Effective Communication Skills: Talk The Talk By Absorbing Information Like A Sponge

As each new professional day dawns, we find ourselves bombarded with information to understand and digest. Whether it is detailed emails, proposals or lengthy reports, the speed at which we read and absorb information is vital to how we communicate with colleagues and management. Knowledge really is the key to success.

Reading is something that we do unconsciously, but it is the speed at which we read which is the biggest time consumer. We can benefit professionally by decreasing the time that it takes to scan for the important information.

Many of us are classed as proficient readers from the age of eleven onwards but as we advance in years, our reading contains less flow and we pick up some bad habits along the way. For example, as children, we are taught to read word by word. However in our working lives, those of us who read this way absorb less information than those who read whole sentences at a time.

A solution to this is to view whole chunks of words. The brain can see the bigger picture when we read a succession of lines at a time. Try holding text away from the eyes so as more information is on view.

As children we are encouraged to read out loud, mentally saying each word as you read it (sub-vocalisation). As adults we learn to keep our external voice quiet when we read, however, we may still read the words in our heads. Although, this is a common habit, it slows down the speed at which we read in the work environment. The mind is actually capable of understanding words faster than we can vocalize them. The average person can verbalize at a rate of 225 - 355 words every minute. Someone who can quickly scan text can increase this speed to between 440 - 500 words every minute.

Try this solution: just as we stop our external voice from speaking when we read, do the same for the internal one. Scan a paragraph or two without thinking how the words are pronounced and the mind will be free to absorb information faster.

Reading between the lines: People, who read slowly and concisely, focus attention on each word and read from line to line. If you take into account the fact that the eye can zoom into 1.5 inches of text, you will see that they only take in four or five words which is not even a complete sentence.

Instead, try using your peripheral vision by holding text further away. This enables you to see the end of every line. Another good tip is to soften the vision. This makes a group of words more visible rather than just revealing half a line of words. It also makes it easier to scan from line to line without moving the eyes.

One step forward and two steps back: Many of us re-read chunks of text or skip back to words which have already been read. This causes the mind to lose 'flow' and it is harder to digest the meaning of the entire paragraph.

As an experiment, don't re-read text. Use your finger or a pen as a marker so as you know sub-consciously that you have read each line. You can read faster or slower depending upon how quickly you move the pointer.

Low concentration threshold: Reading and absorbing information whilst the television is on is as difficult as trying to sing a slow song whilst a fast one is playing.

A solution to this is to refuse to multi-task when reading. When practising speed reading, it is essential that there are minimum distractions, including any internal distractions, for example, if you are stressed, or feel under the weather.

Left to right isn't always the answer: When we learn to read, we are taught to view text from left to right. When using this method we waste a lot of reading words which are unnecessary. The aim of reading is to pick out the most important points and leave all superfluous words behind.

Solution: When reading text, train the eye to look for important data such as headings, bold font and information listed in numbers or bullet form. Text is not always set out in a logical order so the reader is free to pick out facts which stand out and leave the waffle behind. When you understand a point, there is no need to read the quips or metaphors which flesh out the meaning.

By practising the above each and every day, the amount of time that it takes to absorb text will decrease. This sort of reading is perfect when you want to cut to the chase and free up time at the office to focus on other tasks or relay information to others.

A great way to monitor improvements is to make a note of your current reading speed and record it from week to week. You will be astounded when you realize that you have taken a giant leap from 150 words per minute to 700 in just a few weeks. Scan the internet for reading assessments which provide practise texts and questions so as you can easily monitor your reading progression.

When applied in the workplace, speed reading will make a dramatic change to your life as it will allow you to excel in projects or training courses which require a large amount of reading. Plus, the more you reduce the amount of time spent reading, the less eye strain you will suffer which causes fatigue throughout the working day.

It is estimated that professionals may devote up to 38% of the day (three hours), reading through business material. By using this method, you will be able to recall information in a jiffy and fill those saved hours with tasks that are more productive.