Advertising
Advertising

Triple Your Speed for Reading and Processing Technical Documents

Triple Your Speed for Reading and Processing Technical Documents

Has it happened to you that your boss passes by your desk with some new assignments, and then adds: “Oh, and by the way, can you go over these reports?”, while pouring 500 pages of printed paper onto your desk? And does that mean you’ll be stuck in the office until closing time? Or are you a student, battered down by all the reading assignments your professors give you? Or simply an avid, interested reader feeling like you can’t keep up with all the good books that are being published?

If you just answered “yes” to any of the previous questions, it might be time to change your reading strategy. While this post is mainly aimed at reading technical documents, the same principles can be applied to all kinds of reading. In fact, practicing these principles on your summer/airplane detective story reading is great exercise for cultivating this skill, which is the ability to absorb as much written information in as little time as possible. Others might simply call this speed-reading, but this skill not only deals with increasing your reading speed, but also with increasing your ability to filter out the most important parts of a document.

Understanding the elements of speed-reading

Certainly, reading faster will help you process information more quickly—that is easy to understand—so let’s start by looking at how exactly you can learn speed-reading. In this category, there are two skills to master: clustering words and skimming.

Advertising

Skimming means extracting the important words from a block of text and ignoring all the rest. When you skim, your eyes highlight the words that signal the action, time, and/or location in a sentence. With that information, you have all you need to know. Smaller words, such as “an”, “and”, and such are of no use for your brain’s capacity to process the information you read.

Here’s how to skim: Let your eyes move past a block of text, line by line. Instead of reading every single word, practice filtering out the keywords within a snap of your fingers, and then move on. Afterwards, take a moment to digest what you just read, and see if you could grasp the meaning of the paragraph you studied.

Clustering means looking at several words together instead of at each word separately. The ability to cluster words together and process them jointly will greatly improve your reading speed. Clusters can form around the keywords that you skim. As you can imagine, skimming and clustering are processes that go hand in hand. Clustering increases both your speed and comprehension of a document.

Advertising

Here’s how to cluster: Practice by looking at a number of words (ideally 3 to 4 at a time) together instead of looking at every word separately.

If you want to practice your speed reading, there’s a free online tool called  that you might like to use.

Reading smarter

If you need to distill information from a report, reading front to back is the least effective way of cutting through the crap and getting to the core of the story. To save time, read in a smarter way, so that you have a larger return on time investment for reading. If you are really pressed for time, you might wish to jump to the conclusions and summary section right away. An executive summary might be added, and sometimes you probably will only need to look at this part of a report.

Advertising

Too often, however, if you need to work with the presented material, you will need to understand the reasoning behind the conclusions and be able to criticize these or continue working along the same lines. For those cases, reading the summary and conclusions won’t be sufficient. What you need is to use an approach of zooming from helicopter view to detailed view.

Start by reading the introduction section, and the summary and comments section: this is your first round of browsing through the document.

Then, go for a second round. Study the titles as well as the figures and graphs, along with their captions. In a well-written report, the most important information is invariably presented in the figures.

Advertising

Your third round will go even deeper: For this round, you will read the beginning and ends of the paragraphs. If a document is written clearly, every paragraph starts with an introduction and ends with the conclusion of that paragraph.

Engage your memory

A final step to increase the amount of information you can absorb during a decreased amount of time is to engage your memory. When we read, our brain activity is typically dominated by an inner voice that reads the text out loud to us.

In a first step, you need to learn how to silence this inner voice. In a second step, you can now use the vacated computing power in your brain to actually engage your memory and thought patterns while you read. By doing so, you will greatly improve your understanding of the material you are working through.

As you see, by improving the speed at which you read, by fine-tuning the process that you follow to win information from a report and then finally by engaging your memory while you read, you have 3 tools to triple the speed at which you can crack a technical document.

Do you apply speed-reading techniques to hack your technical documents?

More by this author

Eva Lantsoght

Eva is a university professor and a professional structural engineer. She writes about achieving excellence and success in life on Lifehack.

20 Ways to Strive for Excellence in Life 11 Ways Busy People Make Time To Read Why Working Too Hard Could Be Bad For Your Career 10 Ways to Instantly Reduce Stress at Work Little Things You Do Can Keep You In A Good Mood All The Time

Trending in Productivity

1 12 Essential Apps for Entrepreneurs To Be Highly Productive 2 How to Hack Your Brain to Achieve Your Goals 3 15 Simple Things You Can Do To Turn Your Life Around 4 10 Things You Can Do Now to Change Your Life Forever 5 How to Set Short Term Goals for a Successful Life

Read Next

Advertising
Advertising
Advertising

Last Updated on August 13, 2020

12 Essential Apps for Entrepreneurs To Be Highly Productive

12 Essential Apps for Entrepreneurs To Be Highly Productive

If you are an entrepreneur, then you are aware of the importance of time management. There are only 24 hours in a day, which means you must manage your hours properly to be able to get a lot of work done.

With so much on your shoulders, you need to get organized. How do you achieve that? You do it by becoming tech-savvy and incorporating productivity apps to help you remain on the right track. Below are 12 essential productivity apps for entrepreneurs.

1. Evernote

    Evernote makes it on the list because of one simple reason, besides being your little note book for scribbling your thoughts: Its freeware version is available for Web, iOS and Android. Stay organized across all your devices. Sync files, save Web pages, capture photos, create to-do lists and record voice reminders. What more do you need? Apart from all this, you can also search your tasks on the go.

    2. DropBox

      DropBox delivers instant connectivity and enables the sharing of photos, documents and videos with any laptop or mobile device through the free cloud-based file-storing service. This app is extremely handy for sharing files with your team, which prevents back-and-forth emailing. With the version control feature, you have a convenient way of sharing the latest version with your team.

      Advertising

      3. Audible

        Ever wondered where entrepreneurs get their ideas from? Surely, they aren’t born with them! Any established entrepreneur you come across is probably very well-read. Hint: Take a chance at reading books and gaining knowledge to spruce up your mind. To help you do just that on the go, try Audible. It lets you listen to books without having to actually focus on reading while you are out travelling or just doing chores.

        4. TripIt: Travel Planner

          Being an entrepreneur means a lot of travelling. It gets hard to keep track of travelling schedules and bookings. With TripIt you no longer have to worry, because it organizes your travels by forwarding your booking confirmations to an email address.

          5. Lastpass

            “Errr…so what was the password?” With so many things on your mind, it can be cumbersome to remember passwords that are usually a combination of various letters and numbers. With a freeware version available for PCs and Macs, Lastpass is your personal-password manager, and form filler, that frees you from remembering your passwords. It costs $12 for the premium version that is available to download on your mobile device.

            Advertising

            6. Any.Do

              Want to enter tasks on your iPhone? Use Any.Do. With its simple interface, you can add tasks either by speech or typing. If you’re logged on to your Facebook account, you can even share tasks with your contacts. Want to be alerted about a task? Add an alarm, and highlight it so that it takes precedence over other tasks. You can also add further notes and put them in a personal or work folder. The app also allows syncing with other devices to make sure you are always at the top of your game.

              7. CamCard

                Entrepreneurs attend several conferences during the year where they meet useful contacts. Exchanging business cards is the norm in conferences, but it is also very easy to lose a business card and, ultimately, a  business prospect! Don’t let this happen to you. With CamCard, you can take a picture of your business card and have all the details automatically uploaded into your phone contacts and other email accounts. Because of its accuracy, you can be assured of flawless scanning. The best part is that you can sync data across other devices too. The app is usually free for iPhone, but its cost on other mobile phones is $3.26.

                8. Flowdock

                  A mix of chat and inbox tools, Flowdock is a convenient way of collaborating with team members on various projects. The best part is that the app works on most browsers and mobile platforms, and it gives you features such as drag and drop, file uploads and activity streams. Your team members can get instant updates about any change on the project to which they can respond through chat messages.

                  Advertising

                  9. Instapaper

                    The Internet is filled with blogs and articles. Amp up your creativity by reading new posts at a time that suits you. Through Instapaper, you can save an interesting article to read at a more convenient time and in a reader-friendly format.

                    10. Expensify

                      While travelling, you probably want to keep your receipts to claim office expenses once you get home. But why go through the hassle of keeping all these receipts when a smartphone can do the same for you? By using your phone’s camera, you can take pictures of your receipts as a digital record in chronological order. Expensify also lets you log mileage, meal expenses and other business-related travel costs.

                      11. Upwork

                        Screening through resumes and tracking applicants can be cumbersome. You want to hire the best possible people for your company without wasting too much time scanning resumes. So use Upwork to help you perform these tasks; the app helps you manage the entire hiring process. This allows you to spend more time hiring instead of doing manual paper-work sorting out resumes.

                        Advertising

                        The app is also online so it receives all resumes in one place and tracks each candidate’s progress through application stages.

                        12. Zoom

                          Probably the most effective method for remaining in touch with all your employees, Zoom has become an office norm for instant communication and connectivity. With its app version available for mobile phones, connectivity has taken a new form by allowing entrepreneurs to schedule and attend important business conference calls on the go.

                          Bottom Line

                          By using these productivity apps, you have a better chance of organizing a systematic approach for performing tasks. There are many entrepreneurs who are striving for success. However, only a few stand apart on the basis of their work ethic and capacity to grow by incorporating smart apps in their routine.

                          Allow yourself a competitive edge by incorporating these handy productivity apps to enhance your company’s growth.

                          More Tips for Entrepreneurs

                          Read Next