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Saving Time on Routine Tasks: Optimized Reading

Saving Time on Routine Tasks: Optimized Reading

    If I were to attempt to project the demographics that make up a typical lifehackista, according to the comments I see here and the roots of the phrase life hacks, I’d say that the average specimen spends a heck of a lot of time reading and writing, online and off, pretty much every single day.

    It surely doesn’t apply to everyone who loves lifehacks, but then again, you’re reading this now. You may have typed a URL or search query to get here. In the quest to save time on routine tasks, there are plenty of ways we can optimize these core practices of everyday life.

    In the next couple of articles, we look at making reading and writing quicker and easier. Let’s start with reading.

    Saving Time on Reading

    When you think of saving time on reading, the first thing that comes to mind is reading quicker – otherwise known across the Western world as speed reading.

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    There are a bunch of techniques popular amongst the personal development crowd that boost your reading rates in only a few minutes, with a bit of practice and attention. These techniques are derived and boiled down from plenty of different speed reading systems. If you read a lot of books, you might have seen some of these before.

    1. Tracing with a Pen

    A good idea is to take a pen or pencil (or a twig, if that’s what suits you) and use it as a pointing device while you read. Keep its tip under the word you are reading as you go, constantly moving, and your eye will follow. You can practice moving the pen faster as you get used to reading this way – as your eye starts to naturally follow along, you’ll be able to read faster just by moving the pen faster. Be steady and consistent. Speeding up and slowing down a lot isn’t recommended.

    2. Learn to Capture Phrases

    A common obstacle in increasing reading speed is your eye span, or the number of words you take in at a time. If you read each word individually, you’re crippling your speed. If you take in phrases in one glance, or fixation, instead of single words, you can boost your reading speed by an amazing amount. This takes a fair bit of practice, but there’s really nothing more to it than taking a mental “photograph” of a cluster of words at a time, instead of just one. Don’t overanalyze what you see in front of you. Some call it looking through the words instead of at them, but I think the best analogy would be taking a snapshot. Fake it until what you’re reading starts to make some sense!

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    3. Capture Quickly with Snapshots – Not Long Exposure!

    When you’re taking in clusters of words instead of single words, work on reducing the amount of time the fixation takes. As you get started with this skill, you’ll be stopping and starting and reading in a fairly jerky fashion as you move from one cluster to another. This is because the fixation time takes longer. The solution is to smooth this out by taking faster snapshots.

    Intuitively, one might think it’s best to practice speed reading until you naturally get faster. In fact, it’s better to learn this not by expecting it to come with time, but by forcing it; start running your eyes across each line without stopping in a smooth but rapid fashion, attempting to capture phrases and speed read as you go. You probably won’t have great comprehension at first, but your brain will be forced to keep up with the movement of your eyes and you’ll get it with repetition and dedication. Just remember not to stop the eye movement to take longer fixations, or you’ll get nowhere!

    You will have to temporarily sacrifice comprehension until you are good at it, so don’t try this on important documents unless you intend to re-read them later.

    Once you get this skill down, you’ll be able to read a line in the amount of time it takes to roll your eye across it.

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    It takes dedicated practice (like all things that are worthwhile), but eventually you’ll be able to capture not just phrases but entire lines at once (perhaps in two glances for really wide texts, ie one-column websites). At this point, you can practice making the process even faster by scanning down the page rapidly, instead of across.

    Allow your eyes to run over each line without stopping. With practice, you’ll be reading each line in the time it takes to run your eyes over it.

    You can practice your speed reading skills at Spreeder.

    Remember that the most common reason for slow reading is fear (just like most obstacles in life); fear of missing an important word or line, of confusing the meaning of the text down the track, of having to go back to the top of the page and start again. Lose this fear and allow yourself to go with the flow, keep reading forward – never backward, unless you’ve truly missed something. This takes practice, because backtracking is an ingrained habit, ever since your first grade teacher told you to read slow and take your time, word-by-word. How inefficient!

    One Book at a Time

    Maybe one word at a time is a bad idea, but perhaps not so much when it comes to reading one book at a time!

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    Trying to read two fiction books and four non-fiction books at once is not doing you any favors. In fact, you’d be sabotaging yourself from every perspective; it would take more time, since it’s harder to pick up the book and keep reading where you left off if your attention is divided between more than one, and you’d have a much harder time absorbing the content. So, the multitasked books are not only taking more of your time, but there’s no reason to read them in the first place since you’re not learning anything. That’s a lifehackista’s nightmare!

    It is wise to limit yourself to one fiction and one non-fiction book at all times. This is the perfect reading level, and not only do I suggest you not exceed it, but you should not be reading any less than this amount at a given time. Both are important for different reasons to our productivity and growth.

    You can safely read a fiction and non-fiction book at the same time – your brain won’t confuse the two like it will confuse two stories or two textbooks.

    Ditch Yer Browser, Use RSS

    One excellent way to read faster, when it comes web content, is to use RSS wherever it’s available. The process of switching from one website to another, and then going deeper into each website to read new content, takes a lot more time than reading the new content in one aggregated location. I’d say using an RSS reader can at least halve the time it takes to do your daily online reading. Take advantage of it.

    Next time: optimize your writing process.

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    The Gentle Art of Saying No

    The Gentle Art of Saying No

    No!

    It’s a simple fact that you can never be productive if you take on too many commitments — you simply spread yourself too thin and will not be able to get anything done, at least not well or on time.

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    But requests for your time are coming in all the time — through phone, email, IM or in person. To stay productive, and minimize stress, you have to learn the Gentle Art of Saying No — an art that many people have problems with.

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    What’s so hard about saying no? Well, to start with, it can hurt, anger or disappoint the person you’re saying “no” to, and that’s not usually a fun task. Second, if you hope to work with that person in the future, you’ll want to continue to have a good relationship with that person, and saying “no” in the wrong way can jeopardize that.

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    But it doesn’t have to be difficult or hard on your relationship. Here are the Top 10 tips for learning the Gentle Art of Saying No:

    1. Value your time. Know your commitments, and how valuable your precious time is. Then, when someone asks you to dedicate some of your time to a new commitment, you’ll know that you simply cannot do it. And tell them that: “I just can’t right now … my plate is overloaded as it is.”
    2. Know your priorities. Even if you do have some extra time (which for many of us is rare), is this new commitment really the way you want to spend that time? For myself, I know that more commitments means less time with my wife and kids, who are more important to me than anything.
    3. Practice saying no. Practice makes perfect. Saying “no” as often as you can is a great way to get better at it and more comfortable with saying the word. And sometimes, repeating the word is the only way to get a message through to extremely persistent people. When they keep insisting, just keep saying no. Eventually, they’ll get the message.
    4. Don’t apologize. A common way to start out is “I’m sorry but …” as people think that it sounds more polite. While politeness is important, apologizing just makes it sound weaker. You need to be firm, and unapologetic about guarding your time.
    5. Stop being nice. Again, it’s important to be polite, but being nice by saying yes all the time only hurts you. When you make it easy for people to grab your time (or money), they will continue to do it. But if you erect a wall, they will look for easier targets. Show them that your time is well guarded by being firm and turning down as many requests (that are not on your top priority list) as possible.
    6. Say no to your boss. Sometimes we feel that we have to say yes to our boss — they’re our boss, right? And if we say “no” then we look like we can’t handle the work — at least, that’s the common reasoning. But in fact, it’s the opposite — explain to your boss that by taking on too many commitments, you are weakening your productivity and jeopardizing your existing commitments. If your boss insists that you take on the project, go over your project or task list and ask him/her to re-prioritize, explaining that there’s only so much you can take on at one time.
    7. Pre-empting. It’s often much easier to pre-empt requests than to say “no” to them after the request has been made. If you know that requests are likely to be made, perhaps in a meeting, just say to everyone as soon as you come into the meeting, “Look guys, just to let you know, my week is booked full with some urgent projects and I won’t be able to take on any new requests.”
    8. Get back to you. Instead of providing an answer then and there, it’s often better to tell the person you’ll give their request some thought and get back to them. This will allow you to give it some consideration, and check your commitments and priorities. Then, if you can’t take on the request, simply tell them: “After giving this some thought, and checking my commitments, I won’t be able to accommodate the request at this time.” At least you gave it some consideration.
    9. Maybe later. If this is an option that you’d like to keep open, instead of just shutting the door on the person, it’s often better to just say, “This sounds like an interesting opportunity, but I just don’t have the time at the moment. Perhaps you could check back with me in [give a time frame].” Next time, when they check back with you, you might have some free time on your hands.
    10. It’s not you, it’s me. This classic dating rejection can work in other situations. Don’t be insincere about it, though. Often the person or project is a good one, but it’s just not right for you, at least not at this time. Simply say so — you can compliment the idea, the project, the person, the organization … but say that it’s not the right fit, or it’s not what you’re looking for at this time. Only say this if it’s true — people can sense insincerity.

    Featured photo credit: Pexels via pexels.com

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