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Published on November 12, 2019

How to Organize Information and Tidy up Your Thoughts

How to Organize Information and Tidy up Your Thoughts

Over 4 million blog posts are published every day.[1] That is a lot of information and it’s only getting bigger. While the vast majority of people won’t be reading that many blog posts, people still consume a lot of information.

Maybe not through blog posts, but through social media, and the news. But that doesn’t change the fact that our intake of information is larger now. And some people have been calling the issues that we face with this larger intake of info as information overload. There are all kinds of strategies to help us mitigate but, what is we’re going at this the wrong way? What if the problem is because we don’t know how to organize information?

I believe that is the case when we consider our own behavior around information. This, in turn, explains why we need to organize information and find methods to do so effectively.

While there is nothing wrong with the amount of information available, it is up to us to determine how we use it. In so many cases, people have had no self-control or that they haven’t bothered to learn how to organize information. This fact amongst a few other reasons is why this is important.

We’ve Grown Addicted To Consuming Information

As Karol Krol put simply in an article at Lifehack:

“The sole fact that there’s more and more information published online every single day is not the actual problem. Only the quality information becomes the problem. The amount of epic content on the Internet these days is so big that it’s virtually impossible for us to digest it all. But we try anyway.”

This creates a situation where we are constantly digesting information mainly because “we have got to know this.” Even if we never apply that information in our own lives.

All of this behavior is similar to the idea of attending seminars hosted by motivational speakers or thought leaders. People walk out of those seminars and most never practice what they learned.[2]

Consuming information on your own is not that different.

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Too Much Information Creates Clutter

A while ago, I explained a scenario where you are reading and focusing on a book on the bus. Suddenly, someone sits near you and is in the middle of a loud personal conversation about their friend’s love life.

Even though you are a bystander in that conversation, that’s still information and can create a lot of clutter. It’s similar to having other distractions on your desk that pull you away from work or some other productive activity.

But one other aspect I failed to bring up is that, clutter can exist from build-up too. In the case of information, reading several articles on the same topic can create a lot of clutter.

What sort of information is important?

This post said this is important while another post said it wasn’t important. What information is relevant here?

What information should you internalize and apply?

In the end, the information creates noise and it can be tough for us to organize that information based on our feelings and current devices.

How to Organize Information Effectively

How to organize information can be simple once you have a plan. There are also a variety of tactics to consider using to best organize information.

But the most important thing about information is how much we consume is up to us. We have complete control over our information diet and how we distribute it.

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1. The LATCH Principle

An effective method is one that Richard Saul Wurman developed in 1996. In his book Information Architect, he took a previous existing theory – the Five Hat Racks – and formulated what is known as the LATCH principle.

Now, what does that mean? Wurman explained:

“Information may be infinite, however…The organization of information is finite as it can only be organized by LATCH: Location, Alphabet, Time, Category, or Hierarchy.”

Indeed, this method is all about organizing information in a broader sense. You’re not focusing so much on your own priorities but better organizing your information diet.

According to Wurman, this is the best method to organize information mainly because he tested the principle a thousand times. Every time he tried something different, he went directly to one of those five methods.

He may have a bias since he is the creator of this principle but, it does work wonders. I argue this because of two key reasons:

First, to organize anything, you must first remove a lot of things you don’t need. Going back to clutter, it creates a lot of noise and it distracts us from our current goals and priorities in life.

Second is that, organizing alleviates a lot of anxiety. And in order to organize properly, there has to be some kind of method or system. It’s not really organizing if there is no method to how you’re sorting things.

This is where LATCH comes in. LATCH provides five methods that we can choose from to organize anything in our lives:

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  • Location can be used in a variety of situations. It’s akin to giving directions. We focus on the most relevant things to be within reach. Similarly, we also use it to show how things are connected to one another.
  • Alphabet is organizing the information alphabetically. This can be helpful when organizing a list of people and statistics. Or maybe a dictionary of industry lingo or official documents.
  • Time works great with communication. Information revolving around scheduling appointments, or organizing projects. It’s good to use this method when providing step by step instructions or when things have to be in chronological order.
  • Category is the method to organize information by similarity or relatedness. Think back to the collection lists I mentioned earlier.
  • Hierarchy is about organizing information that is used collectively to compare things. Think t-shirt sizes or how you’d rate food or a product or service. Everyone uses that same metric to organize information.

While in most situations, people would wear multiple hats, the fact still remains that we instinctively use at least one of these methods. Whether we’re organizing information or collecting it, the LATCH method is the way to go.

2. Mind Mapping

Mind mapping is a method of capturing thoughts and organizing them in a visual way. In the industry, it’s been a sort of buzzword despite few people actually explaining what it means or how to make one.

The overall idea with mind mapping is to create a detailed to-do list. You have daily tasks that you want to accomplish, but it goes a step farther.

Mind mapping encourages you to think longer term such as what you wish to do in five years with anything in your life. It doesn’t largely address the intake of daily information, however, this is an extremely effective tool to organize what matters most to you.

This combats information overload as it gives you another way to evaluate information. If it’s relevant to your goals and desires, jot it down. If not, remove it from your mind.

Here’s a guide to help you start mind mapping: How to Use a Mind Map to Organize Your Life

3. Create Lists

Besides using the above frameworks, you can start a simple habit of using post-it notes or big notepad to create a series of lists. Make a to-do list every day and use that to organize the most important tasks for you to complete that day.

If you feel the need to add routine items, make a separate list with those. Either way, lists help to organize what must be done and give you a sense of time management as well. After all, you’ll know roughly how long something ought to take you to complete.

4. Create Collections

Similar to the lists, make collections too. What I mean by this is put the notes that you make into specific groups of information. For example, if you have a lot of information on business ideas, or opportunities, write them in a book or place them in a digital document. Keep it separate from your list of self-improvement and mindset tips.

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Also, consolidate those collections. Toss out the information you no longer need or have tried before.

5. Place Priority on Key Information

Most times, blog posts will contain a lot of essential information. If you’re the type to consume a lot, it’s going to be tough to manage it all. This particular strategy takes the idea of making lists to the next level.

The idea is summarizing the information or placing the key points in a list you can consult later. It doesn’t have to be organized in a collection or anything. The idea is that it’ll be easier to digest and process later when your brain has energy.

Bottom Line

In a world where we are addicted to hoarding information in ourselves, we risk getting distracted and move further away from our true priorities.

By learning how to organize information better, we can remove the things we don’t need. Better yet, we can learn to place a higher priority on things that are more important to our lives.

When we begin to organize information and our behaviour, we become more in control over our lives and what we let in.

More About Organizing Your Life

Featured photo credit: Matthew Guay via unsplash.com

Reference

More by this author

Leon Ho

Founder & CEO of Lifehack

The Lifehack Show: How Exercise Slows Aging with Judy Foreman 10 Good Habits To Have in Life To Be More Successful What Is Creativity? We All Have It, and Need It Easily Distracted? Here’s How to Regain Your Focus 10 Remarkable Traits of Successful Learners

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Last Updated on January 21, 2020

5 Proven Memorization Techniques to Make the Most of Your Memory

5 Proven Memorization Techniques to Make the Most of Your Memory

Do you forget stuff every now and then? Are you trying to enhance your memory but not sure how?

All you need is the right memorization techniques to make the most of your memory.

The human brain is fascinating. More specifically, the vast interconnections within our mind. Mendel Kaelen compares the human brain to a hill covered in snow,

“Think of the brain as a hill covered in snow, and thoughts as sleds gliding down that hill. As one sled after another goes down the hill a small number of main trails will appear in the snow. And every time a new sled goes down, it will be drawn into preexisting trails, almost like a magnet. In time it becomes more and more difficulty to glide down the hill on any other path or in a different direction.”

The intent of Kaelen’s discussion is to think of new ways to temporarily flatten the snow. Kaelen remarked,

“The deeply worn trails disappear, and suddenly the sled can go in other directions, exploring new landscapes and, literally, creating new pathways.”

The idea here is to temporarily rewire your brain, or as Michael Pollan remarked in How to Change Your Mind,

“The power to shake the snow globe, disrupting unhealthy patterns of thought and creating a space of flexibility-entropy-in which more salubrious patterns and narratives have an opportunity to coalesce as the snow slowly settles.”

So, how can we rewire our brain allowing deeply worn connections to disappear and new connections to form? The answer is quite simple. We must change the way we store information in our mind.

    Let’s examine 5 specific memorization techniques that will change the way you think and remember information.

    1. Build a Memory Palace

      What is it?

      The method of loci[1] (aka memory palace) is a method of memory enhancement using visualizations with the use of spatial memory. It uses familiar information about your environment to quickly recall information. It is a method that was discussed by Cicero in an ancient dialogue called De Oratore.

      How to use it?

      Ron White discusses in How to Memorize Fast and Easily: Build a Memory Palace, that it’s essentially a room or building that you have memorized and you use locations in the room to store data. Ron informs us,

      “You memorize locations in a room and then you later go back to those locations to retrieve the data that you want to remember.”

      Example

      An easy 5-step example, in the form of a Wiki, can be found at Artofmemory.com. Let’s examine the the steps:

      • Step 1. Choose a place that you know well. For example, your house or office.
      • Step 2. Plan the route and pick specific locations in your route. For example, your front door, bathroom kitchen, etc.
      • Step 3. Decide what you want to memorize. For example, geography, list of items, answers for a test, etc.
      • Step 4. Place one or two items, with a mental image, and place them in your memory palace. Exaggerate your images. For example, use nudity or crazy images forcing it to stick in your mind.
      • Step 5. Make the image into a mnemonic.

      You can learn more about this technique here: How to Build a Memory Palace to Remember More of Everything

      2. Mnemonic

        What is it?

        A mnemonic is a memory device that aids in retention and/or retrieval of information. Mnemonic systems are techniques consciously used to improve memory by helping us use information already stored in long-term memory to make memorization easier.[2]

        How to use it?

        Mnemonics make use of retrieval cues to encode information in our brain allowing for efficient storage and retrieval of the information. The trick is to learn how to easily create mnemonics. If you find that you struggle with creating your own, try the following website: Mnemonic Generator.

        Example

        I recently came across a video using mnemonics to memorize countries. Memorizing Countries using Mnemonics is a video created as an introduction to a class for using memory techniques to learn the names of countries on maps.

        I actively search for videos that provide enormous educational value, yet receive very little exposure. At the time of this writing, this video has received less than 4k views. Let’s examine the video.

        Goal: Create a mnemonic to memorize the countries in the Caribbean (just the countries you need to learn).

        Step 1. Looking at a map – write out each country (for which five were chosen).

        Cuba, Jamaica, Haiti, Dominican Republic, Puerto Rico.

        Step 2. Write the first letter of each country vertically.

        C

        J

        H

        D

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        P

        Step 3. Create a sentence or phrase.

        Cubs

        Just

        Hate

        Doing

        Push-ups

        Cubs just hate doing push-ups. (Cuba Jamaica Haiti Dominican Republic Puerto Rico)

        3. Mnemonic Peg System

          What is it?

          According to Artofmemory.com, a mnemonic peg system is a technique for memorizing lists and it works by memorizing a list of words that are easy to associate with the numbers they represent.[3] These objects are the pegs of the system.

          How to use it?

          The trick is to create a Number Rhyme System with each number having a rhyming mnemonic keyword.

          Example

          Let’s look at an example of a Number Rhyme System:[4]

          0 = hero

          1 = gun

          2 = shoe

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          3 = tree

          4 = door

          5 = hive

          6 = sticks

          7 = heaven

          8 = gate

          9 = line

          Another technique like the Peg system is the Number Shape System.[5] Here you are assigning mnemonic images based on the shape of the number. Watch the following video for an example of this system: Number Shape System for Memorizing Numbers.

          4. Chunking

            What is it?

            Chunking is a way to remember large bits of information by chunking them into smaller pieces of information. We are more likely to then remember the information when we put the small pieces back together to see the entire picture.

            How to use it?

            In the video Chunking – A Learning Technique, we can see that there are several ways to chunk information.

            Example

            Let’s examine a simple example using a nine-digit number.

            Step 1. What is the number you are trying to remember?

            081127882

            Step 2. Cut the number into smaller pieces through chunking.

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            081 – 127 – 882

            Let’s look at one more example from the same video.

            “Piano teachers will first demonstrate an entire song to students. They will then ask their students to practice one measure at a time. Once the part has been learned and the neural connections in the brain have been built, then students go on to the next measure. After all chunks have been played separately, they are combined until the entire piece is connected.”

            5. Transfer of Learning

              What is it?

              Transfer of learning is a way to learn something in one area and apply it in another. Authors of Thinking at Every Desk, Derek and Laura Cabrera inform us about the transfer of learning,

              “If a student has a high transfer skills, she can learn one thing and then teach herself 10, 50, or 100 additional things.”

              How to use it?

              There are two specific ways to use it:

              1. Vertical Transfer (aka Far Transfer). Think of learning something in grade school and applying it another grade or later in life.
              2. Horizontal Transfer (aka Near Transfer). Think of learning a concept in history and applying it in math.

              Example

              I provide a detailed step-by-step example for this technique in this article:

              Learn How to Learn: How to Understand and Connect Difficult Ideas Easily

              The Bottom Line

              The key to using the techniques discussed here is to remember that we must actively think about information.

              We cannot simply drill information into our brain through rote memorization. We must change the way we think about memorization. We must find a way to “shake the snow-globe” in our mind or flatten the snow so that we can create new learning paths.

              Or as Derek and Laura Cabrera point out, we must insert “Thinking” into the equation,

              “Information X Thinking = Knowledge”

              More About Enhancing Memories

              Featured photo credit: Nong Vang via unsplash.com

              Reference

              [1] Remember Everything: Memory Palaces and the Method of Loci
              [2] The Learning Center Exchange: 9 Types of Mnemonics for Better Memory
              [3] Art of Memory: Mnemonic Peg System
              [4] Art of Memory: Number Rhyme System
              [5] Art of Memory: Number Shape System

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