Practicalities

1. 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 Induction Session 17/18 July 2014 Kerstin Borras

2. 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 beforeclickingaround: Safety FIRST !

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

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

5. Collaboration

6. Coordination Areas

7. Detector Sub-Systems

8. Upgrades

9. Physics

10. Meetings

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

12. Documents

13. Tools

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

15. Hypernews II

16. 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

17. Help

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

19. 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

20. Being a CMS Member

21. 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

22. Experimental Physics Responsibility http://cms.cern.ch/iCMS/admin/moamanagement

23. Experimental Physics Responsibility http://cms.cern.ch/iCMS/admin/moamanagement

24. 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: cms-conf@cern.ch for approval https://cms.web.cern.ch/org/cms-collaboration

25. 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

26. 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

27. 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: 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

28. 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 & MarzenaLapka. 26 May: >700 school-children, then CMS families visit UXC

29. Policy for Yourself

30. 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

31. Time Management • Be aware: • Time is our most precious resource: time is money, but most of all it is our LIFE - TIME • Time is irrecoverableand 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

32. 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 youwanttogo ? Whichgoalsneedtobeachieved in long-term view ? Whichones in medium-term ? Whichones in short-term – immediately?

33. 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.

34. Value Priorities • A-Tasks: • 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 Amountof Work Success Pareto‘s Law: 80% ofthesuccessarisesfrom 20% oftheactivities, 80% oftheworkresultonly in 20% ofthesuccess  Secure 80% successwith 20% work

35. Eisenhower Principle: Importance x Urgency Importance High Categorizeyourownwork Low Urgency High Low

36. 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 ?

37. Avoid Disorder Avoid a mess on yourdesk and … in yourmind ! … and … whatwouldyou like to do tomorrow ?

38. 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.

39. Summary Welcome tothe CMS Collaboration ! Weareproudthatyoujoinedouradventure 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.

40. Thank You for Attending !

41. Thank You ! forthebrilliantideaandfortheorganization! Thanks to the speakers and the management team for the nice presentations ! Thanks to all volunteers who cared for the smooth course of action !