How to Manage Information Effectively and Stay in Control

Every day, I’m surrounded by an enormous amount of information—tasks, issues, resources, meetings, communications, and much more. With so many incoming details, it’s easy to feel overwhelmed and lose track of important things.

Surprisingly, I don’t use any personal task managers, notebooks, sticky notes, or reminder apps 😛 Yet, my colleagues always know that all information is under control. So, how do I manage it? Let’s break down my system for handling information efficiently.

Step 1: Limit Information Sources

The first step is to limit the number of sources where information comes from. For me, the main ones are:

1. Slack – Primary communication tool
2. Jira – Main project management tool
3. Zoom – Meetings and discussions
4. Email – Rarely used (95% notifications, but we’ll talk about this later)
5. Web-browser

By keeping the number of tools minimal, I reduce information overload and make processing easier.

Step 2: Managing Slack Efficiently

Slack is my primary workspace for communication. However, without structure, Slack can become chaotic. Here’s how I organize it:

1. Create separate channels for each project or feature. Keep them private, with only the relevant team members included.
2. Set up notifications properly. I only receive notifications when I’m mentioned.
3. Never use “Mark all as read.” Instead, I process all messages properly.
4. Check Slack regularly (2-3 times per hour) and clear unread messages.
5. If something requires my attention, I save it for later.
6. Reply immediately when possible.
7. If another person should respond, tag them (@mention).
8. If someone expects my input, I acknowledge it with a reaction (👀).
9. Clear the “Save for Later” list daily.

This approach builds trust—my colleagues know that I won’t miss anything. 😀

Step 3: Using Jira as an Information Hub

Jira is a core tool for tracking project tasks. It can generate a massive amount of information, so I use these strategies:

1. Always add yourself to the Watch List. If someone else creates a task, ask to be tagged in comments.
2. Set up email notifications for status changes, comments (especially if I’m mentioned), and updates to requirements.
3. Use smart filters to quickly find tasks where I’m a Reporter, Approver, or in the Watch List.
4. Check project boards multiple times a day to stay aware of new tasks.

All this helps me filter and process information through email.

Step 4: Processing Email Effectively

Here’s where things get interesting. 😅 I receive 50+ notifications per day, sometimes over a hundred. But instead of feeling overwhelmed, I use a structured approach:

1. Never mark emails as read unless I’ve actually processed them.
2. Dedicate quiet time (2-3 times a day) to process emails.
3. Sort emails based on urgency:
   • Needs action today (urgent)
   • Needs action this week
   • Just needs to be remembered (backlog)
4. Clear the inbox daily.
5. If emails pile up after a vacation, go through each one.
6. When opening an email:
   • If no action is required, move to the next.
   • If action is needed (e.g., responding to a Jira comment), do it immediately or mark the email as unread/starred.
   • If it’s direct communication from a colleague, tag it with a label (e.g., “Direct Communication”).

By keeping my inbox well-organized, I always have a clear picture of what’s happening in my projects.

Step 5: Managing Zoom Meetings

Zoom meetings can flood you with information, so I follow these rules:

1. Train your memory instead of relying on AI assistants (keeps your brain sharp!).
2. After the meeting, immediately summarize key points in the project’s Slack channel (I use “Update” as a keyword in messages).
3. Assign tasks right away if necessary.
4. If I need to remember something, I send a message to myself in Slack (then save it for later processing).

Step 6: Optimizing Browser Workflow

The browser is a major part of my workflow, so I keep it structured:

1. Use separate Chrome profiles for work and personal browsing.
2. Pinned tabs include Gmail, Calendar, Jira.
3. Open tabs from emails that require action.
4. Close tabs only when I’m completely done with them.
5. For tasks I need to remember, I keep a separate “Backlog” (or “To Process”) group of tabs.
6. Always open new windows for temporary research to avoid accidentally closing something important.
7. Enable sync across devices so I can access my open tabs from my phone or tablet.

Conclusion: Why This Matters

Information is the lifeblood of Project Management, but it can also be overwhelming. If you don’t control it, it will control you. Managing information effectively is a habit—it’s as essential as breathing in this profession.

So, how do you handle your information flow?
Share your experience and spread the knowledge with your colleagues! 🚀