What are the most common causes of communication overload?

2 High volume

Another cause of communication overload is the high volume of communication that you have to deal with on a daily basis. This can be due to the nature of your work, the size of your team or organization, the diversity of your stakeholders, or the complexity of your projects. High volume communication can make you feel overloaded and distracted, as you have to process, respond, and store a lot of information. To reduce communication overload from high volume, you should filter and sort your messages, use automation and delegation tools, set boundaries and expectations, and schedule dedicated time for communication.

3 Low quality

A third cause of communication overload is the low quality of communication that you receive or send. Low quality communication can be vague, unclear, inaccurate, irrelevant, or inappropriate. It can also be too long, too short, too frequent, or too infrequent. Low quality communication can create confusion, misunderstanding, errors, or conflicts. It can also waste your time and energy, as you have to clarify, correct, or repeat your messages. To reduce communication overload from low quality, you should follow the principles of effective communication, such as being clear, concise, accurate, relevant, and respectful. You should also use feedback and confirmation techniques, and proofread and edit your messages.

4 Lack of control

A fourth cause of communication overload is the lack of control over your communication. This can happen when you feel that you have to respond to every message immediately, or when you are interrupted by unsolicited or unwanted messages. It can also happen when you have no say over the frequency, timing, or content of your communication. Lack of control over your communication can make you feel stressed, anxious, or powerless. It can also affect your focus, concentration, and creativity. To reduce communication overload from lack of control, you should assert your communication preferences and needs, use do not disturb or mute features, block or unsubscribe from spam or irrelevant messages, and negotiate and agree on communication rules and norms.

6 Organizational factors

A sixth cause of communication overload is the organizational factors that shape and influence your communication. These can include the culture, structure, strategy, policies, processes, and systems of your organization. Organizational factors can affect the amount, type, and quality of communication that you have to deal with. They can also affect the expectations, norms, and values that guide your communication. Organizational factors can create communication overload when they are unclear, inconsistent, or contradictory. They can also create communication overload when they are rigid, inflexible, or outdated. To reduce communication overload from organizational factors, you should understand and align with the organizational vision, mission, and goals, follow the organizational communication policies and protocols, use the organizational communication tools and platforms, and suggest and implement communication improvements and innovations.