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The Secrets To Reading Faster And Absorbing Information Better

The Secrets To Reading Faster And Absorbing Information Better

As a history major, people always asked me how I could stand reading a boatload of books every week. While I answered them, they’d usually stare at my bookshelf and faint, much like I do when looking at equations on a whiteboard. What is my secret? It’s more obvious than you think: I never read any of my assigned books front to back. How, you ask, can you absorb information without reading the entirety of a book? Go on to discover some of the tricks people use to fool others into thinking they actually read those thick tomes sitting on their shelves…

1. Read the conclusion first.

A lot of authors like to speak in an arcane manner initially, throwing out long-winded, incomprehensible phrases for the first several pages of their book. It’s at this point that many fall off the wagon and throw whatever they’re reading to the ground in disappointment. The key is to cheat. Go to the end of the book first, and find the conclusion. Any writer worth their salt will provide the reader with a neat little summation of their argument and a quick review of the examples they used there. As they say on the website Spreeder:

You don’t really need to know the biography of the author, do you? So skip it. Then you can also skip the prologue in most cases – it usually contains a mere introduction to the book, and rarely contains information that will be of real use to you.

However, the Epilogue is a completely different matter – make sure you read it, because it is usually used to sum up the book, and can even provide extra information from later editions.

The other benefit of this is that all of that nonsense at the beginning of the book will make a lot more sense when you know exactly where the author is going. If you’re in a bind (read: supposed to have read a book for class tomorrow morning but never got around to it), reading just the conclusion may be sufficient enough to provide the illusion that you know what you’re talking about.

2. Use a highlighter.

One of the mistakes people make early on is that they give up highlighting, either because they end up marking too many things or were told by teachers that it’s a useless endeavor. The truth is that highlighting can be a great tool – if used correctly. You shouldn’t use it on everything, and you shouldn’t use it once every fifty pages. Instead, you’ll want to focus your efforts on highlighting the author’s summary statements. They’ll often ramble on and on about one point for several pages, and provide at the end a neat little bow tie shaped paragraph that definitively states the point they were trying to get across. Highlight this, and when you go back to skim the book, you’ll have everything you need to know ready at a glance. I can’t tell you how many times this helped me when going back to review a book for a test.

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3. Use the table of contents and subheadings.

It often surprises people, often college-aged kids, when they hear that most scholars often don’t read books in their entirety. Instead, what they usually do (and I’ve been told this by a professor) is check out the table of contents, and read the chapters that interest them or are relevant to their work. Or, they’ll skim through the book and stop when they see a subheading that interests them. This makes reading less of a chore, since you’re only reading what you want to read. You’ll still get the gist of the author’s overall point as well, since they’ll usually restate it in some way in every section of the book. This is a great technique to prevent “eyes moving down the page but not processing a single world” syndrome.

4. Be proactive instead of reactive.

Clay Johnson, author of The Information Diet: A Case for Conscious Consumption, has some interesting thoughts in regard to this point.

The number one piece of advice I have is to consume consciously and deliberately. Transform your relationship with information consumption into something that you do proactively, rather than something that happens to you. Once you do that, you can start applying frameworks.

This sort of goes back to what I was saying earlier. You shouldn’t be reading for the sake of reading, or trying to force your way through something that doesn’t speak to you.

Even in college, where professors assign readings to you, you can take an active role in what you’re reviewing. One of the ways to do this, as I said before, is to skip the parts that are boring to you, instead focusing all of your attention on sections that appeal to you.

Another way to get around this in college is to do your own research. Along with the class readings, find (professor approved) books related to your class that speak to your soul. I once took a class on 19th century Italy, and while I loved it, the readings could get a bit dry. What worked for me was finding a book on that era about a figure I found intriguing (Giuseppe Mazzini), and reading about that time period from the perspective of his life story. That made it easy for me, since all the history we were learning in class was now framed by a story that I could connect to.

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Reading isn’t something you’ll automatically have fun doing unless you put in the effort to find things you want to read.

5. Don’t try to read every word.

This was a mistake of mine for a long time. I had this idea in my head that if I read every word, I’d remember more information. Instead, I’d usually glaze over and die of mental boredom.

The truth of the matter is that most non-fiction books are formatted in a way that makes reading every word a redundant practice. The author only has so much to say, the most significant of which can be found in the conclusion. Most books are filled with evidence rather than profound points, which is good for you since, while evidence is interesting, it’s all proving the same thesis. Therefore, don’t be bogged down reading endless streams of evidence that prove the author’s argument, find a few that interest you and move onto the next chapter.

This goes for fictional reading too. Don’t quit because you get to a boring part in the book (e.g. those scenes in Game of Thrones where George R.R. Martin describes every little detail about the roasted duck his fictional characters are eating). Just skim it until you see something important. Sure, you might miss something, but it’s better that you keep moving than put the book down in frustration.

To close this point, I’ll quote Peter Economy (yup that’s his name, pretty cool huh?)

The one thing that helps me get through such material and actually learn something in the process is to skim it instead of trying to read it in detail. As I skim, I write down the major points in a notebook. After I’m done, I can then review the major points I’ve collected and have a pretty good idea of what I need to know.

 6. Write reader responses.

Bear with me before you start groaning. While most people hate writing, it really is one of the easiest ways to retain lots of information in a short amount of time. One of the things I used to do to remember the key points of a large book was to condense it into a single paged double-spaced reader response. In roughly two paragraphs, I’d outline the author’s argument, a few of their interesting pieces of evidence, and what I had a problem with/ what I thought they could have done better.

Like highlighting, writing reader responses provides you with a tool to quickly review the more impactful aspects of a book. When reviewing for a test, it’s much easier to pull up your reader responses than to fervently flip through all your books again.

7. Discuss what you read with others.

As much as I dislike working in groups, there’s no question that talking about readings with friends or classmates will help you retain information. Indeed, back in college I had a study buddy, and we’d discuss pretty much everything we read. We often joked about some of the author’s points, or certain pieces of evidence they used. Surprisingly, when it was time to take the final, I often remembered complicated sections from the book by thinking first of the jokes I’d made up with my partner.

Some of us are auditory learners, and, as author Eric Holtzclaw states, they “comprehend best when [hearing] content and new information.” Therefore, talking to a friend about what you’ve read is a great tool in terms of solidifying your knowledge on that subject. It’s even better if you can joke about it, because then you’re condensing that information into something you find extremely relatable, which only makes it easier to recall in the future.

8. Jot down discussion questions while reading.

This is something I picked up when I was a teaching assistant. Even if you aren’t guiding a class in the discussion of a reading, it helps to keep a notepad by your side while going through a difficult text. When you see something puzzling or disagreeable, simply pause and write down a question related to the issue you are having. The key is to never assume that the author is correct; you want to keep your mind engaged in what you’re reading, and staying critical is an effective way to do this.

This works for both fiction and non-fiction books. Basically, you’ll be asking things like this:

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  • Why does the author phrase things like that?
  • Does this piece of evidence make sense?
  • Does that paragraph reveal a bias of some kind?
  • How does that point tie into the author’s overall argument?
  • What audience are they speaking to?

They can become more complicated than these; it all depends on what you’re reading really.

These are all of the tips that I can come up with at the moment! I’m sure there are more out there, so if you find any feel free to comment about them below. To summarize, improving your reading and comprehension skills is all about becoming an active participant. You need to find what you want to read, and make an effort to try and retain some of its more significant points. With luck, you’ll be speeding your way through several-hundred page odysseys in no time!

 

 

 

Featured photo credit: Glasses_on_book_101.JPG/MorgueFile via mrg.bz

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Published on January 16, 2019

How to Effectively Manage a Heavy Workload at Work

How to Effectively Manage a Heavy Workload at Work

We’re all busy, but sometimes we go through periods where the work piles up and it seems like it might never end.

You might have such a heavy workload that it feels too intimidating to even start.

You may have said yes to some or too many projects, and now you’re afraid you won’t be able to deliver.

That’s when you need to take a step back, take a deep breath, and start looking at what’s working and what’s not working.

Here’re 13 strategies you can use to get out from under your overwhelming workload:

1. Acknowledge You Can’t Do It All

Many of us have a tendency to think we can do more than we actually can. We take on more and more projects and responsibility and wear numerous hats.

We all have the opportunity to have and take on more work than we can reasonably expect to get done. Unfortunately, our workload is not static. Even now, while you are reading this article, I’m guessing that your inbox is filling up with fresh new tasks.

To make real, effective progress, you have to have both the courage and resourcefulness to say, “This is not working”. Acknowledge that you can’t do it all and look for better solutions.

At any given time in your life, there are likely many things that aren’t going according to plan. You have to be willing to be honest with yourself and those around you about what’s not working for you, both personally and professionally.

The more you exercise your ability to tell the truth about what’s working and what’s not working, the faster you’ll make progress.

2. Focus on Your Unique Strengths

Whether you’re an entrepreneur, a leader or working as part of a team, every individual has unique strengths they can bring to the table.

The challenge is that many people end up doing things that they’re simply not very good at.

In the pursuit of reaching your goals or delivering a project, people end up doing everything themselves or taking on things that don’t play to their unique strengths. This can result in frustration, overwhelm and overwork.

It can mean projects taking a lot longer to complete because of knowledge gaps, or simply not utilizing the unique strengths of other people you work with.

It is often not about how to complete this project more effectively but who can help deliver this project.

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So, what are your unique strengths that will ensure your workload is delivered more effectively? Here’re some questions to help you reflect:

  • Are you a great strategist?
  • Are you an effective planner?
  • Is Project Management your strength?
  • Is communication and bringing people together your strength?
  • Are you the ideas person?
  • Is Implementation your strength?

Think about how you can bring the biggest value to your work and the projects you undertake.

3. Use the Strengths of Your Team

One of the simplest ways to manage your workload effectively is to free up your time so you bring your highest level of energy, focus and strengths to each project.

Delegation or better teamwork is the solution.

Everyone has unique strengths. It’s essential to think teamwork rather than working in isolation to ensure projects can be completed effectively. Besides, every time you give away a task or project that doesn’t play to your unique strengths, you open up an opportunity to do something you’re more talented at. This will empower both yourself and those around you.

Rather than taking on all the responsibilities yourself, look at who you can work with to deliver the best results possible.

4. Take Time for Planning

“Give me six hours to chop down a tree and I will spend the first four sharpening the axe”. – Abraham Lincoln

One hour of effective planning could save hours of time. Rather than just rushing in and getting started on projects, take the time to map everything in.

You can take the time to think about:

  • What’s the purpose of the project?
  • How Important is it?
  • When does it need to be delivered by?
  • What is the best result and worst result for this project?
  • What are the KPIs?
  • What does the project plan and key milestones look like?
  • Who is working on this project?
  • What is everyone’s responsibilities?
  • What tolerances can I add in?
  • What are the review stages?
  • What are the challenges we may face and the solutions for these challenges?

Having absolute clarity on the project, the project deliverables and the result you want can save a lot of time. It also gets you clear on the priorities and timelines, so you can block out the required amount of time to focus and concentrate.

5. Focus on Priorities

Not everything is a priority, although it can often feel, in the moment, that it is.

Whatever you’re working on, there is always the Most Urgent, Important or Most Valuable projects or tasks.

One tool you can use to maximize your productivity and focus on your biggest priorities is to use the Eisenhower Matrix. This strategic tool for taking action on the things that matter most is simple. You separate your actions based on four possibilities:

  1. Urgent and important (tasks you will do immediately).
  2. Important, but not urgent (tasks you will schedule to do later).
  3. Urgent, but not important (tasks you will delegate to someone else).
  4. Neither urgent nor important (tasks that you will eliminate).

James Clear has a great description on how to use the Eisenhower Matrix: How to be More Productive By Using the Eisenhower Box

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    The method I use with my coaching clients is to ask them to lay out their Top Five priorities for the day. Then to start with the most important priority first. At the end of the day, you review performance against these priorities.

    If you didn’t get everything accomplished, start the next day with your number one priority.

    If you are given additional task/projects during the day, then you will need to gauge their importance V the other priorities.

    6. Take Time Out

    To stay on top of a heavy workload, it’s important to take time out to rest and recuperate.

    If your energy levels are high and your mind and body is refreshed and alert, you are in more of a peak state to handle a heavy workload.

    Take time out of your day to go for a walk or get some exercise in. Leave early when possible and spend time with people who give you a lot of energy.

    In the background, it’s essential to get a good night’s sleep and eat healthily to sharpen the mind.

    Take a look at this article learn about The Importance of Scheduling Downtime.

    7. Maintain a Healthy Work-Life Balance

    Maintaining a healthy work-life balance can be tough. The balance we all crave is very different from one another.

    I’ve written before about 13 Work Life Balance Tips for a Happy and Productive Life. Working longer and harder doesn’t mean achieving more, especially if you have no time to spend with the people that matter most. The quality of who you are as a person, the relationships you have, the time you spend in work, deciding on what matters most is completely within your control.

    Work-life balance is about finding peace within yourself to be fully present, wherever you are, whether that be in the office or at home, right now. It’s about choosing what matters most and creating your own balanced life.

    If you feel there is not enough balance, then it may be time to make a change.

    8. Stop Multitasking

    Multi-tasking is a myth. Your brain simply can’t work effectively by doing more than one thing at a time—at least more than one thing that requires focused attention.

    So get your list of priorities (see earlier point), do the most important thing first, then move to the next item and work down your list.

    When you split your focus over a multitude of different areas, you can’t consistently deliver a high performance. You won’t be fully present on the one task or project at hand.

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    If you allocate blocked time and create firm boundaries for specific activities and commitments, you won’t feel so overwhelmed or overworked with everything you have to do.

    9. Work in Blocks of Time

    To keep your energy up to produce your best results it’s essential to take regular breaks.

    I use the 60-60-30 method myself and teach it to my coaching clients.

    Work on a project for a sustained period of 50 minutes.

    Then take a 10-minute break. This could be taking a walk, having a healthy snack or just having a conversation with someone.

    Then continue to work on the project for a further 50 minutes.

    Then take another 10-minute break.

    Then take a complete 30-minute break to unplug from the work. This could be time for a proper lunch, a quick bit of exercise, reading or having a walk.

    By simply taking some time out, your energy levels stay up, the quality of your work improves and you reduce the risk of becoming burned out.

    10. Get Rid of Distractions

    Make an estimation on how many times you are distracted during an average working day. Now take that number and multiply it by 25. According to Gloria Mark in her study on The Cost of Interrupted Work, it takes us an average of 23 minutes and 15 seconds to return to the original task after interruption.[1]

    “Our research has shown that attention distraction can lead to higher stress, a bad mood and lower productivity.”

    Distractions don’t just take up your time during the distraction, they can derail your mental progress and focus for almost 25 minutes. So, if you are distracted 5 times per day, you could be losing almost 2 hours every day of productive work and almost 10 hours every week.

    If you have an important project to work on, find a space where you won’t be distracted, or try doing this.

    11. Commit Focused Time to Smaller Tasks

    You know sometimes, you need to simply tackle these tasks and take action on them. But there’s always something more pressing.

    Small tasks can often get in the way of your most important projects. They sit there on your daily To Do list but are often forgotten about because of more important priorities or because they hold no interest for you. But they take up mental energy. They clutter your mind.

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    Commit to spending a specific period of time completing all the small tasks you have on your To Do list. It will give you peace of mind and the space to focus more on your bigger priorities.

    12. Take a Time Audit

    Do you know exactly where your time is going each day? Are you spending too long on certain projects and tasks to the detriment of bigger opportunities?

    Spend a bit of time to analyze where you are spending your time. This insight will amaze you and give you the clarity to start adjusting where you focus your time and on what projects.

    You can start by taking a piece of paper and creating three columns:

    Column A is Priority Work. Column B is Good Work. Column C is low value work or stuff.

    Each day, write down the project or task and the time spent on each. Allocate that time to one of the columns.

    At the end of the week, record the total time spent in each column.

    If you are spending far too much time on certain types of work, look to change things so your focused time is in Column B and C.

    13. Protect Your Confidence

    It is essential to protect our confidence to ensure we don’t get overwhelmed, stressed and lose belief.

    When you have confidence as a daily resource, you are in a better position to problem solve, learn quicker, respond to anything, adjust to anything, and achieve your biggest opportunities.

    Confidence gives you the ability to transform fear into focused and relaxed thinking, communication, and action. This is key to put your mind into a productive state.

    When confidence is high, you can clearly see the possibilities at hand and create strategies to take advantage of them, or to solve the challenges you face each day.

    Final Words

    A heavy workload can be tough to deal with and can cause stress, burnout and ongoing frustration.

    The key is to tackle it head on, rather than let it go on and compound the long-term effects. Hopefully, you can take action on at least one of these tips.

    If it gets too much, and negatively affects your physical and mental health, it may be time to talk to someone. Instead of dealing with it alone and staying unhappier, resentful and getting to a point where you simply can’t cope, you have to make a change for your own sanity.

    Featured photo credit: Hannah Wei via unsplash.com

    Reference

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