Summary: The amount of unstructured data in inefficient filing systems causes stress and loss of productivity among employees. Daily time lost searching for data and lack of data strategies exacerbate the problem. Better data organization can help reduce workload and increase efficiency.
The Invisible Problem
The amount of data in companies is growing incessantly – and with it the stress of your employees. What initially seems like an insignificant problem can quickly become a real burden. unstructured data in inefficient filing systems make the working environment increasingly confusing and put your employees under pressure.
While databases and other structured systems can easily handle large amounts of data, dealing with unstructured data is a particular challenge. This data is generated in everyday office life through documents, tables, presentations or emails and is almost always stored without metadata, classification or index.
This is not a problem in small quantities and well-organized systems, but confusing folder structures and deep directory levels quickly make it difficult to access the desired document.
Daily time loss, frustration and declining productivity are just some of the consequences of this “invisible” challenge.
Causes and Effects of Unorganized Unstructured Data
Dealing with large amounts of unstructured data is becoming a psychological burden for employees. A Fraunhofer study shows that 30 to 60 minutes daily – and even longer – time is spent searching for information.
This constant loss of time leads to a significant overtaxing of employees. Instead of focusing on their actual tasks, they spend their time searching for documents that are often stored in outdated or irrelevant folders.
This leads to frustration and Burnout hazardAs a result, the Productivity and the working atmosphere suffers – especially when several employees have to access the same data at the same time and the search for information repeatedly leads to delays.
How do the problems arise?
- Confusing filing systems: Deep directory levels and inconsistent naming conventions make it difficult to find files quickly.
- Data that nobody deletes: Without clear rules for archiving or deleting old data, the amount of data continues to grow.
- Lack of automation: While structured data is processed automatically in systems, much of the work with unstructured data remains manual.
Prof. Dr. Ute Schmid, holder of the chair for Cognitive Systems at the Otto-Friedrich University of Bamberg and head of the dare2del project, states:
"My psychology colleague in the project was also able to show that a lot of irrelevant data can also put a mental strain on you. [...] Especially with unstructured filing, the large number of files can also mean that you are no longer able to work as focused and efficiently."
https://dare2del.de/
The effects on the working atmosphere and team dynamics
In addition to the individual negative effects, data chaos also has massive consequences for the working atmosphere and team collaboration. A lot of unorganized, unstructured data not only makes the work of individuals more difficult, but can also Team dynamics When employees regularly rely on each other to find data, delays and misunderstandings can arise that hinder collaboration.
Projects are delayed, decisions are made more slowly, and the collaboration is disturbed. The Trust within the team suffers when information is difficult to access or is even lost. As a result, motivation drops and the team's cohesion is put to the test.
Human Stress in the Digital Age: The Role of Forgetting
It may sound surprising, but To forget plays a crucial role when it comes to dealing with data. In our brain, forgetting is a protective function that helps us to sort out unimportant or irrelevant information and focus on what is important. This ability to remember only what is relevant is also necessary in the digital world – but the technology is lagging behind.
>> More about Intentional Forgetting here
How it harms your business
Unstructured data in disorganized filing systems is not only a problem for your employees, it can also harm your entire business. Here are the main impacts:
- Delayed decisions: When employees spend time searching for information, it takes longer to make decisions. The speed of decision-making processes decreases, which leads to competitive disadvantages in dynamic markets.
- Declining productivity: Constantly searching through confusing folders and the lack of a clear filing system reduces efficiency. Projects are delayed and workflows are no longer as smooth, resulting in lower overall productivity.
- Increased error rate: When important data is not easily accessible, the risk of using incorrect or outdated information increases. This can lead to bad decisions, misunderstandings or even legal problems.
- Employee workload and fluctuation: The constant overload caused by chaotic filing systems leads to stress and dissatisfaction in the workplace. This affects the working atmosphere and can jeopardize employee loyalty. If employees are constantly struggling with inefficient work processes, the likelihood of high levels of fluctuation and sickness absence increases.
- Lack of scalability: As your business grows, the problem of unstructured data becomes more and more serious. Without efficient data management strategies, it becomes increasingly difficult to keep track of and control the growing amount of data, which slows down business growth.
The impact on your business is therefore far-reaching and ranges from lost productivity to increased costs and declining employee satisfaction. The key to overcoming these challenges lies in the efficient organization and automation of data processes.
Solution approach
The good news is that companies can actively combat the stress caused by data overload. One promising solution is Automation data archiving. Software solutions that identify unnecessary data and automatically archive it not only relieve the burden on the IT department, but also on employees. important documents remain accessible, while irrelevant data disappears from daily view. This leaves more room for productive work without the constant worry that something important might be lost.
To reduce the stress caused by data ballast and unstructured digital systems, companies can also resort to several strategies.
A particularly promising solution is the use of assistance systemsthat actively support employees in managing and organizing their digital resources. Such systems combine artificial intelligence (AI) and machine learning to help users identify irrelevant data and make recommendations for deletion or archiving. AI-powered tools can not only manage data automatically, but also make the decision-making process transparent by providing explanations for deletion suggestions. An example of such systems is the Dare2Del project, which develops an interactive assistance system that involves employees in the decision-making process and thus reduces cognitive and emotional stress.
The advantages of these systems are not only in their efficiency, but also in the relief they provide employees, who can better control their digital environment thanks to the clear structuring and systematic data cleansing. The ability to actively intervene in the decision-making process promotes greater trust in the system and reduces the fear of accidentally deleting important data.
Convinced to clean up? Join the Digital CleanUp Day 2025!
Conclusion: How a clear data strategy sustainably reduces the stress of your employees
Unstructured data in untidy filing systems is a hidden stress factor that can Productivity as well as that working climate A well thought-out Data Strategythat on efficiency, transparency and automation is therefore essential to relieve employees of this stress.
By organizing your data in a structured manner and eliminating unnecessary information from your daily work routine, you create a stress-free work environmentYour employees will be able to concentrate on what is important, the Productivity will increase and the working atmosphere will improve sustainably.
Register now for the expert webinar
