A Mind Tools Workbook Read Smarter! · Read Smarter! Introduced by Mind Tools CEO, James Manktelow ... to read text in columns, as in this workbook. Your eyes have to do much less

Read Smarter!

A Mind Tools Workbook

Read Smarter!

Read Smarter! | MindTools.com

© Mind Tools Ltd, 2009-2011. 2

Read Smarter! Consuming Information More Efficiently This e-book is published by Mind Tools Limited, of 2nd Floor, 145-157 St John St, London, EC1V 4PY, UK. Version 2.1. Copyright © Mind Tools Ltd, 2009-2011. All rights reserved. This e-book is protected by international copyright law. You may only use it if you have downloaded it directly from the mindtools.com site, or if you have received it under license from Mind Tools Ltd. Cover image © iStockphoto/Dinamiracle



Contents

Introduction ...................................................................................................................................... 4

Speed Reading ................................................................................................................................ 5

Reading Strategies ......................................................................................................................... 10

Reading Retention (SQ3R)............................................................................................................. 12

Key Learning Points ....................................................................................................................... 14

Have you found this e-book useful? ............................................................................................... 17



Read Smarter! Introduced by Mind Tools CEO, James Manktelow

We read… a lot!

With the ongoing advance of the Internet we seem to be reading more and more. Conversations that used to take place face to face are replaced by emails. Rather than listen to the news on the radio, we have headlines streaming in constantly. When we don‟t know something, we Google it. We blog, we chat, we use forums… there‟s always something new to read, it seems. With this material, combined with the traditional reading we need to do, we could spend a huge amount of time each day reading words that other people have written. That‟s why it makes sense to read selectively, and to read intelligently. Only by doing so can we clear the time in our days needed to be productive and to achieve our own goals. Reading efficiently helps you find the few precious extra moments that you can apply to the priorities in your life.

Reading efficiently involves a combination of skills. Yes, you need to read faster, but you also need to decide what level of detail you should use for each item: you can‟t possibly read every word of every book, memo, web page or email you encounter. By learning how to decide what to read, and learning to read those words quicker, you can vastly improve the efficiency of your reading. In the next hour, by completing this workbook, you will have solid strategies for reading smarter. You‟ll improve your reading speed and comprehension, and you‟ll accomplish more in the same amount of time. You„ll do this by:

Practicing speed-reading techniques. Learning key reading strategies, and

understanding when to apply them. Improving your retention, using the SQ3R

technique. Enjoy using this workbook!

James Manktelow, CEO, MindTools.com



Speed Reading

Many people can read much faster than they currently do. When we read, we often sub-vocalize, which means that we read the words to ourselves, in our minds. Our minds “hear” the words, rather than simply see them. This limits our reading speed to how quickly we can “talk” to ourselves. We also tend to read one word at a time, in a linear manner. This, again, holds us back, as our minds are perfectly capable of lumping groups of words together, and comprehending whole packages of words at once. What speed-reading is all about is accessing the unused power of the human mind when it comes to reading language. Have you been sent the following text in an email before?

This is a fun email that has been circulating for years. It demonstrates that the mind sees words as a whole. What speed-readers have learned is that the mind can also see groups of words as a whole as well. This process is called chunking. It involves reading blocks of words at one time. This improves the speed you can read and it also improves comprehension. To master chunking, you must also defeat sub-vocalization. You can only pronounce one word at a time in your mind. When you quiet the reading voice in your head, you can see words

in chunks and then choose to focus on the ones that carry meaning. Let‟s practice some of this. NOTE: These exercises are not intended as a substitute for a speed-reading course. They are designed to show you specific techniques for increasing your rate of reading. Action: Take out an index card or other thick piece of paper that will cover the list of words below. Place it over the list. You are going to read the seven words as quickly as you can by pulling the index card down the list. As you read, try not to subvocalize: do not pronounce the word in your head. (A handy trick for doing this is to count while reading or repeat a sound like “oo” or “ee” over and over again.)

One word list

Linguist

Synonymously

Cumulative

Epitomized

Hubris

Benignly

Paradoxically

How did you do? Were you able to quiet the voice in your head?

Tip: You may not be able to completely silence your internal reading voice – you may still “hear” the occasional word. What we‟re trying to stop, though, is the slow, plodding repetition of every single word.

The phaonmneal pweor of the hmuan mind. Aoccdrnig to a rscheearchr at Cmabrigde Uinervtisy, it dseno't mtaetr in waht oerdr the ltteres in a wrod are, the olny iproamtnt tihng is taht the frsit and lsat ltteer be in the rghit pclae. The rset can be a taotl mses and you can sitll raed it whotuit a pboerlm. Tihs is bcuseae the huamn mnid deos not raed ervey lteter by istlef, but the wrod as a wlohe. Azanmig huh? yaeh and I awlyas tghuhot slpeling was ipmorantt!



Let‟s try the same exercise, and use chunks of three words. This will really help you not to sub-vocalize, as you can‟t say three words at once. Pay attention to your eye movements as well. Move your eyes smoothly across and down. If you try to see each word, this will slow you down. Action: Take out your index card or piece of paper again and cover the following three word phrases. Quickly pull the card or paper down the page and read the phrases as quickly as you can.

Three word phrases

an armchair linguist

interpret it synonymously

cumulative stock returns

who epitomized humility

antithesis of hubris

you benignly slip

openness and paradoxically

Were you able to stop the voice in your head? Did you retain what you read? Let‟s find out…

Action: In the space below, write as many of the original seven words as you can remember. You‟ve read them twice now so you should be able to get a few.

Memory Test

How did you do? Peek back at page 5 for the answers. Let‟s try another list of three word phrases:

Three word phrases

erupt into laughter

ancillary definition includes

described as modest

characteristics that distinguished

by walking around

dynamic elevator speech

but without arrogance

Are you getting faster? Take a moment to think about what is working well for you. We‟re going to try five word phrases next. As the chunks of words get longer it is important that you keep your head centered and only move your eyes. You don‟t want to be waiting for your head to catch up to your eyes! Make sure you are actively controlling your sub vocalization as well. Use your eyes‟ natural span of an inch to an inch and a half to see chunks of words. Using your peripheral vision is useful too as you try not to move your head. Look slightly above the line of print, and let your eyes "float" down the page. Try to read the lines, not each letter and word. (Incidentally, this is why it‟s quicker and easier to read text in columns, as in this workbook. Your eyes have to do much less work than if you have to read text spanning the full width of a page.) Action: Repeat the same speed-reading exercises as above. Move your card or paper quickly down the following five word phrases. Challenge yourself to move the paper at least



as quickly as you did with the three word phrases. Remember to keep your head still.

Five word phrases

are seldom in neutral gear

The dictionary defines humility as modesty

superb results but shun public

who espouses two leadership attributes

derailment of some corporate heroes

without drawing attention to themselves

curiosity over protecting our point

Action: Try it again with the next list of five word phrases. See if you can move the card quicker than last time.

Five word phrases

shifting the focus away from

the more they have accomplished

True merit, like a river

a leader who practices humility

space of the beginner‟s mind

circumstances don‟t lead you to

zeal to impose your point

Are you feeling more confident with your ability to read quickly? Are you beginning to see the whole five words as one unit? Action: Here‟s another list to practice with. Move your card or paper quicker than you feel comfortable with and see how you do.

Five word phrases

it enhances one‟s self-confidence

leaders on this key attribute

just stop talking and allow

intentions of humility fly out

We move away from pushing

choose open-mindedness and curiosity

I came across this reference

Now, if you are feeling really ambitious, we‟re going to move on to seven (plus) phrases or sentences. Remind yourself to stop the sub-vocalization, look for chunks of words and not each word individually, and keep your head steady. Another habit to watch out for is regression. This is when you skip-back to what you just read. This disrupts the flow of your reading and actually decreases comprehension. Force yourself to keep moving forward. Action: The following is a list of seven to nine word phrases. Use your index card or paper to cover them and slide it quickly down the list. Read the words in groups and focus on using your eyes to scan smoothly across and down.



Seven to nine word phrases

Here are a few suggestions on practicing humility.

We move away from pushing into allowing

on a Friday night in an empty office

Those who achieve the most brag the least,

lack of aggressiveness in the pursuit of achievement

They will create superb results but shun public adulation

Having a lowly opinion of oneself, meekness

Here‟s another list to practice with:

Seven to nine word phrases

An example of such a leader who epitomized humility

Being an armchair linguist, this factoid naturally stayed

Some words have different effects on different people.

The word “humility” first struck me in the context

Among the many characteristics that distinguished these companies

We spend more time in that wonderful space

You‟ve now practiced the following speed reading techniques:

Limiting sub-vocalization. Chunking words together. Keeping your head steady. Scanning your eyes smoothly down the

page. Avoiding skip-back.

Now it‟s time to put them together and read a few paragraphs of writing, and test your comprehension of what you‟ve read. This time, instead of an index card, you are going to use a ruler to reveal the text as you read. With each paragraph, move the ruler faster.

Remember the techniques you‟ve been using and as you are reading for comprehension, pay particular attention to the tendency to reread lines. Keep your eyes moving forward and down at all times.

Action: Read the following passage and answer the questions at the end.

Tip: Although we‟re practicing speed reading here, don‟t sacrifice comprehension for speed!



Practice Passage Many years ago, one of my university professors mentioned that “windowsill” was voted the most beautiful word in the English language. Being an armchair linguist, this factoid naturally stayed with me. Words have enormous power. They can make us erupt into laughter or bring tears to our eyes. They can influence, inspire, manipulate and shock. They can build and destroy. Some words have different effects on different people. One such word is humility. It is one of those words that are seldom in neutral gear. Some, like me, love the word and all it stands for. Some almost fear it, and interpret it synonymously with lack of self-confidence or timidity. The dictionary defines humility as modesty, lacking pretence, not believing that you are superior to others. An ancillary definition includes: “Having a lowly opinion of oneself, meekness”. The word “humility” first struck me in the context of leadership when Jim Collins mentioned it in his seminal work Good to Great: Why Some Companies Make the Leap... and Others Don't. In this book, Collins examined companies that went from good to great by sustaining 15-year cumulative stock returns at or below the general stock market, and after a transition point, cumulative returns at least three times the market over the next 15 years. Among the many characteristics that distinguished these companies from others is that they all had a Level 5 leader. Level 5 leaders direct their ego away from themselves to the larger goal of leading their company to greatness. These leaders are a complex, paradoxical mix of intense professional will and extreme personal humility. They will create superb results but shun public adulation, and are never boastful. They are described as

modest. An example of such a leader who epitomized humility is David Packard, the co-founder of Hewlett-Packard, who, in Jim Collins‟ words, defined himself as a HP man first and a CEO second. He was a man of the people, practicing management by walking around. Shunning all manner of publicity, Packard is quoted as saying: “You shouldn't gloat about anything you've done; you ought to keep going and find something better to do.” Another great leader is Patrick Daniel, CEO of North American energy and pipeline company Enbridge, who espouses two leadership attributes: determination to create results and humility, shifting the focus away from himself and continually recognizing the contributions of others. “I have learned through the lives of great leaders,” he said, “that greatness comes from humility and being at times, self-effacing.” Clearly these leaders, and many others like them, don‟t espouse the meaning of humility as “meek”. On the contrary, it is a source of their strength. But the notion of being self-effacing is one that we struggle with in our competitive culture, prescribing that we take every opportunity to toot our own horn, and that we don‟t dare leave the house without our dynamic elevator speech all rehearsed. Copyright © 2006-2010 by Bruna Martinuzzi. All Rights Reserved. Based in British Columbia, Bruna is the President and Founder of Clarion Enterprises Ltd, a company which specializes in emotional intelligence and leadership training. She can be contacted at [email protected]. The full text of this article is available at: http://www.mindtools.com/pages/article/newLDR_69.htm.

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Answer the following questions:

What word was voted the most beautiful in the English language?

What did Jim Collins use as his benchmark to determine if a company went from good to great?

Who was quoted as saying, “You shouldn't gloat about anything you've done; you ought to keep going and find something better to do”?

See answers on page 15.

Reading Strategies

Aside from reading quicker, you can also improve your reading efficiency by reading smarter. This means knowing what to read in depth, what to search for main points, what to skim, and what to discard. With the sheer volume of information that crosses our paths daily, you can‟t possibly read it all. And there is some information that should not be speed-read either. Difficult-but-important information will probably need to be read word for word to ensure maximum understanding and retention. But the article your colleague passed you, talking about a new product being developed, may be skimmed for the highlights and then shelved for future information. It is very important to know what information to put in what category, and to know how to read the different types of material you encounter. Here are some common strategies that people use to read different types of material efficiently: Reading the table of contents and the introduction. This is a strategy used to decide whether the information is worth reading at all. Book or article titles can be misleading, and even recommendations and summaries may not be accurate. The introduction will tell you to whom the material if targeted, and the chapter

headings will give you a good idea of general content. You then need to decide for yourself if the material will meet your needs. Skimming the text for key ideas. A good way of quickly picking up the main ideas is to scan section introductions and summaries. This is also where speed-reading comes in handy, if you want to scan the text. Read thoroughly. This is the way you read when you need to understand information in detail, and/or apply it. Technical information usually needs to be read thoroughly. Even so, speed reading techniques will help you read material more quickly than you do right now, just as long as you don‟t read so quickly that you miss important information. Whether you end up reading at 1,000 words a minute is immaterial – what you want is to get faster and more efficient – that‟s the ultimate goal! Active reading. This is the method you use when you need to understand the details and maximize retention. You probably used active reading in school. It involves highlighting important points and even making short notes in the margins. Your mind finds it easier to remember the things that you highlighted, and it is easier to review the material later on.

For more information of speed-reading and further explanation of the techniques discussed here, see the Mind Tools article on Speed Reading: http://www.mindtools.com/speedrd.html

http://www.mindtools.com/speedrd.html


© Mind Tools Ltd, 2009-2011. 11

Creating notes and glossaries. This is another form of active reading. Here you make more detailed notes on a separate piece of paper and include definitions of terms. These materials are often used for study purposes as well as for future reference. (Take a look at our article on Mind Maps for a useful way of doing this.) Reading newspapers and magazines. The quality of information in these publications varies widely. Search out the table of contents or section guide and determine what is relevant. Then when you find a useful article quickly skim the introduction and determine if it is a news article, an opinion article or a feature article. A news article will have its most important information at the beginning. The introduction and summary are most important in an opinion article. The feature article will have its main ideas presented in its body.

Trade magazines. The material here is typically more targeted to a specific audience. Use the same article guideline mentioned above to determine what you should read and what can be ignored. The key to smart reading is to determine quickly how deeply you should read the material. There is no point in spending lots of time on something that has one main point. Likewise, you don‟t want to rush through a report that outlines a lot of details that you need to know. Action: The following is a set of reading scenarios. Ask yourself which reading strategy you would use for each.

Scenario Reading Guidelines

Your boss has asked you to review a book on project management. He thinks it would be a good resource for trainees and for those new to project management. Since you are an experienced project manager, he respects your opinion.

Intro and Chpt Headings Skim for main ideas Read thoroughly Highlight and annotate Notes and glossaries

Your washing machine is making a funny noise when it spins out. You think it might be the belt but you‟re not sure. You have a Do-It-Yourself home repair book that has a section on washing machine troubleshooting. You need to figure out what to do.


You‟re reading a book on career planning that you intend to use as a reference for your goal setting and self-discovery process.


You have an exam in your night school class and you are preparing to study the course textbook.


You recently expressed an interest in astronomy. Your friend lent you a beginner‟s “Guide to the Stars” and you want to figure out whether astronomy is really as interesting as you think it is.


http://www.mindtools.com/pages/article/newISS_01.htm


© Mind Tools Ltd, 2009-2011. 12


An article in the trade press catches your eye. You wonder if it‟s worth reading in detail.

Introduction/abstract Introduction & Summary Skim the body Highlight and annotate Notes and glossaries

You decide the article is one you‟d like to use as a reference for the training session you are preparing.


You‟ve got some spare time while waiting for your appointment with your doctor. The latest issue of National Geographic is on the table. The cover story looks interesting, as do some of the related articles mentioned.

Table of contents Introduction/abstract Introduction & Summary Skim the body Highlight and annotate

Your spouse sends you a link to a web page with an article and review of the new car you are thinking of buying. You are behind schedule with your work and you are meeting your spouse at the car dealership immediately after work.

List of links Introduction& Summary Skim the body Read thoroughly Highlight and annotate

For recommended answers see page 15.

Reading Retention (SQ3R)

The ultimate test of your reading ability is how you actually remember. I can fan through the pages of a 200 page book and say I have speed read it; but if I can‟t recall more than 10% of it, how much did I really read?? Comprehension is very important to reading efficiently. As you discovered in the section above, not everything has to be read for maximum understanding. However, the material that you do choose to read thoroughly should be read with the goal of good recollection in mind. A great technique to use for improving your retention of written material is called SQ3R. It stands for: Survey – Scan the contents, the introductions and the summaries to determine the relevance of the material.

Question – Note your study goals or the main questions that you expect will be answered by reading the material. Read – Read thoroughly the sections you‟ve identified as relevant. You may want to take notes. Recall – When you are finished with a section or chapter, recollect the main points. What are the main facts that you need to remember, and how do they relate to other material you‟ve been reading, or to other knowledge you have? Review – After finishing all the relevant material you now need to evaluate what you read. You can reread key sections, go over your notes and revise them, or talk about the contents with others. These actions confirm the information in your mind and make it much easier to recall at

For details on reading strategies, see Mind Tool‟s article on the subject here: http://www.mindtools.com/rdstratg.html

http://www.mindtools.com/rdstratg.html


© Mind Tools Ltd, 2009-2011. 13

a later point. By using the information, you embed it in your mind, and you connect it permanently to your understanding and experience. Action: You‟re going to practice SQ3R with a work-related book that you have access to. Choose a book that is reasonably detailed and that is interesting to you. (If you don‟t have a suitable book available, find one at home or borrow one, and use it to complete this exercise tomorrow.) Depending on the length of the book you choose – this may be an activity that spans more than the hour allotted here. What did you do to survey the material and determine it was a suitable choice for this exercise?

Survey actions:

Write down three or four key questions you expect this material will answer for you. Think about why it is worth investing time to read this book.

Questions:

Read one chapter and use the following space to make notes. Continue this practice as you finish reading.

Notes:

What are the core facts of what you just read? How did this information contribute to your understanding of the subject? Did any of your key questions get answered?

Core facts:

Think about what you will do to review this material and cement it in your mind. Do you have someone you can discuss it with? Is expanding your notes and making them available for future reference appropriate? Will you need to reread all or parts of the book to


© Mind Tools Ltd, 2009-2011. 14

make real sense of what you read? Write down your thoughts on how you will ensure you have good recollection of the material.

Review actions:

Key Learning Points

To read smarter, you need to learn how to read more quickly, and you need to make good decisions about what to read. You can read irrelevant material quickly and it‟s still a waste of time. You can read highly detailed information quickly and miss the point. Clearly, reading quickly is not enough. Knowing when to read quickly and when to slow down, when to take notes, and when to read for maximum recall is equally important. Given the amount of time we spend reading and the volume of information at our disposal, it‟s

important to take the time to assess written material before diving into it. Using the techniques and tools introduced here, you can improve both the speed of your reading and the relevance of what you read. This combination will make you a smart and efficient reader – one who consumes information at an optimal rate. Apply these strategies every day, and just watch how much time you can save!


© Mind Tools Ltd, 2009-2011. 15

Answers What word was voted the most beautiful in the English language? Windowsill What did Jim Collins use as his benchmark to determine if a company went from good to great? The stock market Who was quoted as saying, “You shouldn't gloat about anything you've done; you ought to keep going and find something better to do”? David Packard / CEO of Hewlett-Packard (HP)


Your boss has asked you to review a book on project management. He thinks it would be a good resource for trainees and those new to project management. Since you are an experienced project manager, he respects your opinion.


Your washing machine is making a funny noise when it spins out. You think it might be the belt but you‟re not sure. You have a Do-It-Yourself home repair book that has a section on washing machine troubleshooting. You need to figure out what to do.


You picked up a book on career planning that you intend to use a reference for your goal setting and self-discovery process.


You have an exam in your night school class and you are preparing to study the course textbook.


You recently expressed an interest in astronomy. Your friend lent you a beginner‟s “Guide to the Stars” and you want to figure out whether astronomy is really as interesting as you think it is.



© Mind Tools Ltd, 2009-2011. 16


An article in the trade press catches your eye. You wonder if it‟s worth reading in detail.


You decide the article is one you‟d like to use as a reference for the training session you are preparing.


You‟ve got some spare time while waiting for your appointment with your doctor. The latest issue of National Geographic is on the table. The cover story looks interesting, as do some of the related articles mentioned.

Table of contents Introduction/abstract Introduction & Summary Skim the body Highlight and annotate

Your spouse sends you a link to a web page with an article and review of the new car you are thinking of purchasing. You are behind schedule with your work and you are meeting your spouse at the car dealership immediately after work.

List of links Introduction & Summary Skim the body Read thoroughly Highlight and annotate


© Mind Tools Ltd, 2009-2011. 17

Have you found this e-book useful?

If so, here are a few ideas for your next steps… 1) Visit MindTools.com to learn more than 100 career skills for free. Our Home, Tool Finder and Most Popular pages are great places to start. 2) Subscribe to our free weekly email newsletter, and get new career development tools delivered straight to your inbox. (Plus, you‟ll get a copy of our Personal Development Planner as a welcome gift.) 3) Ready to take a step up in your pursuit of a better life and career? The Mind Tools Club is our exclusive members-only area. Inside you'll find more than 1,000 tools and resources designed to help improve your skills, faster. Everything is written in easy-to-understand language – perfect for people with busy lives.

• Explore more than 600 personal excellence tools – offering easy-to-follow advice. • Choose from audio downloads, assessment tests, one-hour summaries, articles and more. • Go at your own pace, in your own time – learning the way you want to learn. • Connect with other passionate and driven professionals in our thriving community forum. • Get “on-tap” advice and support from experienced career mentors and coaches.

Explore the Club for just US$1 for your first month. (After that, it's US$19 or US$27 per month, with our cancel at any time, money-back guarantee.) Join today and, as a thank you, we'll give you four bonus career-enhancing courses worth US$121 for free.

I hope you enjoy exploring our training material – and I look forward to hearing about your progress!

James Manktelow, CEO, MindTools.com

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A Mind Tools Workbook Read Smarter! · Read Smarter! Introduced by Mind Tools CEO, James Manktelow ... to read text in columns, as in this workbook. Your eyes have to do much less