Managing for Success at Northwestern University

 Strongly Collaborative Environment ◦ Most employees have multiple levels of accountability  Work for several professors, administrative units, etc. ◦ Requires the ability to manage multiple priorities and demands on an individual’s time

 Are you a morning person?  Do you work best with paper or electronic systems?  Which calendar system works for you?  What type of phone do you have? Do you have a tablet?  How do you manage interruptions?  What is your communication style?

 Decide and manage what you have to do (lists).  Schedule time to do it.  Manage interruptions, distractions and emergencies.  Handle inputs and information.  Manage communication and improve your processes to become better at managing your time.  Invest in yourself so that you can give 100%.

Cue Routine Reward

 Master To-Do List ◦ Keep this list active and ongoing of all work  Create this list by reviewing your work and adding items with due dates  Look at what happened in the last week, anything you need to follow up on?  What will be happening next week? What should be added?  Priority List- daily to do list ◦ Every night, make your daily to do list for the next day. ◦ Be realistic and add only 3-5 items. ◦ Be flexible and leave room for the unexpected e- mail or phone call which will add another to-do.

 Deadline (or Due Date)  Dean (Department Chair)  Dollars  Da Feds  The more D’s, the higher the priority – and the work will generally be communicated in these terms.  Assignments will also be given in terms of “A should be done before B, even though B is urgent.”

 Whatever form you choose, prioritization is a key skill to learn.  We are not here to make people happy, learn to deal with some form of discomfort.  The buck does NOT stop with you, kick it up higher if you have a problem or need help with knowing how to prioritize your work.  Do not wait until you feel stressed out, ask early and ask often.

 Create your own deadlines ◦ We do this with proposals, we can apply this with other larger projects.  Establish routines ◦ Habits and routines use less brain power and save time, knowing how you work best.  Schedule large projects, or regular work. ◦ Utilize your time more efficiently and get in the zone by planning when you’ll work on regular projects.  Plan when you’ll answer , voice mail. ◦ can interrupt your day and drain your concentration.

 Managing External Distractions ◦ Send calls to voice mail ◦ Close your program ◦ Wear earphones ◦ What else?  Managing Internal Distractions ◦ Most causes of internal distraction have to do with perfectionism, negative self-talk or procrastination.  The cure is the same, break the project down and get started on a part of it.

 How does this fit with your daily schedule?  Use your prioritization system.  Bump something off your list onto the next day.  Handle the new issue.  Get help or input.

 Triage and other information sources ◦ Give yourself enough time to go through s ◦ Only handle it once ◦ Act on it, file it for future reference, or forward for action.  Make time to keep up with research administration information. ◦ Keep a folder of articles, schedule time and do the reading you need to do to maintain and develop your knowledge. ◦ Go to meetings, trainings, seminars, and ensure they are in your schedule.

 Managing relationships with people takes up a bulk of our daily work.  Understanding communication preferences of people you work with on a regular basis is key – use them. ◦ Do not rely on as a major communication tool ◦ can waste time if it causes miscommunication ◦ Use to confirm a verbal communication. ◦ Watch tone, and keep s very short.

 Is there an agenda for the meeting?  Is everyone scheduled for the meeting supposed to be there?  Who is the leader of the meeting?  Does the meeting start/end on time? ◦ Keep the meeting on the agenda by asking questions related to it. ◦ Keep the meeting on task by tabling items not germane.

 Focus on one task at a time and finish it, then move on to the next item on your list.  When you do this, you maintain flow and concentration.  When you don’t you increase your chance of errors and produce a less quality work product. Go slow to go fast.

 When it’s hard to perform routine tasks or to find things you routinely use, it takes more time. ◦ Make sure your desk and work environment is organized well and free of clutter ◦ Use a filing system (electronic and paper) that uses standard naming conventions ◦ Place things that you use all the time closer to you ◦ Ensure that your computer and chair are at the proper height, etc.

 Take breaks during the day in order to come back refreshed.  Make sure you eat, get good sleep, and exercise.  Maintain a sense of perspective – sense of humor.  Strive for a good work-life balance.  Strive to have fun and learn something new.  Talk to Michelle, Krista and Eric about how things are going.

Your time and energy are valuable – we want to ensure that you have the resources you need to be successful and use your time well. We are here to help you do your best work!

 What to Do When There is Too Much to Do, Laura Stack  LifeHacker, by Adam Pash and Gina Trapani  The Power of Habit, Charles Duhigg  Death by Meetings, Patrick Lencioni