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Building a culture of collaboration to avoid burnout

  • 1.  Building a culture of collaboration to avoid burnout

    RISING STAR CONTRIBUTOR
    Posted 02-25-2022 09:36

    Building a culture of collaboration in an industry characterized by complex government regulation, hyper-competitiveness,  entangled institutional management practices, and unpredictable economic conditions is difficult. It leads to research administrator burnout (Tabakakis et al., 2020). The World Health Organization (WHO) defines burnout as a syndrome resulting in chronic workplace stress that is not successfully managed. It has three characteristics: (1) lack of energy or exhaustion; (2) disconnection distance from one's job or negative feelings or cynicism related to the job; and (3) reduced professional performance.

                From October 2018 through January 2019, Tabakakis and her research team conducted a cross-sectional study among 2,416 research administrators from four associations in Australia, Canada, the UK, and the US. Their findings concluded that there was a significant prevalence of personal burnout, work-related burnout, and client-related burnout in the profession of research administration (Tabakakis et al., 2020). These findings are not an unexpected outcome for those working in the industry. Especially for those of us who have been in the industry for an extended period.

    I want to propose a conversation for workplace-related solutions to offset potential burnout situations in this thread. I will start the discussion with steps that we have taken at Boise State to alleviate some of the potentials for burnout in our area, and I look forward to your responses here as well.

                At Boise State, we have

    • Introduced drop-in happy hours for our remote staff. These are voluntary and there is no agenda. This is an opportunity to collaborate on any topic or to just talk about things that or of importance to the individual.
    • Set up a quarterly get-together so that remote employees and hybrid employees, and on-campus employees may have the opportunity to get together. These are social events, but sometimes we discuss business topics and are usually impromptu.
    • As managers, our doors, emails, chats, and texts are always available for employee conversations to discuss any concerns, barriers, and frustrations. This management style has changed due to the extreme hybridization of our working environments. We have employees on campus, remote and hybrid, and the needs of these employees vary, and the operating schedules. The managers and directors must alter their contact availability to meet these needs.

    I look forward to your thoughts.

     

    =====References

    Tabakakis, K., Sloane, K., Besch, J., Quyen, G.T. (2020). Burnout and its correlates in research

          administrators. Research Management Review, 24(1).  



    ------------------------------
    Michelle Davis, M.Ed.
    Research Administrator, Office of Research
    College of Health Sciences, Boise State University
    michelledavis3@boisestate.edu
    ------------------------------


  • 2.  RE: Building a culture of collaboration to avoid burnout

    SUPERSTAR CONTRIBUTOR
    Posted 02-28-2022 07:01
    What a great topic!

    So, when you say drop-in happy hours (I was thinking in terms of "coffee break" but I like how you think!), I assume you mean remotely.  How does that work?  Same for the quarterly get-togethers.  My frustration is that I REALLY want to see people again - like real-live people.  But for many people in our office, working remotely has been a relief rather than a burden.  I DO respect that, but.... I'm squarely in the burden camp.  (Not that I chafe at the public health aspect - just my needs as as extrovert aren't getting met!)

    And yes,  extreme hybridization necessarily changes management.  Early on, I just flat-out told my boss that I needed 1/2 hour each week to connect, to run all those things past him that would have been casual conversations in the hall in the before-times.  He didn't blink and put 1/2 hour on the calendar in perpetuity ;)   My staff seemed not to want that, but rather to just know I'm there when needed.

    The challenge is that being "there" requires reducing the boundaries that make up whatever tenuous work-life balance I have.  (VERY tenuous it is.....)  I know that the GCOs are working early in the morning and late at night as they juggle the absurd work-load with children, daycare closures, family illnesses which now must be managed remotely.....  So, I answer calls at night.  I answer emails at 6:00 in the morning.  The "turn off your computer at 5:00 and then tend to the other pieces of your life" work-life balance advice always sounded a little sanctimonious to me, but now sounds downright impossible.  So, who's managing supervisor burnout in all this?

    Wow, I'm whiny on a Monday morning..... yikes..... nobody ask me to waive F&A today ;)

    A


    ------------------------------
    Andrea Buford
    Director, Office of Sponsored Programs
    Oakland University
    ------------------------------



  • 3.  RE: Building a culture of collaboration to avoid burnout

    RISING STAR CONTRIBUTOR
    Posted 03-03-2022 15:34
    Hello Andrea,

    Great questions and great response.

    First of all, we decided on a happy hour theme because many of our staff needed the opportunity to decompress at the end of the day rather than an early morning coffee break.  We found that many folks worked efficiently in the morning, and a morning beak or meeting interrupted their workflow and caused more anxiety rather than less.  In all of these cases, we evaluate our decisions by asking our staff to respond to little impromptu surveys from time to time just to let us know how we are doing. This has helped us to plan better to meet their needs.

    We have a core group within a geographic area that tends to meet up quarterly for in-person get-togethers.  When possible, they will set up a remote call with anyone who cannot make it to the event. We do a lot of sharing pictures, tiny videos, stories.  This helps us all feel connected.

    You mentioned 'scope creep' for work-life balance. This happens a lot. I manage an international student group, and in our discussions, we have often talked about setting boundaries for this and sticking to it. Establishing a routine for In-office and Out of Office and ensuring that our colleagues know what those hours are is helpful-also, sharing that with family.  I also have a strict no technology time in the evenings to spend time with my 'significants' at home.  This has been very cathartic for me.

    Thank you for sharing. I appreciate all your insights.

    -M

    ------------------------------
    Michelle Davis, M.Ed.
    Research Administrator, Office of Research
    College of Health Sciences, Boise State University
    michelledavis3@boisestate.edu
    ------------------------------



  • 4.  RE: Building a culture of collaboration to avoid burnout

    RISING STAR CONTRIBUTOR
    Posted 03-01-2022 04:55
    This is a fabulous thread.  In my office, we have had completely the opposite situation. Our institution is one of the few that never closed and has been fully in-person for just about the entire pandemic.  The institution(a 98% residential experience) and small liberal arts institution has NO flexible work policy in place. The institution is seeing lower application rates for key positions and is losing good talent for those who want or need a more flexible work place.  The desire to be fully in-person and not lose the "personal touch" is in fact burning out some employees who desire a more flexible schedule.  So, it seems too much in any direction require managerial course redirections.

    Building a culture of collaboration is critical in today's environment.  We have tried drop in Friday Zoom calls for collaboration, lunch and learnsand trying to be flexible and adaptive in our day to day work.

    ------------------------------
    Kris A. Monahan, Ph.D.
    Director Sponsored Projects and Research Compliance
    Providence College
    Providence, RI
    ------------------------------



  • 5.  RE: Building a culture of collaboration to avoid burnout

    Posted 03-02-2022 08:22

    Wow Chris, open all pandemic!  It is hard to imagine, yet I know that other PUIs are in the same boat.

    Last week at the IMURA meeting there was a lot of conversation around remote/hybrid work and the impact on staffing sponsored research offices. 

    Particularly, the unfilled positions for those who are not able to offer flexibility in work schedules.

    Mixed in that conversation was also the critical need to think about adding that human element of collaboration and team building.

    There was also a shift in the conversation from 'work life balance' to 'work life integration.'

    Thanks for sharing your experience!

    Angie

     

     

    Angie Rochat

    Executive Director of Research

    Office of Research and Sponsored Programs

    Tel: 310-338-5119

    Angie.Rochat@lmu.edu

     

     

     

     

     

     

     

     

     

     

     






  • 6.  RE: Building a culture of collaboration to avoid burnout

    SUPERSTAR CONTRIBUTOR
    Posted 03-02-2022 08:23
    OK, I've been thinking about this a lot.  Here are my notes.... hack away, because I am still VERY MUCH trying to figure out how to lead a hybrid team and not have in and out groups.  My random thoughts seem to fall into these categories.
    Focus on the Fundamentals - which means helping people set priorities (research admin can get overwhelming and I don't see people melting down if they're in their own house....), accepting that work-life balance will change when they need me and using technology to help with that as much as I can.  Helping them to rely on each other more, using that same technology.  FWIW, I'm using Cayuse as a dashboard for all the things that are in play in the office and much more carefully monitoring who might be under water....  Over-communicating, or so it feels, -again using Cayuse records.  When weird things happen to a proposal or an award - which is every day- we're all trying to leave much more clear breadcrumbs about how and why in the Cayuse record, since we have reduced access to each other and can't go stand in their doorway for the "tell me what you were thinking conversation...."  (We CALL these the "WTF notes"  but they're actually named in Cayuse something like "process notes." ;)
    Create  supportive team culture - I am shamelessly stealing the coffee break/happy hour idea.  I am doing the thing that I ought to have been doing all along - but only did sometimes- which is to follow up meetings with a "here are the action items" email.  I might even go with some sort of digital badging to reinforce how and when people are doing great work
    Help them love their work - all the things I did before.  But also I've started to watch for university committees that they might enjoy, not at all a requirement but rather an affirmation that I know their expertise would be helpful in this place - and giving them protected time to actually do the things that result from that participation. I'm hoping to strengthen their connection to THIS university, and to increase their mental rolodex of people who are campus resources.  I've got my pre-award staff meeting without me to come up with improvement ideas.  Even if they never come up with anything I hadn't thought of, I DO NOT CARE.  The party line will be that they thought of it and I am grateful.  And this kind of thinking trains them for the next step in their careers, which is also my job.
    Remind them of their value:  literal handwritten thank you notes put in the actual mail to their houses, talking them up in my meetings with people who out-rank me (which I always did, but I'm doing it better now)

    That's all I have....I'm still thinking.

    A

    ------------------------------
    Andrea Buford
    Director, Office of Sponsored Programs
    Oakland University
    ------------------------------



  • 7.  RE: Building a culture of collaboration to avoid burnout

    Posted 03-03-2022 11:23
    Great topic idea!

    I'm actually in a unique position where I'm strictly part-time and independent.  My role is IRB coordinator at a local hospital in Montana, so it's not very big which is why I'm just part-time.  By independent I mean that I'm basically my own department, I have my own office, and rarely see/talk to people outside of emails and getting up out of my office (which is okay with me and suits my introverted personality :).  With this independence I sometimes find it difficult, especially when I first started, to know what to do and not have people to bounce ideas off of, but the Cayuse Community has helped with this!

    I'm on our admin floor at the hospital and in a totally different building than our research team or most of the other IRB members.  Ways that my boss has helped me in this job is to have a biweekly in person meeting with him and another IRB member to check in and get updates.  The admin floor I work on also has treats/celebrations in our breakroom whenever there's a birthday on our floor.

    Overall, my unique position and situation don't cater toward much of a collaborative environment.  I've been at this job for about 8 months, so I'm still learning but we'll see how moving forward goes!

    Rayna Potkonjak
    Logan Health IRB Coordinator
    Kalispell, MT

    ------------------------------
    Rayna Potkonjak
    IRB Coordinator
    Logan Health
    ------------------------------



  • 8.  RE: Building a culture of collaboration to avoid burnout

    Posted 03-03-2022 11:59
    We are now mostly in person (with a few exceptions) but the year plus break seems to have created deeper divides in our office which have yet to be addressed.  All of the ideas listed on this thread are great!  I would like to see those implemented in our office and may make similar suggestions.  The only thing I might add is that it's nice to get away as a team for something NOT work related and strictly for fun or even as a volunteer type project.  Our University promotes a day in April for teams to volunteer for different community projects and although we can't make it work this year, I'd love to see us come together and do something altruistic for a day and get our minds off the stresses of the office - something that would promote unity if only for a day.  Thanks for mentioning this!

    ------------------------------
    Amy Moakley
    Research Information Coordinator
    University of Oklahoma
    ------------------------------



  • 9.  RE: Building a culture of collaboration to avoid burnout

    RISING STAR CONTRIBUTOR
    Posted 03-04-2022 04:53
    Good morning, Cayuse Connect Community!

    Michelle, you could not have said it any better!!!  At my SBER-only institution, I've worked hard to build a culture of collaboration. First, I needed to make the IRB process collegial.  Before I joined the team, IRB was seen as a "blocker" and staff circumvented the process.  After many years of making myself available, preparing and delivering training, staff began to see that IRB protects them as well as participants.

    For the IRB itself, it was less of effort to create this culture of collaboration. However, found member engagement was lacking. Reviews at my institution are considered a "service" the organization, so have tried to elevate the status of this role as new members rotate on and off the Board.

    Similar to other responses, the IRB Office staff (Administrator and Analysts) have an 'open door,' or in the remote world, availability to be contacted at anytime.  I also engage our Board more than just via Convened Meetings of federal reviews by sharing the latest from OHRP and sending news articles that relate to the work we do (i.e., a school district sued Google for improperly collecting children's data).  I tried the "Drop-in Happy Hour" for both onsite and remote staff, but there was no interest. I make it a point of engaging the staff in some way at least once a month.  Our members have a two-year minimum as our intent is to build capacity across R&D staff.  Some are very ready to jump ship, others have stayed on for a number of years. I suppose it's about who has interest in the work. Members are nominated to the IRB, however, it is the staff's decision to participate. Not sure if the ability for staff to join or not makes a difference, but appears my institution is different in that in the 11 years I've been running it, I have not been informed of nor seen any "burnout".

    The process we've devised is spreading the assignments across reviewers. We know that content expertise comes into play, where 1 member may have more experience and knowledge of the research, but keep a log to manage the work load among the Board. This process has helped at the end of the year with annual accomplishments where I'm able to roll up their contributions. They really appreciate how their work aligns to and connects with our institutional mission, our R&D agenda and compliance to protect participants.

    I've been learning a lot from everyone and really appreciate these discussions.  Enjoy the upcoming weekend, all?
    Dawn

    ------------------------------
    Dawn Leusner
    IRB Manager
    Educational Testing Service
    Princeton, NJ 08541
    irb@ets.org
    ------------------------------



  • 10.  RE: Building a culture of collaboration to avoid burnout

    Posted 03-21-2022 10:51
    Glad to see this conversation!  Are there institutions that are making a difference between the salary paid to in-person vs. a fully-remote employees?  Are you now or will you begin sharing offices if you're working in a hybrid environment?

    ------------------------------
    Audrey Wineglass Foster
    Assistant Dean for OSP + Research Svcs
    Gallaudet University
    ------------------------------



  • 11.  RE: Building a culture of collaboration to avoid burnout

    SUPERSTAR CONTRIBUTOR
    Posted 03-21-2022 10:56
    Surely the first option is illegal if the job performance indicators are the same.....  I would HOPE.

    As for the second, we might.  We're looking at it.

    A

    --
    Andrea Buford
    Director, Office of Sponsored Programs
    Oakland University
    (248) 370-3789



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    Oakland University resides on the ancestral, traditional, and contemporary lands of the Anishinaabe, known as the Three Fires Confederacy, composed of the Ojibwe, Odawa, and Potawatomi. The land was ceded in the 1807 Treaty of Detroit and makes up southeast Michigan.