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Current research suggests that the surging volume of available information—and its interruption of people’s work—can adversely affect not only personal well-being but also decision making, innovation, and productivity. In one study, for example, people took an average of nearly 25 minutes to return to a work task after an e-mail interruption. That’s bad news for both individuals and their organizations.

There’s hope, though. Innovative tools and techniques promise relief for those of us struggling with information inundation. Some are technological solutions—software that automatically sorts and prioritizes incoming e-mail, for instance—designed to regulate or divert the deluge. Others prevent people from drowning by getting them to change the way they behave and think. Who knows: Maybe someday even I will enjoy swimming in the powerful currents of information that now threaten to pull me under.

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During our Insight Event last week, Sam Dimond (Director of Knowledge Systems) outlined his thoughts on how to get started with social tools, drawing from his experience of the adoption of blogs and wikis in Clifford Chance.

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I think this integration and the development of more focused capabilities that sit on top of Wave will be key to its success. As I mentioned earlier, I think that the completely open Wave will get some use as a novelty and even as a collaboration platform. However, it is too open ended for many work applications, as people will not want to recreate the functionality and features. It can potentially serve as a meeting point for applications. On the other hand, people might want to shape application themselves and not be forced to follow the structure of existing applications.

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You will find that close to half of the emails in our inbox don’t have much to do with “communication” at all, and fall in one of the above categories. Ironically, email is supposed to be a tool for “asynchronous communication”. A majority of emails are about teams and groups coordinating activities, discussing work related matters, or actually working on tasks like editing documents and sending them back and forth as attachments.

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Using tools which provide you with central hub for communication (such as a wiki), instead of directly contacting each individual person, allows you to reduce the number of connections involved. This, in turn, reduces the number of interruptions and the number versions of the document that are generated, making the discussion much more manageable. Furthermore, if the article is in a wiki, then it becomes search-able by all the users of the wiki too, so other people can find it again in the future. This is not the case if it’s stuck in someone’s inbox.

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Researchers at IBM Research and MIT's Sloan School of Management found that the average e-mail contact was worth $948 in revenue. To unearth that and other data, they used mathematical formulas to analyze the e-mail traffic, address books, and buddy lists of 2,600 IBM consultants over the course of a year. (Their identities were shielded from researchers, who viewed them only as encrypted numbers, known as hash codes.) They compared the communication patterns with performance, as measured by billable hours.

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One way to define various tools (or ways to communicate) and how they differ from each other is to visually position them in various dimensions. For this purpose, I have developed a simple positioning model that I call "Positioning Model for Communication Tools". I have uploaded a first version of it to Slideshare.net and registered it under a Creative Commons Attribution-Noncommercial 3.0 Unported License.

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"I left behind a gig and a half of email when I left NEC - I couldn't look at it, and they erased it. My former coworkers couldn't use that knowledge. A collaborative toolset helps to get information out of email into the shared social space. Sharepoint and others are working on that problem. You see productivity benefits. Now people can see where you are going, make suggestions on who to call there.

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E-mail overload is the leading cause of preventable productivity loss in organizations today. Basex Research recently estimated that businesses lose $650 billion annually in productivity due to unnecessary e-mail interruptions. And the average number of corporate e-mails sent and received per person per day are expected to reach over 228 by 2010.

The fundamental problem of this otherwise great technology is largely behavioral, and new practices and technologies are arising to solve it.

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I want to talk to you about email, the psychology of email

It is a vital part of business, we all depend on it and we don’t even think about how we use it despite the fact that it’s really very new - only had it in business for the last 10 years or so. As email spreads it tendrils and becomes more and more common - it’s ubiquitous now, there was a time when you had to make a business case for email, now its the first thing you get. And it’s starting to become a problem.

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, Email has become a de facto work flow solution - a function for which is is horribly unsuitable. This has happened due to the old “if the hammer is your only tool, every problem looks like a nail.”

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email workflow

Although many companies aspire to promote easy interaction and coordination across departments, office locations, and pay scales, the "boundaryless" organization—like the paperless office—hasn't materialized.

The corporate silo is alive and well.

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In a study last year, Dr Thomas Jackson of Loughborough University, England, found that it takes an average of 64 seconds to recover your train of thought after interruption by email (bit.ly/email2). So people who check their email every five minutes waste 81/2hours a week figuring out what they were doing moments before.

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To run through the core areas of value and of risk, the issue of risk is more prominent in executives’ minds than the business benefits. And because the risks are not clearly understood, these tend to be inflated and given more impact than they should be. But many of the risks, which can be very real, are also on the business side, not just on the technology side. I think there’s a minority of issues that are purely technological around implementation of the tools. "There are, very crudely, three categories of information: proprietary, which you maintain inside your organization; there’s some that you share with trusted business partners, clients, suppliers or alliance members; and there information that you actively disseminate to the public at large. And it’s not always immediately clear into which category information falls."

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I think some of the so-called “information overload” is actually a “channels” problem - we often use the wrong channels for a given purpose. Email, of course, is the most prone to abuse. Part of this is a lack of accepted, shared protocols that would bring some sense and order to the email chaos. Part of this is the old “hammer” problem - when all you have is a hammer, everything is treated as if it were a nail. Clearly, tools such as Instant Messaging, collaboration hubs, and a better balance between “push” and “pull” communication methods can take the sting out of email. At nGenera, my email traffic is down significantly since we began using a collaboration hub.

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mais il faut aussi stocker, archiver… De quoi faire exploser les serveurs. « Des filtres automatiques ont permis de réduire le nombre de spams, explique-t-on chez Deloitte, mais il reste beaucoup à faire sur les comportements compulsifs, qui, eux, sont du seul ressort de l’humain. » « Spamers internes », c’est ainsi qu’un fabricant de solutions pour les messageries électroniques, Mirapoint, qualifie ces salariés qui envoient des mails en rafale, mettent plus de monde qu’il n’en faut en copie et relancent dès qu’on ne leur répond pas dans le quart d’heure. Des pollueurs de messageries, en somme. Vont-ils faire des crises de manque les vendredis ?

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I could share dozens and dozens of items on what it has meant for me to eventually move away from corporate e-mail and instead engage through social software to increase my collaborative and knowledge sharing efforts. However, going to try to keep it short. So I will mention that my main key benefits from making such jump have been to no longer feel stranded in the e-mail world, having tasks delegated on to you, just because you have the information / knowledge. I no longer have the pressure of having to constantly keep up with the incoming flow of e-mails of which a good chunk of them I wouldn’t even need to get them in the first place! I no longer sense I have lost control of my own productivity while helping others get their tasks done. I no longer feel it is me against them and the corporation. Them sending e-mails across more and more by the day, me, attempting to address them all and try to finish with a zero inbox, which almost never happened!

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In this experiment 300 engineers and managers, located in two US sites (Austin, TX and Chandler, AZ), agreed to minimize interruptions and distractions every Tuesday morning. During these periods they had all set their email and IM clients to “offline”, forwarded their phones to voice mail, avoided setting up meetings, and isolated themselves from “visitors” by putting up a “Do not disturb” sign at their doorway. The purpose was to see the effect of 4 hours of contiguous “thinking time”.

On the whole, the 7-month pilot returned markedly positive results. It has been successful in improving employee effectiveness, efficiency and quality of life for numerous employees in diverse job roles. 45% of post-pilot survey respondents had found it effective as is, and 71% recommended we consider extending it to other groups, possibly after applying some modifications

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