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Digital Workplace

Conquering Information Overload in the Workplace: Your 8 Step Guide

Written by
Robyn Till

Raise your hand if you’re drowning in a sea of emails, Slack messages, project updates, news alerts, and social media notifications. My guess is it’s up, right?

According to Forrester, 42% of us spend 30 minutes of our day just trying to find the info we need. That’s like, half a Netflix episode gone before you even hit play!

And it gets worse. A 2023 McKinsey report found the average knowledge worker switches between 13 different apps, costing businesses a cool $1 trillion annually in lost productivity.

Thankfully, there is a way out of this digital deluge….

Step 1: Review your content curation

Ditch the one-size-fits-all, market-to-the-masses approach.  Take the time to understand who needs what information, when, and where.

  • Segment and research your audiences: Consider location, job function, seniority and truly understand their needs and preferences.
  • Create personas: If you’ve done your analysis correctly, you’ll know what who each audience is and their preferences, pain points and needs. Use this to create personas where you can tailor your communication style, format and channels.
  • Prioritise: Based on your findings, ask yourself ‘Does this group of employees really need to know this?
  • Inject some personality: Incorporate your employer brand into your content and make it personable, even if you’re working for a big corporation.
  • Content gate-keepers: Gather your best troops to act as content guardians and prevent unnecessary information from getting through the cracks.

Step 2: Create a Single Source of Truth

Create a single, reliable home for all of your employee information. Think of it as your workplace’s holy grail where they can access reliable, up-to-date information and tools all in one place.

Ensure you’ve determined what information is essential, picked the right platform, involved the right people, and fostered a culture of data ownership.

By establishing and maintaining a single source of truth, you can harness the power of unified communication and empower your employees, no matter where they are, to work collaboratively and drive organisational success.

Step 3: App Consolidation

Let’s face it, most workplaces have evolved into tech hoarders. They’re boasting ever-growing tech stacks and adding new apps for every conceivable task.

This abundance of tech isn’t always a blessing, it’s becoming a productivity and engagement nightmare. In fact, context switching can cost the brain up to 20 minutes to refocus.

By reclaiming control of your tech stack you can create a streamlined, efficient and engaging work environment for your employees whilst reducing costs through the elimination of redundant subscriptions.

To get started, identify core needs, ditch redundant apps, and invest in multi-functional tools that integrate seamlessly.

Step 4: Integrate

Speaking of integration, ensure your chosen tools play nice together. No more jumping between apps and losing momentum. Think of it as a smooth digital highway for your team’s workflow.

Step 5: Embrace the consumer-experience

Your employees are living in a world of seamless, intuitive and user-friendly technology.

From streaming services to online shopping, consumer tech caters to their every whim with effortless grace. But once they’ve stepped into the workplace, they’re met with a stark contrast.

It’s time to bring the consumer-grade experience into the workplace.

Adopt technology with user-friendly interfaces, that embrace simplicity, have personalisation capabilities, and have been developed with a mobile-first mindset.

Remember, it’s not about shiny buttons and playful animations. It’s about understanding your employees, simplifying workflows, and empowering them to navigate the ever-growing volume of information with ease and engagement.

Step 6: Focus-Time

Whilst there are tools and methods out there to help you streamline your information and make work more digestible, sometimes you need to take it back to basics.

Gift your employees with the ability to dedicate chunks of time for scheduled deep work, free from distractions. That means empowering them to say no, when necessary.

Step 7: Regular feedback loops

An oldie, but a goodie. Implement regular feedback mechanisms to see what’s working and what’s not.  Your employees know best, and this feedback will allow you to better assess your information management strategies and identify areas for improvement.

Step 8: Remember, It’s a Journey

Conquering content overload isn’t a one-time fix. By implementing these strategies and fostering a culture of resource awareness, you can equip your teams with the tools and skills they need to navigate the digital jungle, but it requires an ongoing effort to prevent you from going back to where you started.

That said, it can be an overwhelming task when you have years of resources to review, so start small.

But if you do want to fast-track your journey, check out HulerHub where you can easily create an accessible single source of truth for your employees, track engagement, and create a consumer-grade experience – basically everything we’ve just mentioned in this blog.

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