Practicalities Hints and Clues on how to obtain

Practicalities Hints and Clues on how to obtain information & get around • • 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 17/18 July 2014

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 ! Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 2

Safety First ! http: //cms-safety. web. cern. ch/cms-safety/ Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 3

Safety First ! https: //sir. cern. ch/ Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 4

Collaboration Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 5

Coordination Areas Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 6

Detector Sub-Systems Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 7

Upgrades Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 8

Physics Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 9

Meetings Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 10

Indico Page https: //indico. cern. ch/category/2 l 76/ Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 11

Documents Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 12

Tools Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 13

Hypernews I https: //hypernews. cern. ch/Hyper. News/CMS/login. pl? &url=%2 f. Hyper. News%2 f. CMS%2 fcindex Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 14

Hypernews II Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 15

Egroups – Mailing Lists https: //espace. cern. ch/e-groups-help/default. aspx Examples: Cms. Secretariat@cern. ch cms. portal@cern. ch Cms-conf@cern. ch Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 16

Help Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 17

Twiki for New Comers https: //cms. web. cern. ch/org/info-newcomers Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 18

Communication within CMS Summary of available infrastructure: • • • Wednesday General Meeting: news, non-physics talk, approvals • • E-groups very effectively reaching all needed colleagues 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! Documents & Notes Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 19

Being a CMS Member Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 20

Being a CMS Member Authorship: • • • One year waiting time Initial duty: 6 months EPR, later 4 months per year, plus shifts Post. Docs and Seniors: pay yearly author fee (counting 15 th 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 Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 21

Experimental Physics Responsibility http: //cms. cern. ch/i. CMS/admin/moamanagement Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 22

Experimental Physics Responsibility http: //cms. cern. ch/i. CMS/admin/moamanagement Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 23

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/conf_listing. aspx https: //cms. web. cern. ch/org/cms-collaboration • • Sign up for conference announcement hyper-news • • Selection by the conference committee Prepare a talk: information in CINCO, post draft one week before start of conference, especially for talks shared with ATLAS et al Nomination, selection criteria Profile Receiving an invitation for a talk means promptly informing the conference committee: cms-conf@cern. ch for approval Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 24

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/conf_listing. aspx • • • General recommendations • Sometimes we search with entered interests for topics List of contributions Additional considerations: need for promotion, new job in 2013, … finishing Ph. D student / Post. Doc looking for the next job Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 25

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 Ph. D students is very brief rely on nominations Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 26

CINCO Profile https: //cms-mgt-conferences. web. cern. ch/cms-mgt-conferences/user_info. aspx Please keep your CINCO profile up to date: • enter your professional status: Ph. D student, when Ph. D 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 Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 27

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 Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 28

Policy for Yourself Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 29

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 Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 30

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 • How much time do we have ? We all take care that our money is not stolen, but often we are thieved our time and sometimes waste our time ourselves 30 years x 220 days x 8 h = 52, 800 hours 30 years x 12 months = 360 months CMS needs in 2014: 9, 615 each person < 4% in 30 y 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 Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 31

Setting 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 • • • prioritized in higher A-, medium B-, lower C- Goals Where do you want to go ? Which goals need to be achieved in long. Goals for this year Goals for the next 3 -6 months term view ? Which ones in medium-term ? The goals must be: Which ones in short-term – immediately? • realistic 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? Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 32

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. Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 33

Value Priorities A-Tasks: • • • Amount of Work Success highest importance 15% of all tasks 65% of success B-Tasks: • • • important 20% of all tasks 20% of success C-Tasks: • • • routine work 65% of all tasks 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 Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 34

Eisenhower Principle: Importance x Urgency Importance High Low Fix a firm date Immediately ! Do it yourself Execute Yourself k r o w n w o ur o y ze i r o g e t a Immediately C Repository / waste basket Try to delegate Low Do it yourself or delegate High Urgency Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 35

Get Organized Time Management Instruments: • • • Must be always present, easy to use, systematic • • Monitor your results and achievements 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 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 ? Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 36

Avoid Disorder Avoid a mess on your desk and … in your mind ! … and … what would you like to do tomorrow ? Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 37

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. Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 38

Summary Welcome to the CMS Collaboration ! We are proud that you joined our adventure in Physics 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. Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 39

Thank You for Attending ! Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 40

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 ! Kerstin Borras | Induction Session - Practicalities | 18 h July 2014 | Page 41