Tag Archives: time management

Lost Time is Never Found

It was three months before I realized: each week I was working four hours on the reference desk, but my assignment sheet said I was supposed to be scheduled to work three. One hour – that’s not a big deal, right? I wrestled with this discovery for days! Should I speak up? Was I being petty to point out the discrepancy? I finally emailed one of the librarians that crafted my assignment sheet – he spoke to the desk scheduler and the discrepancy was resolved, no big deal. Only three hours a week on the desk from here on out!

It was one hour! Out of forty. ONLY forty! Never in my past life as a non-librarian would I have worried about a single hour, but since I’ve begun the tenure-track life, I measure each minute by productivity achieved, or lack-thereof. I identified completely when Erin Miller, the other (also tenure-track) FYAL blogger wrote, “I have never had to be so concerned with the minute-by-minute flow of each workday,” in her first blog post.

Time management! This is nobody’s favorite phrase. I felt little-to-no pressure in my past life as library staff to achieve Great Things. I usually had a few projects going, but deadlines were of my choosing. I’ve long been amused by people that stress how busy-busy-busy they are – especially when I read articles like this. Busy-ness is just another social competition. But as a tenure-track librarian, I now find myself falling into that trap! I’m just TOO BUSY these days! Do you realize what I could do with that extra hour each week? Great Things! And as Benjamin Franklin said, “lost time is never found again.” This is especially true on the tenure-track.

Managing Yourself

When I started my new job, I was basically left to my own devices on the afternoon of my first day. I was suddenly in a brave new world where I had to figure out what I was supposed to be doing and set my own schedule. I hereby admit that lack of structure makes me uncomfortable! So I made two decisions off-the-bat: I would work 8:30 to 5 every day and I started a work diary. I’ve had a lot of jobs in my life. (I once tried to count them all – somewhere around 12 or 15. All but two were hourly). I know that the first days of a new job can go by in a blur. And my job wasn’t just new to me – it’s a brand new position at my library. I didn’t want to feel like I was running on a hamster wheel with nothing to show for it. I decided that a work diary would help me see where my time went and what I accomplished.

And it has helped! My “work diary” is really simple – I set up a notebook in Microsoft OneNote and use a page for each month. I fill out a row in a simple table for each day: what time I worked and my accomplishments. It’s only a sentence or two for each day, but I can tell you how much I worked and what I worked on for any day since August 1st. I even started including what I did on the weekends, since I’m one of those people that can hardly remember what I ate for breakfast, let alone what I did on Saturday.

There are Four Reasons to Keep a Work Diary as listed by the Harvard Business Review: focus, patience, planning, and personal growth. Writing down what I do each day keeps me accountable and on track (focus) and also shows me that I am making progress on a project even if it doesn’t feel like it (patience). I can see how much time something takes, and that helps me set realistic expectations for deadlines (planning). The article recommends writing 100 words a day about your feelings – I don’t write nearly that much – but if I am feeling especially emotional one day, good or bad, I include that and when I re-read what I wrote I can remember those feelings and think about how I can avoid frustration or find more “wins” in the future (personal growth).

I happen to use Microsoft OneNote because it was already on my work computer, but I also like the way it looks and is organized, and that it syncs across platforms. Evernote is also a good choice, or even a simple Microsoft Word document.

15-Minute Rule

Keeping a work diary also showed me how heavy my workload was. Seeing how much (or how little) I could accomplish every day quickly helped me discover that I needed to do as much as possible in my work time or I was going to end up either (1) working too much, or, (2) not getting enough done. I love this job but I have no desire to work over my forty hours each week because I also love having a life. Only a month or so in, I was already stressing about all the projects that I wasn’t making any progress on!

Enter the 15-minute rule. Juggling multiple projects often means making progress on one or two to the detriment of the others. I committed to working at least 15-minutes a day (on average) on each of my ongoing projects. And guess what? I now get stuff done!

When I got here, I told myself to take it easy and not sign up for everything that came my way. But, alas, I’m a compulsive overachiever and I stretched myself thin my first semester. I signed up for an online class through our Faculty Development Center on Universal Design for Learning and made zero progress on it the first two months. Funded by a grant, the facilitator sent out regular emails promising to enter course-finishers in monthly drawings for $100, but even regular promises of financial gain failed to spur me to action. Realizing I wasn’t getting anything done did. When I started scheduling 15-minute chunks to work on the class, I made progress and finished. And then I won that month’s drawing for $100. Personal satisfaction and monetary winnings: best week ever!

Schedule ALL the Hours

I used the 15-minute rule in conjunction with advice from academic Cal Newport, who runs the fantastic Study Hacks Blog. Newport recommends planning out every minute of your work week. I thought my schedule was packed when I first started here – so many meetings! And so many projects! Now, I spend a half-hour every Monday morning planning out my week. I have a recurring appointment with myself where I keep a list of all the tasks that need to be scheduled, and all the projects that I’m working on. Here’s what my schedule looks like now:

Weekly Schedule
My weekly schedule now. (ID means instructional design time!)

Okay, so I’m still working on not getting anxious just looking at my weekly schedules, but I’m constantly reminded to stay on track and to get work done. It also forces me to work on things I don’t want to – like doing collection development in GOBI. Scheduling time to work on it in little chunks has helped me make progress instead of waiting until the last minute to order, and now GOBI doesn’t seem so bad.

I also build myself in little buffers – like I’m not really going to spend an hour on email every day, but I’ll also use that time to catch up on my reading for professional development, or I’ll get started early on the next task. (Also, I’ve gotten really good at managing my email from attending one of librarian Anali Perry’s Inbox Zero presentations. HIGHLY recommend perusing her slide deck.)

Take a Walk

Finally, here’s a counter-intuitive tip: to better manage your time, take a walk. It’s been easy for me as new tenure-track faculty in a brand new position to feel overwhelmed, so whenever it gets too much, I go outside. Often by myself, sometimes with coworkers, and sometimes I grab coffee with coworkers. It helps me to step away from thinking so hard about what I need to do, and it also helps me to clear my mind and find inspiration.

Cal Newport talks about using this state of mind to manage your projects. He says to “forget your project ideas (until you can’t forget them).”

At first, in this position, I kept a list of projects I’d like to work on – then I’d look back at it and feel like I was already behind. But let’s be honest – I’m the only instructional designer at my library, and I only have so much time to dedicate just to design. Something like 8-12 hours a week in an average week. Not much! Now, I might sketch out an idea or two for a project on one of the scratch papers in my office, and then I forget about it. The things that really matter and I really want to accomplish never leave my mind. This tactic is especially coming in handy as I start to write my prospectus and need to clarify my research interests.

How about you? How do you stay sane and manage your time?

Bit of a Steep Learning Curve

Please welcome our new First Year Academic Librarian Experience blogger Erin Miller, Electronic Resources Librarian at the University of North Texas.

Having worked as a librarian for more than a decade I feel fairly confident in my ability to navigate the various paths through my chosen profession. Before attending the School of Library & Information Science at the University of Kentucky I worked part time in Circulation at the Public Library of Cincinnati and Hamilton County. During grad school I was a student assistant in the Appalachian Archives, creating finding aids and organizing collections. My first job with an MLS was as a Content Manager for SirsiDynix, working with a team to design and develop a totally new research tool and content management system. Next stop was the library of a private high school in Cincinnati where I managed every aspect of the library, from circulation to database instruction, from supervising volunteers to collection and budget management. I also organized a small library in Peru – in Spanish­ – as a service-oriented project during several weeks I spent in the Andes. Luckily, I like learning new things and adapting to new situations because in each of these library settings there has been a learning curve…but none quite so steep as there has been here at the University of North Texas.

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Some of the learning curve is to be expected at any new job and mostly involves both unfamiliar technological and unfamiliar geographic landscapes. For example, here at UNT our ILS is Sierra from Integrated Interfaces, Inc. while both the public library and the high school library ran on SirsiDynix. Similarly, we use a different content management system for web content. Being extremely directionally challenged, for me any new job (much less new city) results in what can be a very frustrating process of wrong turns and time consuming, usually useless, conversations with Siri about where on campus is that d@#! building in which my meeting starts in five minutes, etc. These are all part of the expected learning curve and, as such, do not cause me much stress. I ask lots of questions and have made it to almost every meeting on time (except the ones that happened during my first month – pretty sure I was late to every single on-campus meeting for the first few weeks).

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However, some things here at UNT are so new to me that I find myself looking not only for directions but also re-evaluating the ways that I have worked successfully for the past ten years. For one thing, librarians at UNT are faculty-equivalent which means we are expected not only to be responsible for keeping the library running smoothly, but are also expected to publish in peer-reviewed journals, to present at conferences and to serve in various ways at various levels, from within the library to university wide to national organizations. While none of these things are inherently difficult on their own, I do find it challenging to have so many more balls in the air at any one time. I can easily fill up a 40-hour-and-then-some week with just day-to-day tasks…how in the world do I find time to write a proposal for a conference or to meet with the students I’m mentoring, etc.? This pressure has already forced me to evaluate my time management skills and to reassess how well I use tools like Outlook to improve my own efficiency. Additionally, because of the intensive tenure-track evaluation process I’m also spending valuable work time keeping track of what I do on an ongoing basis. Other than the brief time I spent as a consultant with billable hours while I was at SirsiDynix I have never had to be so concerned with the minute-by-minute flow of each workday. Let’s just say that keeping track involves multiple spreadsheets, a Word document and a very detailed Outlook task list.

Then there is the new-to-me challenge of having to figure out where I fit in to the department workflow. With all of my previously-held library positions there were specific and easily visible responsibilities. At my last job it was very clear – if I didn’t do it, nobody did! Here we have a fairly good-sized collection management department and people tend to work collaboratively – which is great, even though sometimes I’m not sure if I am responsible for something or if somebody else is already working on it. For example, the process for ordering a new electronic resource involves different people being involved at different stages of the process, from decision-making to order records to contracts to invoicing to cataloging. When it comes to a straightforward new order I think I’ve gotten my role figured out…but if the order is for something a bit different – say, for converting a standing print order to a series of ongoing firm ebook orders – well, it can be confusing. Thankfully, I have colleagues that are willing to work together to figure out how to move forward in such situations!

I just don’t have time to list everything I’ve learned so far at UNT. I haven’t even gotten to the part about what it’s like being an Electronic Resources Librarian, a position relatively new to the library and lacking a universal job description (the ERLs I know all have widely disparate responsibilities). I will save that discussion for the presentation called ‘Fake it Til you Make It’ that I’m hoping to do at the ER&L Conference in Austin. Just to be clear, I am not complaining! I am very grateful for these new opportunities, enjoying the challenges, loving the personal growth I’m experiencing…and I even like Texas, especially the great big Texas skies.

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Professionalism–are we there yet?

Next week, I will travel to the other side of the county for my 10 year undergraduate college reunion. I’m excited and nervous about going back to my old college haunts. Part of the nervousness comes with the territory at any reunion: will I have met an acceptable number of life-milestones in order to not be shunned by my classmates? However, some angst is more specific to my situation. My undergraduate institution is an elite women’s college that employs a lot of rhetoric about preparing professional women to do important work in the world. Am I doing important work?  I would argue that yes, my work at the library plays a very important role in the life and health of the academic institution.  Ah, but am I a professional?  About that bit I am less sure.

It’s hard to believe that it has been 10 years since I was an undergraduate myself, and that I now serve and supervise undergrads as a professional academic librarian. Part of my management philosophy has always been to lead by example, and conversely, to work hard to follow the example of those whom I admire. But I also like to be genuine with others at work, and find areas of connection outside of the library. And I certainly don’t LOOK like the ‘professional’ that I imagined I might be at my age when I graduated from college ten years ago. (Real talk; I am currently wearing sneakers and wiping Toblerone crumbs from my desk.)

Jake the Dog looks on as a get some serious work done.
Jake the Dog looks on as I get some serious work done.

But as a new librarian, it can be difficult to ‘be professional’ because professionalism itself seems to be a moving target. Everyone I work with seems to hold themselves to different standards when it comes to how to dress for work, how much to share about one’s personal life, and how to conduct oneself on social media.

As usual, the internet can help. I’m a big fan of the Adulting Blog, which provides a host of humorous and useful aphorisms for those of us who are trying hard to behave like adults.  Numerous library blogs address these issues, and I particularly like the level of granularity that the I Need A Library Job Blog sometimes reaches…one recent post focused on the use of pronouns in thank you notes; specific but usefully so. And if, like me, you are part of or on the cusp of the millennial generation and have limited stores of self control when it comes to the internet, this list of tools at 99u can help you block offending sites and rediscover your focus.

Ultimately, I’m happy that I didn’t join a profession where I would be expected to wear a suit and heels, or never to talk about with coworkers about ‘that cute thing that my dog did yesterday.’  Likewise, it is probably to the good that library schools tend not to overemphasize workplace conduct…most of it is common-sense knowledge that is more effectively learned through communication backchannels from peers and advisors. But I believe that putting some thought into what kind of professional I want to be; actually articulating to myself my own professional standards and how I can do a better job of holding myself to them, is a good exercise for a new librarian.

The Urge to Do Everything

This week marks eight months into my first professional librarian position (man, does time fly, or what?) and as I get closer to the one-year mark, I’m thinking about what I’ve accomplished so far and starting to form goals for next year. Reflecting and goal-setting are good practices in general, but I’m making a conscious effort to do so after coming to the realization that I cannot, in fact, do *everything*.

I try to get involved in as many different kinds of projects as I can, and I seek out a lot of professional development opportunities (like this one – guest blogging for ACRLog’s First Year Academic Librarian Experience!). Luckily, the flexibility of my job allows me to contribute to a variety of projects and initiatives, explore new ideas, and collaborate with many different people. However, because I have varied interests and love to do a little bit of everything, I can easily end up taking on too much at once.

A perfect example would be from earlier this year, when I learned the hard way that if you submit a conference proposal, you have to actually have the time to follow through with it. I submitted a proposal for a poster session, not expecting anything to come of it, and then to my surprise it actually got accepted. I’m not at all saying that’s a bad thing – I had a rewarding conference experience and enjoyed talking with other attendees about my poster – but having to prepare for that in the midst of an already busy time of year made for some very stressful moments.

It’s hard for me to pass up an opportunity when it comes along, which is why I apply for just about every scholarship, award, or professional development program I can find. If there’s a scholarship granting travel funds for a conference, you can bet I’m trying to get it. I’m also on the lookout for other programs that I might be able to participate in (like ACRL Immersion). It’s especially tempting to not let all of these great opportunities slip by because so many are available to “new or early-career librarians” (hey, that’s me!). If you think that I must have spent a lot of time writing application essays and personal statements in the last eight months…well, you’d be right.

Not always the best approach.
Not always the best approach.

That need to *do all the things* can have great payoffs. I’m now looking forward to the LOEX Conference next month (which I wouldn’t be going to at all without the conference scholarship), and the Minnesota Institute for Early Career Librarians this summer. But of course, I have also spent time writing a handful of unsuccessful application essays. It’s always disappointing news to not get a scholarship or not get into a great program, but what can be more frustrating for me at times is knowing that I put time, effort, and energy into an application packet only for it to not work out.

What this all comes down to is that time is valuable, and there’s not enough of it to do everything that comes along or anything that strikes my fancy. While reflecting on the past year and planning ahead for the next one, I’m thinking I should make sure my professional development activities are aligned with my goals, rather than acting on the urge to do any- and everything possible.

Of course, I say all of this now just as I’ve spotted another travel award for a conference that I’m just dying to get started on!

On that note, this post in Library Journal helpfully reminded me that there are more ways to engage in professional development than attending conferences and leadership institutes, publishing, presenting, and performing committee work. I get a lot out of following social media and blogs, which are beneficial without requiring money, travel, and a major time commitment.

Tactics for Organization: Making Progress

I started my job as the Undergraduate Services Resident Librarian back in August, and I remember often not knowing what to do with my time during the day. I think that’s normal when you start in a new position, especially a newly created one like mine. For at least the first month or two I had to get used to a new work environment, meet a ton of people, learn as much as possible, and generally begin to shape what my job was going to be. However, I wasn’t sure what to do with the “down time” between scheduled meetings and training.

Fast forward six months and I found myself in the complete opposite situation. Instead of having time on my hands that I wasn’t sure what to do with, I felt like I had so much going on and not nearly enough time to keep up. February was a particularly hectic month and while things have settled down a bit now, I have to constantly work towards staying organized and on track with the variety of projects going on at any given moment.

This week is spring break for students on my campus, so it’s quiet and empty around here and I will hopefully be able to get a lot more work done. Here are some things I’m keeping in mind to make sure I’m actually making progress:

  1. Prioritize, prioritize, prioritize. Everything needs to get done, but something needs to get done first. When I have a list of things to do, I want to jump into them all. This can end up in doing a little bit here and a little bit there, when that time could be better spent focusing on one priority.
  2. Fill your to-do list with specific, actionable items. Instead of “work on X project” or “plan session Y,” I’m thinking in terms of things like “write first draft for X project” and “email instructor about session Y.” Setting smaller, measurable to-do items helps me take on the larger goal.

These may seem obvious, but a reminder doesn’t hurt. Being mindful of those practices has certainly helped me recently.

Getting organized is key to staying on top of things. I’ve tried out several tools in an effort be more organized and to consolidate my many notes and to-do lists, but have yet to find the *one perfect thing* that works for me. Therefore, my notes are scattered throughout many places. Since I’ve found benefits to all of them, I thought I would share:

  1. A friend recommended Workflowy and I fell in love with it immediately. Workflowy is great for list-making and brainstorming, and is very simple and easy to use. I think the best part is that you can collapse or expand any bullet point on the list, allowing you to either see the larger picture or focus on just one point.
  2. I’ve heard Evernote is a great note-taking tool that you can do a lot with, and decided to give it a try. I haven’t delved into any neat tips and tricks, but the Evernote iPad app is now my favorite way to take notes during conference sessions – and now at least most of my conference notes are all in one place.
  3. Sometimes good old Microsoft Outlook is my best friend in organizing. It took me a while to discover the Tasks and To-Do List within Outlook, and now I use them all the time. Flagging emails, setting reminders, creating custom categories…I can get really into this stuff, but the important thing is that is actually helps.
  4. A pen and notepad can be the easiest route to go, especially when I’m dashing off to a meeting and just need something to write on. However, I now have about five notepads in rotation, and have grabbed the wrong one in situations where I need to reference previous notes.

I’m always trying to improve my personal organizational system, but maybe this is what works for me – a combination of many systems. Feel free to share what works for you, and any interesting tips or tools. I’m wishing you all a very productive rest of the week!