Thread by @fabiorojas

1/ Nitty gritty workflow management tips for academically minded folks.

2/ Background: Last week, I explained how to build an academic career without going bananas. This week, I'll give a few "micro tips" about workflow. As usual, take with a grain of salt - nothing works for everyone.

3/ Tip #1: Every two months or so, I make a google doc with a name like "Stuff to do in June 2021." And I mercilessly list all activities from the smallest to the biggest.

4/ Within that list, I then categorize into 4 groups: research, teaching, admin, and "extra curricular."

5/ Then, within each group I may have subgroups. For research, I have categories for complete papers that are under review, rejected, or revision. Then, "working on it" and then just "ideas."

6/ Teaching is similar - I group things that need to be done by course. Could be big (new course) or small (print a few quizzes). The same for admin and ExCur activities.

7/ Then - and this is important - I guestimate time budgets for each. Is this a 30 minute job (write a quiz and print), a whole day job (read a tenure file), or more?

8/ Then, I can now have a somewhat reasonable estimate of what I can actually do and on what time scale. Big tasks that take more then a day get notes about breaking up into subtasks.

8/ By doing this prioritizing and time budget, two things happen - emotional control (I can turn big projects into easier to digest small steps) and coordination with other folks.

9/ Another big issue is to have rules about how much time you spend on particular tasks. Younger academics have trouble with this, but when you get older you should really know how much you need for things like letters of rec, exam/lecture prep, etc.

10/ A concrete example - letters of recommendation. The student who has done ok, but not amazing, and is shooting for a median law school, may get about 30 minutes on a letter. Up for tenure? I will spend hours reading your material and writing the letter.

11/ Another concrete example - course prep. If it's a large lecture that I have done before, weekly prep might be just reviewing the notes and activating online tests/quizzes. I can do that very quickly. For a new course, I might spend an hour just *thinking* about the syllabus.

12/ I also love the "one touch rule" - unless it's super high stakes, I don't endlessly redo work. E.g., I may sit down and take an hour to write an exam, but I'm done, minus small corrections.

13/ I also have saying no/intake management rules. For example, with journal article review, I have "the rule of three," I accept 3 papers and than tell new requests to wait a few months while I process those. If the paper still needs review then, I can help.

13/ Also, I apply a similar rule for service requests. I accept many requests, but when I "fill up," I politely, and truthfully, say - "thanks, but I am already on committees X and Y, and I'm out of time."

14/ People think, I am "short changing" my colleagues or students or that I am shifting the burden. Not at all! But being smart with time, I can really focus on the core of the job - teaching students and research.

15/ Another bonus is that when a time intensive issue arises (e.g., student needs in depth discussion or a thorny research problem), I actually have time because I haven't committed to 8 journal reviews or I spent 12 hours writing a single exam.

16/ Bottom line: These rules don't work for everyone, but you can have a more rational and productive workflow if you spend time on organizations and time management that makes sense for you.

9/ Another big issue is to have rules about how much time you spend on particular tasks. Younger academics have trouble with this, but when you get older you should really know how much you need for things like letters of rec, exam/lecture prep, etc.

10/ A concrete example - letters of recommendation. The student who has done ok, but not amazing, and is shooting for a median law school, may get about 30 minutes on a letter. Up for tenure? I will spend hours reading your material and writing the letter.

11/ Another concrete example - course prep. If it's a large lecture that I have done before, weekly prep might be just reviewing the notes and activating online tests/quizzes. I can do that very quickly. For a new course, I might spend an hour just *thinking* about the syllabus.

12/ I also love the "one touch rule" - unless it's super high stakes, I don't endlessly redo work. E.g., I may sit down and take an hour to write an exam, but I'm done, minus small corrections.

13/ Also, I apply a similar rule for service requests. I accept many requests, but when I "fill up," I politely, and truthfully, say - "thanks, but I am already on committees X and Y, and I'm out of time."

14/ People think, I am "short changing" my colleagues or students or that I am shifting the burden. Not at all! But being smart with time, I can really focus on the core of the job - teaching students and research.

15/ Another bonus is that when a time intensive issue arises (e.g., student needs in depth discussion or a thorny research problem), I actually have time because I haven't committed to 8 journal reviews or I spent 12 hours writing a single exam.

16/ Bottom line: These rules don't work for everyone, but you can have a more rational and productive workflow if you spend time on organizations and time management that makes sense for you.