, each of which would extend the 238,607 miles from the Earth to the moon. By 2010, the total volume of digital data would fill a stack of books that would span the 3,660 million miles between the sun and Pluto ­ and then back again.

But zettabytes are not the only big numbers associated with our brave new world of digital data overload. A recent Basex study report, Information Overload: We have met the enemy and he is us, estimates that email, instant-messaging interruptions and blog-reading by ‘knowledge workers’ will drain the US economy of $588bn this year. It claims digital distractions are consuming 28% of an American knowledge worker’s day. As there is about one-fifth of the number of knowledge workers here in the UK as in the US, this means information overload could cost the UK more than $100bn in 2008.

This mind-boggling volume of data and information sat just a click away behind your computer screen ­ or perhaps awaiting your perusal in a list of unread emails or texts ­ has been identified as causing a feeling of deep panic in some that has been dubbed ‘Infomania’. Coined in the 1980s, the term has only recently emerged as a recognised psychological condition, defined as a debilitating state of information excess caused by panic associated with failure to cope with backlogs of data. The problem is further compounded by continuous interruptions from phones, instant messaging, text messaging and email. Infomania is now understood to be a real danger for hard-pressed workers unable to resist the compulsion to continuously check their messages.

As a result of this “digital addiction”, workers can lose their sense of priorities, start to panic, become unproductive and frequently become too ill to work. A recent study conducted by the Institute of Psychiatry for computer giant HP found that staff distracted by email and phone calls suffered a 10-point fall in IQ scores, a figure estimated to be more than twice the fall found in marijuana smokers. This paints the bizarre picture that spaced out, reefer-smoking staff could be more productive than straight, but stressed-out workers dealing with information overload. Indeed, there is a reason why the infamous BlackBerry has gained the slang name ‘Crackberry’: who hasn’t been seduced away from actual work for some minutes by a long, though pointless multi-person email conversation thread?

It is ironic that, having engendered the information revolution, some of the world’s largest technology companies are now struggling to stuff the genie back into the bottle. Xerox, Microsoft, Google, Intel and IBM ­ among others ­ have teamed up to establish a non-profit group, the Information Overload Research Group (IORG). With the support of industry players including Morgan Stanley, Stanford University and the University of California, the group aims to research and publicise the problem of Infomania, advise on best practice and help alleviate what it euphemistically describes as “digital distraction”.

And not a moment too soon, it would seem. An internal study by Intel su ggests that employees who were encouraged to limit the number of digital interruptions they dealt with were much more productive afterwards. Intel trialled ‘zero email Fridays’, which encouraged workers to use face-to-face communication instead, where possible. Sixty per cent of those who took part recommended it for wider use across the company, Intel said. Staff talking to each other ­ surely not?

Staff at Google, meanwhile, tried out a service called ‘Email Addict’ that locks them out of their email inbox for 15 minutes after clicking on a “take a break” button. When reaching the end of their virtual tether, the screens turn grey and displays the message: “Take a walk, get some real work done, or have a snack. We’ll be back in 15 minutes!”

It is profoundly unsettling that the very firms that sold us these distracting technologies are now, themselves, struggling to come to terms with their own offerings. Physician heal thyself ­ but please, heal the rest of us as well before we all lose our common sense.

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