Effective Utilization of Time and Resources

1. Effective Utilization of Time and Resources Prepared by Robert Bortolussi MD FRCPC Professor of Pediatrics, Dalhousie University 2012

2. Task Management Question: Can you do two things at once? • Yes? • No? 2012

3. Exercise: Answer the following questions honestly! (1 - low … 5 – high) I am good at starting work 1..2..3..4..5 I always get my work in on time 1..2..3..4..5 I always file my notes away 1..2..3..4..5 I am good at planning ahead 1..2..3..4..5 I never waste time 1..2..3..4..5 I always break tasks down 1..2..3..4..5 2012

4. Exercise: Answer the following questions honestly! (1 - low … 5 – high) I set myself targets and deadlines 1..2..3..4..5 I always prioritize my work 1..2..3..4..5 I always make time to relax 1..2..3..4..5 I always allow time for unforeseen events 1..2..3..4..5 I always make lists of things to do 1..2..3..4..5 I complete most tasks before they become urgent 1..2..3..4..5 2012

5. Effective Utilization of time and resources Objective This session provides tips to help you achieve your goals without sacrificing your personal life. It can be done with planning, focus, and efficient use of time. 2012

6. Long-term Planning (5–10 years) • Early in your career • ask those who have been successful for guidance • Learn from them how the system works. • Difficult to plan farther than a few years: • Too many intangibles, periodically revise long-term goals • Keep yourself on a course 2012

7. Long-term planning Exercise(5–10 years) • Ask yourself, where you want to be in 5 years? • to get there, where must you be in 4 years, in 3 years etc. • identify milestones and when you must achieve them • Write your long term plan: • Decide what activities motivate you the most. • Formulate a plan to help you evaluate goals Medium- and short-term goals will logically flow from the long-term ones. 2012

8. Planned, focused, and efficient use of time. Make meaningful plans and stick by them. Don’t fall into the trap of trying to do everything, for everyone, for all of your time. 2012

9. Medium-term Planning (6 to 12 months) • Achieving medium-term goals can make your career a success • writing papers, research grants, or • setting up a clinic • Each goal should be made of many short-term mini-goals • Draw the figure, write the methods section, of a paper • Challenges • Competition from lower priority (but still necessary) activities 2012

10. Short-term Planning (next few weeks) “I’ll schedule a time-management seminar … as soon as I can find the time for it!” • strive to do these the best way possible • for others, doing an outstanding job won’t matter • may hurt, by taking you away from your main focus. But, once you get started … • perfectionist in you kicks in • to perform as well as possible, • to establish a reputation. • Only some things you do are critical to your career: 2012

11. Short-term Planning (next few weeks) Beware of the pitfall of saying “yes” ! Why do we say ‘Yes’ when we shouldn’t? • natural reaction to help, • ambition, • fear of antagonizing somebody important. 2012

12. Urgency/Importance Quadrants Break the task into smaller components, each one doable in 2-3 hours Ignore all requests to do these time wasters. (Select which items to work on carefully.) 2012

13. Which tasks and committees should you avoid? Avoid at your stage of career: • Tasks and committees with nothing to do with academic work or research • Tasks and committees that require you to review lengthy documents, (eg.research ethics committees) Consider: • Committees related to your academic interests • Education or intramural grant review committees 2012

14. Which tasks and committees should you serve on? Seek out tasks and committees: • Internal grant review panels • Skills learned can’t be learnt elsewhere. • Editorial requests of recognized journals • for reviews of manuscripts and abstracts. • National review panels. • Especially ones to which you may apply to. 2012

15. Key Points: Time Management • Develop short-, medium-, and long-term goals – and the strategies to achieve them. • Learn how to meet commitments without sacrificing your academic goals. • Select tasks carefully, learn when/how to say no. • Develop efficient working strategies by learning: • how and when to delegate, • how to use downtime, and • how and when to use electronic tools. • Guard your protected time 2012

16. Delegate and Divide tasks • A good strategy is to delegate tasks so two things can be done at once. • But, be sure the priorities are clear! Listen.. You go tell Billy’s mom, and I’ll start looking for another tire 2012

17. Hire and retain the best person for the job. Invest the time to hire the best person for the job you have to offer. Speak frankly to referees and “Do your homework.” Get advice from your mentor on the hiring process. Provide regular feedback and a formal evaluation to all employees. 2012

18. Collaboration… “pearls” Seek out collaborators who you can offer skills you need. Nurture positive collaborations; give as much as you receive. If collaboration doesn‘t work, end it in a civil manner. 2012

19. Balance Research and Other Responsibility As a clinician scientist you will do clinical work • The dilemma is how much time is right: • Too little: loose clinical expertise • Too much: you’ll not meet other goals. • Time on research will impact your career • So determine this before accepting a position. • To be competitive for major grant competitions: • Will need to spend ++ time on research !! • Not every department has flexibility to make such a commitment. 2012

20. Budgets: Planning Planning a research operating budget is complex. So get all the help you need. • Ask past supervisors, colleagues and mentors for the “rules-of-thumb” for budgets. • Ask for: • a copy of one of his or her recent successful applications for funding, and • other award letters with the final budget compared to the amount requested. 2012

21. Budget: MicroResearch Other Funders Personnel 62,000      124,000 Services 11,500 Reusable items            Non-reusable items 80,950 40,000 Other expenses . TOTAL 154,450 (KSh) 164,000 Give short Justification for each item (See examples in the instructions) 2012

22. Budget Justification: Personnel Support Who are the people YOU will need to hire for your project. Can you explain why? How do you calculate cost? Services What are some of the things YOU will need in a service? Reusable Items Will YOU need equipment? Can YOU justify that the cost should be part of your grant? Can anyone else share the cost? Non Reusable Items Travel costs: How much for petrol? How much for bus tickets? How many trips? 2012

23. Budget: Records • Find out when and where funds will come. • Check your record-keeping responsibilities. • Read the terms and conditions of a grant • You are ultimately responsible. • must you spend funds exactly as proposed, • or as you deem best for the original project. • Can you carry-over unspent funds • if so for how long. • When will they claw back funds that remain unspent 2012

24. Budget: planning Be realistic and fair in your planning. Do not make commitments to spend funds what you merely hope to receive, You can not run a deficit on your research expense account. 2012

25. Key Points on managing resources • Ask mentor for help to negotiate your contract and to understand the research regulations. • Negotiate terms of employment for protected time to do research appropriate for your potential. • Learn how to manage and monitor research funds and who to approach for assistance. • Be knowledgeable on the regulatory requirements of your institution for what you will be doing. 2012

26. What was your score on the time organizing skills test? • 40 - 60: You are already a well-organized person • 30 - 40: You have good organizing skills but can still improve • 10 - 30: You may get better marks if you improve your organizational skills 2012

27. Task Management Question from before: Can you do two things at once? … Yes or No ? No? 2012

28. References: Time and Resource Management Cech T. Advice on balancing research and teaching http://www.hhmi.org/resources/labmanagement/moves.html Barker K. At the Helm – A laboratory navigator http://www.hhmi.org/resources/labmanagement/ Bonetta L. Howard Hughes Medical Institute http://www.hhmi.org/resources/labmanagement/ • Making the Right Moves: A Practical Guide to Scientific Management for Postdocs and New Faculty. • Training Scientists to Make the Right Moves: A Practical Guide to Developing Programs. 2012

29. Planning for Final Day Presentation • Judges Evaluate • Feasibility: eg. time, budget (35 points) • Relevance: to local & • .. the wider community • (35 points) • Other (10 points each) • Importance to Africa • Novelty • Multidisciplinary .....team membership • Title Slide (1) • List Team members and COI (1) • Background (1 or 2) • Hypothesis/Objectives (1) • Method Slides (2-3) • Budget (1) • KT plan (1) • Next steps (1) 2012

30. The clocks are ticking … Using time and resources 2012