Helping Women Achieve in Academic Science

Posts tagged ‘Laboratory’

Management: Documentation

documentationMy management course is now officially over. I feel that I learned a lot. I think I will actually be a better manager. That doesn’t mean I am terrible now, or that I will be perfect later, but I have gained the knowledge of several specific activities/actions that I can do to be a better manager. The last two things I will endeavor to do better are (1) documentation and (2) progressive discipline. In this post, I will discuss my new approach to documentation.

When I took the management course I thought I was documenting what was going on in the lab enough. Here is what I was doing before:

  1. I have people give weekly lab meetings. They make a weekly Powerpoint that goes into a Dropbox Folder.
  2. Everyone is supposed to write a report at the end of each semester and at the end of the summer. The report has specific things for them to write about. It includes them doing a self-evaluation.
  3. When I met with people one-on-one, I took notes in some notebook.

But, I realize that I can’t remember what people in the lab did over the entire last year. I can only remember the last 3 months. And, I don’t go back to look at those things they produced before. Sometimes they don’t do what I ask, and I don’t have Powerpoints in Dropbox or end of semester reports. Then, I have nothing to document what they did. Further, these are all self-documentations of stuff they did as they saw it. It is useful, but they are not necessarily my impressions of what they did or (more importantly) how they performed. I realized I needed a new system.

My first thought was to have paper files for each person where I write my thoughts and comments, but then I was worried my office might look like that picture above, and decided against it. Instead, I asked around at the management course, and a couple of people there were already documenting things well. They have a word document (or other program- pick your favorite) for each employee. Whenever the person does something good, they write it down and date it. If the person does something bad, they write it down and date it. By the end of the year, when they need to do an annual review, they have all the goods and bads documented, and can just pull up the document and read it to remind themselves.

Based on this approach, I made my own plan. Here is my plan:

  1. I have a word document for each person.
  2. When I have a one-on-one meeting with the person where we discuss what will be done, experiments, things for graduate program, tasks, I will write it up there and date it. For tasks and assignments, I will copy and paste it into an email, so we are all on the same page.
  3. I will also monthly or twice a month write my impressions from the most recent weeks. I will say things like, “GradStudent did a good job this week on xyz experiment,” or, “Postdoc was OK, but needs to focus on ABC and defocus from LNMO. Jenny will have a discussion with Postdoc about this within a week.”
  4. I will use this information for grad students when talking to their committees. I will use this information for postdocs when writing their letters for jobs. I will use this information for undergrads when writing letters of recommendation or determining their grades for semester research credits. I will use this information for technicians when performing their yearly evaluations.
  5. I will use this information when documenting performance and if I need to implement “progressive discipline.” What is progressive discipline? Tune in next time to find out more.

So, what do you think of this plan? I think the hardest part will be remembering to do it. Remember to bring your computer. Remember to open the document while talking. Remember to make notes on the person once a month or so. I have held on for a month so far.

Are their any suggestions you would recommend? I am open to alternatives. Comment or post here. Also, to receive an email every time I post (I promise to be better once I get over the current hump in work load), push the +Follow button.

New Faculty Needs

WomenTrainingI was chatting with some new and not-so-new faculty recently. We all agreed that the first year of being a faculty is really tough. The toughest part about it is trying to figure out how to do, well, EVERYTHING. We go from being postdocs where we are trained how to conduct science research, write science papers, maybe mentor and give talks to having to… manage physical space, manage people, manage money, teach students, write grant proposals, and more. Many schools have an orientation to help new faculty “adjust” to the new role, but we found many topics to be sorely lacking. Below, I list and discuss several topics that could go in a new faculty handbook, if any such thing existed.

Laboratory Safety. When you get to your new position, you must take laboratory safety along with the students of various ages. If you are hoping that the lab safety officers are going to help you out and tell you the extra you need to know to manage the safety of a lab of other people, guess again. You are just going to get the same schpeel you got as a grad students and as a postdoc. But, you really need more. Like, how do you fill out all the extra paperwork the university will require for you to even do what you need to do? Need lasers? Extra paperwork. Need to use recombinant DNA? Lots of extra paperwork. Need to use cells? Mammalian cells? Even more paperwork for Biosafety Level 2+. If I was to design an orientation for new faculty, it would have an option to have a faculty-specific lab safety course where they emphasized the managerial aspects of lab safety and gave you examples of the paperwork you will be required to write out.

Grants and Contracts. Although there is some orientation about writing grants, it would be good to get some pointers on some of the drudgery of grant-writing. For instance, no one informed me at first about the 5 business-day rule.. you know… that you have to get your grant into the university grant office 5 business days in advance? Does the university require a full budget? Even if the granting agency doesn’t? How do you use the online submission software to submit your budget and proposal to the university for approval? Some of these items probably have training sessions of their own, so keep your eyes open, but a handbook of the basics would have helped a lot.

College Administrators and Their Duties. At the college level, there are likely various associate deans. Some may be assigned to new faculty development, some are designated for research, others are for teaching. Knowing which is which will help you when your lab needs new electrical or something comes up with the course you are teaching. Also, does your college have grant-writing support staff? Or is that housed at the departmental level? Where is the person who is supposed to help you write up budgets? It seems like a small thing that you should be able to do, but the rates of pay for you, your postdocs, and grad students change fairly often at my school, and I never seem to know who gets how much. Having someone to help with that is huge.

Departmental Administrator Duties. This was a big issue for me. Our department has several administrative assistants, but I had no idea who did what. I learned the hard way by asking the wrong person repeatedly and being rerouted. I really needed an ides of which admins did which jobs because our understaffed department had them all wearing multiple hats. Another issues was that sometimes they actually didn’t know how to do what I was asking. Sometimes it was because it really wasn’t their job. Even though my postdoc department had someone who’s job was to do XYZ thing, that responsibility was now mine here. Or, sometimes it was something they should do, but no one ever asked before. Since most faculty come into a department one at a time, having a department-level orientation is probably fairly uncommon. If you are a new faculty and you have a senior-faculty mentor – ask them and take notes on what they say. I wish I had done that. I wasted a lot of time running after administrative assistants asking them for stuff they didn’t do or know how to do.

If you made it through that, and your still want advice from me, check out these older posts with advice on starting your new job:

LabOf OneWhatDoIDo?YouBelongHiringWoesManagementSolutionsGettingCopiesOfGrants

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