Starts at 2pm! Being an Efficient Researcher

Being an Efficient Researcher

AKA HACKA & GUPSA WORKSHOP

Starts at 2pm!

Yugarabul, Yuggera, Jagera and Turrbal peoples

1 September, 2020

Diversity & Inclusion

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All are welcome, safe and valued in my sessions

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Forming new efficient habitsThis session is full of useful ideas and habits.

Experiment with one habit/change at a time.

Don’t attempt too many changes all at once = will leave you stressed and unable to fully commit to any of them.

We have already had a lot of change to deal with!

Start simple and gradually add to your habit as needed.

Give yourself time to use and reflect on each strategy before expanding.

A habit = every day for 30 days.


Focus for today1. Establishing an efficient daily schedule2. Implementing a sustainable work practice3. Developing an expert researcher mentality


Establishing an efficient daily schedule


What is your roadmap?Do you know where you are going and why?

1. A Vision or Destination◦ Determine where do you want to go and why.

Where do I want to go?

Why do I want to go there?

How do I define “success” in my PG experience?

2. A Plan◦ Develop detailed directions, or a step-by-step method of getting to your destination.

3. Implementation◦ Ensure that you have the necessary resources (time, money, guidance) to follow

through with your plan on schedule.


Make consistent progressBeing busy does not mean you are being productive.

To make progress, you need to take daily action towards your goals.

A ‘To Do List’ is not the same as productive direction.

PhD is unstructured work – so you need to generate your own practice.

Don’t compare yourself, or our progress to other people.

Productivity apps – make sure they are helping - not hindering.

Your mental approach to your work is a critical factor.

Time is your most valuable asset.


Know thy selfWhat times of day are you most productive? Is there anything that is preventing you from taking daily actions that support progress on your thesis.

As you go through your day, can you distinguish actions (that help you make progress) from activities (that just keep you busy)?

Are you a morning person or a night owl? Which times of day are you most creative?

What would your ideal workday look like? Include work-hours, and prescheduled breaks for meals and exercise/recreation.

What does an ideal workweek look like? Which days will you work, and when will you take a day off or at least reduce work hours?

What is preventing you from following through on your plans? (e.g. family commitments, social obligations, lack of motivation.)

What creative solutions can you use to keep yourself on track? (e.g. find alternative childcare, reduce commitments in social activities, and reward yourself regularly to stay motivated.)


Prioritize Tasks Priority Matrix


What is a large project that you are currently working on? (e.g. thesis, publication, presentation, setting up a study)

Break down this project into manageable pieces.

Identify a few high priority actions and how much time you think each action will take.

For research/work focus on essentials, remove everything else.

Allocate tasksAllocating a task is not just designating time in your schedule: time – people – effort

Get your own work done first – top 2 things & do them 1 at a time.

Schedule: Buffer Time/Traffic: Green 10, Amber 20 & Red 30.

Various tasks need various times and durations.◦ writing type, reading, vocab, editing, transcription, thinking, meetings, planning, transportation

Most things will take 3 x longer than you think (esp. Apps, ICT or collaboration).

Be careful with emailing allocate a specific time of the day.

Block out regular & special events – assessment dates, classes, family, study groups.

Check the Griffith Uni Academic Calendar (public holidays, exam periods..) and others.

Keep you list/allocation simple, straight forward & accessible.


Deep workDon’t get it right, just get it written!

Golden 2 hoursDon’t waste time on things you don’t care about.

Be passionate about your Golden 2 hours.

Need to prepare for deep work blocks.

Minimize distractions when working.

Tasks, interest, focus, satisfaction and outputs will change.

Academic deep work: 2 - 1.5hrs – 1 or 1 hr writing everyday or 1 hr before breakfast

The Thesis Whisperer – no more than 1/3 - 1/4 of your workday should be new work


Two types of planning & reviewRocks, Pebbles & Sand Story

Once a week set time aside (allocate big rocks).

Once a day next actions: MIT (Most Important Thing) or TNT (The Next Thing).

1/9/20 NINA GINSBERG: BICYCLES CREATE CHANGE.COM Source: https://youtu.be/v5ZvL4as2y0


Image: Paul Pacheco-Vega

Use a planner/tracker for progress & events

Track current & future tasks & events.

Can be a notebook, online document, RJ or App.

How do you record key events, pivots & RJ material?

Starting a new task requires learning how to process that task (using software, transcription).

Keep a record of all academic events, sessions & workshops attended.


Do a little everydayMake some progress ever workday. Jerry Seinfeld’s Xs.

Have micro goals you can accomplish in 15 mins.

The more you write, the more ideas you generate.

Have a stimulus/notes prepared before you start writing:• question• stimulus• academic vocab• dot points• finish a sentence

Tidy as you go – desk, inbox, files, goals and home.


Image: TV Live

Image: Community Roundtable

The Write HabitWrite daily. Write first.

Put aside judgement and style – get into ‘The Write Habit’.

Do free writing if you are out of ideas.

Set a target: content target, time target, (careful with word count targets).

If you have an idea, write it down and collect it in one place.

If you need to read, write first then read. Use the reading notes for your next writing session.

Write a bit, read a bit. Write a bit, read a bit.

Writing is NOT editing.


Implement a primer & dimmer routine

PRIMER ROUTINE

Wake up time

Warm water & Braggs/lemon

Exercise

Breakfast

Daily pages/Intention Journal

Read/Reflection/Draw

DIMMER ROUTINE

Tidy desk & set morning tasks

No screen time

Eating, exercise & social time

Lighting (f.lux)

Meditate, reading, quiet time

Star light - walk around the block


If you win the morning, you win the day!

Use reminders & timers to keep on trackFirst drafts don’t have to be perfect, they just have to be written.

It is easier to edit something already written than produce something new.

Have an accountability mechanism. Commit to yourself or go public.

The activity will expand or contract to fit the time allocated.

Pomodoro. 10 mins. 15 mins. 30 mins. 45 mins. 60 mins. 90 mins.

Experiment with different timed sessions for different activities.

Alternate working/breaks to find your ‘sweet spot’ – like 45/10.


Summary


Establishing an efficient daily schedule- Make consistent daily progress- Know thy self- Prioritise tasks- Allocate tasks- Deep work- 2 types of planning & review- Using planners & trackers- Do a little everday- The Write Habit- Primer & dimmer routines- Reminders & timers

Summary


Establishing an efficient daily schedule- Make consistent daily progress- Know thy self- Prioritise tasks- Allocate tasks- Deep work- 2 types of planning & review- Using planners & trackers- Do a little everday- The Write Habit- Primer & dimmer routines- Reminders & timers

Implementing asustainable work practice

WHAT IS A ‘GOOD DAY’?

Communicate your work ethic•Discuss with your family & those you live/work with.

•Have your public schedule for people to see.

•Have signifiers for ‘deep work’ time.

•(re)arrange meetings in the afternoon or when it suits you.◦ I am unavailable then, but I do have…◦ Suggest a meeting time and duration in the invitation.

•Politely ask people to respect your open plan (Uni/HDR) spaces.

•Set regular meeting times with supervisors for the trimester.

•A ‘break’ is a BREAK! Don’t be so serious!• No screen time or air con - get outside with fresh air & move!• Take the stairs every time.


WorkspaceErgonomics posture, keyboard, seat, feet

Desk lights not down, but behind you and/or up

Eyes f.lux & contrast page background

Audio◦ no music – ear plugs, headphones, noise-cancelling, protectors◦ fav music◦ repeat same track◦ instrumental◦ world music◦ binaural beats

1/9/20 NINA GINSBERG: BICYCLES CREATE CHANGE.COMImage: Healthline

Your health is not-negotiableHealth = physical, mental, spiritual, social & ecological

◦ Have regular stretch & outside breaks….break time = no screen time◦ Exercise, sport, stretching and getting a sweat on 20 mins per day◦ Don’t eat at your desk◦ Eat quality food (leave dairy and bread for after deep work)◦ Water – stay hydrated, use water as a break mechanism◦ Sleep – do it!◦ Set time for family, lovers, friends & fun◦ Get some animal time – walk a dog◦ Get nature time – barefoot walk, sunrise or night walks◦ Meditation, mindfulness, deep breathing & quiet time◦ Time for being creative, curious & playful◦ Games– jigsaws, board games, crosswords


You are a person who is researching, not just a researcher - there is so much more to you than

just GU!

Keep it interestingWorking in other places

◦ Cafes & Libraries (so pre-COVID!)◦ Set up a reading table outside◦ Do readings/planning in a park◦ Sit on the floor◦ Stand up desk & bench tops

HOT TIP: Voice to text dictation

Try something totally different… like…


Do what works for you•Know your non-negotiables

•Know your rhythms & flows ◦ hourly, daily, weekly, monthly, trimester, seasonally, yearly …

•Different days have different purposes, actions, mentalities & outputs

•Find what works for you - and simplify it

•Don’t judge yourself based on other people’s work practices

•Work smarter – not harder

•300 words 5 days - 1,500. (5 day) week = 6,000 per month. 6,000 for 10 months = 60, 000 dissertation!


Take controlTake responsibility and ownership of your thesis.

Repackage mistakes & challenges into strengths.

Have a consistent IT file naming system – Griffith eResearch Services/Hacky Hour.

Determine a deadline for yourself and your work.

Create/join a support, study, SIG or writing group -or find a work buddy.

The first 15-20 mins is crucial to how you set up your day/workday. Begin with writing.

Identify the gaps or where you are stuck and get help.

Review similar papers or dissertations — you might be surprised at how much you have already accomplished.

Clear your conscience and start fresh every day fresh – no ‘catch ups’.

Let it go when it is good enough.


Dissertation Calculator

Uni of Minnesota: https://www.lib.umn.edu/ac


University of Minnesota

iThinkwell

Free planners & guides

1/9/20 NINA GINSBERG: BICYCLES CREATE CHANGE.COMSource: https://www.ithinkwell.com.au

Summary


Implementing a sustainable work practice- Communicate work ethic- Workspace- Health is non-negotiable- Keep it interesting- Do what works for you- Take control- Dissertation calculator- iThinkwell

Developing an ‘expert researcher’ mentality


Fight for your work!You are in the best position to give this a red hot crack!

Discuss with your family and those close to you.

You will have to fight for you work – this can get uncomfortable.

Be ye warned – Claim your space! Parents/family members, mums, females, international students, ‘givers’, those who are returning… and everyone else!

How you treat thesis is how your feel about about yourself.

It is professional and expected that you will drive your learning.

Know your non-negotiables – other than these, nothing is more important than your research.


Limiting beliefs“I’m just not technologically-inclined”

“I’m too tired to work on my research”

“I’ve not smart enough to do this”

“I’m too old to do this/learn something new”

“I don’t know what I am doing”

“I’m not a good writer”

“Everyone else is smarter than me/gets it, except me”

“I’ll never understand this theory”

In your academic work, what are two limiting beliefs you struggle with?

1/9/20 NINA GINSBERG: BICYCLES CREATE CHANGE.COM Source: Michael Hyatt

Change your thinkingShift the thinking – shift the language – shift the experience

Turn limiting beliefs into liberating truths

Limiting Belief: I am too old to be doing a Masters/PhD.

Liberating Truth: I bring a wealth of wisdom and life experience that no other person has.

Limiting Belief: I am too tired to work on my project.

Liberating Truth: I feel more energized and motivated when I make progress on my project.

Rewrite your limiting beliefs to be a liberating truths.


Talking about your workShift the thinking – shift the language – shift the experience

You are not a ‘demanding student’ – you are an ‘engaged researcher’

Reframe sabotaging language.

I am working on this little project which is...

I am a Griffith University student.

I am Prof. Singh student.

I am working for Prof. Parlo Singh on this research project.

I am working on/trying to put together an assignment for a subject.

I don’t really know much about my topic, but I am trying to see how Economics…

I’m so sorry to ask but, …….

Listen carefully & reframe: self deprecating, minimizing, subordinating & apologizing


Get it straightWhat are you working on?

What are you studying?

What is your research/Masters/PhD about?

Elevator pitch: concrete, present, active, confident, simple & stylish.

Don’t answer with individual subjects.

Express your research in 1 clear, direct, confident & concrete sentence.

Explain your work in one sentence for a receptionist.


Drive your projectYou are a Project Manager – you are managing a research project.

Take control & drive your project◦ You make the decisions◦ Supervisors are consultants◦ Manage your supervisors

From a Podiatry PhD to managing an international Accounting team of 5


Saying noGive yourself time. New Habit: Let me check my calendar and get back to you.

We need to say no more often.

It needs to be polite, professional and definitive.

There is a difference between being selfish and putting yourself first.

1/9/20 NINA GINSBERG: BICYCLES CREATE CHANGE.COMSource: https://www.inc.com/robert-glazer/tim-ferriss-says-you-should-say-no-more-often-heres-why-it-works.html

Gracefully saying ‘no’ is a professional skill

What you do now sets up your future work practice.

Let me check my calendar and get back to you.

If you want me to do X, what should I de-prioritise?

It sounds like a very interesting project. I appreciate you thinking of me for this and it is something that I would ordinarily be interested in. However, at the moment my schedule is fully booked and I am am at full capacity, so I am unable to take on any new projects.

Thank you so much for the offer of X. I appreciate you taking the time to consider me and I can see this is a very worthwhile project. At this stage, my focus is solely on completing my research(PhD) and this requires my full attention, time and effort, so I am not able to take on this work. Once my project is completed, I will have the time and space to explore other new opportunities then.


How to gracefully say ‘no’

• Show appreciation• Give a good, brief reason• Give a definitive ‘no’• Don’t commit to the future• Suggest another person

Researcher mantrasI have enough to get started.

I know enough to write something now.

I am fully committed to my own writing.

I make good choices that are loving, productive and truthful.

I have great ideas all the time.

I am developing my academic writing every time I write.

I write without fear/judgement and I edit without mercy.

This is an interesting project and I excited to tell it’s story.

My first drafts are acts of discovery.

I honour myself when I work on my research project.


Griffith Writing & Editing Guide


https://remarkablehub.griffith.edu.au/resources/writing/guides/writing-editing-guide/Writing-Editing-Guide.pdf

https://remarkablehub.griffith.edu.au/resources/writing/guides/writing-editing-guide/Writing-Editing-Guide.pdf

Use Griffith branding


Research Milestones◦ EMCR◦ Confirmation◦ Mid-Confirmation

Assessments & OPs

Conferences

Emails signatures

PPTs and Handouts

EmailHave a set time/s to check email

Email communication◦ Use the Subject Line strategically so reader/you can know/find/archive material◦ No more than 8 sentences◦ If longer – use an attachment◦ Use dot points, hyperlinks and colour◦ Be explicit with purpose, content & request/action◦ ‘No need to reply to this email’

Griffith email signature - how do you describe your GU role?

Griffith >Email>Griffith Productivity Hub

Your emails should be professional, concise, informative & consistent

Upload Avatar or Images where needed.


When you check your

email – yourwork day is over



It is expected and professional that you drive

your research.

Enjoy the process of researcher-becoming.

1/9/20

Summary

What aspect was most interesting or helpful for you?

NINA GINSBERG: BICYCLES CREATE CHANGE.COM

1. Efficient daily schedule- Make consistent daily

progress- Know thy self- Prioritise tasks- Allocate tasks- Deep work- 2 types of planning & review- Using planners & trackers- Do a little everday- The Write Habit- Primer & dimmer routines- Reminders & timers

Why are we here & what is your roadmap?

2. Sustainable work practice- Communicate work ethic- Workspace- Health is non-negotiable- Keep it interesting- Do what works for you- Take control- Dissertation calculator- iThinkwell

3. ‘Expert researcher’ mentality- Fight for your work- Limiting Beliefs/Liberating Truths- Change your thinking- Talking about your work- Elevator pitch- Drive your project- Saying no - politely- Research Mantras- Griffith branding- GU Writing & Editing Guide- Email

Thank you! You are an efficient

researcher!

1/9/20

[email protected]

NINA GINSBERG: BICYCLES CREATE CHANGE.COM

mailto:[email protected]

Extra ResourcesDr Paul Pancheco-Vega: Scheduling my academic life to the very minute - My weekly template◦ http://www.raulpacheco.org/2013/08/scheduling-my-academic-life-to-the-very-minute-my-weekly-template/

7 Habits of Highly Effective People (Summary)◦ https://www.youtube.com/watch?v=WFc08j9eorQ

Getting Things Done Summary & GTD in 15 mins: A pragmatic guide to getting things done◦ https://www.youtube.com/watch?v=gCswMsONkwY https://hamberg.no/gtd/

RPM Rapid Planning Method – Tony Robbins◦ https://www.youtube.com/watch?v=ZQxeYuf4grE

Thanks: This session drew on ideas from Michael Hyatt, Stehen Covey (7 Habits of Highly Effective People), Zen to Done (Joe Babuata), GTD (or Get Things Done - David Allen), Brisbane-based iThinkwell and Tim Ferris.


http://www.raulpacheco.org/2013/08/scheduling-my-academic-life-to-the-very-minute-my-weekly-template/

https://www.youtube.com/watch?v=WFc08j9eorQ

https://www.youtube.com/watch?v=gCswMsONkwY

https://hamberg.no/gtd/

https://www.youtube.com/watch?v=ZQxeYuf4grE

Zen to Done (ZTD)


Starts at 2pm! Being an Efficient Researcher

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