hints and clues on how to obtain information & get around induction session 17/18 july 2014...

Hints and Clues on how to obtain information & get around

Induction Session 17/18 July 2014

Practicalities

Kerstin Borras

• Finding Information • Communication within CMS

• WGM, meetings-indico• Hypernews• egroups (https://espace.cern.ch/e-groups-help/default.aspx )• Internal newsletter

• Membership in CMS:• Authorship• Experimental Physics Responsibility, shifts• Conference talks • Be a CMS Guide

• Policy for yourself• Time management• Be engaged, attentive to your colleagues, stay fair

Kerstin Borras | Induction Session - Practicalities | 18h July 2014 |

Starting Point Starting Point

https://cms.web.cern.ch/org/cms-collaboration

Click through the various points and explore the information which is hidden behind the buttons

But before clicking around:

Safety FIRST !




Safety First ! Safety First ! http://cms-safety.web.cern.ch/cms-safety/

http://cms-safety.web.cern.ch/cms-safety/

http://cms-safety.web.cern.ch/cms-safety/


Safety First ! Safety First ! https://sir.cern.ch/

https://sir.cern.ch/

https://sir.cern.ch/


Collaboration Collaboration


Coordination Areas Coordination Areas


Detector Sub-Systems Detector Sub-Systems


Upgrades Upgrades


Physics Physics


Meetings Meetings


Indico Page Indico Page https://indico.cern.ch/category/2l76/

https://indico.cern.ch/category/2l76/

https://indico.cern.ch/category/2l76/


Documents Documents


Tools Tools


Hypernews I Hypernews I https://hypernews.cern.ch/HyperNews/CMS/login.pl?&url=%2fHyperNews%2fCMS%2fcindex

https://hypernews.cern.ch/HyperNews/CMS/login.pl?&url=%2FHyperNews%2FCMS%2Fcindex

https://hypernews.cern.ch/HyperNews/CMS/login.pl?&url=%2FHyperNews%2FCMS%2Fcindex


Hypernews II Hypernews II


Egroups – Mailing Lists Egroups – Mailing Lists https://espace.cern.ch/e-groups-help/default.aspx

Examples:[email protected]@[email protected]

https://espace.cern.ch/e-groups-help/default.aspx



mailto:[email protected]






Help Help


Twiki for New Comers Twiki for New Comers https://cms.web.cern.ch/org/info-newcomers

https://cms.web.cern.ch/org/info-newcomers

https://cms.web.cern.ch/org/info-newcomers


Communication within CMS Communication within CMS

Summary of available infrastructure:

• Wednesday General Meeting: news, non-physics talk, approvals

• CMS Weeks, Physics -, Upgrade -, Tracker ……. Weeks

• Internal Newsletter, CMS Bulletin

• Indico pages and indico in the web-tool

• Hypernews: categories, subscribe, follow do not get drawn with too many!

• E-groups very effectively reaching all needed colleagues

• Documents & Notes


Being a CMS Member Being a CMS Member


Being a CMS Member Being a CMS Member Authorship:

• One year waiting time

• Initial duty: 6 months EPR, later 4 months per year, plus shifts

• PostDocs and Seniors: pay yearly author fee (counting 15th Sep)

Experimental Physics Responsibility (EPR):

• Longterm responsibility be engaged have more fun !

• Tool

• Shifts

Conference talks:

• Spread the word ! Get new ideas, get inspired, make new experiences

• Database for information, nomination, documentation

Outreach:

• Let the public participate in our exciting research

• Be a CMS guide

• Prepare for presentations and interviews


Experimental Physics Responsibility Experimental Physics Responsibility

http://cms.cern.ch/iCMS/admin/moamanagement




Conference Talks Conference Talks

• Spread the word ! Attract new collaborators, more funds

• Get new ideas, get inspired, make new experiences

• Completely automatized procedure failsafe for all parties

• Details on CINCO data base: conf. lists, talk lists https://cms-mgt-conferences.web.cern.ch/cms-mgt-conferences/conferences/conf_listing.aspx

• Sign up for conference announcement hyper-news

• Prepare a talk: information in CINCO, post draft one week before start of conference, especially for talks shared with ATLAS et al

• Selection by the conference committee

• Nomination, selection criteria

• Profile

• Receiving an invitation for a talk means promptly informing the conference committee: [email protected] for approval






Speaker Selection Criteria I Speaker Selection Criteria I

Recognition of contributions to CMS

• Nominations for a specific presentation by

• conveners, team leaders, colleagues, yourself

• Physics and non-physics (construction, operation, upgrade …)

• Information in CINCO profile:

https://cms-mgt-conferences.web.cern.ch/cms-mgt-conferences/conferences/conf_listing.aspx

• General recommendations

• List of contributions

• Additional considerations: need for promotion, new job in 2013,… finishing PhD student / PostDoc looking for the next job

• Sometimes we search with entered interests for topics




Speaker Selection Criteria II Speaker Selection Criteria II

History of talks given by you:

• Listed at the end of the CINCO profile

• Value the impact of the conference type:

• major international, medium, small

• national meeting

• instrumentation conference

• school, student presentation

• CERN seminar

• Type of presentation: invited, plenary, parallel, poster

• History for PhD students is very brief rely on nominations


CINCO Profile CINCO Profile

Please keep your CINCO profile up to date: • enter your professional status: PhD student, when PhD obtained • add and update: need for promotion, new job in 2014,…• enter the topics you are interested in: Higgs, SUSY, Tracker,…• list of contributions to CMS • maybe ask for recommendations in CINCO profile

https://cms-mgt-conferences.web.cern.ch/cms-mgt-conferences/user_info.aspx




Be CMS Guide Be CMS Guide

Outreach is a fun duty:

• Show the public around

• Many crowds are waiting

• Necessary trainings & guide training look at Safety

• Provide presentations and interviews…

24-25 May:4500 visitors to CMS UXC (300/hr theoretical limit sustained great volunteer team from all over CERN led by Christoph Schaefer & Marzena Lapka.

26 May: >700 school-children, then CMS families visit UXC


Policy for Yourself Policy for Yourself


Policy for Yourself Policy for Yourself

Be a nice guide for yourself

Do not get lost in crowd

You and your goals are important for CMS

value it for yourself, too.

Be engaged in CMS … and in yourself: Work-Life-Balance

Use your resources with a lot of care and efficiently


Time Management Time Management

Be aware:

• Time is our most precious resource: time is money, but most of all it is our LIFE - TIME

• Time is irrecoverable and beyond retrieval

• We all take care that our money is not stolen, but often we are thieved our time and sometimes waste our time ourselves

• How much time do we have ? 30 years x 220 days x 8h = 52,800 hours 30 years x 12 months = 360 months

CMS needs in 2014: 9,615 each person < 4% in 30y

our time is limited !

• Seneca: it is not little time we have, but rather much time which we do not use

Use your time as efficient as possible


Setting Goals Setting Goals

Goals are the basis for successful time management: Many ways lead to Rome, but some are definitely shorter

The slowest one, who keeps the goal in view, will always be faster than the one, who is going astray without goal

• Set your goals - professional and private targets

• Goals for the next 3 years

• Goals for this year

• Goals for the next 3-6 months

• The goals must be:

• realistic

• prioritized in higher A-, medium B-, lower C- Goals

• precisely defined: what should be achieved how and until when

• divided into measurable milestones

• Only goals which are written down are binding like a contract

• Same is true for successful time planning: write it down

• Ask yourself regularly: does this activity bring me closer to my goal?

Where do you want to go ?Which goals need to be achieved in long-term view ?Which ones in medium-term ? Which ones in short-term – immediately?


Setting Priorities Setting Priorities

Plan your activities:

• Concentrate on activities with high value

• Categorize your work in

A: must, B: should, C: preferably be done today

• Allocate time, provide necessary tools and skills in advance

• Place each activity in a convenient time period

• Each day establish a list of activities with priorities:

• At the end of the day: note down what is left to be done and what adds to the list the next day

• Produce a list of tasks with priorities, put it down on your desk

• Start the next morning directly with the most important task and keep working until it is finished.


Value Priorities Value Priorities

A-Tasks:

• highest importance

• 15% of all tasks

• 65% of success

B-Tasks:

• important


• 20% of success

C-Tasks:

• routine work


• 15% of success

Pareto‘s Law:

80% of the success arises from 20% of the activities,

80% of the work result only in 20% of the success

Secure 80% success with 20% work

Amount of Work Success


Eisenhower Principle: Eisenhower Principle:

Importance x Urgency Importance x Urgency

Fix a firm date

Do it yourself

Immediately !

Execute Yourself

Repository / waste basket

Try to delegate

Immediately

Do it yourself

or delegate

Urgency

Low

High

Low High

Importance

Categorize your own work


Get Organized Get Organized

Time Management Instruments:

• Must be always present, easy to use, systematic

• Time planning book, calendar, laboratory notebook … be creative

• Yellow Post-It (not around your screen ), smaller ones for reminders and one larger one for the list of the day and theme collections keep overview, sense of achievement when removing a Post-It for a finished task

• Monitor your results and achievements

• Daily check:

• What was finished ?

• What was left undone and why ?

• Which mis-happs appeared, why and what countermeasure ?

• Which deteriorations appeared ?

• Where was time wasted ?

• Conclusion for the next planning ?


Avoid Disorder Avoid Disorder

… and … what would you like to do tomorrow ?

Avoid a mess on your desk

and …

in your mind !


Good to know and value Good to know and value

Helpful hints for the daily life:

• Avoid disorder:

• Chaos on the desk creates nervousness and the feeling of being buried below a mountain of work

• Sort paper & documents in colored envelops (priorities)

• Touch & work on a paper only once

• Goal-oriented and concentrated work:

• no multi-tasking

• Start with the most important work

• Avoid perfectionism: 80% gain from 20% effort

• Fight deteriorations: establish and use quiet times, plan discussions

• Use waiting times

• Take regular breaks, exercise your body & mind … everything that is good for your health is responsible time planning

• Do not get drawn by the flood of information and new surrounding, what counts is you and your goal.


SummarySummary

There are many ways to obtain information, the shortest is the one to your colleague

CMS is a huge collaboration, but everybody is pulling at the same string and has the ultimate goal to unveil the secrets of nature be engaged, be attentive to your colleague and be fair.

There are many duties and tasks, but at the same time also many rewards in working multi-cultural together and make it happen.

You as a newcomer have a fresh look at our organization contact us for improvement.

Welcome to the CMS Collaboration !

We are proud that you joined our adventure in Physics


Thank You for Attending ! Thank You for Attending !


Thank You ! Thank You !

for the brilliant idea and for the

organization !

Thanks to the speakers and the management team for the nice presentations !

Thanks to all volunteers who cared for the smooth course of action !