Professor Destressor eNews
Combining productive work lives and balanced personal lives
Spring 2008

Our goal is to bring you news, insights, and information about leading a balanced and productive life while making a difference.

In this issue, you'll find:

  1. Destressing Email
  2. Professor Destressor coaching
  3. Up and coming workshops

1. Destressing Email

As if professors didn’t already have enough stress on them with the tasks they have always done, such as class preparation, grading, advising, research, and committee work, now we’ve added managing our electronic communication systems to the list. What looked like a way to save time hand typing letters on letterhead has become more an annoyance than a labor saver. Faculty tell me they can spend two to three hours a day answering student inquiries about assignments and colleague banter related to committee work. One of my coaching clients reported that a typical day for her involves receiving over 200 emails a day. Since how to handle email has became one of the most frequently asked questions in my Professor Destressor workshops, I have been collecting tips from effective professors and business people for lowering this stressor and getting back control of your time and your life.

Design and Use Systems

You already know what doesn’t work: just sitting at your screen randomly responding to incoming email while you grumble about the important work you have not doing. Here are some ways that productive faculty use to manage their email.

  1. Set up folders and filters. Sixty percent of the faculty members in my time management workshops do not know how to set up filters but this one step will help you to take back significant control of your work day. Folders and filters allow you to choose when to attend to groups of emails on related projects and commitments. All email systems have some way of filtering emails into different folders. Just like your computer already has folders for “sent” and “trash” and “inbox” under your user name, you can name and set up your own additional folders.

    The method is usually found in a pull down menu with choices that will be self-explanatory but here are the basics. To set up folders, imagine a tree with a trunk and then branches and then smaller branches. The trunk is the first division, often your user name. It may appear on the left of your email screen. The specific folders and subfolders represent the divisions and subdivisions. For example, I manage my email with Netscape. In my system I click on my user name (the tree trunk) and then go up to “File” at the very top of the screen where I click until “New” appears. As I move the cursor over to “New” more choices appear and I let the cursor rest on “Folder.” A dialogue box appears and I fill in the name I want and click “Ok.” The dialogue box closes and a new folder appears as a branch of the tree trunk. In some systems it appears in alphabetical order while in others systems it appears in chronological order according to creation date. You can create folders and subfolders related to your areas of work-life balance. Here are some common ones:

    • Title of each course you teach;
    • Title of each committee on which you serve;
    • Research areas on which you collect information and correspondence;
    • Action to be taken;
    • Decisions to be made;
    • Children’s activities with subfolders for soccer, scouts, religious education, etc.;
    • Personal folders for financial, travel, medical, etc.

    There are two ways to use these folders. The first is to file individual emails into the categories to either remind you (such as in “Action” or “Travel”) of action steps related to your goals and major areas of work-life balance. You can click and drag emails into these categories. Then you decide when in your busy work week you wish to manage the items in each category. Periodically, you will skim a category, deleting many items and acting on the most important. You can categorize incoming emails based on priority and move as soon as you read or even move without reading until you re ready. Other examples of folders used by productive professionals include: “immediate action,” “waiting on response,” “invoices and receipts,” “archive for a year then clean out.”

    The other use of the folders is to set up filters so that items go directly to your folders bypassing your inbox. With this method, you control when to open incoming emails by setting an appointment with yourself for class preparation, committee work, children’s activities, etc. The filter dialogue box usually is a pull down in your email bar often under “Preferences.” You can filter by the sender, the subject, or words in the email. For example, when I teach Non-profit Leadership and Management 510, I ask my students to put the course title NP 510 in the subject title. My filter sends all correspondence from the class members to that folder. I can open it once a day or every three days to see what the students are writing about. Students in that class submit all written assignments due to me by a date and time. The assignments go directly into the course folder. I can grade as the assignments come in or grade all at once after the assignment deadline has passed. If you want to pace your grading you might reward the early submissions by bonus points or a chance to resubmit or some method consistent with your pedagogical goals. The time stamp will let you know when the email assignments came in.

    Just like folders and filters can help you manage your course work, they can also help you manage your administrative and committee work. Committee members can choose a “Subject” for their emails such as “Dean search” and the messages will land in the “Dean search” box. You can decide when you are going to work on that committee work instead of being interrupted by banter all day long. By the time you get the folder open the banter might have resolved itself without you needing to participate and then you can respond to the essential tasks of the committee. On the other hand, if you want to be part of the banter you can watch the flag on that folder which will light up to let you know of new unread mail as it comes in.

  2. Use electronic course management systems. Many colleges are using commercial products such as Blackboard for managing courses electronically; some schools have their own system designed by their IT people. If you have not used these systems, they can cut down on your email from students tremendously. They are not just useful for on-line courses but for your in-person classes as well. If you feel intimidated by these forums, sign up for training at your college on how to set up your course website. Your students are used to being part of on-line communities such as Face Book and My Space and are expecting their savvy professors to keep up with educational technology.

    Here are some things on-line course management tools can do for you and your students.

    • Post your course materials such as the syllabus, your bios, links to readings, practice quizzes, etc. No more, “my dog ate my syllabus so I didn’t know when the test was.”

    • Post answers to frequently asked questions that have come in by email. If several students are asking the same question, you do not have to send them personal answers. You can send the whole bunch the same answer (be sure to address them BCC, Blind Carbon Copied, to preserve their privacy) and then post the question and answer on the course website. When additional emails come in with the same question, you refer them to the link to the web answer. Too many questions on the same topic may mean you failed to make your expectations clear on the syllabus or assignment handout. The next time you teach the class, use the frequently answered questions to revise your syllabus with more explicit instructions and suggestions about assignments.

    • Set up groups for the students to meet on projects, chat about materials, and form work groups. You can monitor the dialogue and offer guidance when appropriate.

    • Use these forums for grade spreadsheets and attendance. The students can access their own grades and attendance records without seeing other students’ grades.

Work Groups

Electronic systems provide ways for you to work with colleagues on and off campus. Committee members can use a networked schedule within their university system or an outside system such Yahoo and Google calendars to find their next meeting time. The members plug in their availability and the software does the merging work.

You and your coauthors can send papers with original text and comments in different colors for each author. Some systems even let you work simultaneously on the paper in real time as though you are all sitting in one room making suggestions.

Don’t worry that these systems will make all of us moles working in our little holes and never seeing the light of day. The trend is for organizations to use these systems to replace many unnecessary meetings with a few key meetings designed for sharing, intellectual stimulation, fun, and the short of networking that can’t be replaced by electronic media.

Other Tips

To handle email effectively, imitate the work habits of successful professors who do the following:

Be Brutal with Time Management

You only have 168 hours a week. How many of those hours do you want to allocate to email? Some additional tips follow:

Conclusion

Manage your electronic systems so you have more time for what matters to you such as your research, kids, spouse, or hobbies.

Susan Robison


2. Professor Destressor Workshops and Coaching

About the publisher: Susan Robison, Ph.D. is a psychologist and an independent educator. She is professor of psychology at the College of Notre Dame of Maryland and offers services as a professional coach, speaker, author and seminar leader. She loves to coach professionals who want improvement in:

If you are feeling stuck on the way to your ideal life, give Susan a call for a complementary half-hour coaching session.

Susan provides keynotes and seminars to colleges, universities and professional organizations on the topics of:

She offers her audiences a follow-up coaching session because she knows that workshops don’t work… unless the participants apply their learnings.

Contact Susan for your coaching, speaking, or seminar needs at Susan@ProfessorDestressor.com or at 410-465-5892.


3. Up and coming workshops

I am currently accepting speaking invitations work-life balance workshops for spring and summer. Contact me if your group needs a speaker on any of the topics listed above.

Title: "“Living by Design: Time Management for Faculty.” “Mistake Proof Your Career: Advice for Grad Students and New Faculty.””
Date: April 18, 2008
Place: Lilly-East Conference on College and University Teaching; University of Delaware
Registration, fee, and directions: http://www.udel.edu/lillyeast/presenters/robison.html

Title: TBA
Date: November, 2008
Place: Lilly International Conference on College and University Teaching; Miami University; Oxford, Ohio
Registration, fee, and directions: TBE

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Professor Destressor e-Newsletter is intended for informational and educational purposes only. Coaching should not be construed as a form of, or substitute for, counseling, psychotherapy, legal, or financial services.

© Copyright 2008 Susan Robison. All rights reserved. The above material is copyrighted but you may retransmit or distribute it to whomever you wish as long as not a single word is changed, added or deleted, including the contact information. However, you may not copy it to a web site without the publisher’s permission.

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