July 27, 2009W. Rhett DavisNC State UniversitySlide 1Young Faculty Workshop DAC Young Faculty...

July 27, 2009W. Rhett Davis NC State University Slide 1Young Faculty Workshop

DAC Young Faculty WorkshopDAC Young Faculty Workshop

Time ManagementTime ManagementHow to manage time How to manage time

between teaching, research, and academiabetween teaching, research, and academia

W. Rhett DavisW. Rhett DavisNC State UniversityNC State University


Dilbert’s Dilemma

It’s all about setting priorities, but how to do that?

How do we decide between so many competing priorities?


Tip #1: Be Intentional With Your Time

Action is better than Reaction» A good offense is the best defense

Don’t let others dictate how you spend your time

Bend like a reed» Question: How much does a

reed bend when the wind blows?» Answer: Always just enough.


Tip #2: Stick to Your Schedule

Make sure that your schedule reflects your ACTUAL priorities» not the priorities you “wish you had”» not the priorities you “think you should have”

When done well, your hardest choices will be made when you create your schedule» This is the time that you must say “no”

The alternative is worse» No time for things that really matter

Schedules are the structure that give us a place to work comfortably during a storm» Not a straitjacket


Tip #3: Make Time For Family/Friends

Share responsibility around the house» Foster partner’s and kids' independence in daily tasks » Let perfection slide

Get great daycare

We often think of family/friends as extensions of ourselves» We can treat them as badly as we treat

ourselves

Keeping your promises is more important than spending more time

Accept that parenting takes time» You get the time back as they get older


Tip #4: Discover Your Priorities

You probably won’t get it right the first time» If you’re intentional, you’ll learn

A good way to start: Keep a record of effort percentages» Can be derived from a Statement of Mutual Expectations » Very helpful in reporting» Here’s Mine:

Effort Category hrs/week wks/yr

60% Research 24 30

10%-15% Unfunded projects 4-6 5-7.5

45%-50% Sponsored projects

18-20 22.5-25

30% Teaching 12 15

5% Extension 2 2.5

5% Service 2 2.5


More Prioritizing Tips

Make a to-do list with deadlines and prioritize from it» Must do, should do, not that important» Block of time needed to complete» Do the most important things FIRST» Sacrifice quality to keep within the schedule

Every morning write down the five most important things to accomplish that day. Whatever else you do, get those five things done.


Tip #5: My Favorite Time-Mgmt Book

thanks to Josie Ammer for introducing me to it


Tip #6: Be Organized

Once you get settled in, you’ll find that you spent MOST of your time searching for information

Adjust your system of organization to minimize search time» Alphabetized manila folders with labels» No plastic tabs (harder to modify)

Find your time sinks and plan around them (looking for car keys? Answering student questions?)


Tip #7: Keep the Lines of Communication Open

File paper items quickly, don’t let them pile up

How do you respond to your inbox?» My common mistake:

– respond well

» A much better approach:– respond quickly

Resist the urge to…» Use your inbox as a to-do list» Spend more than 2 minutes per message


Tip #8: Find a Place to Hide

You need a place where you can work undisturbed and it may not be your office/desk» Home office, cubby hole in the

library» In real crisis mode and in

hiding place intentionally ignore everything else (including email)

Office door open or closed?


#9: Delegate

You don’t have to do everything yourself (in your professional life or in your personal life)» Undergraduate students (they love it)» Staff (it’s their job)» Fellow graduate students (but don’t be a user)» Partner/Kids (can be a good way to show their

love) Be considerate, but don’t avoid asking Rewards (public thanks, chocolate, flowers)


#10: Trade Time for Money

Hire someone to do the things you don’t like to do (and don’t have to personally do) » Another form of delegating

Value your time, avoid letting yourself be exploited» Up to $x an hour buy time, over $x an hour sell time


Wrap Up

Cultivate your time management skills» Be intentional» Bend like a reed» Discover your priorities

The better you manage your time, the more successful you’ll be

With the right balance, you’ll love this job


Credits

Slides from M.J.Irwin, CRA-W Workshop,Including…

» CRA-Women (especially Jan Cuny, Fran Berman, Leah Jamieson)

http://cra.org/Activities/craw/– Career Mentoring Workshops

» Schwarzkopf’s Nine Principles» Randy Pausch

http://www.alice.org/Randy/timetalk.htm

http://video.google.com/videoplay?docid=-5784740380335567758


Schwarzkopf’s Nine Principles

1. Have goals that you can articulate clearly

2. Have an agenda» Every morning write down the five most important things to accomplish that

day. Whatever else you do, get those five things done. Insist that people who report to you operate the same way.

3. Let people know where they stand» The grades you give people must reflect reality

4. What’s broken, fix now - don’t put it off» Problems that aren’t dealt with lead to other problems. Besides, something

else will break and need fixing tomorrow.

5. When in charge, take command» Don’t put off decisions indefinitely; may have to make decisions without

adequate information. Decide, monitor results, change course if necessary.

6. Set high standards – expect a lot (from yourself and others)

7. Lay the concept out, but let your people execute it» Have the right people in place and allow them to own their work

8. People come to work to succeed - remember that

9. Never lie, ever

July 27, 2009W. Rhett DavisNC State UniversitySlide 1Young Faculty Workshop DAC Young Faculty...

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