Effective Utilization of Time Effective Utilization of Time and Resourcesand Resources

Prepared by Robert Bortolussi MD FRCPCProfessor of Pediatrics, Dalhousie University

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Task ManagementTask Management

Question: Question:

Can you do two things at once?

◦ Yes? ◦ No?

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Exercise: Exercise: Answer the following Answer the following questions honestly! questions honestly! (1 - low … 5 – high)(1 - low … 5 – high)

1. I am good at starting work 1..2..3..4..5

2. I always get my work in on time 1..2..3..4..5

3. I always file my notes away 1..2..3..4..5

4. I am good at planning ahead 1..2..3..4..5

5. I never waste time 1..2..3..4..5

6. I always break tasks down 1..2..3..4..5

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7. I set myself targets and deadlines 1..2..3..4..5

8. I always prioritize my work 1..2..3..4..5

9. I always make time to relax 1..2..3..4..5

10.I always allow time for unforeseen events1..2..3..4..5

11.I always make lists of things to do 1..2..3..4..5

12.I complete most tasks before they become urgent1..2..3..4..5

Exercise: Exercise: Answer the following Answer the following questions honestly! questions honestly! (1 - low … 5 – high)(1 - low … 5 – high)

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Effective Utilization of time and Effective Utilization of time and resourcesresources

ObjectiveObjectiveThis 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.

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Long-term Planning Long-term Planning (5–10 years)(5–10 years)

Early in your careerEarly 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:Difficult to plan farther than a few years:◦ Too many intangibles, periodically revise

long-term goals ◦ Keep yourself on a course

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Long-term planning ExerciseLong-term planning Exercise(5–10 years)(5–10 years) Ask yourself, where you want to be in 5 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: 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 Medium- and short-term goals will logically flow from the long-term ones. from the long-term ones.

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Planned, focused, and Planned, focused, and efficient use of time. 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.

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Medium-term Planning Medium-term Planning (6 to 12 months) (6 to 12 months)

Achieving medium-term goals can make Achieving medium-term goals can make your career a your career a successsuccess◦ writing papers, research grants, or ◦ setting up a clinic

Each goal should be made of many short-Each goal should be made of many short-term mini-goals term mini-goals ◦ Draw the figure, write the methods

section, of a paper ChallengesChallenges

◦ Competition from lower priority (but still necessary) activities

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Short-term Planning Short-term Planning (next few weeks) (next few weeks)

But, once you get started …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 Only some things you do are critical to your career:critical to your career:

“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.

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Short-term Planning Short-term Planning (next few weeks) (next few weeks)

Beware of the pitfall of Beware of the pitfall of saying “yes” !saying “yes” !

Why do we say ‘Yes’ when we shouldn’t?

natural reaction to help,ambition, fear of antagonizing

somebody important.

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Urgency/Importance Urgency/Importance QuadrantsQuadrants

Ignore all requests to do these time wasters. (Select which items to work on carefully.)

Break the task into smaller components, each one doable in 2-3 hours

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Which tasks and committees Which tasks and committees should you avoid?should you avoid?Avoid at your stage of career:Avoid at your stage of career:Tasks and committees with nothing to do with

academic work or researchTasks and committees that require you to

review lengthy documents, (eg.research ethics committees)

Consider:Consider:Committees related to your academic

interests Education or intramural grant review

committees

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Seek out tasks and committees: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.

Which tasks and committees Which tasks and committees should you serve on?should you serve on?

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Key Points: Time ManagementKey Points: Time ManagementDevelop 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

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Delegate and Divide tasksDelegate 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

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Hire Hire and retain and retain the the bestbest person for the job. 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.

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Collaboration… “pearls”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.

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Balance Research and Other Balance Research and Other Responsibility 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.

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Budgets: Planning 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.

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Budget: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)

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Budget Justification: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

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Budget: RecordsBudget: 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

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Budget: planning 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.

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Key Points on managing Key Points on managing resourcesresources

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.

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What was your score on the What was your score on the time organizing skills test?time organizing skills test?

40 - 60: 40 - 60: You are already a well-organized person

30 - 40: 30 - 40: You have good organizing skills but can still improve

10 - 30: 10 - 30: You may get better marks if you improve your organizational skills

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Task ManagementTask Management

Question from before:Question from before: Can you do two things at once? … Yes or No ?

No?

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References: Time and Resource References: Time and Resource ManagementManagement

Cech T. Advice on balancing research and teachinghttp://www.hhmi.org/resources/labmanagement/moves.html

Barker K. At the Helm – A laboratory navigatorhttp://www.hhmi.org/resources/labmanagement/

Bonetta L. Howard Hughes Medical Institutehttp://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.

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Planning for Final Day Planning for Final Day PresentationPresentation 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)

Judges EvaluateJudges EvaluateFeasibility: eg. time, budget (35 points) Relevance: to local &.. the wider community (35 points)Other (10 points each)

Importance to Africa Novelty Multidisciplinary .....team membership

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Using time and resourcesThe clocks are ticking …The clocks are ticking …

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