Memorization techniques: 10 proven methods for work
The human brainis a curious thing. Sometimes it will remember a random, out-of-context fact your friend shared with you 17 years ago and make you wonder how much storage space you have up there (fun fact: about 2.5 petabytes). Other times, you walk out of your office or log off Zoom for the day and feel like your memory was wiped the second you do.
Whichever scenario you relate to more, know that with the right memorization techniques, anyone can improve the capacity and speed at which their brain processes information. Not having to constantly look up data or check your to-do list because you've remembered this information will also boost productivity.
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How to memorize information: 4 steps
Your brain memorizes information in four steps: attention, encoding, storage, and retrieval. Understanding this process helps you choose the right memorization technique for any situation, whether you're preparing for a presentation or learning new team members'names.
Fortunately for anyone who now thinks to themselves, "Well, I'm not good at memorizing anything," your brain is a muscle and can be trained. Here's what happens in each stage:
Attention: Let's say you're in a meeting and one of your colleagues pitches a marketing idea. The information enters your brain through sensory receptors, which hold it for mere seconds while your brain filters and decides whether it is important. Only when you consciously perceive information will it be passed onto the next step.
Encoding: Your brain now moves the information into either short-term memory (a few seconds) or working memory (up to 20 minutes). This is useful for quick tasks like solving a math problem, but it won't help you recall details for next week's client call.
Storage: Moving information from your short-term memory into your long-term memory is an active step, much like setting long-term goals. Your brain can't make this decision for you; you'll have to memorize it using a technique that works for you.
Retrieval: How you pay attention, encode, and store information will affect how well you can retrieve it later. The longer the time between storage and retrieval, the more important it is to revisit the information frequently.
This covers the basics of the memorization process. Depending on how your mind works, you may find that either verbal or visual memorization techniques help you better retain information.
Verbal memorization techniques
Not sure if you're a verbal learner? Ask yourself:
Do you prefer reading instructions instead of having someone show you?
Do you have a knack for memorizing lyrics or working with words?
If you answered yes, the following verbal memorization techniques will work best for you.
1. Chunking
Chunking is a memory technique where you group items together so they're easier to remember. It's especially useful when you're managing multiple projects or teams across different locations.
Here's how to apply chunking at work:
Group by category: Break locations up by area, department, or team size
Use patterns: Group by first letter (Miami, Minneapolis, Memphis)
Limit each group: Keep no more than seven items per chunk; that's the magic number
2. Spelling mnemonics or alliteration
Spelling mnemonics help you remember lists by using the first letter of each word to create an acronym. Have you heard of SMART goals? The acronym makes it much easier to remember each step: specific, measurable, attainable, relevant, and time-based.
If you can't make up an acronym, try an acrostic! The idea is very similar, but instead of using the first letter of every word, you create a little poem, like this:
Always there for you
Small stuff to big stuff
Automate your work routine
Not just your to-do lists
Any part of your project workflow
You can also create alliterations to retain information. If a new colleague introduces themselves as Andrew, you're more likely to recall it later if you use an alliteration like "analytical Andrew" or "amazing Andrew" upon meeting them.
3. Sing it out
Picture this: You're driving home from work, and a song comes on the radio that you haven't heard in years. You turn up the volume and sing along, remembering every single word. If this happens to you on occasion, your long-term memory stores music very well!
You can use the power of lyrics and melodies to your advantage when memorizing information. Make up a catchy jingle or song in your head and turn boring or complicated things into fun tunes. This can be helpful when remembering your company's growth numbers for a meeting; just try to avoid breaking out in song in the middle of an important call.
4. Rhyming
Rhyming may just be one of the easiest memorization techniques; think about nursery rhymes! They're so easy, even little kids can remember them. Whether you use a rhyme to remember a person's name at a networking event (Romana from Asana) or to link a product name to a product line, it's definitely going to help you retain the information better.
The opportunity to make something rhyme may not always arise, but when it does, it's going to make remembering something a lot easier.
5. Building technique
Much like the name suggests, this technique allows you to build on facts you already know. It uses associations and connections to broaden your expertise and knowledge on a topic. The key is not just memorizing facts but learning them and connecting them to create a web of logic that links memorized information to a deeper understanding.
Let's say you're a hiring manager and part of your job is remembering information about your company. If you've memorized key facts and can recall them freely, interviews will feel much more natural to both you and the candidate.
6. Repetition
Repeating something over and over again (also called rote learning) is not just tedious but also ineffective. You need to allow your brain to encode and store the information, which takes time. That's why spaced repetition is the key!
Pierce Howard, psychologist and author of the book "The Owner's Manual for the Brain," advises that deep work involving lots of brainpower should "be spaced out to allow new neural connections to solidify."
The next time you're listening to a webinar, take notes of what you want to remember, or use a brain dump to capture everything quickly. Let some time pass and work on other tasks before returning to your notes. If you repeat this routine (study, work, break) with enough time between sessions, you'll be much more likely to remember it.
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Visual memorization techniques
If verbal memorization techniques don't work for you, you may be a visual learner. Here's a quick comparison to help you identify your style.
Verbal learners | Visual learners |
|---|---|
Prefer reading instructions | Prefer demonstrations |
Remember lyrics easily | Think in mental images |
Strong with words and language | Strong imagination |
If you relate more to the right column, these visual memorization techniques will help you retain information.
7. Storytelling or linking
This technique is great if you have a creative mind and need to remember a long list of items. It's also called the linking technique because you link one item to the next to create a story that helps you remember the full list. The beauty of it? You only have to remember the first item, and you'll be able to connect it to all the others through linking.
Remember that the more you exaggerate in your story, the easier it will be to recall it. The actor Barry Reitman shares a great video example of how to use the link or story method to remember a to-do list.
8. Flashcards
Writing things down helps you visualize information better, and flashcards break content into chunks that are easier to remember. They're also a great tool to combine with spaced repetition.
Tips for using flashcards effectively:
Use visual cues: Add colors, titles, and subtitles to make information memorable
Prioritize weak spots: Study difficult material more frequently than easy recalls
Go digital: Try an app like Brainscape for virtual flashcards
Flashcards also double as a security blanket for presentations; they're easy to hold discreetly and scan through when you need a quick reminder.
9. Mind maps
Mind maps are wonderful tools. They're not just great for brainstorming ideas with your team; they can also help you visualize information to remember later.
You can use a brainstorming template or create a physical mind map on a whiteboard or paper. Because the different pieces of information are organized by sections (chunks) and you can use colors to add more structure, retaining these facts will be easier for you.
10. Loci technique
You may have seen this technique used by Benedict Cumberbatch as Sherlock Holmes, who calls it his "mind palace." Fortunately, it's a lot less complicated than the show makes it seem.
The loci technique works through linking and association, making it ideal for storing faces, lists, or digits. Here's how to use it:
Choose a familiar place: Think of somewhere you know inside and out, like your bedroom or kitchen
Identify anchor points: Visualize a series of objects or locations, like the steps in your morning coffee routine
Link information: Associate each item you want to memorize with an object or location
Retrieve by walking through: When you need the information, visualize the space and collect it
The more you practice, the easier it becomes to expand your memory palace. Eventually, you may be able to use your whole house to store and retrieve information.
How to improve memory
The good news is that your brain is a muscle, and memorization is a skill. With practice and time, anyone can improve their memory.
Just like you'd tend to your body when you workout, you need to give your brain the power to perform. Key factors that support a healthy memory include:
Sleep: Proper rest helps consolidate memories
Exercise: Regular physical activity boosts brain function
Diet: Good nutrition fuels cognitive performance
Breaks: Downtime gives your brain time to encode and store information
Health is all about balance, just as workers balance the project management triangle.
How to offload excess information
While you can improve your memory over time by exercising your brain, no one can remember everything all the time. Thankfully, instead of overwhelming your computer, you can offload excess information with the right digital tools and a solid knowledge management strategy.
To-do list software helps you keep track of all your tasks, organize them by priority, link them to important documents, and share them with your team members. The best part: you can opt in to receive reminders about upcoming to-dos so nothing falls through the cracks.
If your team relies heavily on working together and pushing to-dos back and forth, task management software can help you keep track of your own and others' tasks. No matter how good you are at memorizing your own tasks, having a place to connect with your colleagues to inform, delegate, and track to-dos will help you stay on schedule and hit your goals.
Let's get to memorizing
As you progress in your career, you'll find that an agile memory and mind will be valuable assets. Besides increasing your productivity by eliminating the need to look everything up, a better memory will also improve your workflow, your connections with others, and even your leadership style. Keep exercising that brain of yours, and for anything that doesn't stick, use the right tools, like our project planning software, to store excess information.
Set OKRs the right way
Get our free guide on how to implement objectives and key results (OKRs) at your company. Learn how to set good goals, avoid common pitfalls, and share them out company-wide.
