After spending the best part of a morning doing admin, in particular going through my inbox only to discover what I have missed, I realize (not for the first time) that I need to be more systematic about my work. In particular I need to divide my day in a more efficient manner.

For me the three main productivity and time thieves are:

Interruptions and short meetings – this is because I try to work before and after but interruptions and short meetings make me lose my chain of thought and send me off on a different tangent. A well placed interruption can create a chain of events that cause a whole day to be lost.

Travel time – Since I spend several hours a week on trains (mainly) I need to reconsider the way in which travel can be seen. This time must be used more efficiently. Computer work is possible but not desirable. Reading may be the optimal use of train travel.

Administration – By this I mean the whole process of ensuring that my research and teaching works. It is everything from maintaining email correspondence to filling out the reports. The actual time spent with administration concerns and annoyances is almost as high as the time spent actually carrying out the administrative tasks.

The plan: A proposal of a new work order for myself.

First of all I need to create a meetings and administration day. On this day the main point of going to work will be not to write or to research. It will be to efficiently resolve my administration tasks. This will also free up my mind from thinking about administration.

Second of all I need to create the opposite of an administration day and this is my Creativity day. The whole point of this day will be to think. Not to write but to think. A whole day to work out solutions to problems, lay plans and develop ideas. This day should not be spent writing. Of course I will make notes but maybe I will do this longhand with a paper and pen. This day should be as unplugged as possible. Little or no computer use.

Third I will create two research and writing days. This will include writing out the ideas from the creativity day, carrying out research, writing articles, chapters and books. Writing research proposals belongs to the administration day and should not be done here. These days should be relatively unplugged – keeping Internet use to a minimum.

Fourth and last will be the teaching day. During this day I will lecture and guide, have student meetings and seminars. Since I have a low teaching burden at present this should be more than enough and the time not spent in teaching should be used in preparing for teaching and teaching administration.

Naturally an idea like this cannot work without making sure that there are exceptions. Every now and then I am sure that the plan will implode but the idea is to strive for improvement.

When will you blog? The exception to the rule

However while the focus of these days is as mentioned I do believe that there is a need to apply oneself to work on a regular basis. Therefore in each day I will include one hour of academic writing (except on the two research and writing days since this is already included). One hour of other writing (mostly emails & this blog).

This is the basic plan and I am sure that it will require some fine tuning but I hope to be quite strict about its application. It’s not a new idea that the freedom embedded in academia requires a great deal of self discipline but what is new for me is the attempt to implement a strict organized regime instead of trying to solve things on a priority basis.