Unread emails, constant SMS interruptions, 2-week old newspapers lying around because you want to reread that article that looked interesting – its probably time to join an Infomania support group.

Unfortunately, this will probably include an online blog, RSS feeds and newsletters that are more likely to contribute to the information overload than help you cope with the problem.

Our lives our flooded by information from so many sources, its not surprising that we sometimes feels overloaded and “data-blocked”. Yet, we can’t seem to stop ourselves from trying to keep up with the flood of communication directed our way every day. Is it the fear of missing some vital piece of news or being left out of the loop? Or are we simply “junkies”, addicted to the latest sound-bit or idea?

The reality is, research shows that the ever-increasing volume of information – and the interruptions it creates – actually affects our well-being. It also impacts on decision-making, innovation and productivity.

Besides the stress information overload can cause, it actually can make you stupider. In a study at Hewlett-Packard, IQ tested with and without distraction showed that the interruptions and distraction caused a 10-point drop in IQ measurements. This means that we are effectively working well below our potential if we don’t manage these disruptions, especially if we are actually required to think in our jobs (admittedly, not all tasks or jobs require the same level of mental input). Even if what we are doing is not necessarily mentally taxing, mistakes are sure to creep in if we are not focused. Think about what happens when you are concentrating on something and the phone rings. You may be distracted and miss important information in the phone call and you will also have to “refocus” again once the call is finished and perhaps go back a step or two to regain your momentum.

The data overload we experience every day has a direct impact on how productive we are. Dealing with spam email and the latest office gossip eats into our work time, sometimes more than we realise. But, even legitimate phone calls and emails can be disruptive and result in “lost” time. Intel, through various studies, has found that up to 30% of emails in the organisation are unnecessary. Spam messages are estimated to make up a large percentage of actual email sent and, without sophisticated spam filters in place, you will spend a lot of time reading unwanted adverts for irrelevant training or try to decipher the grammar of the latest 419 scam. Or perhaps you have won the lotto (again!).

Email isn’t the only problem though – instant messaging, alerts from your social and business network sites, colleagues stopping by your desk and phone calls all result in interruptions to work. On average, you will be interrupted every 11 minutes and it can take up to 25 minutes to return to what you were busy with before the interruption.   Maybe work-life balance wouldn’t be such a big issue if we could get back all that wasted time every day.

Whether it is at home or work, information overload has a negative impact on communications. Have you ever tried to hide from your family or friends the fact that you are checking your email on your phone? Or during a meeting at work, spent time answering email on your laptop or sending SMS’s on your cellphone? If you have, it’s time to admit that you may have a problem with information overload and that you need help.

There are some solutions to the problem – see them as your own personal step-programme to becoming free from being data-blocked and addicted to information:

• Turn your email programme off whilst you need to concentrate. That goes for your instant messenger and anything else that will keep trying to get your attention. Turn your phone onto silent (preferably off) and redirect your land-line.       Close your door if you have an office – create your own quiet space – even if it means putting up a “do not disturb” sign on your cubicle. After all, you are being paid for your intellectual ability, not just your ability to answer emails or inane telephone calls. Do you really need to discuss the benefits of life insurance with ANOTHER telesales person? Anything really important can wait for an hour or so. A good tip if you work in a cubicle is to wear headphones, even if you are not listening to anything. Colleagues are less likely to start a conversation with you if they don’t think you can hear them.

Some jobs require the connectivity – if you are the help-desk or reception or assistant, you are expected to take the calls and emails constantly. However, when are you actually supposed to DO something about the calls and messages? Or even simply go to the bathroom? Taking time out to organise your tasks or regain your composure after a difficult phone call are essential. Assess your job and determine how “connected” you really need to be.

Regardless of your ability to multi-task, the reality is, given something your full attention is sure to bring greater results. Brain imaging proves that performing two tasks concurrently results in each of them being processed less efficiently than if done sequentially.

• Schedule it. Before your day starts, make a list of what needs to be done, prioritise it and estimate how much time you will need for each task. Include time for email and ad-hoc interruptions.       If your schedule says that you somehow need to fit 12 hours of work into an 8 hour day, you have a problem.       By scheduling it, it is easier to then analyse what should not be on the list. If you work for yourself, you can ask yourself the question as to what value each of the tasks adds to your business. If you work for someone else, it gives you the information necessary to show your manager why you are overloaded and what needs to be delegated elsewhere or automated or forgotten about entirely.

• Knowledge is power. Information overload does not mean that we should stop learning and gaining knowledge. The key is to funnel the information, become more focused in your data downloads.   We all need to be constantly learning and keeping up to date with new research or developments that expands our knowledge and could lead to something incredible. Choosing what information is valuable and taking the time to process it and allow it to become internalised is important. Simply scanning the text is unlikely to really increase your knowledge levels or provide any lasting results in terms of the application of that knowledge.

• Switch off – take time away from the information super-highway.       Instead of listening to the news and latest debates on the radio stations on the way home (another information overload), actually listen to music or simply think about the day or plan ahead. There are many periods of wasted time during a day when you can spend time on reflection instead of gathering more information.   Turn your cellphone off during dinner, put the phone of the hook. I am always surprised how much this practice irks others – they really expect you to be available when they call and cannot understand that you should not feel guilty about ignoring a ringing phone and letting voicemail pick up. There are times when you are simply not available. Yet, people will take phone calls in the bathroom, in the car or in the middle of a meeting. Take back the power and choose when and when not to answer your phone!

• Ban electronic devices in meetings. No more checking email or sending SMS’s whilst someone is trying to engage their colleagues in a discussion. Meetings are powerful tools for brainstorming and sharing information but these days are just another time waster. Is it the meetings that are the problem or the way we engage in them?

• Unsubscribe. Probably the most powerful email tool at your disposal (other than Junk Mail).       If you are not getting time to read a newsletter or find that it contains more advertising than useful information, unsubscribe. The same goes for other communication channels. For example, disconnect from DSTV and avoid watching the same repeats over and over. Rather rent the latest series of your favourite programme and watch it when you want without advert breaks. If you have more than one cellphone, my only question is WHY? Simplify and reduce the number of push communication devices in your life where you are inundated by information you did not ask for or cannot use and rather go and look for it when you want it.       We all store endless email messages and documents we will never read but keep for “when we have time” or because someday the information may be useful. Of course, when the information is actually needed, its easier to Google it than find it on the computer somewhere. Now that would be cool tool to have – Google for my computer!

Informania is a disease, an addiction. Like any addiction though, it can be controlled. So, take the first step and admit that you have a problem. I know I do.