How to Manage Information Overload
I like to think of September as the month of information overload. With the transition of seasons, and the return to school, the amount of information forwarded to parents leads many into the abyss of overwhelm. The number of emails, newsletters, back-to-school dates, activity schedules, reminders, and supply lists seem never-ending. It’s like a torrential downpour of everything new. Every piece of data is deemed as essential, requiring immediate action and attention. No wonder many caregivers spiral into overwhelm.
The Problem
Human beings love certainty and control. We like to know what’s happening and when. We like when things are predictable and stable, and the influx of information when returning to school (or starting a new job) feels like a faucet that we can’t shut off. It’s a contradiction: the dates, lists, and details that arrive via email give us the certainty we crave. However, we must absorb and process the barrage of information to get to that feeling of clarity.
When you think you have no control, your brain activates warning signals that something is wrong. This shows up as increased pressure and anxiety, a sense of urgency to get it all done right now, and ultimately overwhelm. As a result, you wallow in confusion, and you resist planning and taking action. You skim the notices, procrastinate entering the information into your calendar, and you target only what you can handle in the most immediate moment.
This is totally normal. This feeling of overwhelm is often accompanied by negative self-talk where you second guess your abilities to be organized. You may hear yourself say, “I’ll be on top of it one day.” Externally, it shows up as piles of handouts, emails that have been pushed down the inbox, a cluttered bulletin board, and incomplete sets of gear for activities. You fail to make decisions because your brain is fully occupied by information overload (aka “mental clutter”).
The Solution (A Pleasant One 🥰)
First, recognize that information overload happens to us all. You are not alone. You may not be able to stop or control the influx of data, but you can control your response to it.
1. Take back control by thinking that you’re in charge, not the information.
2. Set aside dedicated time to process the information. This could be once a day or 2-3 times a week, depending on your personal preference. Put this time on your calendar first thing in the morning, at lunch, or at the end of the day. Choose a time that’s uninterrupted and good for decision making.
3. Flag email as it comes in with a dedicated “follow up color” to create a visual reminder. Paper clip all information notices together into one stack or folder. It doesn’t matter that they’re for unrelated activities. The forms require decisions, actions, signatures, ordering, and scheduling. You’re using the executive functions of your brain which takes energy.
4. Before you begin processing the information, recognize that every email / notice / notification requires your time. Decide if you even want to give it your time. This will help you prioritize what’s most important and most immediate. You don’t have to get to it all in one sitting.
5. Remind yourself that there’s no “right way” to organize information. You can order supplies, books, and gear for all the family members all at one time. Then you can move onto forms. You can address all things related to one kid, then address all things related to the next kid. You can work by category: school, sports, music, volunteer activities, etc. Or you can complete tasks that are needed immediately versus those that can wait. Do things in an order that makes sense to your brain.
Note: I would, however, suggest putting all dates for a given activity on the calendar in advance, in one sitting. There’s nothing better than knowing exactly when games are or what days school is closed. Set aside one hour to write it all out or plug it all in your electronic calendar. This will save you a headache later if you’re at risk for double-booking or needing to carpool. It’s time well spent in advance.
Lastly, remind yourself that 99.9% of the information isn’t life or death.
I understand that your kids want to have their books, supplies, and gear ready to go by day one. So, enlist them to help. Delegate tasks to your kids and partner. Ask them to scour the house for supplies that you already have. If they’re tech savvy enough to play video games and search YouTube, have them create an online ordering list for the gear needed. Have them decide what stores they need to visit. If one child has legible handwriting, make them responsible for adding dates to the family calendar.
Lastly, we all overestimate how much we can accomplish in one day. When you’re experiencing the pressures of mental clutter and information overload, use it as an opportunity to ask yourself, “Will I actually want to do all these activities when it comes time for them?” Give yourself grace and compassion if you recognize that your family is already overbooked – even before the school year has begun. Return to the belief that you’re 100% in control of your life and the information that comes into it. You don’t have to do it all.
If information overload is disrupting your life + schedule, I’d be happy to provide you with an individualized solution. Schedule your exploration call today.
