Anyone who works in academia/policy/has to read long documents for work? Any tips?

[Psm92]

New job. I have to read a lot for work - policy papers, academic articles, research briefs, etc. I work in quite a specialised area - though my job isn't specialised - and I feel like I really struggle with reading things effectively so I can absorb and retain them/come back to them/reference them when needed. My approach generally is to read the document once fully, then go through it again and make notes of key points/ideas and links to any other projects.

Any tips? I studied quite an academic subject at a good university but this just feels different! TIA.

Dh used to have to read well over 1000 pages for each board meeting he attended - as well as trying to do his job - he did a course in speed reading and he swears by it.

Read the abstract and the conclusion first. Make sure you have a grasp what points the paper is trying to make before you start reading.

make notes as you go along, including asking why. It may be that you don’t understand something, but it is just as likely that they haven’t adequately evidenced a section.

Would reference manager software help? eg mendeley, endnote, zotero?

I read fully once, throw it through chat go for a summarised one or two pager. Read full report making sure my 1/2 pager covers the main points.

Work in tertiary and have to read a lot. Used to be able to read once and retain. On my late 40s I am happy to bring in tech support.

combination of speed reading (plenty of courses on that) and a methodical approach like @Airconner and @Ponderingwindow describe.
plus knowing the subject matter inside and out.

technical help like search terms only help if looking for very specific terms imo.

I read the abstract and conclusion, then I go straight to the results tables. I've never been able to read the lot (unless they're especially engaging) and I tend to ignore the preambles and rambles and just draw out the key points:

Aims of the study
Conclusion (how the work compared to the aims)
What was the sample size (how representative is it of the data and how cross applicable is it to other situations)?
What statistical analyses were used (how have the numbers been represented)?
What type of study was it, e.g. double blind, control group etc (what is the potential for bias)?
Who funded it (potential for bias)?

Really you don't need to absorb the full details of every study to know what it's talking about, its advantages and drawbacks, and whether it's significant or not. What they thought of the other work on the topic, for example, is irrelevant for most purposes I use studies for.

It's different if it's law/policy but again I'd make a list of what I actually wanted to know from the documents and draw that out rather than attempting to read it like a fiction book. I think the media misrepresents this sort of work when they get people who quote chapter and verse.

Sometimes I have to remind myself, I don't need to memorise things, I'm not a robot, I just need a working knowledge of what I'm doing.

I’m Dyslexic so prefer pdf and text readers. The best ones that don’t use a weird robotic voice usually charge a subscription fee. I like the voice aloud reader app.

This.

Unlike a novel, I read the end first! Then the "introduction". Then read, annotate, and critique.

Don't even try to read on a computer screen.

Take breaks. Walk away, think through what you just read, go back to your notes and check you haven't missed anything.

Have a notebook or notepad. Your best observations will be hours later. If you don't note them, you'll forget them and they will NEVER come back until long after you need them!

You need to put the information into a mental hierarchy.

The top level of hierarchy is... is there information about that kind of thing (yes/no/maybe)
2nd level down : where would I find the information (roughly)
3rd level: what are the details
4th level: the fine details & why the details are what they are in 3rd level

In practice, I'd say the organisation leaders rely on deputies/juniors to know the answers to the info at each level.

In practice it helps if you block out time to really get immersed in something, read it as short-time as possible before you actually need to draw on that knowledge oh and... rely on your juniors to help you.

I think you need to know why you are reading it before you start. Think about what you want to get from the document how might you use it. Perhaps write some questions down beforehand. Then read the introduction. Once you know what you are looking for you might want to read the whole thing or focus on a particular section

Some great tips so far! Thanks!

find a way to make notes that works for you. - i like the cornell system

line down the side of a page - make notes
as per normal on the right - questions and thoughts on left.

rule off the bottom few lines. on bottom section summarise the page of notes into one or two salient bits. with l

with long docs i the review just the bottom
sections at the end

that is if i need to know the stuff. most of the time, an abstract and conclusion person. normally enough to have a feel

I write down what I want / need to know.

then I read the Exec summary (if there is one) or introduction. The conclusion and any key messages.

I then look at the results and limitations.