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[science_expat]

I've just taken on a leadership role which is research focused but more or less at department chair level. I'm already realizing that I need some mechanism for keeping track of what I'm doing - particularly because I'm introducing a number of new initiatives.

I guess what I'm envisioning is the Dean calling me into his office in a month or so and inquiring as to what I've been doing in my new post. Even after 3 weeks I'm losing track so I need some mechanism for keeping sensible records.

I'm thinking of starting a word document in which I list my initiatives and their outcomes but the latter will clearly evolve with time and hence it seems as if there must be a better way of keeping track of things.

I'd be very grateful for any tips and tricks that might help guide my thinking as I try to set up some type of sensible system for recording activity and outcomes.

Thanks,
SE

[svenc]

Email directories for the task are a great way to keep track of this, because opening the folder gives you an easy, chronological scan of your correspondence in the position.  I supplement these with emailed notes to myself that I save to the same directory, usually as a way to record meeting notes.

If you really think you are going to be called in to report on what you've been doing, you could get in the habit of emailing yourself a list of "what I did todays" each day and saving them in the same folder with the correspondence.  Or email yourself with just a brief description of each task in the subject line, like "Worked with media services on press release on center project" or "Identified possible grant opportunities," that you can send as you turn away from each task.

Lawyers and consultants frequently have to track every task of the day for billing purposes.  Most use page-a-day calendar books and/or specialized software for this.  It's a pain in the butt to start, but once you get in the habit of recording your time it gets pretty easy.  And in your case, you only have to keep track of the activity for one part of your job, not for every minute of the day.

Sorry, that was longer than I had intended.  Cliff's Note version: Email yourself.

[goldenapple]

I recommend folders (electronic or paper) into which you put copies of stuff you've been doing.

We have a "faculty accomplishment system" into which we're supposed to enter our activities in various areas: professional development, committees, advising, community outreach, publications, etc. I have a file folder for each and place in them copies of committee notes, workshop documents, emails, etc. 

What are the categories you need to think about? It will help if you can tell the dean not just about the length of your to-do list, but also about its breadth.

[science_expat]

Thanks to you both.

It's not so much the mundane stuff - of course I will write the annual report, make sure the website is kept up to date, handle my budget, etc...

But I'm also doing new things, most of which will be in progress for a while. For instance, I met with all the grad students earlier this week and as a result I will set up a dedicated notice board for them and will run a workshop on applying for external funding. At the same time, and based on my suggestions, they are starting a brown bag seminar series and will compile a list of funding opportunities for grad students in our area. My part of this is boring but their bit, particularly the seminars, is new for us and worth reporting.

I didn't express myself well in my first post but I'm not worried about being called on the carpet by the dean. It's more that I want a way to keep track of the things I'm doing so that I can coherently describe the interesting and innovative things I'm trying to introduce without forgetting to mention something important.

[goldenapple]

In my system, I'd open my "Advising" folder, create a new folder called "Grad Students" and the create a document called "Funding." I'd add to that document the info on the steps I was taking in this area (e.g.: "Jan. 22: Set up notice board. Scheduled workshop for 2/11."). I'd set the folder to sort documents by "most recently modified."

This might help you to see what areas you're working on and what projects are humming in the background. It would, however, mean that your different accomplishments would be filed in different places.

The word document approach would let you keep a running log, but it might be unwieldy. You could also set your calendar (in Outlook or whatever you use) to send you reminders to update your log book or to remind you every week or two to update progress long-term projects.

[nottooinlovewacademe]

Every to do is an event in my Entourage (or Outlook) calendar. It is easy that way to keep track of what ones is doing and to remember what is next. I keep all department minutes, reports, etc. in Google Docs or Wikis, the big projects get a folder and can easily access and keep track. For sensitive documents, use university server for the same purpose. I also keep one handbook (a nice one) that I carry everywhere on campus and make notes). Hope this is helpful, I assume you probably do these things already but hearing from someone else helps you think of your own good practices.

[shrek]

I use outlook, everything goes in there
then it's easy to look back and see what's happened. I also keep a "lab book." It's just a spiral bound notebook with dates and notes of meetings, lit searches, to do lists, etc. Everything goes in there and it travels with me. I can go back to look at notes I took about a paper I'm writing, or look at my notes about a meeting I was in and what was discussed. I start a new one each year.