We researched and developed a number of different techniques to help our project management students speed up assimilation and retention of information as they prepare to pass the PMP exam. After the exam, many students email us to says these techniques also help them at work and at home to manage projects and the information overload in their lives.

You can experiment with these techniques to speed up the way you do your projects or even to reduce stress due to information. The six key techniques for fast retrieval of information are (in no particular order):

1.    Color, Size and Shape coding

2.    Keyword identification

3.    Mind mapping

4.    Timed reading in short bursts

5.    Storytelling

6.    Repetitive practice

Color, Size and Shape Coding

When you color code various elements of a project plan, it makes it very quick and easy to see who has to do what, when. You can also use size and shape coding for even further differentiation. The visual display and sharing of information between the project team members improves communication and shared understanding of the project work, project progress and project dependencies.

The Power of Keywords

Keywords trigger your instant recall. When you’re reading any kind of written material, look for the keywords to help you remember key ideas or concepts. Similarly, when you’re writing material for others to read, make sure you have embedded keywords that capture what you want people to take away from your communication.

Mind Mapping

Use mind mapping to help you remember key ideas or concepts by using a visual diagram like the one below. Mind maps can also help you to organize your project work and the key deliverables.

Timed Reading

From emails and reports to trade publications and how-to manuals, we are reading and learning all day long. If you’re like most knowledge workers, you often have a lot of material to review in a short period of time. Give yourself a specific amount of time to read the material you have to read and create uninterrupted space and time for 15-20 minute increments. This will increase your ability to concentrate on that material and remember it better.   

Storytelling

People not only like stories, but stories are powerful memory tools. Write stories that evoke visual imagery and give people visual cues that will key them into the points you want them to understand.

Repetition

Repetition improves memory. In advertising, the maxim is that people need to see an ad eight times before they will remember it. For the key points you want to convey to people on your project times, find at least three different ways to convey them, and describe those three ways at least three times.  

So, when you’re having one of those days when you feel overwhelmed by all the information flying out you,  try one of these six techniques and bring your blood pressure down and your memory retention up! 

Michelle LaBrosse is the founder of Cheetah Learning and an international expert on accelerated learning and project management. In 2006, The Project Management Institute selected Michelle as one of the 25 Most Influential Women in project management in the World, and only one of two women selected from the training and education industry.