Academic Productivity

“Math is hard; let’s go shopping!”

-hacked Barbie

Summary: It looks like the difficulties of measuring  productivity make people use common sense to give advice on how to improve it instead of actually attacking productivity as a hard problem that needs empirical study. But people do follow barely tested advice on productivity. They are either too busy to afford dismissing it, or too pragmatic to believe that we can reach systematic, scientific productivity techniques.

There is a current craze about productivity in many forms (sometimes disguised as personal development). At least 4 of the top 100 blogs in the blogosphere are about productivity (according to technorati’s authority: lifehacker #6; Zen Habits #41; lifehack.org #66 43 Folders #73). There’s a current craze about personal productivity and personal development. The best treatment I have read recently is Cal Newport’s Flak magazine article. 

In fact, lifehacking is a trend of the 21st century. The idea is to reduce the things that bother you in your life (or reduce the time it takes to complete them) while increasing the quality and quality of the experiences that you like. This is pretty intuitive, but is this a working definition of whatever personal productivity is? Hardly. Today, anything that solves an everyday problem in a clever or non-obvious way might be called a life hack.

Hacks are by definition, unsystematic. Everything goes, as long as it works. This is the contrary to the incremental evolution of scientific thinking. Even though sometimes there are large changes in the form of paradigm shifts, most of the time progress is incremental and lineal.

The advantages are clear: one can build on the knowledge acquired by the previous generation.

But do we have the same incremental progress in personal productivity theories? If there anything remotely similar to a science of productivity? Should people follow only empirically tested advice about productivity?

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Hello everyone. Thanks very much for your great questions, and for having me here. Following are my answers, some thoughts on academic productivity, and some ideas from my consulting work with faculty. I hope you find them helpful.

Contents

• Background of the problem
• Answers to your questions
• Additional academic productivity opportunities

Background of the problem

What’s the problem? Your jobs are hard. Positions in academia are some of the broadest and most demanding I’ve encountered in my consulting. As my client Mary Deane Sorcinelli [1] points out in her Peer Review article Faculty Development: The Challenge Going Forward (PDF),

The set of tasks expected of faculty is intensifying under increasing pressure to keep up with new directions in teaching and research. Thus, for example, new faculty members may need to develop skills in grant-writing or in designing and offering online courses. Seasoned faculty members may need to keep up with emerging specialties in their fields as well as to engage in more interdisciplinary work.

Further, without excellent self-management skills, people face significant stress trying to achieve distinction as scholars, teachers, and campus citizens. They sacrifice work and life balance, and risk burnout - a big loss for both the academe and the faculty member herself. Fortunately, there’s plenty to hope for. Clients and colleagues have told me that adopting a method to improve productivity is one the best steps academics can take to improve faculty success.

Answers to your questions

Adopting a method without its taking over

As an academic, I have a lot of projects going at once and haven’t been able to maintain the action-based ToDo list over time. How can I keep the productivity process from becoming its own project taking over my time and attention?

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There’s an excellent discussion at news.ycombinator on why one should _not_ pursue an academic career. The post started with the ‘don’t become a scientist‘ article by Jonathan I. Katz that we commented before. What I find interesting is that ycombinator represents a population of very smart people (hackers and startup founders) who are not academics but most probably have had offers to go to grad school/take a postdoc, etc and declined them to start a new company.

Some members describe their experience as research programmers for big-name research groups, and it’s not pretty. Menloparkbum says:

Most of the people working there were like people working at any big, lame bureaucratic institution, only they had or were obtaining PhDs. Most of their time was spent surfing the web, sending email, and attending meetings. I have never worked anywhere else where people attended so many meetings.

User amichail says:

Don’t be misled by the promise of freedom in academia. It’s not like that at all. [...]

Unless you get a faculty position at a stellar university (highly unlikely nowadays), the teaching will be depressing. And your research will suffer as a result since you will be in no mood to do it.

Also, unless you plan to do everything yourself for research, you will need to get some funding. But whether you get that funding depends on whether your peers — competitors actually — like what you plan to do.

Not much that we didn’t know here. But why are threads like this surfacing more often recently? Or is it just me who finds them everywhere? I don’t even log into the Chronicle forums because the numbers of complains (’I have no life’) there are depressing. This particular user group (Hackers and startup founders) are perfect examples of people who pick on new trends and evaluate what a market is offering. They seem to be all in agreement: steer away from an academic career.

What do you think?

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This is big. Harvard University has a new policy: make your scholarly articles available free online.

As Slashdot commenter hawk describes it:

The academic publishing industry is a dinosaur in desperate need of elimination. It charges tens of thousands of dollars per school for journals that would be more useful as web sites–, not and available several months earlier. As it exists, journals are for the benefit of the publishing companies, not the world at large, academia, or the authors. The economic model is that the faculty write, are paid nothing, and the libraries pay huge fees to the publishing houses.
Will the publishers react to open up? I doubt it; they can’t.
The *real* result of this will be top articles going to online journals, which will first rival and then displace the printed journals. This is a good thing for everyone except the publishing houses.

But what’s in it for me, the end user of the paper? First, faster review cycles. Second, my ideas will reach a wider target (those who are not affiliated with a powerful library and cannot access them otherwise). Third, the ideas will get there faster. Forget about the close to a year delay between accepted and printed. Seeing “In press” in the reference list may be a thing of the pass soon. Fourth, if everything is online (imagine a journal article with a ‘comments’ section, open to anyone), then soft peer review is even easier and more transparent.

Nothing of this should be news, most people have their articles online anyway… but it sometimes breaks the agreement you have with the paper journal. Now that a large university makes this practice a policy, we’ll see other universities follow up soon.

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Having recently completed a PhD, I will share with you three indispensable nuggets of advice for how to get the monster vanquished: use hard deadlines, soft deadlines, and the Martini Method. With a small amount of imagination these can be applied to any large project.

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This is quite a finding; I’m still wondering how a paper that basically says: “academics are sluts” got accepted in a peer reviewed journal. Kudos to the editor.

Frey, B. S. (2002) Publishing as prostitution? – Choosing between one’s own ideas and academic success. Public choice, 116: 205-223

Here’s an excerpt:

The author knows that, normally, he would be lucky if, after something like a year or so, he gets an invitation to resubmit the paper according to the demands exactly spelled out by the two to three referees and the editor(s). For most scholars, this is a proposal that cannot be refused, because their survival in academia crucially depends on publications in refereed professional journals. They are well aware of the fact that they only have a chance to get the paper accepted if they slavishly follow the demands formulated. The system of journal editing existing in our field at the present time virtually forces academics to become prostitutes: they sell themselves for money (and a good living). Unlike prostitutes who sell their bodies for money (Edlund and Korn, 2002), academics sell their soul to conform to the will of others, the referees and editors, in order to gain one advantage, namely publication. Most persons
refusing to prostitute themselves and to follow the demands of the system are not academics: they cannot enter, or have to leave, academia because they fail to publish. Their integrity survives, but the persons disappear as academics.

Surprising as the title might be, the paper actually proposes yet another solution to the peer-review conundrum. It’s a system that pretty much everybody agrees is broken but nobody has been able to fix.

The solution: remove the veto powers from the reviewers. Use the editor’s feeling as the only criterion. Why? Because the editor is the only one who knows how the paper fares relative to other submissions to the journal, whereas the reviewers have to use “according to some mystical absolute standards rather than be able to select the relatively best paper from those submitted.”

PS: This paper has the longest acknowledgments list I’ve ever seen. It must have been hell to get it published

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There are several dedicated packages to typeset a curriculum vitæ or a resume in LaTeX, such as europecv or ecv. For some reason I’ve always found these solutions not flexible enough to suit my needs. This is why I opted for a standard (article) class as a basis for my CV.

Some TeX distributions such as XeTeX allow you not only to benefit of the advanced typesetting features included in LaTeX, but also to use in your documents expert fonts such as Hoefler Text, Adobe Minion, or Adobe Garamond Pro and to edit TeX sources in your native (Western or non-Western) writing system.

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We have posted before about speed reading. Note that this term encompasses many different methods, some of which are based on dubious claims (see wikipedia article). The method I’m talking about is rapid serial visual presentation (RSVP), i.e., saving time by avoiding saccadic movements. I really didn’t get much use of it, because when I tried it I found the interaction with my favorite program too cumbersome.

However, I still think that the idea or RSVP holds a lot of promise. I have found a better program, called rapidReader6. It has a 30-day demo. It solves many of the problems that this technique has, although not all.

Instead of listing my impressions, I’d like to see yours. Can I ask you to download the trial, and read one paper with it (try to make it from the beginning to the end)? You will find many shortcomings, but please keep going, and post them here so we can discuss them. Did you read the article faster than before? What made you lose focus?

For example, the fact that formatting is lost (Am I reading a heading, or a footnote?), and that figures and equations are lost (damn, I have to go back to the original document!) is troublesome. Sometimes, when reading a pdf, it picks header and footer as main text. One trick: convert from pdf to word (adobe acrobat does that) and then point rapidReader to the word doc; it usually fixes it).

I’m really interested in knowing what your impressions are.

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 We academics should be obsessed with the amount of stuff that we write, and it could be that one bottleneck of our output is simply the speed at which we type. We have provided some tools to help you write faster (see our review of an autocompleter here), but actually audio could be a very good tool to get your ideas into a more manageable form, which could be text or it could be simply an audio file. For example, it’s very, very easy to do a brain dump using audio. You just start talking about the idea that you just had and try to put it in a way that sounds reasonable that you go to other people, play it, and they will understand what you are saying.

In that sense, it is a lot better to use audio because you speak at a speed that is a lot higher than your typing speed. 

Actually this post has been dictated into Audacity, which is a free software that I use for dictating. One of the things that mainly changed my mind and made me try dictation was Peter Fisher’s Podcast series; Peter Fisher is a professor at MIT, and he has a series of Podcasts on Academic Productivity. I seriously would recommend his stuff in my review here; I think he has plenty of very valuable advice in his Podcasts. But anyway, I want to go through the advantages of using audio as a means to take your ideas down to paper at the same time.

The first advantage is that audio forces linearity on you. When I write text, I can jump freely around; I can go to the introduction, then add to the end of the paper; I can work on the Methods section, go back to the intro, then back to Method and so on. This is not something that you can do with audio; you really have to start from point A and run all the way to point Z. This could be an advantage or it could be a disadvantage, but for short ideas like a Blog post or just a quick note, this should be an advantage.

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NOTE: this post and the following are part of an experiement I’m conducting with dictation and delegation. You may find that my writing style is different (more conversational?). I want to know if that bothers you, if you perceive it as a quality dropping. Let me know in the comments!

-Jose

This is my review of ‘The Myths of Innovation’ by Scott Berkun. If you have been following academicproductivity.com  for any amount of time, you know that we really like Scott Berkun’s books. We have reviewed his former book called, ‘The Art of Project Management’  (TAPM). I think this book is important for anyone who is aiming for a good output in academic productivity because the book tries to

answer a very important question, which is ‘how can I be more innovative?’ Since innovation is an important part of science, I think this is an important book to read.

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NOTE: Thanks Terri Yu (Yale) for submitting this resource to ap.com.

UPDATE: Terri has posted on his blog a collection of notes on the Fisher Files, sequence II. This is a fantastic resource overall, more so if you prefer reading over listening.

The Fisher files is a weekly podcast that focuses on being ‘thoughtful’ -call it strategy- by connecting small actions with larger aims. In the words of the author:

In a single day, we perform over two hundred small tasks: dial a phone, sharpen a pencil, open the computer, begin to type a paragraph. How do we connect all those small task to the larger aims of our lives? Are we even aware of what the larger aims of our lives are?

I have thought more and more about making and maintaining the connections between the large and small. Sometimes, these connections just fall apart for me and I find myself doing useless and irrelevant things. Other times, some connections are there and strong and I have an almost spiritual sense of mindfulness. The way the connections help me translate large aims to small tasks is not so much about productivity as they are about relevance.

Peter is a GTD practitioner, although not all the techniques described in the GTD book were useful for him -and I suspect not all are applicable to academics.

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Note: this is a contributed post by Cal Newport. If you like this, check his study hacks blog for more. If you have an interesting idea that supercharges your productivity and want to share it with our community, feel free to send it to us using the contact form. We’d certainly want to hear it!

-Jose

I’m a graduate student. A fourth year PhD candidate at MIT, to be precise. And I have an annoying habit. Whenever I get a chance to collaborate, chat, or hang around with successful professors in my field, I like to find out about their work habits. In doing so, I’ve discovered the following two trends:

1. The best young professors carve out a day each week to do nothing but research. This prevents the administrative nonsense that dominates their early professional lives from bringing their research momentum to a complete stop.
2. The best, distinguished, older professors — those who have earned light teaching schedules and have paid their dues on enough committees that in their final years before retirement can begin to untangle themselves from these obligations — isolate administrative nonsense to a small number of days. They might even, for example, have a single day each week to take care of this crap, and then spend the other four thinking big thoughts.

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I have recently found that Calvin has moved his email newsletter into a new blog format. Calving is an accomplished MIT student who has published two books (!) on productivity for students: How to Become a Straight-A Student and How to Win at College. His blog has categories such as  Student Productivity and Study Tips with good advice for undergrads and grad students, although honestly, I think even higher-ups in the academic food chain could benefit from these tips.

Example posts:

Monday Master Class: Downgrade the Importance of Writing in Paper Writing

Dangerous Ideas: Sorry Paul Graham, I Think it Does Matter Where You Went to College (Watch out for his “dangerous ideas series”! He is trying to be provocative, and doing it well!)

A highlight of this blog is the educated comments it gets:

There is a world of difference between the questions that are thought out by someone else (the teacher), for the purpose of measuring someone other’s (the student’s) understading of a subject, and the questions that someone (the enterpreneur) has to first figure out are meaningful and then answer him/herself.

We haven’t talked about productivityhacks before because it was more oriented to undergrads, but this is not a good enough reason to deprive ap.com readers from excellent content. I think the actual social divide in the academic world is more like those who worry about getting grades, and those who don’t. This make a huge difference in how your life is organized. Grade-seeking people have their schedule done for them (they know for sure when they’ll need to study like crazy and when they can relax). They normally have lots of social support, since classmates have exactly the same schedule -and they are a legion-! The other side of the divide is for people who people who have to make their own schedule (sometimes, imposing it on others), and can suffer social isolation since their peers do not have the same time constraints, and there are few of them.

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How can a music playing program be a time saver? What does this have to do with productivity? Well, background music prevents me from getting bored and drift into distractions. Music may shield you from noises and attention-grabbing events around you. I think music helps me reaching flow when writing/programming.

I will assume that at some point you have taken the time to rip your music collection into your HD, and that you have decent tags. Changing CDs or vinyl is just too distracting. If your tags are a mess, there are lots of tutorials on the web to get them under control. It’ll be worth the effort. At the end of this post, I’ll show you what could be the fastest method with the least human intervention.

(Note: I have talked about how managing music and academic paper collections are similar here; See also ‘noise for academics‘ by Shane).

The problem is that having background music has a cost.

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This is a short book that one can read on a flight (I did), but it packs a lot of good advice. Silvia is sick of ’self-help-like’ books on writers block, etc., and it shows. He writes from the point of view of a seasoned author, and shows quite a lot of ‘being there, done that’ advice in both publishing papers and books. If you are planning a book, the last chapters are the best advice I could find on book planning; he even discusses how to negotiate with your publisher.

So what are the basic recommendations?

- Writing is hard, so there isn’t much of a point trying to find a method to ‘make writing easy’.

- Write on schedule, and in a very consistent manner. Try to create a habit.

- Track your productivity (He uses a SPSS file where he inputs number of words typed per day, and whether he achieved the goal for the day). Tracking is a favorite of mine: it’s surprising how worrying little you get done on a day that feels like you have worked a lot. Tracking will tell you this. It’ll help you planning better: how many words can you write a day, on average? Well, if you have stats, you can say.

- don’t let yourself fall into what he calls ’specious barriers’. For example: “I’m waiting until I feel inspired” or “I need to do some more analysis first.”

- Use social pressure: create an agraphia group with friends/peers, and get together so you can feel ashamed if you didn’t write what you said you would.

The book clearly lives out to its ambitious title. It demystifies productivity (which is always a good thing), and it’ll probably make you laugh outloud… which is more than what I can say about most books that try to do that for you.

Of course, there are chapters that deal with style. Don’t skip those; they are probably the funniest.

This is probably the best book on the topic I have found. Highly recommended.

PS: Paul cites a whole lot of books that look really interesting.

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I have been using Microsoft Word for 12 years, but having just written a 75,000 word document, I feel I am just starting to learn how to use it properly. MS WORD is open to abuse and I guess that many, if not most, of its users don’t get the most out of the program. In this article I share some tips for non-expert MS WORD users that have garnered from my recent experiences of WORD.

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From The Efficient Academic Google group. LyX, the WYSIWYG editor for LaTeX is getting better and better (although I don’t use it; once you are familiar with LaTeX, it’s faster to just write code). For those who may not know it, LyX is :

a document processor that encourages an approach to writing based on the structure of your documents, not their appearance. It is released under a Free Software / Open Source license.LyX is for people that write and want their writing to look great, right out of the box. No more endless tinkering with formatting details, ‘finger painting’ font attributes or futzing around with page boundaries. You just write. In the background, Prof. Knuth’s legendary TeX typesetting engine makes you look good. 

Technorati tags: latex, lyx, editing, typesetting, document, academic productivity, outliner

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This is another nifty trick that makes me think faster and feel more “in the flow”. If you look at what a person does when reading or writing a document, a good chunk of the time she is just trying to reposition the cursor, or otherwise move around.

Did you know that you can change the speed the cursor moves around in the screen? Well, not directly from the OS interface (at least in windows). But you certainty can using a little autoHotKey program called fastNavKeys from Skrommel.

This program runs in the tray, and will let you change the buffer time for keypresses; it can get ridiculously fast. It’s very good to scroll rapidly to the line you need to see/edit. Very handy when reading pdfs or editing manuscripts, and of course programming. Just try it and you will see how much faster you can make the cursor move. You can of course change the speed of other keys, such as delete.

I never thought possible how much better one can *think* by just having faster navigation keys.

Note: it’s addictive. If you are stranded using a computer that doesn have fastNavKeys it’ll feel as if everything is slow motion around you.

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If you were happy to find that the new Office 2007 equation editor is a lot more like LaTeX, and that equations didn’t look as bad in Word as before, think again.

Microsoft is pushing a proprietary markup language (OOXML) that clashes with what Nature and Science own typesetters use, so they will simply reject the paper. This might be a good time to read Dario’s own ode to the beauty of LaTeX.

• Leading journals reject Word 2007 files - ZDNet UK
• Wikipedia: OOXML

Technorati tags: typesetting, latex, math, markup, OOXML

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From Pascal Cavalier’s blog, I got a pointer to a nice article on Thesis time management. Looks like I’ll have to check this Canadian online-magazine on Higher Education in the future:

Perhaps what is most daunting about writing a thesis is realizing that if you want to be an academic, this is a good introduction to the rest of your career. Writing proposals, grant applications, journal articles and books will be a significant part of your life from here on. Gaining the skills to be a productive and prolific writer is key to success as an academic. That means making writing part of everyday life.

Wrestling your writing to the mat, By Käthe Lemon.

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