Meetings and Management

Jen here –

I started my postdoc position at the Florida Museum of Natural History this past August and my time is split between two projects. One is with the FOSSIL project, a social paleontology project with the goal of connecting all levels of paleontologists (enthusiasts to professionals and all of those in between), and the other is with the Thompson Earth Systems Institute where I do a whole variety of different things from coordinating events, researching collaborators, and helping grow the team and institute.

Something many of us are not taught during our graduate programs is best practices for project management. I think of myself as a highly organized person. I use Google Calendar, Todoist, and other organizational tools to keep me on task. But it is still incredibly hard to separate my two projects, and it’s made more confusing since our teams have significant overlap. I’m on more projects than just these two, other research projects that also take up some time. So my weeks usually have several two hour meetings and many one hour meetings. A few weeks ago was particularly bad with each day having a two hour meeting with several one hour meetings surrounding them. I usually stay at work from about 8:30-4:00 pm, so about 7.5 hours. It doesn’t leave a lot of spare time to get work done when I spend time in meetings. I’ve been learning a lot about how to use 30 minute blocks for power productivity.

Each week, I organize my to-do list for all of my various projects and try to prioritize what I can get done quickly or efficiently compared to other tasks. I do my best to get these tasks done around my meetings and save the longer or more intense work tasks for when I have much longer. If I have a lot of things that require intense concentration, i’ll stay home and work on it for an entire day. Obviously, this is not ideal for many people but I am most comfortable at home so can be highly productive.

Is this something we should be trained for in graduate school? It is something I think of often and have had several conversations on Twitter about this exact issue. Some said they sought out courses at local community colleges to augment their formal training. Others went to workshops in different colleges during their graduate program. Since I’m working full time and doing several other projects in my ‘free’ time, I haven’t been able to find something that will fit into my schedule. It is also hard as my position is not permanent, so I have flexibility but different flexibility from permanent positions.

Tools that I use for productivity and management:

  • Google Suites: Content and project document organization, calendar
  • Hootsuite: Social media organization
  • Slack: Team and project communication
  • Todoist: Personal to do lists

Leave a Reply

This site uses Akismet to reduce spam. Learn how your comment data is processed.