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How and Why to Become an Entrepreneurial Scholar

March 10, 2025 by Jill Hoffman 2 Comments

In this episode, Emily interviews Dr. Ilana Horwitz, a professor at Tulane University and the author of the newly released book, The Entrepreneurial Scholar: A New Mindset for Success in Academia and Beyond. Ilana explains how a grad student or academic can be an entrepreneurial scholar and why it is so beneficial in an environment of uncertainty and limited resources. Ilana and Emily discuss the necessity for grad students to become the CEOs of their own educations and careers. Finally, they explore in more detail ideas from the chapter on how to leverage resources, both human and monetary.

Links mentioned in the Episode

  • Dr. Ilana Horwitz’s Website
  • The Entrepreneurial Scholar: A New Mindset for Success in Academia and Beyond (use discount code: IMH20)
  • PF for PhDs S16E4: How This Grad Student-Parent Managed Her Money and Time in the Bay Area
  • PF for PhDs Tax Workshops
  • PF for PhDs Tax Center for PhDs-in-Training 
  • PF for PhDs Subscribe to Mailing List
  • PF for PhDs Podcast Hub
How and Why to Become an Entrepreneurial Scholar

Purchase Dr. Ilana Horwitz’s book, The Entrepreneurial Scholar: A New Mindset for Success in Academia and Beyond, use the code IMH20 to receive a discount!

Teaser

Ilana (00:00): It helps you sort of to have an identity outside of academia to have sort of self-worth in yourself, right? To understand that you are a person that isn’t just bound up with your academic identity. Because if, again, the academic job market doesn’t work out, the crisis that one has about their sense of self-worth is like maybe a little bit less, knowing that you have value in some other capacity.

Introduction

Emily (00:34): Welcome to the Personal Finance for PhDs Podcast: A Higher Education in Personal Finance. This podcast is for PhDs and PhDs-to-be who want to explore the hidden curriculum of finances to learn the best practices for money management, career advancement, and advocacy for yourself and others. I’m your host, Dr. Emily Roberts, a financial educator specializing in early-career PhDs and founder of Personal Finance for PhDs.

Emily (01:03): This is Season 20, Episode 5, and today my guest is Dr. Ilana Horwitz, a professor at Tulane University and the author of the newly released book, The Entrepreneurial Scholar: A New Mindset for Success in Academia and Beyond. Ilana explains how a grad student or academic can be an entrepreneurial scholar and why it is so beneficial in an environment of uncertainty and limited resources. Ilana and I discuss the necessity for grad students to become the CEOs of their own educations and careers. Finally, we explore in more detail ideas from the chapter on how to leverage resources, both human and monetary.

Emily (01:44): The tax year 2024 version of my tax return preparation workshop, How to Complete Your PhD Trainee Tax Return (and Understand It, Too!), is now available! This pre-recorded educational workshop explains how to identify, calculate, and report your higher education-related income and expenses on your federal tax return. Whether you are a graduate student, postdoc, or postbac, domestic or international, there is a version of this workshop designed just for you. I do license these workshops to universities, but in the case that yours declines your request for sponsorship, you can purchase the appropriate version as an individual. Go to PFforPhDs.com/taxreturnworkshop/ to read more details and purchase the workshop. You can find the show notes for this episode at PFforPhDs.com/s20e5/. Without further ado, here’s my interview with Dr. Ilana Horwitz.

Will You Please Introduce Yourself Further?

Emily (02:56): I am delighted to have a return guest on the podcast today, Dr. Ilana Horwitz, who’s a professor at Tulane University, and the author of the new newly released book titled The Entrepreneurial Scholar and Ilana’s previous episode on the podcast was season 16, episode four, and we get a lot more of like her personal story about being a parent in graduate school and like all the resources she marshaled to, you know, financially get through that period. But it’s interesting, she and I were just looking back at our email exchanges. We first got connected back, you know, over a year about two years ago, um, because she was starting to write this book and wanted to, you know, give for, wanted me to give a short interview for it. And I ended up interviewing her and that came out quite a while ago. But now the book that she’s been working on for so long is finally out. And so that’s our subject for today, the Entrepreneurial scholar. So Ilana, thank you so much for coming back on the podcast. Will you please give a brief introduction for the audience?

Ilana (03:50): Absolutely. Thank you so much for having me, Emily. It’s great to be back. Um, as you mentioned, yes, I am trained as a sociologist of religion and education. I am in the Jewish studies and sociology department at Tulane University. I’ve been here, um, for four years, and before that I spent a decade at Stanford as a grad student and as a postdoc.

What Is An Entrepreneurial Scholar?

Emily (04:10): Excellent. I wanna jump right in to like, what, what is this book about? Because it’s not about, as I, you know, maybe thought just by reading the title, it’s not about academics or PhDs who want to become entrepreneurs. We have a slightly different spin on that. So can you tell us the working definitions you have for like an entrepreneur and also an entrepreneurial scholar from the book?

Ilana (04:31): Absolutely, yes. So this is a little bit of a different definition of what entrepreneurship means. When I say entrepreneurship and when I talk about entrepreneurial scholarship, I’m specifically talking about the ability to generate ideas with very limited resources while navigating an environment of high uncertainty. What I don’t mean by entrepreneurship is, uh, I’m not talking about trying to take a neoliberal approach to academia, uh, that advocates for the corporatization of the academy. I am not talking about applying market models to universities, and I’m also not talking about the kinds of sort of, um, business oriented research firms. And as you mentioned, I’m also not talking about necessarily starting some sort of, um, venture on the side, which is like what most people of think of when I say entrepreneurial, uh, thinking. And so again, being an entrepreneurial scholar means being a- able to generate ideas, right? That is the product that is like the currency with which we work. Being able to generate ideas with very limited resources while navigating an environment of high uncertainty. That is what entrepreneurs do. And it’s actually also what scholars do when we are at, um, when we are sort of working within the constraints of what academia is.

Emily (05:51): And one of the things that I found really interesting about your book is that, and this is actually what how you ended up quoting me, like within the subject matter, um, is that going, we’re not just talking about like academics like you, like who have, you know, career professors and that kind of thing. We’re going all the way back to basically the grad student stage and how this mindset can be helpful in, in fact is necessary even from that point of making that transition from undergrad to graduate student. And you just mentioned, um, you know, ideas are the product that we work with within academia. And so I just wanted you to expound on this a little bit more. Like what is this transition that a person has to go through from being a, an excellent undergraduate <laugh> to being a successful graduate student? And why do so many people kind of get stuck or mired along the way and don’t make that transition successfully?

Ilana (06:40): Yeah, absolutely. The main mindset shift that I think people need to make is being able to shift from being a consumer of information to a producer of knowledge. And I really didn’t understand this. I think when I started my PhD program and it was at my orientation that, um, a professor said, right to all the incoming students, like, your job is no longer to consume information, it is to produce knowledge. And what that meant for me as this like realization that my entire life I have been evaluated on the basis of like my ability to consume information and regurgitate it back to the teacher, right? That’s what we generally do in K 12. That’s mostly what we do in college, right? And I was actually never very good at this. Um, which is, I ultimately, I think what ended helped me love graduate school. Um, but when I realized that graduate school is about being able to, um, is, is really about this production of knowledge, meaning that you are now like playing detective and it is up to you what is the problem in the world that you wanna pursue.

Ilana (07:45): And it is up to you how you wanna pursue it and when you wanna pursue it and what resources you wanna pursue it. Like you have so much agency in the process and your grades no longer matter. And for me, that was really liberating. But for a lot of people that’s really debilitating. And the reason it is debilitating is because people who often end up in PhD programs are people who are so good at school and meaning that they were so good at navigating the, what I call the or sociologists of education called the hidden curriculum of school. Like the rules and the routines and regulations, right? They’re like pros at this and they’re like, oh, I’m so good at school that I should go pro. And going pro means going to a PhD program, right? You are a career sort of, uh, student career students, um, aren’t necessarily great at having the mindset to sort of think outside the confines of what is expected of you.

Ilana (08:35): And so when grad school starts and you have a bunch of, you know, requirements, it’s okay, but then the script falls away. And then that is when I think panic, uh, sets in for a lot of people. ’cause it’s like, wait, now there are no rules and there are no routines and there are no regulations, like, what am I supposed to do? And then they, there’s this resentment of like, why isn’t my advisor telling me what, what to do? And like, why isn’t it super clear? And so the ability to like, instead of feeling that moment as debilitating, but instead of, uh, embracing it and embracing that autonomy, I think is like the big mindset shift that needs to happen.

Becoming the CEO of Your Own Education

Emily (09:08): I totally agree. And I, I see, you know, in retrospect how I kind of f- faltered in that myself during graduate school. And it was, it was difficult and you just used the term like script. I think that’s a really, really good way of putting this, like, as you said, you can master how it is to be good at school, you know, all the way up through the end of undergrad and be successful in that. And then once you reach graduate school, you have to really forge your own path. And it’s not totally cl- it’s not just, you know, x, y, z and then you get a degree. It’s a completely like unique experience. And the term that you use in the book, which I really loved is, um, becoming the CEO of your own education. And one of the reasons why I liked this is because it made me think about your education is not just what you do in graduate school, it’s a holistic picture of everything that goes into who you are professionally. And that could be experiences that you have through your classes and through your research and with your advisor and with your colleagues, but it could include a whole lot more than that. And you had a lot of examples in the book of people, um, seeking out experiences that, um, you know, using this mindset of being an entrepreneurial scholar that ultimately led them to the creation that they, you know, were in, were in graduate school or in their careers and to do so. I just really liked that like, framing of it. Did you wanna say anything more about that, that phrasing or how you view it?

Ilana (10:30): Yeah, that’s such a great question because right, my PhD is from a school of education, so I also, uh, think of education as a much more holistic endeavor. And when I think about your P- one’s PhD journey, and if I reflect on my own right, it’s so much more than what I learned in my classes. Um, and so for example, in the book I talk about this experience that I created for myself where I realized at one moment, maybe around my fourth year that I really needed teaching experience, um, as a Stanford, a PhD student in my program. Like I didn’t have to teach, I only had to be a research assistant. And I was like, how do I create an opportunity for myself to go teach? I ended up going to teach at a community college. And so when I think about my own education, I learned so much from that experience of being a community college, um, professor, both from the students in the class who were very different than most of the people I spent time with. They were like working adults mo- mostly first gen, low income, um, students of color. And so not only did I learn from them, but I also learned what it means to sort of educate a different population and what it means to sort of talk about sociological concepts to people who generally don’t come from elite backgrounds. And, um, and so all of that right, was part of my education. Uh, and my education also when I think about my PhD was about navigating things like gender expectations in the academy and like being, um, a sort of, uh, in a household, um, where I had to navigate gender dynamics, um, as everyone mostly has to. Um, and it was about doing a bunch of side hustles, uh, so that I could learn like, what does it mean to do, you know, statistics like act- for ac- an actual client as opposed to doing it for a class. Um, so yes, education is this like much more holistic experience, um, as you mentioned,

Emily (12:22): And now this is a little bit of a sidebar, but it’s kind of a soapbox that I get onto from time to time on the podcast, which is I really think it’s shortsighted of graduate programs to, um, disallow their students. And maybe this was not your experience, but it is in some places to disallow their students from taking outside work opportunities, very much like the ones you just mentioned, adjuncting, you know, side hustling using their skills that they’ve learning graduate school. Um, I get it that they want them to stay focused on finishing their dissertations. Um, but it’s, as I just said, it’s very shortsighted because many of these kinds of side hustles can be, um, augmenting as we were just talking about being the CEO of your own education and making you a better prepared professional once you get to the end of graduate school. So, um, yeah, little <laugh> just a little sidebar there, but I don’t know if you have any comments about, about that and how faculty might in some places view these kind of side endeavors.

Ilana (13:16): Yeah, I think it’s tricky, right? Because I, as you said, like I understand from the faculty’s perspective that they want students to be really focused because once you have some sort of job, especially if it’s like a full-time job, it’s really hard to stay focused on your research. But, um, I also feel very strongly and uh, and I did this myself, that when you take those outside opportunities, you are both, um, building your skillset, developing a network that’s really important. And also like, just being really realistic about the fact that most people who start a PhD program are not gonna end up in a a professor position, right? A very, very tiny percentage of people will end up in the, uh, being able to get a tenure track position or even a non-tenure track position. So it’s just like to, to navigate the uncertainty of academia means being really realistic with what the prospects are and to buffer yourself against that, uh, sort of crisis that is gonna come when you realize you can’t get a job. It’s really helpful to know that you have other options. Um, in my case, um, the School of Education, look, it didn’t have, I think there was a policy and some professors sort of instituted the policy more than others. I will say that, um, there was certainly not enthusiasm for me pursuing this, uh, teaching position at a community college, but I made the case, um, of why it was beneficial. And so it was allowed. And then I, and then there was a bunch of stuff that I did without telling anybody, and it was totally fine because I’m very good at being the CEO of my own education and I sort of knew what I could manage and what was valuable, like what, when I thought about it from a cost benefit ratio, like how much time am I spending on something versus the value I get out of it? And I have no regrets about pursuing anything, um, outside of academia and in the book, there are several examples of people who I interviewed, um, of how transformative those opportunities were. Because one is, it helps you sort of to have an identity outside of academia to have sort of self-worth in yourself, right? To understand that you are a person that isn’t just bound up with your academic identity. Because if, again, the academic job market doesn’t work out, the crisis that one has about their sense of self-worth is like maybe a little bit less knowing that you have value in some other, um, sort of capacity. And some, um, there have been some like amazing opportunities that people got because, you know, one person who I interviewed, Tamara worked for Kamala Harris, uh, on Fridays, and that led to a bunch of other opportunities. And particularly like if you’ve never worked outside of an academic setting, like if you are a person who’s pretty much going straight through from undergrad to your PhD, it’s really important to work in the outside world to understand sort of like the real, how the world, real world functions and not just be in like the academic bubble.

Emily (16:13): Absolutely. I, I totally agree everything you just said. Um, and I guess maybe a, a a corollary, like a, another interpretation of CEO of your own education is CEO of your own career, because you don’t know for sure that you are gonna end up in academia. And it makes sense, as you were just saying, to have, um, built an image of yourself that’s bigger than just an academic in case that career path, if it’s one you’re even going for, um, doesn’t work out. And you can still be an entrepreneurial scholar in graduate school and pivot to something else outside of it. But, um, the point that I wanted to make is that being the CEO of your own career maybe includes some career development experiences that you wouldn’t, you aren’t automatically being pushed into as a graduate student, but that are available to you probably from the graduate school and the career center and so forth. And just being able to like, spend some time exploring those professional development, um, resources and career ideas can, can really help you whenever you are making that next transition point,

Ilana (17:07): Right? And I talk in the book about like, you cannot predict the future, but you can help create it. And that’s, uh, I think an important lesson because all these things that you’re doing can help create your future, um, and it helps sort of offset that uncertainty that we as grad students, uh, sort of have to live with on a, on a day-to-day basis.

Emily (17:29): Yeah, and I, I really love that you talked in the book about uncertainty and about limited resources and oh my gosh, how timely is this? We’re recording this in February, 2025, and as of now there’s been these executive orders. We don’t know in academia how this is all gonna shake out whether there’s gonna be a massive funding decrease, um, you know, know layoffs. We don’t know. We’re in a period of uncertainty. And so how, I mean, it’s, it’s horrible timing in a sense, but it’s good timing for your book to like sort of land in this moment where in academia there’s probably a lot of questions going around about what, what resources do I have? What’s the value that I can bring here? What is my career path going to look like? And so, well, for that reason, if not any other, maybe it’s time to, you know, pick up this book.

Commercial

Emily (18:15): Emily here for a brief interlude! Tax season is in full swing, and the best place to go for information tailored to you as a grad student, postdoc, or postbac, is PFforPhDs.com/tax/. From that page I have linked to all of my free tax resources, many of which I have updated for this tax year. On that page you will find podcast episodes, videos, and articles on all kinds of tax topics relevant to PhDs and PhDs-to-be. There are also opportunities to join the Personal Finance for PhDs mailing list to receive PDF summaries and spreadsheets that you can work with. Again, you can find all of these free resources linked from PFforPhDs.com/tax/. Now back to the interview.

Leveraging Available Resources as an Academic

Emily (19:07): And since we were just talking about scarce resources, um, I was really compelled by the, the book is basically five, five big ideas, five big chapters, and I was really compelled by the fourth one, which is around leveraging the resources available to you as a graduate student or as an academic. And so can you just expound a little bit more about what kinds of resources, um, might be available to a graduate student or an academic that could, you know, help them as an entrepreneurial scholar?

Ilana (19:33): Yeah, absolutely. So I actually start off the book with this idea of that being, um, thinking entrepreneurially means asking yourself, given who I am, what I know, and who I know, what kind of opportunities could I create for myself? And so here we are thinking about sort of, um, like the intellectual capital that you have, the human capital that you have, and the social capital that you have, right? Who do you know, what do you know? And who are you, um, to start thinking about how you can leverage all of that. So let me talk about this. First of all, this idea of like who, you know, in academia and particularly in the humanities, um, we tend to sort of think of, um, this very, this like lone scholar sitting in a library doing work very independently. And I really wanna disrupt this idea even in the humanities, because even if you’re writing a monograph, I wanna put forth the idea that scholarship is a community sport. Even if you end up writing alone, why is it a community sport? I want people to sort of imagine that the academic landscape is this vast network where each node is a person and each link is a potential collaboration or a shared idea, or even like just a mutual support system, um, because nobody should be doing this alone. And I remember even like as a grad student, I’m in the social sciences, so there isn’t a fair amount of collaboration, but the sort of reticence that some of my colleagues had to ask each other for help to seek out help from, um, more senior people was, was astonishing to me because I came from working in startups and in management consulting where it was very, very common to just ask for help or ask for other people for ideas. So when I say that I want people to think of scholarship as a community sport, what, what that means in practice is like thinking about your network and relationships that you have, not just like, how do you in an icky way try to extract value from that, right? That’s an icky like, um, and I think incorrect version of what it means to network. Instead, I want people to think about networking as the opportunity to actually help other people, right? Not extracting value, but actually putting yourself out there so that your idea and someone else’s idea or sort of your problem and the problem that someone else is experiencing, um, can have sort of mutually beneficial, um, solutions, right? That you in, in partnership with other people can problem solve together, right? And so for example, um, at one point in when I was a sort of latter stage grad student, I was working on a paper, um, and I got really stuck on it. Um, and a new postdoc came to Stanford and I, we were having lunch and I started telling him about this paper. Um, and then I realized that like what I was missing was like a whole framing around gender.

Ilana (22:26): He happened to be a gender scholar, and I realized like it would be really beneficial if he came and joined as an author on this paper. Um, and it was this very, very mutually beneficial decision and collaboration that by the way, has a, actually ended up, that paper ended landed in the top sociology journal. And I don’t think I would’ve been able to do that alone. And since then, he and I have collaborated on several other, uh, other things. Um, but it wasn’t like I was like, oh, this, this person is coming and I wanna just extract value, um, by having lunch with ’em and like seeing what I can sort of get out of that person. Like I knew that this would be a me- mutually beneficial relationship. Um, and so there are many ways to think about how can you identify people in your network, but also develop relationships with people who are outside of your network, um, by thinking about like, where might you have complimentary skills with other people? Um, how might you be able to offer value to somebody else’s project? Right? And so not just thinking about your own career advancement, but thinking about like, how can we do more with what we have, um, by, by collaborating, right? If like, I think of, uh, I think therefore I am instead, like, I think therefore I collaborate.

Emily (23:38): Hmm. Yeah. As you were talking about that, I was just thinking like, yes, this is such a human endeavor. Like it’s human to have relationships with other people and build things together. And I like what you said there because under, under the topic of like leveraging resources, really what you’re saying is think of yourself as a resource that you can offer to other people, and then they mutually can offer their resource of themselves in this case back to you. So it’s, it’s, it’s quite mutual. So I love that. Um, any other sort of categories of, of ways people can leverage resources?

Ilana (24:11): So when people hear the terms leverage resources, they immediately think of money, right? And sort of funding. And so I would do wanna touch upon that and what does it mean to sort of think entrepreneurially about funding? Um, in the book I give examples of people who, uh, have been very successful at getting different fellowships. And there are different ways to think about how to be strategic in those. Like do you go for a bunch of sort of small, low, uh, uh, sort of low bar, uh, grants where it doesn’t take very much to apply to them? Like maybe you can repurpose something and then you just apply to a bunch of really small things. Or do you invest several months into putting together something that has, uh, bigger, bigger reward, right? You always wanna be thinking in all of academic life, you wanna diversify your risk, uh, sort of risk benefit portfolio. And funding is one of those things. Um, I’ll give an example of something that happened to me recently because a lot of thinking entrepreneurially is like taking advantage of opportunities that you didn’t necessarily expect. And so recently, um, Tulane had, uh, somebody from the Russell Sage Foundation come and give a talk about, you know, their funding streams. And I went, and in that talk I realized, I was like, oh, I don’t have anything relevant for this, because they’re looking for really early, more early stage projects than anything that I have. Um, I sort of wrote it off, you know, like I didn’t even take the opportunity to meet with a program officer. And then about a month later I had kind of like a crisis in one of my projects that resulted in me pulling out of the project for a variety of reasons. Um, and I, I was having this like sort of moment of both, like panic, but also seeing opportunity emerge from this breakup where I was like, oh my gosh, like this gives me an opportunity to actually do a totally different study. Uh, and I was like, oh gosh, but that’s like really early stage. Where would I get funding? And I was like, wait a minute. I was like, I just sat through one of those RSF things. So right away I contacted the person at Tulane who had set up that program officer to come and I said, I all of a sudden have an idea, is it too late to meet with them? And she said, let me get in touch. So I met with a program officer, I learned so much, I told them what my idea was, and through that conversation I learned about like some stuff that, about their grants that I wouldn’t have been able to figure out just based off of their website. Like it turns out that there was a stream of funding that wasn’t gonna continue and it would be very beneficial for me to apply to, to this particular stream of funding. So I did, and I submitted, um, a letter of intent, um, which is their first stage. And I actually made it through to the, to the proposal stage. So I should hear back in a couple of weeks about whether I got it or not. But I at least feel very good that I made it through the LOI stage. And again, the like, key takeaway is I didn’t, you know, the sort of, I put myself out there, I went to the session, I didn’t think anything would come of it. And then when I had this like moment of, of crisis and I, and I saw opportunity, I was like, oh, wait a minute, I can connect the dots here. So, so thinking about like, um, expansively about funding and resources, um, and just like sometimes going to stuff that you may think doesn’t have any benefit for you, you never know when there will be, um, a payoff.

Emily (27:24): Hmm. And I’ll speak as a business owner, I actually don’t identify with the term entrepreneur for my particular type of business, but as a business owner, I have to think about the revenue streams in my business. And I have, I might have predictions about which revenue streams are gonna work out to what capacity, but it’s really beneficial, as you were just saying, to have, um, ideas maybe on the back burner, <laugh> of other revenue streams, other fellowships, other grants you could apply to. And so if you have the capacity, like in your example that you just gave, if you suddenly have the capacity to be applying for things or putting effort into an area that you weren’t before, then you say, oh, I, I have some background in this. I know how to turn this on in a, in a quicker way than just, you know, starting completely like cold. I really love that example. Anything else you wanna add? Um, I, I, just for the podcast listeners, especially if you’re a longtime podcast listener, chapter four of this book is really special because Ilana included, um, my podcast, like interviews as some of the resources and also interviewed some other people that I’ve had on the podcast before. So like, it was like seeing some old friends in this chapter, which was really exciting. And also, of course also pulled in some other interviews that I found really, um, great. So I thought you actually summed this up really well in the, you know, concluding notes for that chapter where you said, remember, every funding opportunity is also a chance to expand your community and collaborate with others who share your vision and actually ties really well both of those points, um, together. So thank you so much. Anything else you wanna add in about this leveraging resources topic?

Ilana (28:48): I’ll add one more thing, and this is sort of the, this idea of connecting with people so that you can expand your knowledge of what is possible in the world. And what I mean by that is there are things like that I remember as a doctoral student that I was like, there’s no way that I can do this because I have no mental map and I have no schema in my head for how to make this possible. So for example, um, at towards the end of grad, grad school, I was like, I wanna write a book. I had written a multiple multi paper dissertation, but I wanted to write a book, but I have no mental model of how you go about writing a book when you are a PhD student. And it seemed like out of the realm of possibility. And nowhere in my graduate program did anyone ever train me to think about this. Um, and I had a friend who as a grad student was able to, uh, not a friend, he wasn’t even at my institution, but, but it was someone who I had met along the way. Uh, and I knew that he had been able to secure not one, but sort of two offers from prestigious public, uh, book presses, um, for an advanced contract. And I was like, wait, that’s a thing. I didn’t know that was possible. And once I knew it was a thing and he helped me understand how it became a thing and walked me through all the steps that he went through and even shared his proposal, I had this like ability to think beyond what I could think about earlier. I was like, oh, if he could do it, maybe I could do it too, and here’s what it could look like. And I followed some of the similar steps, um, and it became possible. Um, so I think we, we don’t think of collaborating, um, as sort of an opportunity to think beyond ourselves, but that’s what it does for me. It gives me the, the poss- that that sort of opportunity to imagine possibilities that I thought were off the table.

The Origin Story of The Entrepreneurial Scholar Book

Emily (30:37): Mm-hmm <affirmative>. Yeah. So this is your second book and you use this book as an example in, I believe it’s the fifth chapter of, um, a an entrepreneurial scholarship activity, right? Of publishing a book. So, um, can you just tell us really briefly how the book, um, came about?

Ilana (30:56): Yeah, the book came about, um, from something I totally didn’t expect and out of a sort of a story of failure, which I think is like a very defining, uh, feature of entrepreneurship. When I was a graduate student at the very end of grad school, I was a sixth year, you know, I wasn’t even taking classes, but because I was in this mindset of like, I wanna get everything I can out of Stanford while I’m here and while it’s free, um, I decided to, I was auditing a bunch of classes. I was auditing classes on like how to be a good public speaker and improv. And one of the classes I audited was how to Write for the Public. And it was taught by Sam Weinberg, a professor, um, at the School of Education. And our final assignment was to write an op-ed, right? Not surprisingly, and mostly everyone in the class took this opportunity to write an op-ed about their research. And at the time I was about to graduate and I was reflecting sort of deeply about how my own PhD journey, um, went. Um, and so I took this opportunity to write, um, an op-ed that like, basically I submitted to a couple places and it failed. It did not get published. And it was really frustrating. And Sam, who, um, who I really, really have to give a lot of credit to, he was like, you, you shouldn’t give up on this idea. There’s something there, there. And even if you sort of put it down for a little while, you have to promise me that one day you will pick it back up because I see it, it has a future. Like he, he believed in it. Um, and so for two years, Emily, I kid you not two years, this thing just like sat on my computer. And so about a week before I started my job at Tulane, I was already in my new office and I was about to go home for the day and I was like, you know what? I was, was like, I have childcare. Nothing is gonna like blow up at home if I just like stay in the office for two more hours and I’m gonna pick up that op-ed and I’m gonna dust it off, you know, and see what I can do with it. ’cause I promised Sam that I would. And, and I did, and I, I sort of spoke from a place of what I knew, like I leaned into this startup and, um, consulting experience that I had and I wrote this op-ed that was, or I revised it I think with the title Why PhD students Should Think Like Entrepreneurs. And I submitted and then I thought about, okay, I have this, where can I submit it to? At that point, I already had published once in Inside Higher Ed, so I submitted it to them, right? That was like the, the, the, the most obvious choice. I already had a personal connection there. And within two hours they wrote me back and I, and they were like, yeah, this is great, we will take it. And I was like, oh, that was easy. Okay. And then a few weeks later it came out and, you know, I got a, a couple of nice emails from, um, faculty and some from therapists who said how much this resonated for them and working with grad students. And then I got the most unexpected email. It was from, uh, the editor at Princeton University Press, Peter, and he was like, this is great. Do you wanna flesh this out into a book? And I was like, I’m sorry, come again, <laugh>, uh, you want me to write a book on this topic? And so that, that is the, the sort of birth story of this book. Um, and so it really came out of something very unexpected and to, to write this book, I went out and I interviewed about, um, 45 people who hold either different positions in academia or who have left academia or who are entrepreneurs. So this book really required me to think about like, who am I? What do I know and who do I know to make it happen? So in that way, it is very much like a story of an entrepreneurial, uh, endeavor.

Emily (34:30): Absolutely. I can see that so clearly. I’m so glad that you brought that up so that I could ask you this question about how the book came to be. Um, and so interesting that there was that two year just time period, and I dunno what it was, I don’t know if it was the rewriting that you did or how things had changed in your perspective in two years, or how the world had changed in the two years, but somehow the idea clearly hit <laugh> the second time around. Um, and that’s, that’s fantastic. Where can people find the book?

Ilana (34:57): The people can find the book at Princeton University Press, and I think in your show notes, uh, I can share a, uh, discount code, um, that people can use. People can also find it on Amazon as well as learn more about it on my website, www.IlanaHorwitz, that’s I-L-A-N-A-H-O-R-W-I-T-Z.com. Uh, and I encourage people to reach out to me, uh, if they wanna learn more about it.

Best Financial Advice for Another Early-Career PhD

Emily (35:27): All right, and since you said that you love dispensing advice, we have one more opportunity for you to do so, which is with the standard question that I ask of all my guests, which is, what is your best financial advice for another early career PhD? And it could be something we’ve touched on in the interview already, or it could be something completely new.

Ilana (35:44): My best advice is to pursue a side hustle if possible. And I recognize that it is not possible for everyone, especially international students, students who are parents. Um, I get that this is something that isn’t available to everybody, but if you have the opportunity and sometimes the pay might be so bad, like my first side hustle, I made $12 an hour and it was absolutely worth it because I gained so many skills from the experience. But don’t just think about it from a financial perspective, think about all the other different ways that it could benefit you. Um, and the money that you get on the side is also a really nice perk.

Emily (36:26): Very good. Uh, thanks for tying all those themes together. Well, Ilana, thank you so much for coming back on the podcast. It’s been a pleasure to speak with you again.

Ilana (36:34): Thanks Emily.

Outtro

Emily (36:45): Listeners, thank you for joining me for this episode! I have a gift for you! You know that final question I ask of all my guests regarding their best financial advice? My team has collected short summaries of all the answers ever given on the podcast into a document that is updated with each new episode release. You can gain access to it by registering for my mailing list at PFforPhDs.com/advice/. Would you like to access transcripts or videos of each episode? I link the show notes for each episode from PFforPhDs.com/podcast/. See you in the next episode, and remember: You don’t have to have a PhD to succeed with personal finance… but it helps! Nothing you hear on this podcast should be taken as financial, tax, or legal advice for any individual. The music is “Stages of Awakening” by Podington Bear from the Free Music Archive and is shared under CC by NC. Podcast editing by me and show notes creation by Dr. Jill Hoffman.

Sustainably Moving in the Right Direction in Your Finances (with Dr. Kate Henry)

January 13, 2025 by Jill Hoffman

In this episode, Emily interviews Dr. Kate Henry, a productivity coach for academics. Kate was a workaholic who equated her work with her worth until her declining health forced her to stop overworking. Now, she coaches grad students and academics in how they can achieve career success in a sustainable manner. Together, Kate and Emily explore several overlapping concepts and strategies between productivity and financial management. We also learn from Kate what it takes to start a service-based business in terms of finances, scheduling, and mindsets.

Links mentioned in the Episode

  • PF for PhDs Quarterly Estimated Tax Workshop
  • PF for PhDs Tax Center for PhDs-in-Training
  • Dr. Kate Henry’s Website
  • Dr. Kate Henry’s Newsletter
  • PF for PhDs Subscribe to Mailing List
  • PF for PhDs Podcast Hub
Sustainably Moving in the Right Direction in Your Finances (with Dr. Kate Henry)

Teaser

Kate (00:00): For productivity, often I hear folks who are like, I’m going to write my dissertation every day. I’m going to go to the gym three times every week, or I’m going to do like X all the time. And then when they don’t do that, there’s this feeling of failure, this feeling of like, oh, why should I even try? I am not never going to get where I want to get. So in a a productivity lens, we would think of like you’re trending in the direction that you would want to go.

Introduction

Emily (00:35): Welcome to the Personal Finance for PhDs Podcast: A Higher Education in Personal Finance. This podcast is for PhDs and PhDs-to-be who want to explore the hidden curriculum of finances to learn the best practices for money management, career advancement, and advocacy for yourself and others. I’m your host, Dr. Emily Roberts, a financial educator specializing in early-career PhDs and founder of Personal Finance for PhDs.

Emily (01:04): This is Season 20, Episode 1, and today my guest is Dr. Kate Henry, a productivity coach for academics. Kate was a workaholic who equated her work with her worth until her declining health forced her to stop overworking. Now, she coaches grad students and academics in how they can achieve career success in a sustainable manner. Together, Kate and I explore several overlapping concepts and strategies between productivity and financial management. We also learn from Kate what it takes to start a service-based business in terms of finances, scheduling, and mindsets. By the way, I forgot to plug in my external mic during this interview, so the audio quality on my end is pretty poor. I apologize for that, and please listen anyway, as I believe the content of this interview is definitely worth it.

Emily (01:56): These action items are for you if you switched onto non-W-2 fellowship income as a grad student, postdoc, or postbac last fall and are not having income tax withheld from your stipend or salary. Action item #1: Fill out the Estimated Tax Worksheet on page 8 of IRS Form 1040-ES. This worksheet will estimate how much income tax you will owe for 2024 and tell you whether you are required to make manual tax payments on a quarterly basis. The next quarterly estimated tax due date is this Wednesday, January 15, 2025. Action item #2: Whether you are required to make estimated tax payments or pay a lump sum at tax time, open a separate, named savings account for your future tax payments. Calculate the fraction of each paycheck that will ultimately go toward tax and set up an automated recurring transfer from your checking account to your tax savings account to prepare for that bill. This is what I call a system of self-withholding, and I suggest putting it in place starting with your very first fellowship paycheck so that you don’t get into a financial bind when the payment deadline arrives.

Emily (03:08): If you need some help with the Estimated Tax Worksheet or want to ask me a question, please consider joining my workshop, Quarterly Estimated Tax for Fellowship Recipients. It explains every line of the worksheet and answers the common questions that PhD trainees have about estimated tax. The workshop includes 1.75 hours of video content, a spreadsheet, and invitations to at least one live Q&A call each quarter this tax year. This quarter’s Q&A call is today, Monday, January 13, 2025 at 11:00 AM Pacific Time. If you want to purchase this workshop as an individual, go to PF for PhDs dot com slash Q E tax. You can find the show notes for this episode at PFforPhDs.com/s20e1/. Without further ado, here’s my interview with Dr. Kate Henry.

Will You Please Introduce Yourself Further?

Emily (04:13): I am delighted to have joining me on the podcast today, Dr. Kate Henry, who’s a productivity coach for academics, and I’m really excited to speak with her and find some overlaps between productivity and time management. And Kate, I’m just so delighted to have you on, and will you please introduce yourself a little bit further for the listeners?

Kate (04:29): Yes, thank you for having me on. I’m so excited. Um, so again, I’m Dr. Kate Henry, and I am a productivity coach who works with academics, so graduate students, postdocs, professors, and I approach my work with a lens of sustainability, a lens of wellbeing, slow living, and really making productivity more accessible, which we need in the world of academia.

Emily (04:56): And I already see the same keywords that pop up in finances as well. So that’s awesome. Give us a little bit more like background about, you know, yourself, your finances, your financial mindset through, you know, when you were growing up and then like into graduate school

Financial Mindset From Childhood Through Grad School

Kate (05:10): Of course. Absolutely. So growing up, I’m from a small town in Pennsylvania and I grew up really modeled for me was a, like a working class bootstrapping mentality, working hard and working all day was very valued and, you know, tied to worth and respect for an individual. And so I was, I did that, I worked very hard. I started working as a teenager. I actually moved out of my parents’ house when I was a senior in high school and began working and sustaining myself then. And I really carried this, um, sort of attaching my worth to my work and my output and worked very hard, had multiple jobs in college and in graduate school. So I was very intent on doing things perfectly and needed multiple jobs to sustain myself in graduate school in addition to my stipend. So I certainly, you know, um, tied my worth to my productivity and the output and really approached work with a feeling of financial scarcity, which I think had been, it’s something that I picked up as a child and then also, you know, living on my own as a senior in high school and then in college. So that certainly influenced me, you know, across decades. And I was, I’m sure that many folks can relate to this who are listening, but working multiple jobs, really trying to bring in income in addition to a graduate stipend was pretty stressful as well.

Emily (06:40): Yeah, it’s something that I do like to encourage side hustling when it’s necessary. Uh, but I’m always like trying to tell people about that time, money, energy trade off on it. Like at some points certain types of jobs are not worth it and maybe you can find something with, you know, fewer hours but higher pay rate and, but they’re all hard trade offs because it’s just, it’s a difficult time of life where you’re strained in a lot of different, you know, areas. And so this mindset of tying your worth to your work and the hustling and everything, how did that ultimately impact your health?

Kate (07:14): Well, not well <laugh> as you might expect and as many people experience, and actually I’m a productivity researcher and I publish about that. Many folks in the productivity scholarship world often come to study productivity because they have some sort of physical, mental, you know, like breakdown and hit a wall with their physical or mental health. And for me, in 2017 when I was in my PhD program, I actually developed, you know, pretty severe lower back pain and issues with fatigue and chronic illness that wouldn’t get diagnosed for three years. So I was forced to stop working as much as I had because I truly could not sit at a desk for long and I had to attend so many appointments to try to find a diagnosis or to find a way to relieve that pain that I was experiencing. So I had to halt the overwork that I was doing at that point. And in order to find a new way to still be productive, I turned to external support. So I turned to podcasts, I turned to books, self-help books, time management books, and that eventually led me to start researching productivity, which led me to where I am now in my job. But initially having to find a different way to truly be an academic and work at my desk is what forced me to acknowledge that I was a workaholic. This was not sustainable. Um, like my body stopped me from doing that overwork that I was doing.

Dr. Kate Henry’s Business Origin Story

Emily (08:45): Thank you so much for sharing that. And I know it’s gonna be relatable again to a lot of the listeners and maybe not at this point in their lives, maybe they’re still in graduate school and their youth is holding up or something, but like at some point if you work like that, you’re gonna hit some kind of wall. And so how did like all these events coming together and this mindset and everything lead to you starting your business? Can you tell us that story?

Kate (09:06): Yes, I love to tell this story. So I started researching just personally looking at productivity and time management and self-help, uh, you know, podcasts and books as I said in 2017 and found that I was really, really into it and I was doing these little experiments on my own. And at the start of 2018, I was like, I want to explore this even further. So I set a goal for myself that if I could blog every single week, trying out a new tool, practicing it, writing it up, creating how-tos for others and blog every week for a year, then I could consider shifting my career path and going into productivity coaching. And it went super well. I did it for a year and then I decided to do it for a second year. So that was two years straight of weekly blogging about this, which both increased my knowledge of what I was doing and also just helped me to share a lot of free resources for folks. So folks started to get to know me and during that time I started practicing doing some productivity coaching while I was still in graduate school. So by the time I graduated in 2020, I already was prepared to start my business. I knew I was going to officially do that. I had made the decision to not go on the job market because I wanted to start the business and I already had all of this really great content there. So I started planning for my business around two years before I actually finished the PhD. But I also knew I wanted to finish the PhD. I liked my topic, I had a great advisor. Um, but it was this really nice playground, I guess to start to develop a mailing list and start to develop clients and for folks to get to know who I was as a productivity scholar,

Emily (10:50): I love how intentional that was <laugh>. Um, and it’s, it’s actually advice that I took like from the personal finance space, like if you’re planning on starting a business, like give yourself runway, right? So like you gave yourself runway both in the sense of you’re doing those early steps that are not gonna immediately, you know, see monetary ROI but are building you up to be able to offer that, you know, in the future. Um, at the same time on the financial side, we would say like, okay, you’re saving, you know, you’re, you’re getting ready for like potential, not having as much income once you, you know, commit to the business maybe. And again, I find parallels with my story, although you were much more intentional. So I was doing the same thing of, you know, blogging and so forth about personal finance and figuring out that people needed more education on this topic that was, you know, specific to my peer group of graduate students and postdocs. Um, yet, you know, there wasn’t anyone doing it. And so I was kind of like stepping into that vacuum, but I didn’t actually plan to start a business until it was like upon me that I was starting a business. So I didn’t give myself the same intentional kinds of runway that you did, which is amazing. So for the listeners, if you’re thinking about starting a business or even honestly like doing any kind of alt ac career, like this is the stuff you start in graduate school years ahead of time to lay that groundwork, to do the internships, to do the networking, to get the experiences because you know, chances are you’re not gonna get those things automatically in the course of your time in graduate school. So, and I also love it because I think you used the word like experiment. You were experimenting with the productivity, you know, tips and so forth, but you’re also experimenting with can I become a business owner and can I be committed in this area? And it’s that same thing for anyone coming up on a career change, like go ahead and experiment if you’re not sure what you wanna do, do you know, low stakes, little, um, experiments, different things as you go along, and then it’ll help you make those decisions as well as get you ready for that next step. So I just love <laugh> that how intentional you were about that. Um, we’re gonna get back to like what your full fledged business, like what you’re up to now in a couple of minutes. And before we get there, I kind of wanna, you know, riff for a bit here on like these parallels between productivity and finances and what, you know, what a person who’s maybe more competent in one sphere can draw into the other one and back and forth and, and those things. So let’s see, let’s just go through a couple different items, like what productivity principles can we apply to our finances so that we can give them the right amount of time and attention and they’re not <laugh> taking over our life?

Parallels Between Productivity and Personal Finances

Kate (13:15): Yes, certainly I am really excited about this question. So I really approach productivity through the lens of how can we make it accessible, how can we personalize it for each person? And in that way, I think about what I would call personal resources. So this is our time, our energy, our focus, also our physical health, our mental health, our mood, how we’re doing, and really approaching our productivity in a way that goes with the flow of that. So for example, are there certain times of day or certain days of the month where it would make more sense for you to schedule time to work on a particular productivity task? Like for me, I block off the last day of the month and the first day of the month to do my accounting and do my, you know, things like that. So that’s a way I approach that. But I think in terms of checking in with your personal resources and coming up with a plan that’s not going to overtax those or cause additional stress works for productivity. So I imagine that it might also work for like certain types of financial practices that would be potentially stressful or really need more time or energy or effort. So that’s one thing that, yeah,

Emily (14:25): Uh, what that is making me think of is actually sort of using that tip as as you just, you just gave an example in the financial realm. Like I know that this is a good time of the month to be working on my bookkeeping and accounting. So that could literally be in other areas of your finances too. Like especially if you’re partnered up like having that weekly, biweekly, monthly, whatever it is, like money date with your partner or if you’re not partnered up by yourself, that’s okay to do like a general check-in. Um, I would also say figuring out, like you were kind of just saying like what is sort of easy and natural for you within the financial realm and what is gonna require you to set aside some time and put some more intention behind it. Like I’ll say for example, at this point in my life, it’s like very habitual for me to like check in on my expenses, my spending, you know, keep on track, keep on top of those transactions. What’s been new for me recently is having to do a little bit more hands-on management of my investments because I opened a new type of account and I don’t quite know everything about that company and how their website works and what I can automate. So I need to, I literally did this today I need to like set aside some time just like do some actions and also learn how to automate those things in the future. And it’s not something that’s top of mind, so I have to like put it in my schedule just to make sure it gets done because I can’t leave those things, you know, un uh, untended to forever and ever.

Kate (15:43): Yes, of course. Absolutely. I, I feel that, and that also makes me think of something else that, you know, for me when I think of like ways that things may align with our approach to productivity and finances and personal finances is like outsourcing and having folks who can help you or automation programs that can help with that to sort of lighten that load. Of course, like different types of outsourcing are going to cost different things and they’re an investment. But that’s something certainly in terms of like, what can you streamline or like, are there folks you can go to who can provide you with information that will ultimately save you time and not needing to self-teach how to do it? That also comes to my mind and that’s something I’ve done before working with, you know, hiring professionals to help me learn how to do x, y or Z or like having an accountant do my taxes instead of even trying to do it myself. Right. Like, so that comes to mind in terms of outsourcing, which I imagine is super like also happens in financial world too.

Emily (16:43): Absolutely. And I’m, I’m, I’m, I’m not gonna remember all of these, uh, points to this like acronym, but with any sort of task that comes across your plate, you can either like do it, delegate it, discard it, like there, you know, a limited set of things that can happen like for something that comes to you and within your finances. Like you gotta be careful because there are certain things that you should not delegate. Like you do really need to be intimately connected in some areas of your finances, but others, like you said, preparing the tax return, you can totally delegate that to someone else. You should take a look at it once it’s done, make sure it seems okay. But the actual process is totally fine to delegate and on a budget, you know, that’s using free tax software, that’s using very low cost tax software that can be totally adequate as long as you’re, you know, comfortable with the interface and so forth. Um, I, a lot of people feel differently about this, but I just mentioned, you know, tracking finances, tracking transactions, I like to do that manually, but I also have a tool that helps me with it. So like I use Empower, which is kinda like a dashboard. It like brings all my uh, different accounts together into one place. So I have one place that I log in and sort of check on everything and some people might even be more hands off and they don’t need to even log in that often or check that often. I like to be a little more hands on, but that’s kind of like a personal choice as to how, what’s gonna work best for you in terms of ultimately making decisions about your money. ’cause that’s what it kind of comes back to is what decisions are you gonna make and are you prepared with the information that you need to make those decisions well and that amount of information’s gonna be different for different people.

Kate (18:07): Yes, absolutely. I mean I still, I, I use QuickBooks but I also have my like tried and true Excel file that I’ve been using for like eight years that I update individually. Right. So I think there’s like different ways that I can do that in like a low tech way and also like a high tech like legit way. Um, and that works well for me ’cause I get to feel like I have, you know, I’m really engaged and I know what, what my numbers are and things like that.

Emily (18:33): Yeah, and this also goes back to our previous point about like that finding that rhythm of if you are gonna do something like manual tracking, manual updates like once a week, once a month, whatever it is, like schedule it and, and find the best time because you know, maybe late at night <laugh>, like when you’re sleep deprived, it’s not the best time to be looking uh, at your accounts. Like you need to find for your, uh, chronotype or whatnot when you’re most, um, open <laugh> to looking your finances and making decisions about that. So what is another idea that you had about some crossover here?

Kate (19:01): Another idea I had about this was thinking of like trending in the right direction. So for productivity, often I hear folks who are like, I’m going to write my dissertation every day. I’m going to go to the gym three times every week, or I’m going to do like X all the time. And then when they don’t do that, there’s this feeling of failure, this feeling of like, oh, why should I even try? I am not never going to get where I want to get. So in a a productivity lens, we would think of like, you’re trending in the direction that you would want to go. So even if you don’t do something every day, you’re still, you know, developing a habit, you’re still chipping away at it. Some is better than none. And that’s something that I like certainly see being a successful way that folks can reframe their approach to their productivity and, you know, feel better about making progress even if it’s not some idealized magical way that you know, where every, all the planets align and you always have energy and nothing goes wrong, right? So trending in a the right direction you want to go is something that I think probably has a crossover as well with finances.

Emily (20:07): Oh my goodness, very, very good point. Um, sort of like what you’re just saying, like I think the phrase I’ve heard from other people in the space is like, start where you are. Okay, let’s take a, let’s assess where we are and take a small step as you were just saying, in the direction that you wanna go. But if you are gonna like do a whole schedule makeover or a whole budget makeover and think that you’re gonna be an entirely different person being able to adhere to this new plan, uh, it’s just not realistic. And especially if that causes you to feel discouraged and go back to you know, where you started from or even like regress from that point, like that is not helpful <laugh>. So let’s take like one thing at a time and move in the right direction Absolutely. Within your finances that could be like, oh my gosh, you know, you realize you’re, you’re kind of overspending and maybe you’re going into debt or you’d, you’d rather save more or whatever and you know you’re gonna be frugal in every single area of your life you possibly can. And um, it’s just, it’s just not realistic. It’s not gonna happen. So let’s, like this was actually some fun experiments I did back when I was blogging. Let’s take like one frugal tip at a time, try it out, uh, I would say maybe for 30 days and just see what kind of time and energy did you put into it? What kind of money was actually saved for, or you know, reduction in spending from it and weigh those against each other. Was it worth it or not? And then I like that to find period of time because you have that natural reevaluation point and you can really say, okay, I’m, I’m not just gonna automatically continue this forever, I’m gonna make sure that it’s actually working in my life. And then you can eventually layer on the ones that work for you, but give it time and give it space, you know, for it to become a habit. I’ll actually tell you within, ’cause you mentioned, you know, going to the gym three times a week, uh, I am gonna the gym three times a week and I was not doing that a year ago when I joined this gym and I, I gave myself some space, like I gave myself some time to figure out if it was the right place for me, if I really enjoyed it, how could I fit into my schedule. And gradually over the course of the year, I’ve gotten up to that frequency and that might seem like a long time, but uh, I’m really happy with it now and I’m okay that it took that time because I, I got to the point that I wanted to be with it, you know?

Kate (22:09): Yes. That’s a congratulations. That’s amazing. And it like if it took a year, that’s fine. That’s like the perfect amount of time for it. That makes me think too as well, like something for productivity and I’d be curious to hear your thoughts of how this works in the finance world, but like something like developing a new habit, going to the gym or let’s say for productivity like writing or you know, like applying for jobs or whatever it might be, setting up the external accountability, whether that’s through coworking or body doubling. So I was thinking like, oh maybe you have a gym buddy or you tell your partner, I’m gonna go to the gym. So then your partner can say, Hey did you go, that’s like such a helpful thing in productivity worlds so you can have more, um, more potential to show up and do the thing because you have that external accountability. Is that something, are there like ways that like in the finance world there’s like coworking or like scheduled things that cut- with others, like I’m curious to hear what you think.

Emily (23:04): I would love it if that were a thing and I’m not very connected to social media right now so it’s possible there are things like that going on that I’m not aware of. But no, I do think there’s, you know, that taboo around talking around about finances is in play here. And so if people find accountability partners in this area, I’m suspecting they’re gonna be like their spouse, their sibling, their best friend. Like it’s gonna be someone very close or like a mentor, you know, someone very close to them already. I don’t necessarily think this is something you’re gonna find a casual acquaintance who’s willing to do this with you <laugh>.

Kate (23:37): Yeah.

Emily (23:37): But I’m just thinking that there are probably some like sub areas like doing things that help with your finances, but the focus isn’t on finances, it’s on the doing of the other thing. So I’m thinking of meal prep for example. That is something that you could probably find a community that’s supporting you in that maybe do even doing some body doubling, you know, body doubling like Sunday prep day or whatever they call it. Um, and that’s gonna have a major impact on your finances, but you don’t have to approach it with like, yeah, that’s the reason I’m doing this and let’s talk about how much money we’re, you know, not spending on other things. It’s more just like let’s do this action together and whatever positive effects it has are sort of outside of that. So I could definitely see that happening. But yeah, it’s probably, if you’re talking money, it’s probably gonna be with someone really, really close to you.

Kate (24:18): Yeah, And I probably with productivity as well, like there are like platforms where you could like do coworking with like a random person who you’re paired with like from all over the world, right? But also often things happen with folks who you know, um, but yeah. Okay, cool. Body doubling effective for productivity can be effective in ways for finance as well.

Emily (24:39): Yeah, if you can find the right pers-, the right person, yeah. To be part- with it.

Commercial

Emily (24:45): Emily here for a brief interlude! Tax season is in full swing, and the best place to go for information tailored to you as a grad student, postdoc, or postbac, is PFforPhDs.com/tax/. From that page I have linked to all of my free tax resources, many of which I have updated for this tax year. On that page you will find podcast episodes, videos, and articles on all kinds of tax topics relevant to PhDs and PhDs-to-be. There are also opportunities to join the Personal Finance for PhDs mailing list to receive PDF summaries and spreadsheets that you can work with. Again, you can find all of these free resources linked from PFforPhDs.com/tax/. Now back to the interview.

Spoon Theory and Personal Finances

Kate (25:38): Now one thing, another thing that I thought of is, I mentioned personal resources earlier. So we were thinking around like everyone has their individual experience with their time and their energy and their focus. I’m also really invested in my approach to productivity working with folks who have chronic health conditions or chronic illness, chronic fatigue, long covid. And I’m thinking there around this term called spoon theory, which for folks who haven’t heard of this, um, this was coined by Christine Miserandino and the concept is that you, if you do live with a chronic health condition, you have a limited amount of energy to expend each day. So she used the metaphor of spoons saying like, you only have a certain amount of spoons that you can exchange. She said that ’cause she was out to dinner with her friend. So spoons were readily available, but really with spoon theory we’re thinking that you have a limited amount of energy units you can expend. It changes day to day. If you’re having a chronic health flare, you might have three spoons and you have to decide does one go towards a shower, one goes towards work and one goes towards, I don’t know, like warming up leftovers to eat right? And like some days you might have 10 and the concept here is that it’s a way to um, communicate with others like others who are close to you around your ability to do certain things, but also as a way that you can think of what is truly going to be accessible to you. So in in the productivity realm, I often encourage folks to think about like what is the type of day that you are having? Is this a very high focus day or is this a day where you have a migraine? How might you approach your product different productivity differently to make it more accessible? So you will like first and foremost take care of yourself but also you know, progress on your productivity in a way that feels actionable and achievable. So spoon theory can be a helpful thing when we’re thinking around what do I act-? What can I actually do for my to-do list today that’s going to be accessible and help me to move forward on my goals. So I’m curious like what comes to your mind when you think around like having to adjust your approach to, you know, your finances dependent on like if you, your health is shifting or you have much lower energy or you’re sick or things like that.

Emily (27:50): Hmm. Yeah, that’s a great question. I would say decide what are the real essentials within your financial life and what is an extra. So like I mentioned earlier, I love manual tracking. That’s an extra, I don’t need to do that at this point. It’s something I enjoy doing to a degree, but it’s not absolutely something that needs to happen. Now do my credit cards need to get paid off every month? Yeah. Mm-hmm <affirmative> that needs to happen <laugh>. So, but what I would do is I would automate as much as possible something like a credit card payment. It’s on auto. I’m never gonna forget or fail to follow through on that. So like I think it would be about like setting yourself up for those periods that you know are coming when you’re going to have fewer spoons and understanding like what is absolute baseline things that have to happen and automating as many of those things as possible and also having a really realistic sense of how much time or energy certain actions take. So like, um, I actually had a period in my life it was around, um, two years ago when I couldn’t do my manual tracking for a long period of time. I had, it was a sandwich generation situation that ultimately resulted in a death in the family and it was a difficult time and that was something that I could drop. Okay. I’d love to hear a little bit more about like your personal finance, your personal story and how finishing graduate school and becoming a business owner has actually affected your personal finances.

The Impact of Grad School and Business Ownership on Finances

Kate (29:17): Yes, totally. So I feel like I am lucky. Like I, my dad before he retired, um, ran his own autobody mechanic shop. So he was self-employed and I had this model of someone being successfully self-employed from when I was literally born. So that, like when I started a business, I of course didn’t know like everything that I would need to do do, but I at least knew like, yes, this is an accessible thing, this is something I could do and I can try. And I felt really proud to do that. And I also, when I started my business, reached out to folks, like hired a business coach to be like, what do I need to, what do I even need to know how to do? Do I need a business bank account? I really didn’t have the literacy for what you needed to do. So I learned like what’s a sole proprietor? Do I want an LLC? Just really was a beginner to learn that sort of stuff. Um, and I also was a little stressed to immediately, you know, like after my six month grace period to go into paying student loans and I have a lot of student loans. I did undergrad and then I did 10 years of graduate school, two master’s and a PhD. So that was also a real shift for me after having been in grad school for forever and not having had to pay student loans. Um, which I’ll say something about later when I share a tip. But, so my experience in my business was I need to learn like what are the things I need to know how to do to start a business and how do I navigate shifting to pay student loans? And um, also, you know, how do I sort of grow my income when I’m a bit of a newbie? So I, the first couple of years of my business I had part-time jobs as well. I worked as a tutor, I worked as a writing consultant and I did these things so that I could earn income while I was developing my books. So my personal finance experience when I started a business was that when I had been setting things up intentionally just to launch the business and to have the website and things like that, um, I still needed to be procuring that external income for a few years before I could shift to just fully earning income from my business. So that was a shift in my experience with personal finance as well. And I think from the outside perhaps people didn’t know that from the outside folks might just be like, wow, Kate’s thriving as a coach and realistically like I was working part-time as well to sustain that. So that certainly affected my personal finances behind the scene while I was developed starting to develop my business.

Emily (31:52): Yeah, I’m so glad you share that. That’s an excellent example of the runway that I was talking about earlier. So you gave yourself runway before launching the business if it, you know, in in the new way of like taking in revenue and so forth. And then you also had runway after that of like, okay, revenue’s coming up over here, but while it’s coming up I still need <laugh> some income coming in from another source. And I did the exact same thing. I worked like freelance, you know, part-time for several years after I started my business and eventually I got to drop it and that’s great. But like I was glad that it was, you know, there for me when I needed it. How have you been doing with um, I guess, you know, keeping your health in mind and of course the subject matter that you like coach in, but how do you apply that to yourself in your business?

Building a Business and Prioritizing Well-Being

Kate (32:34): Certainly. I was actually just talking to my own business coach the other day about this and we were talking about the metaphor of like, I’m sure you’ve heard of this, everyone’s heard of this, but like you have your jar with the largest rocks in the bottom and you put those in first so the pebbles can fall in the sand. And like thinking around like it’s really important for me to like approach my business where the first thing I’m thinking about is my own health. So when am I available to book coaching client calls? Like how many calls can I book in a day? What days do I need to have off in case I have to have doctor’s appointments? And really approaching my business with that stuff has to be the, that has to happen first or else I’m not going to be able to show up for my business. Um, so that’s something I certainly think about and I limit the amount of clients that I can work with and I also regularly schedule to take time off. Like if I know that there’s gonna be a busy season and I’m gonna need long weekends or need to take, you know, a whole week off or something like that, scheduling that in which I’m able to do because I have a service-based, you know, business. Um, so I’m certainly approaching it in that way. And also, you know, many of my clients, almost all of my clients have some sort of similar experience. Either they’re working parents or they’re working full-time and going to grad school or they also have a chronic health condition. So I set up my business in a way that, you know, can make things accessible to them as well. Like, so I’m thinking about that in terms of my availability.

Emily (34:02): I think one of the issues I know that I dealt with, I’ve talked with other academic business owners about this, um, that I dealt with, especially like in the first few years of my business coming out of graduate school was, um, setting pricing. Because you might think if you’ve never run your own business that you can bill 40 hours a week and just whatever you wanna make, divide it by 40 and 50 weeks a year and whatever it is and that’s gonna be your rate and it’s just so not that way <laugh>. Um, and so if you’re willing to, would you like to talk a little bit about like how you make that balance with your time but also make those pricing decisions, you know, again, keeping your clients in mind?

Kate (34:41): Yes, certainly. I’m, so this is like an excellent question. I’m so glad you asked this. I love talking about this stuff. So as a business owner, like once I started my business, I like it totally changed my mind in terms of like the folks that I work with where I’m like, oh, these people are really only making like 60% of what I, they’re billing me ’cause they have taxes, they have overhead, right? So that’s a little side note where I’m like often thinking about that now. So when I approach coaching, right, like I’m thinking of my pricing not just for the hour that or the two hours or whatever the thing is, but also like what is the extra labor that goes into this? So I think something I do that not all coaches do is I create really elaborate detailed notes for my clients and that’s something that’s going to take me up to an hour to do. So when I’m like scheduling out my day and making myself available to clients, I also have to know like that’s an extra hour where I’m gonna be looking at a screen and how many hours a day can I truly look at a screen? And so I’m thinking about like what I would call this like behind the scenes labor or this invisible labor that we might not think about when we are doing something like just scheduling for a one hour call. So I’m thinking about that in terms of how I approach my prices. Certainly that’s one thing that comes to my mind. I’m curious if there, there are other things that come to your mind as well.

Emily (35:59): Well I was just thinking that it probably was a great thing to have your parent as a business owner and being able to see how much work goes into running business aside from just the time you put into specifically the service that you’re performing if it’s a service-based business. Um, do you have any comments around like specifically like graduate students or people coming out of academia or generally being anchored at like sort of undervaluing themselves in this thing, in this, you know, um, consideration of how much to charge because it’s something that can come up for everyone at some point. Like whatever type of job you take, whether it’s in academia or later, like you’re gonna have to value your time and yourself and your skills in some manner and like, it’s just so difficult when you’ve been underpaid for a decade or more. <laugh>.

Charging For Your Services as a Business Owner

Kate (36:46): Oh my gosh, certainly. And I also think this as well, like when folks are starting a business, I know at least for me, when I started my business, my coaching calls were like $30 to $60 sliding scale an hour, right? And they’ve certainly increased since then over the years. So that’s something I think as well that like when folks are starting out, if the it is like, yes, you wanna get testimonials or you wanna build your books or you wanna get recc- yeah the recommendations or network like having a lower rate, you know, but then shifting to raise that and like I’ve raised my rates every year that I’ve been in my business. Um, certainly thinking about that and valuing that labor. And also I know for me, like there are truly, and this is one of the reasons I started a business, I cannot have a 40 hour a week full-time job because of my chronic health conditions. So I truly only have x number of hours a week that I can put towards my business and I need to make x amount of money in order to thrive. So like that affects my what I’m charging and like that affects my rates as well. Um, and that’s also something I think about in terms of sliding scale as well, like offering sliding scale. When I do that, knowing for me like what, like how many sliding scale spots I might have available or like what is the lower level that I can do in a way that’s not going to overtax me as well. Um, so that is something that I have in mind and like I encourage folks to, to think about as well, like how they can meet their enough number, how they can meet a number that can help them to thrive.

Emily (38:16): Yeah, it’s interesting like, because both of us are service-based business owners and we’re also have to apply our area of practice to our own lives and businesses like we think about a little bit differently. ’cause I don’t think as much about how many hours per week I work, I think more about how much money am I making <laugh>, you know, because, and I have that like bias, right? Because of my subject matter. So that’s really interesting. Let’s take a minute here and just have you tell the listeners a little bit more about your, your business, what you actually do with clients and how they can get in touch with you.

Contact Dr. Kate Henry, Productivity Coach

Kate (38:47): Yeah, of course. So I’m a productivity coach, I work with academics and my main offering is a six month productivity coaching offer. I call it, um, success and accountability coaching. And I actually created it because it’s what I wanted when I was doing my dissertation. I couldn’t find anyone doing it. And it’s a really hands-on coaching approach where we meet every other week, I take really detailed coaching session notes and share them with you and then we’re in conversation between calls. So it really helps to break down the goals, the projects that you’re working on. And I work with folks on dissertations promotion and tenure materials, book proposals, book manuscripts, things like that. So I only work with a, as this fits with our conversation today, I can only work with a small handful of folks at a time because of the time and energy and effort I put into that. So you can learn more about success and accountability coaching on my website, it’s katehenry.com, easy to remember. And I also have a free newsletter and a ton of free resources because I spent those two years blocking and I have that at katehenry.substack.com.

Best Financial Advice for Another Early-Career PhD

Emily (39:54): Well that is so great to hear and it’s just lovely to hear your approach to everything. Let’s end with the question that I ask all my guests, which is, what is your best financial advice for another early career PhD? And it can be something that we touched on early in the interview, I think you gave us a teaser or it can be something completely new.

Kate (40:12): Yes. So I’m thinking with this, like what I wish I had known when I was starting my PhD. That’s what I, I thought of with this was like, I wish that- I did not have financial literacy and I did not understand how things worked. I did not understand credit cards, I did not understand student loans. I did not understand how to buy a car. And um, I really do like now me wishes that back then me had like even gone to this, the financial aid office on campus and been like, can you under-, can you explain to me how student loans work? Like I wish I had known that I could have paid my student loan interest while I was still in graduate school and like things that would have really shifted that experience for me that I’m dealing with now with paying off loans. Um, so that’s something that comes to my mind is really just like, how can you access other folks who can help to inform you of things that will set you up for success, whether that is with loans or whether that’s with retirement or interest or how those things work. Um, and yeah, I feel like that all-, that’s what I did when I finished my PhD and I started my business as well, reaching out to folks and sort of, um, going towards experts who could help me to streamline and teach me things that I didn’t know on my own.

Emily (41:26): And this is not a criticism of you because I think this is absolutely natural what you did, but when you were in graduate school, those on campus resources were free for you. They were included in the whole package that was going on. And if you had asked those questions to financial aid or financial wellness or whatever it’s called on your campus, maybe you could have taken some different steps and maybe you could have, you know, learned more along the way and not have to have paid the higher price that comes, you know, in your thirties, et cetera. Uh, once you have the, the big job and, and so forth for, you know, similar kinds of advice or education or content, right? So like it’s like with compound interest, like that early investment just keeps compounding and growing and uh, if you don’t do it early, then you gotta do more later, right? So I am really glad you shared that. Again, not a criticism because I think it’s pretty much what everybody does <laugh>, but, uh, I will say that I have had the opportunity to meet many, many people who work, um, in financial aid offices in similar kinds of roles where they help students with their finances and they are lovely. Everyone I’ve met has been wonderful and approachable and just eager, eager, eager to help. Um, even in areas that seem a little bit off of maybe what they normally do. So like you could walk into financial aid and ask a question that’s not precisely about financial aid and they, they’ll either help you or they’ll point you in a direction where you can get help from someone else. Um, and you know, the more you ask those questions, the more these people on campuses realize that graduate students and postdocs need this kind of support as well, which of course is the drum that I’ve been banging for many years now. So it’s all helpful to our community just to get more attention on making those early educational investments that turn into financial investments, um, you know, early, early on in our career. So thank you so much for, um, that advice and it’s been wonderful to speak with you and I’m really looking forward to listeners getting to hear this.

Kate (43:16): Awesome. Thank you so much. I really appreciate you having me on.

Outtro

Emily (43:31): Listeners, thank you for joining me for this episode! I have a gift for you! You know that final question I ask of all my guests regarding their best financial advice? My team has collected short summaries of all the answers ever given on the podcast into a document that is updated with each new episode release. You can gain access to it by registering for my mailing list at PFforPhDs.com/advice/. Would you like to access transcripts or videos of each episode? I link the show notes for each episode from PFforPhDs.com/podcast/. See you in the next episode, and remember: You don’t have to have a PhD to succeed with personal finance… but it helps! Nothing you hear on this podcast should be taken as financial, tax, or legal advice for any individual. The music is “Stages of Awakening” by Podington Bear from the Free Music Archive and is shared under CC by NC. Podcast editing by me and show notes creation by Dr. Jill Hoffman.

This Former Prof Found True Flexibility and Profitability in Her Academic Editing Business

December 2, 2024 by Jill Hoffman Leave a Comment

In this episode, Emily interviews Dr. Paulina Cossette, a former professor and the owner of Acadia Editing. Paulina followed the prescribed academic path, but found herself profoundly unhappy in her faculty position. After leaving academia, Paulina stumbled into academic editing and eventually started working under her own brand. As a business owner, Paulina earns more, works less, and has true flexibility, which has enabled her to design her lifestyle in a way that was not possible within academia.

Links mentioned in the Episode

  • Host a PF for PhDs Tax Workshop at Your Institution
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  • Dr. Paulina Cossette’s Academic Editing Website
  • Dr. Paulina Cossette’s Free Video Series on Becoming an Academic Editor
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This Former Prof Found True Flexibility and Profitability in Her Academic Editing Business

Teaser

Paulina (00:00): The system makes it unsustainable, particularly if you have kids, though, not exclusively. Um, and so I think I just reached a breaking point, you know, and, and it really wasn’t planned.

Introduction

Emily (00:24): Welcome to the Personal Finance for PhDs Podcast: A Higher Education in Personal Finance. This podcast is for PhDs and PhDs-to-be who want to explore the hidden curriculum of finances to learn the best practices for money management, career advancement, and advocacy for yourself and others. I’m your host, Dr. Emily Roberts, a financial educator specializing in early-career PhDs and founder of Personal Finance for PhDs.

Emily (00:53): This is Season 19, Episode 8, and today my guest is Dr. Paulina Cossette, a former professor and the owner of Acadia Editing. Paulina followed the prescribed academic path, but found herself profoundly unhappy in her faculty position. After leaving academia, Paulina stumbled into academic editing and eventually started working under her own brand. As a business owner, Paulina earns more, works less, and has true flexibility, which has enabled her to design her lifestyle in a way that was not possible within academia. If you’ve been enjoying this podcast and want to see it continue, would you please help spread the word? Take a minute to leave a review on Apple Podcasts or Spotify, text a recent episode that you enjoyed to a friend, or give it a shout-out on social media. Any of those actions helps me to grow Personal Finance for PhDs and continue finding amazing guests for the interviews. You can find the show notes for this episode at PFforPhDs.com/s19e8/. Without further ado, here’s my interview with Dr. Paulina Cossette.

Will You Please Introduce Yourself Further?

Emily (02:15): I am delighted to have joining me on the podcast today, Dr. Paulina Cossette, who is a former professor and currently has a business called Acadia Editing Services. I’m really excited to learn about her business journey, her exit from academia, all that kind of related stuff. And so, Paulina, welcome to the podcast, and will you please introduce yourself to the audience a little bit further?

Paulina (02:36): Yeah, thanks so much for having me, Emily. Um, so I used to be a political science professor. Um, I was in academia for about 12 years, uh, and in 2019, um, I had a 1-year-old child and I was just sort of, uh, very overwhelmed, um, and getting fed up with the lifestyle of academia, having to work seven days a week, you know, just facing that burnout, especially having just had a baby. Um, and so I decided to quit and we moved aco- across the country to live in Maine near our family. And I sort of fell into copy editing. And, you know, long story short, uh, four or five years later, here I am, I have a successful editing business and I work from home for myself. Um, and life is good.

Emily (03:28): I love this concept. Okay. Are you familiar with Cal Newport?

Paulina (03:32): Yes.

Emily (03:33): Okay, so I’m gonna get his like, name of this wrong, but it’s like lifestyle centered career design, something like that. Have you heard him talk about this lifestyle centric career design? Something like that? Um, so that really sounds like, I mean, you said you fell into it, but it, I mean, it really sounds like that’s kinda what you were doing, right? You had built up career capital in academia and then said, Nope, my lifestyle is more important than this particular job, and so I’m gonna pivot and use this career capital in another area that supports how I want my full life to look like. Okay. So very, very great brief introduction, but let’s kind of dive, you know, more into this and sort of starting back from the beginning of the academic journey, like what led you into the career in academia in the first place?

Dr. Paulina Cossette’s Academic Journey

Paulina (04:17): So I, you know, I was always a good student. Um, I was a first generation college student, so I didn’t really have guidance on any of that other than my grandparents who were always saying, you have to go to college because that’s how you succeed. And I just, I liked school and I liked learning, so I just, I went to college, um, I kept, I just kept going and, you know, I started doing research, uh, as an undergrad and then went on to get a, the PhD program and I didn’t really have a plan, you know, I just sort of enjoyed being in school. And then once you get to graduate school, I think this is true for many people. Um, your advisors direct you towards academia and, you know, I was in political science, so there weren’t, there wasn’t any discussion of alternatives of industry or, you know, working in government or anything else. Uh, and I didn’t really know, uh, I didn’t know any other options. And, you know, they said, you apply to these schools and you get the tenure track job, and it doesn’t matter if you don’t like where you’re living, that’s just part of it, you know, you don’t have to stay there forever. And so I, I think like many people, I sort of fell into this funnel, you know, of like, this is, this is what you do, and I just did what I was told. And, um, it worked for a little while, but that was a recipe ultimately for disaster. So, um, so yeah, I, I loved school and I loved learning, but it was just sort of like, I, I just kept doing what I was supposed to do, uh, and ended up, you know, ended up there and not very happy.

Emily (05:56): Hmm. I wonder if I was on a track similar to this myself, um, up until the point in graduate school, um, when I discovered personal finance, actually. And that’s when I figured out like, oh, people have like all kinds of different jobs and businesses sometimes, and like some people work part-time and some people retire. And like all the, it’s just sort of opened my mind. And not that I was on necessarily an academic track, but certainly to stay in research, that was my intention. Um, so that is so interesting, and I totally, I totally understand how that would happen, but also good on you for being successful, even in something where you were like, I’m just following the prescribed path here. Um, but clearly it, it went well for you for a time at any rate. Right? And then you sort of, you know, briefly said earlier that the timing of you leaving your job was, you know, around when your child was very young. Is there anything else you wanna share about that decision to leave and like maybe what you thought you were jumping into next?

Paulina (06:52): Yeah, I think, um, it was a long time coming and I’m actually, I’m reading Annie Duke’s book Quit right now, where she talks about how we put off this decision to quit far longer than we should. Um, and it, it brings back a lot of memories. ‘Cause that was the exact situation that I was in, that I was so unhappy. And I thought, well, maybe it’s just the school I’m at. So I went on the job market and I changed schools, and I was, it was better, but I was still unhappy. It’s still, you know, and like I said, I I, I had my son. I was working seven days a week, and it was just, the system makes it unsustainable, um, particularly if you have kids, though not exclusively. Um, and so I think I just reached a breaking point, you know, and, and it really wasn’t planned. Um, my husband and I had talked for a long time about moving, um, his mom had been diagnosed with lung cancer. Uh, and so all of these factors were sort of playing on our minds until we finally reached this breaking point and said, you know, I said, I just can’t do this anymore. And it was the summer of 2019 and I resigned and we sold our house and we moved to Maine. And I had no idea what I was gonna do. I, you know, I thought I would go on the non-academic job market, trying to find something around here in Maine, which is not, you know, there aren’t a lot of options, um, trying to find remote positions. And I kept striking out, you know, people kept telling me I was overqualified or I wasn’t the right fit, or they decided not to hire anyone. Or like, it was, it was a really demoralizing experience, you know, feeling like, I have all this training and education, I’m smart, I’m hardworking, but nobody sees that, you know? And I think a lot of people go through that where they just don’t know how to translate the academic lingo into industry lingo, um, on a resume. And so I had just written a book and we had worked with a freelance copy editor in as part of the process of publishing it. And I thought, oh, well I could do that. I’m a really good writer. Everybody always tells me I’m, I’m a good writer, you know, I can edit. And so initially I thought it would be temporary, but I ended up loving it. And, you know, like you were saying about the lifestyle change, uh, this was shortly before Covid and then Covid happened and I thought, oh my God, I’m so glad I’m working from home. I’m so glad I didn’t take a job in an office. Um, ’cause especially with little kids, you know, I didn’t wanna be having to go off to work and then come home and potentially, you know, getting sick or something. So, um, yeah, so I really just fell into it, um, and ended up loving it, and everything has just grown from there.

Building an Academic Editing Business

Emily (09:45): Amazing story. And I, I mean, I think so many people in academia, whether that’s just as grad students or postdocs or whether that’s a career in the professorship type position after that can relate to this. I mean, there’s so many like academic exit stories like floating around in the last 10 years. Um, even on this podcast. It hasn’t been published at the time that we were recording this interview, but an upcoming episode is someone with a very similar story of having gotten that tenure track position and then just, it was not the right fit and ended up quitting, moving across the country, you know, familial reasons in the mix, kids in the mix, all that stuff, not surprisingly another woman. Um, so there’ll be echoes of that same like, motivation, um, between these two interviews as well. Um, and so I’m so glad that you found something that you loved, but it, it, it does sound like you are casting around and applying for different things and trying different things and, um, not sitting stagnant, but really like pursuing some different things until you found something that was an awesome fit. And I, I just love that. So let us know more about your business now, like, um, it’s been a few years since you like started it. So what does it look like now?

Paulina (10:47): Um, so when I first started out, I was very much a freelancer. The idea of being an entrepreneur was like, that’s too much for me. That sounds like a lot of risk. I could never do that. Um, and so I started out freelancing for some different companies that we usually refer to as editing agencies, um, where you have scholars from all over the world upload their documents and then the company hires you as a freelancer to edit them.

Emily (11:16): I worked in such a service as a side hustle for several years, yes.

Paulina (11:19): Oh, fantastic. So, you know that it is not ideal and the pay is not very good, but when you’re just starting out, it’s a great way to learn the business. You know, you are, um, it’s essentially, I tell my students it’s on the job training. You know, it’s if, if you’re faculty, you know how to do academic editing, um, but you’ve just never done it at the level that is required, you know, in professional editing, fixing every mistake using advanced tools and word track changes, all that stuff. And so I think working for these agencies is a great way to get that initial experience. And my mistake was that I just stayed there too long. You know, I didn’t have enough confidence in myself. Um, I saw other editors in these Facebook groups talking about how the way you make real money is to get private clients. And I thought, oh, I’m not good enough for that. You know, like the, the academic imposter syndrome carried over into this new life, unfortunately. Um, but eventually I got more and more experience and I decided probably a year or two ago, you know what, I’m just gonna go for it. And I started, uh, connecting with some private clients. And at first it was just a handful of people, but I, my confidence grew and I, and, and people were happy with my work. And so I realized that I really am good at this. And I think, you know, I wish it hadn’t taken me so long. Um, I did have a second child in that period, so I, I, you know, had other things going on. But, um, but yeah, I think I’ve, I’ve learned so much from building a business, you know, and, uh, a lot of it is just having confidence in myself. But a lot of it also is also that, you know, a lot of PhDs, um, think that they don’t have any skills that they can apply outside academia. I think they’re, they’re terrified to leave graduate school or their academic position because they think that they’re not gonna be able to do anything else. But there’s so much about a PhD or other doctoral program that trains you to be successful. You know, you’re hardworking, you’re persistent, you’re creative, you’ve got thick skin, you know, like all of this stuff. You’re a, a pretty good writer, probably. Um, you know how to do research, you like to learn new things. Um, all of this, no matter whether you wanna go into editing or business or, you know, industry or whatever, you have so many skills that you can apply elsewhere. And I think that the process of building a business has taught me that

Emily (13:55): I agree so much. I actually, right when I was, I guess around the time I started my business, which is also the time that I finished graduate school, I was kind of, yeah, I was trying some different things, sort of like you did for a little while. And, um, I, I remember writing a blog post about like, the similarities between like entrepreneurship and, um, the academic life. And in addition, all those, all those characters, which that you mentioned are totally, I totally agree with them. And I don’t remember if you had this in there, but I really focused a lot on like, sort of being, um, like a self-starter slash really in charge of your own work in an independent way by the time you finish a PhD. Or certainly if you go beyond that, um, very similar to being like a solopreneur or like the top person in like a business. Um, and also for me anyway, working alone. ’cause like I am a solopreneur, so I work with contractors, but I don’t have employees of my own. Um, and so that was also very similar to like, okay in, when I was in graduate school, like I had some collaborators, but I, I worked my own projects. And so like, not being part of a closely working together team was very similar to me between those two like environments. So yeah, I mean, and I actually, I really relate also to your experience of like, I’m gonna try this, um, mode of work first as like a freelancer. So working for somebody else’s business, whether as an employee or as a contractor, either way you would sort of learn what the business is and then eventually gaining the confidence, as you said, to strike out on your own and sort of do it under your own branding. But coming with that, uh, there’s much more responsibility for actually getting clients. So like, that’s the part when I was doing the freelance, like editing work, I loved that I didn’t have to get clients, I just had to do the work. Whereas when you become the business owner, like the sales aspect is something you have responsibility for. So that’s a tough, like, that’s a big role to like add when you’re making that shift. Do you have anything else that you’d like to add to that?

Paulina (15:45): Um, yeah, you know, what you just said about, uh, marketing and things being just a bit more challenging. And that’s exactly what I tell my students is like, it’s not ideal to start out working for these editing agencies that pay less, but it lets you focus on that training, uh, and, and really perfect your editing skills before you then go out and try to attract private clients. ’cause marketing does take a lot of work. It is, you know, I don’t wanna paint the picture that entrepreneurship is easy because it’s not, but um, it certainly does pay off when you get there, you know, and you figure out how to connect with people. And I think, um, I also agree with what you were saying about the similarities between being faculty or being in academia and being a solopreneur is one of the biggest things that I hear from people that they’re terrified to leave academia because they don’t wanna lose their flexibility. And I always push back on that because, um, I don’t think academia is all that flexible. You know, there’s a meme that’s gone around that says, academia lets you work, or you have to work seven days a week, but you can choose any seven days a week that you want. Uh, and it’s so true, you know, but being, being an in entrepreneurship, you, you do, you get to keep that flexibility and you’re not working nine to five.

Emily (17:03): Hmm. I agree. Like it might be a big shift for like an employee to then strike out on their own in a business, an employee in the sense of like, not in an academic setting where like maybe you work your 40 or your 45 or your 50 hours, but you can kind of turn it off and you don’t have a ton of responsibilities like outside of that. But in the way that academia can be all consuming business also can be all consuming. And so whatever skills you’ve learned about, like the boundaries that you can put up can, it can also be translated between those two settings. And like you said, academia is flexible in the sense of like, yeah, exactly. You are just gonna have a ton to do. So like, pick what you’re gonna do, all that ton of work. And, you know, business ownership is a little bit different because you can sort of define the scope a little bit better. Someone else isn’t defining it for you of how much work there is to do.

Commercial

Emily (17:47): Emily here for a brief interlude! I’m hard at work behind the scenes updating my suite of tax return preparation workshops for tax year 2024. These educational workshops explain how to identify, calculate, and report your higher education-related income and expenses on your federal tax return. For the 2024 tax season starting in January 2025, I’m offering live and pre-recorded workshops for US citizen/resident graduate students and postdocs and non-resident graduate students and postdocs. Would you please reach out to your graduate school, graduate student government, postdoc office, international house, fellowship coordinator, etc. to request that they host one or more of these workshops for you and your peers? I’d love to receive a warm introduction to a potential sponsor this fall so we can hit the ground running in January serving those early bird filers. You can find more information about hosting these workshops at P F f o r P h D s dot com slash tax dash workshops. Please pass that page on to the potential sponsor. Now back to our interview.

Personal Finances as a Professor and as a Business Owner

Emily (19:03): Let’s talk about the money part of this. So compare, you know, your job as a professor, what that paid and what it required of you to what you’re doing now. Like how have your, I’ll say, how have your personal finances changed with this transition? And there’s a lot of transitions in there. You mentioned, you know, multiple children moving across the country. Care, you know, caring for elderly parents. Like there’s a lot in there. So like how has your financial situation changed from when you had that previous position to, to now?

Paulina (19:30): So, um, with editing specifically, uh, so much of how much you can earn is based on how quickly you can edit because there are some editors who charge hourly, but I think that’s sort of on the way out. I think both editors and clients like to charge per word. So, you know, for each project you can give a quote, uh, based on your per word rate, you know about how much you’re gonna make based on your editing speed. The client knows what they’re gonna pay. And so, um, obviously the faster you can work while, you know, being accurate still, uh, the more money you can make. And so I think I am fortunate because I can edit pretty quickly, um, certainly as I’ve gotten more experienced. Um, and so I would say that, you know, my, I was making about $60,000 when I was a, an assistant professor on the tenure track in political science when I left, plus the benefits. And, you know, you, when you have a salary job, they’re contributing to your health insurance and retirement and all that, which you obviously lose when you go freelance. Um, my first year out of my first year of freelance editing, I made about 45,000, and that was working maybe 20 to 25 hours a week. Um, and you know, just kind of trying to figure out the landscape. Uh, my second year I made the same amount, but I took three months off because I had my daughter, uh, and wanted to take time for that. Um, and then within the last few years, it’s just climbed steadily, especially when I started working with private clients. And, you know, you’re not having to, you can charge much more. You’re not giving up those costs to some other company that’s employing you. Um, and this year I’m set to hit six figures. So, uh, and that’s only working about 30 hours a week. So, you know, there are a lot of editors out there who struggle with finding clients, but I’ve, I’ve somehow managed to find this formula that lets me, that has let me build up a client base with referrals and repeat clients and just new people finding me through Google or whatever. Um, and I’ve had a lot of success. And so, you know, I’m, I’m happy to share that with other people, uh, you know, to, to try to help them find their way out of academia.

Emily (21:52): Hmm. So it’s while not, and immediately upon that transition, it’s the business that you’ve built over time, I would say does compensate you well, more than, um, the academic position did, even after accounting for the benefits and so forth. And you’re limiting your work to 30 hours a week as you said, whereas it was whatever, 60, 70, whatever it was when you were in academia. Um, awesome. I’m glad to hear that both the up the upside of more money and less time both together. That’s amazing. Um, so when you volunteered for this interview, you said that you had a message for academics who are unsatisfied with their jobs like you were. So what’s that message?

A Message for Academics Who Are Unsatisfied With Their Jobs

Paulina (22:33): Um, I, if, if I could just talk to every unhappy academic, you know, I would say you don’t have to stay you if you are miserable. And you know what, if you are in academia and you’re happy, that’s fantastic. Uh, that that’s wonderful. But there are so many people out there who are unhappy and they’re terrified to leave for all the reasons we’ve been talking about, and they just feel trapped. And, you know, in the so many people that I’ve talked to in the last several months, um, you can see the anguish in their faces, you know, you hear it in their voices and, and I know exactly what that feels like. The anxiety, the stomach churn, the do I leave? Do I stay, do I leave? Do I stay? Uh, it’s horrible and I don’t want that for anyone, you know? And so if I could, if I could tell anyone who is unhappy, that’s, that’s my message is, you know, if you wanna go into editing, great. I’d love to help you get there. But, uh, no matter what you wanna do, um, you just don’t stay right. Life is too short to, um, life is too short to be unhappy and to not do what you wanna do.

Emily (23:40): Incredible. I absolutely agree. Life is too short. I’m, I’m 39 now, and so I am, I’m not having a midlife crisis, but I’m having a midlife like rethink, like, yeah, this, this is my life. Like, am I happy with the choices that I’ve been making? Most of them, yes, I am very happy. Um, what can I do differently? You know, going forward, what can make this an even better experience for me? Because you only get one life. And so to spend your twenties and your thirties and into your forties, maybe like as you just described, like dreading every day at work. Absolutely. Life is too short. Um, so totally agree. Will you please tell us more about like, well, one, where can, where can people find you if they want to, you know, employ your editing services? And I understand there’s another arm to your business actually, which is like helping other people make this kind of transition. So tell us about all that.

Get in Touch With Dr. Paulina Cossette

Paulina (24:31): Yeah, so for editing, um, my homepage is acadiaediting.com. Um, and you can also find me on Instagram, Facebook, uh, LinkedIn. Um, and that’s, that’s pretty straightforward. If you have an editing project, I usually just ask to see a draft and give a quote and happy to help whether it’s, uh, you know, a dissertation or journal article or even I’ve edited tenure packets and job market letters. Um, and then yeah, this summer I launched a digital course and group coaching program called Becoming an Academic Editor. Uh, we’ve just wrapped our first cohort. Uh, it’s a 12 week program and we’ve started our second cohort, um, so far over 20 people have gone through it. Um, and it basically, I teach you what I did, right? How to start freelance editing, how to build a website, how to find clients, um, and it’s really awesome because of that we do these weekly Zoom calls and you’re just surrounded by people who are just like you, who understand how horrible academia can be and who are ready to get started with, you know, like you were saying with that, that midlife change of, uh, really starting to pursue what makes us happy instead of what we feel like we were supposed to be doing.

Emily (25:52): That sounds incredible. And actually not to like whatever, get content out of your course, but when you described your transition, you left the job first and then you started and you found editing after having, after struggling to find another position. And so I would imagine what you’re teaching people now is, okay, you already have an idea that you might wanna edit. Let’s start that on the side before we quit the big job. Is that right?

Paulina (26:16): There’s honestly, there’s a mix of people. Um, some found me and I had one student who said she was in a therapy appointment and decided she had to leave academia and she went home and googled it and she found my website and enrolled in the course right away. Uh, other people have started editing on their own and are not having success. They’re struggling to find work, and so they find me and, and are able to get some help. Um, other people, yeah, they just wanna make some extra money, you know, they don’t wanna leave their academic job and they like that with freelancing. They can work five or 10 hours a week editing and bring in some extra cash or do it in the summer or whatever. Um, so it’s really, it works no matter what your situation is, as long as you’re a strong writer and you understand academic publishing, then you know, it’s, it’s totally doable for whatever your timing and all that.

Emily (27:10): I love it. Um, I’ll share that. Like I, when I was doing this kind of work, which I did for, I don’t know, maybe three years or so, four years, um, strictly as a, you know, contractor for another company, um, I did it as a side hustle and I started it after I defended as I was starting personal finance for PhDs and it wasn’t bringing in as much money as I wanted to bring in yet. So it was like another, it was truly like for the money, that’s why I was doing it. I didn’t anticipate having a career in this area or anything. Um, but when I started I was like, wow, I could have been doing this earlier, like I could have been doing this during graduate school as a side hustle. Like, um, and I liked that it was within, it was all within kinda my area of expertise and like that was really like nice that I still got to use those skills. Um, so I think at any stage, if you wanna pick it up and whether it’s gonna be a thing on the side or whether it’s gonna be like you are really doing this like for a lot of time and it’s gonna be one of your main sources of income, uh, maybe transitioning on to being your full-time income, like, that’s awesome. So I’m glad that people can find you if they’re curious about this career path.

Best Financial Advice for Another Early-Career PhD

Emily (28:09): Um, let’s wrap up with the question that I ask all of my guests, which is, what is your best financial advice for another early career PhD? And that could be something that we’ve touched on already in the interview or something completely new.

Paulina (28:22): So, um, so my biggest piece of advice I think is, you know, we all know we’re supposed to save and have a budget and all that stuff, but at some point, if you’re not earning enough money, enough money, you can’t save, right? I, I grew up with a single mom with not very much money at all. And so I know you, you just can’t save if there’s not enough coming in. And so for anybody who is getting their PhD and thinking about going on the job market, absolutely you need to negotiate. Uh, and I think this is especially important for women in particular who, you know, we don’t apply to jobs because we think we don’t, we’re not qualified. Um, whereas men will apply to any job that you know that they feel like they’re extra qualified for, even if they’re not. Um, so apply to jobs when you get an offer. Negotiate, right? Don’t be a don’t be afraid to ask for what you’re worth and, uh, let them tell you no, right? Like don’t, don’t assume that you’re not gonna get it and then be afraid to ask. Just go for it ’cause you deserve it.

Emily (29:25): Awesome. I love it. Okay, we’ll leave it there. Thank you so much for volunteering to come on the podcast. It was delightful talking with you.

Paulina (29:32): Thanks so much, Emily. It’s been fun.

Outtro

Emily (29:44): Listeners, thank you for joining me for this episode! I have a gift for you! You know that final question I ask of all my guests regarding their best financial advice? My team has collected short summaries of all the answers ever given on the podcast into a document that is updated with each new episode release. You can gain access to it by registering for my mailing list at PFforPhDs.com/advice/. Would you like to access transcripts or videos of each episode? I link the show notes for each episode from PFforPhDs.com/podcast/. See you in the next episode, and remember: You don’t have to have a PhD to succeed with personal finance… but it helps! Nothing you hear on this podcast should be taken as financial, tax, or legal advice for any individual. The music is “Stages of Awakening” by Podington Bear from the Free Music Archive and is shared under CC by NC. Podcast editing by Dr. Lourdes Bobbio and show notes creation by Dr. Jill Hoffman.

Negotiation and Long-Term Thinking Effected Financial Success for This International PhD

November 18, 2024 by Jill Hoffman

In this episode, Emily interviews Wen, who recently earned a PhD in plant pathology from the University of Wisconsin-Madison. Wen came to the US for her master’s degree immediately after finishing undergrad and started learning about the US financial system, even though she had an avoidant money mindset. After overdrafting her checking account, she realized she needed to take control of her finances, start thinking long-term, and work toward financial goals such as investing inside a Roth IRA. Alongside peers, Wen negotiated the research assistantship stipends in her department, they were ultimately given a 13% raise. She has started applying those negotiation skills in other arenas. Finally, Wen explains how she pursued a career in tech transfer, starting with professional development and an internship during grad school.

Links mentioned in the Episode

  • Wen’s Podcast: Go out with Huo
  • Emily’s E-mail Address
  • PF for PhDs S14E10: The Motivation and Strategy Behind Biology PhD Stipends
  • Host a PF for PhDs Tax Workshop at Your Institution
  • PF for PhDs Subscribe to Mailing List
  • PF for PhDs Podcast Hub

Teaser

Wen (00:01): Um, yeah, I, I think I want to circle back, um, the negotiation again. Um, I want to, uh, emphasize, um, negotiation. It’s not only like what the stipend could be like, I think every grad student could ask more from their PI, um, you know, sponsor me to this conference. This is a good workshop I want to do, and this is a career event I want to attend, and can you sponsor me? Can you cover that for me? Um, and there’s everything there. There’s a lot of things online. Talk about negotiation and everything. So I, I do want to share that. Um, when I purchased my second car, um, I watched a bunch of videos on YouTube, how to talk to the dealership, and, uh, just, um, trying to negotiate the best option for myself. Um, it was a quite funny, like real life big purchase that I went to the dealership, uh, and the dealer just thought I’m a innocent, uh, foreigner. <laugh> doesn’t, didn’t know what’s going on. And, um, so I think I, um, really take advantage of negotiation and know that what’s the best for me and, um, argue that, uh, those, those terms. And, um, yeah, I, I learned a lot of from practicing, uh, negotiation. And, um, advocate for myself.

Introduction

Emily (02:02): Welcome to the Personal Finance for PhDs Podcast: A Higher Education in Personal Finance. This podcast is for PhDs and PhDs-to-be who want to explore the hidden curriculum of finances to learn the best practices for money management, career advancement, and advocacy for yourself and others. I’m your host, Dr. Emily Roberts, a financial educator specializing in early-career PhDs and founder of Personal Finance for PhDs.

Emily (02:32): This is Season 19, Episode 7, and today my guest is Wen, a recent PhD graduate in plant pathology from the University of Wisconsin-Madison. Wen came to the US for her master’s degree immediately after finishing undergrad and started learning about the US financial system, even though she had an avoidant money mindset. After overdrafting her checking account, she realized she needed to take control of her finances, start thinking long-term, and work toward financial goals such as investing inside a Roth IRA. Alongside peers, Wen negotiated the research assistantship stipends in her department, and they were ultimately given a 13% raise. She has subsequently applied those negotiation skills in other arenas. Finally, Wen explains how she pursued a career in tech transfer, starting with professional development and an internship during grad school.

Emily (03:24): I have a quick update for you on the tax return preparation workshops that I’m offering next spring. I’m super excited for my planned live in person workshops in California and Colorado and also my live virtual workshops for universities in Minnesota, Missouri, and New York. I’m sure there will be many more universities offering my asynchronous workshops as well. If you want to learn if your university is already on my list for a live or asynchronous workshop or want to help me get one offered at your university, please email me! You can reach me at emily at P F f o r P h D s dot com. You can find the show notes for this episode at PFforPhDs.com/s19e7/. Without further ado, here’s my interview with Wen.

Will You Please Introduce Yourself Further?

Emily (04:25): I am delighted to have joining me on the podcast today. Wen, who is a postdoc in tech transfer at a university in Texas, and she’s going to share with us about her sort of financial transition to the United States as an international graduate student and now postdoc. And also about, uh, her pivot to the field of tech transfer. So that’s really exciting. Uh, Wen will you please introduce yourself a little bit further for the audience?

Wen (04:50): Yes. Uh, thank you Emily. Um, my name is Wen and I’m a recent PhD graduate, uh, from University of Wisconsin Madison, and my major is plant pathology. And, um, when I started my PhD, uh, four years ago, um, I, I wasn’t sure about much about financial situations and all my career plans, so I’m glad, um, things are work out, uh, currently and, uh, really, um, happy to share with people in the, uh, going through grad school. Um, so yeah, and I currently start, I just started working as a tech transfer early professional as a postdoc position at university, uh, in Texas and help researchers to protect their, uh, IP and licensing the IP to, uh, the, the industry. So it’s quite interesting and fun new, um, career for me.

Finances During Childhood and Young Adulthood in China

Emily (05:57): Yeah, that is great. Tech transfer was very intriguing to me when I was in graduate school as well, and definitely a career that I considered, uh, before starting my business. I want to actually take a step back and would you please tell us a little bit about how you grew up and your young adulthood, at least in terms of your finances, um, up until the point that you came to the US so we can understand a little bit of your background and your mindset?

Wen (06:20): Yeah, so I came to United States in 2018 when I finished my college back in China, Beijing. So before that, um, before I was 22, I spent my whole life in China. So I would see that the bigger picture of how I grew up is China was, uh, developing country and we have fast economic and financial growing throughout my, the, that two decades is I live there and how that affect my early, uh, adult year is we, not only me, but my parents, they went through a insufficient, uh, lifestyle to kind of going to be self-sufficient and to industrialize and to eventually abundant, uh, lifestyle. Um, I think that affect me in the way that okay, situations always change and I don’t feel like I need to plan for financial situation when I grow up, especially rely on my parents. And that’s quite Asian family culture, um, that parents help children to, uh, uh, fund that college and find job and, um, kind of help them to establish their, the family, new family in the future too. So I don’t have many financial literacy, uh, when I came into u uh, the, the us. And another personal, um, background about my family is my parents they are, uh, they own a family business, so they always talk money, um, in our private family life, and they would argue and things get stressful. And when I went to, uh, sleep a lot of times, and I think that just make me, doesn’t feel positive to talk about money or thinking about what can money do. Um, yeah, so I don’t consider much about learning financial stuff, uh, even in college, uh, when I make, uh, decisions on what to study. So I just follow my interest in biology, went to, uh, plant pathology and decide to pursue higher education. Um, because I wasn’t thinking about making money, it was kind of a hard topic for me to discuss or openly to look into what do I need to do? Yeah. Until I, uh, came to United States and explore things on my own here.

Emily (09:15): Yeah, that’s really fascinating. And I’m sorry if this is like overly like reductionistic, but it sounds like you developed a bit of an avoidant mindset around money because both of being provided for by your parents and in an increasing lifestyle over time, right? Things are getting better and better lifestyle wise, and also because of the stress that money, um, caused in your household and that you absorbed some of that. And so that sort of came together to be like, well, it’s, it’s all okay and I don’t wanna think about it. Does that make sense? Yes.

Wen (09:46): Yes.

Adapting to the US Financial System

Emily (09:47): Okay. So then there’s a big shift right when you get to the us. Can you tell us, uh, about that and, and how it happened and how you were feeling and how you adapted to this new system?

Wen (09:59): Yeah, so when I came to us, I started my master program in Ohio State. Um, and I was awarded the research assistantship, so the regular RA stipend to start. Um, and it was quite efficient for me to, uh, start living there because, uh, to cover rent and, uh, groceries. Um, I was just excited to just experience all things. Um, and I got my first credit card, uh, when I came to United States. It’s not a thing in China. Um, and I got my first a used car, um, in my second year. Um, but I think there is a, there was a turning point when after I pay my, um, car payment to buy the car, my bank account, I didn’t realize it went to negative. Um, and I got, uh, a fine of the overdraft fee, $39. I still remember that. So I went, um, really anxious. I’m like, how could this happen? And, uh, the bank can just take, uh, overdraft fee from me. And, um, I think I was able to argue with them saying, Hey, it was my first time I was, I was new to this system. So at that point I realized, okay, like, um, I need to take serious on my situation. I need to plan and budget very well to buy things, um, and know how much number in my account, how much do I have. And, um, so I’d say more and, uh, during Covid I moved to Madison, Wisconsin, which is a higher cost of living city, um, for grad student. Um, I just starting to saving even more, um, for the moving and, um, adjust to their high rent here.

Emily (12:15): Can you say a little bit more about how you got into that, more of like long-term or annual planning? Um, because I can imagine that’s a really, that’s a really difficult thing for someone who’s, you know, within a year or two of being financially independent from their parents. I know it took me several years to start sort of pushing that time horizon out for the planning, right? Like, did you use any like tools or, I don’t know, anything that would help someone else who’s going through that transition?

Wen (12:45): So at beginning I do ha- uh, in my first year in Madison, I want to focus on getting to know my own financial habits, uh, tracking my spending, and I just downloaded very simple, um, Excel sheet from the website to track down my spending. Um, and I realized I eat, uh, a a I spend more money take out and, uh, some online shopping and necessary fashion stuff, um, into some unnecessary items. Um,

Emily (13:28): Sounds pretty typical pandemic spending though, right? <laugh>

Wen (13:32): I know, and investing couples hobbies. Um, yeah, I think those the first step is getting to know myself and, um, get rid of their, the spending. I didn’t realize I, I was, I was doing. And then I figured out if I want to save extra, um, cutting spend, it’s one thing. And another thing is I found some resources on campus. Um, back then, we do have international student group that, uh, we will go to their, uh, local food pantry that’s on campus. Um, and there are very fresh produce. We’ll go weekly with, uh, a bunch of international students and we, it’s just like, uh, grocery shopping and I will, I got save quite a lot of money from that. And sometimes our dining hall, um, they will have extra dining food and they will pack very well and give to students. I think all this, um, on campus activity, uh, on campus nresources help me allow to save some, um, necessary spending as well. Um, and it’s a way for me to find my community that time.

Emily (15:03): Yeah. Thank you so much for, for sharing that. Um, is there anything else that you wanted to add about kind of adapting to the US um, financial system?

Wen (15:12): I think getting the social security number and um, just a first debit card was, uh, essential for us to get paid. Um, and establish that is very important, especially, um, I need the social security number to apply, uh, the credit card later and, um, be aware that having credit card is essential for, for future, like the credit scores, um, which I wasn’t educate, educated, uh, in that perspective back in China. We don’t use credit score. Um, and also I just think it’s extremely more important for international student have the emergency, um, savings because we don’t have, um, the, the, the support that domestic students have, um, and always have that saving would just help so much. Um, and at the same time take advantage of the health insurance, the benefits that, uh, come with our student staff. And I always use my dental and vision and um, uh, insurance, um, coverage every year. Um, so those are now counted by numbers, but they are financial. Um, they could be financial spendings in the future. Um, yeah.

Stipend Increase During Grad School

Emily (16:53): Yeah, that’s great that you have that insurance provided you by your program. I know not everybody has that, but it’s something that more and more programs are adding if they don’t already have it. So I believe you told me in advance of our interview that you increased your stipend during the course of graduate school. Can you tell me how that happened?

Wen (17:10): Yeah, I think, uh, it’s just a, a process of negotiation between our grad student, um, group, uh, with our department. And when I started my PhD four years ago, uh, we had that huge inflation that like about 8%, um, that year. So I realized our department only increased like about 2% into the student stipend that year. Um, and the something I think it’s critical is timing. Um, most of the universities, or at least our department will decide how much to pay the year ahead for student. So for example, this August we, the department will submit their budget for next, um, next year’s, next fall students, um, payment. So I just couldn’t, um, thinking about like this lack of, um, catching up <laugh> eventually just will make our stipend pay so behind, um, the current raise of rent. Um, so in my first year I realized this financial hardship, but I think we started talking about it. Um, and until second year, I actually joined the student body, uh, kind of our grad student council, and I initiated more discussion. We talked to other departments, grad students as well. Um, and eventually I designed a survey, um, right after actually, uh, nature published a paper on the graduate student stipend survey results. Hmm.

Emily (19:17): Was that the biology PhD stipends one?

Wen (19:21): Yeah, I think so. It has a bunch of, um, PhD programs, data that related to our program.

Emily (19:29): Yeah.

Wen (19:29): Uh, entomology, plant pathology, horticulture. So

Emily (19:32): We’ll link to the episode that I did with the, uh, one of the co-founders of that, uh, database. So we’ll link to that in the show notes.

Wen (19:39): Yeah, that’s awesome. Yeah, I think getting the information about what’s going on with other universities really help us to push this forward. So I, um, we made, I made a survey about what’s our current inflation rate and cost of living in Madison specifically, um, and stipend numbers we quote from their PhD stipend.com, uh, a bunch of data and make, make, uh, we make a very informed, um, survey plus it, uh, plus like collection of the students data points. And we made a report, so we were able to present a report at our department meeting before they make a decision. And, um, you know, it’s hard to, um, really let them to, um, because they have their budget, uh, difficulty as well. So we will patiently, um, talk about this with our department, um, faculties and administrations, and I think we got their feedback. They want to, uh, so we ask more data from other universities, similar program, um, you can say like a competitor of our programs administration, uh, admission. So I think after two times, like monthly meeting like that, we were able to, they devote, um, increased stipend, um, about 13%, um, which includes a percent inflation and 5%, um, extra for their cover, our student’s fees. It’s, it’s like their activity fee we pay for the university. So our department, uh, help us on that. Um, yeah, so we got, uh, got a pretty good raise on that. And the good thing is, um, it didn’t make our students happier and, uh, have stronger adminis admission data to attract prospective, uh, students applicants. Also our, um, nearby like close program, they were able, the student body were able to kinda refer to what we do, we did and, uh, start some conversation with their department. So yeah, I, I think it was something that, um, really amplify, um, what I think that time was important. Just voice out, um, what we need as grad student, um, and, um, extra, uh, hardship for international student that time.

Emily (22:44): Yes, I love that example so much and I’m, I’m so glad to hear this story as well as we’ve heard a couple other similar ones on the podcast about departmental level negotiation.

Commercial

Emily (22:56): Emily here for a brief interlude! I’m hard at work behind the scenes updating my suite of tax return preparation workshops for tax year 2024. These educational workshops explain how to identify, calculate, and report your higher education-related income and expenses on your federal tax return. For the 2024 tax season starting in January 2025, I’m offering live and pre-recorded workshops for US citizen/resident graduate students and postdocs and non-resident graduate students and postdocs. Would you please reach out to your graduate school, graduate student government, postdoc office, international house, fellowship coordinator, etc. to request that they host one or more of these workshops for you and your peers? I’d love to receive a warm introduction to a potential sponsor this fall so we can hit the ground running in January serving those early bird filers. You can find more information about hosting these workshops at P F f o r P h D s dot com slash tax dash workshops. Please pass that page on to the potential sponsor. Now back to our interview.

Low Stipends and High Costs Impact International Students Most

Emily (24:13): So you just mentioned, especially if you’re international students, so like the way I view this, you can tell me if you agree, um, is that in that period of high inflation or I’d really any time when stipends are not keeping up with basic cost of living expenses, um, the international students are the ones who suffer the most because domestic students have sort of financial pressure release options, which are, you can get a side hustle. I mean, they, your department may not like it, but it’s legal. You can do it. Um, and or you can take out student loans. And these are just not available at least to the, you know, 90% are not available to international students. And so it’s so much more important for the international student community together with domestic students to do the type of negotiation that you just outlined, which is, let’s just raise the stipends. Can we just get these stipends up to a decent level? Do you, do you agree or like, what are your further thoughts on that?

Wen (25:06): Yeah, I, I totally, um, agree on that as well. We’re, as international students, we are restricted to apply for certain funding and look for a, a, a second shift and make extra money. Um, but I, I will say that, um, getting to know the resources out there is still, um, skill to, uh, develop, even though there are, are limited. Um, for example, that’s something related to my stories about professional development and career planning as well. Um, there are, you know, all kinds of event provide free lunch, pizza, <laugh> free dinner. So I, I try to, um, take advantage of that. Um, and it’s also a form of connecting to other students getting to know what’s going on. Um, yeah, I think be resourceful even we are restricted is, um, I think one day it, it just extra skills we develop make out of the, the, the situation. Um, yeah, so I was involved, uh, in a professional development, um, student organization called <inaudible> on campus. Um, so this is an organization help grad students, postdocs to practice, um, um, commercialization of technology. So it’s really something I really want to develop. And, um, in this, uh, organization, they hosted event to, um, work on project and they gave micro grant, which is a grant. Um, I will buy linking per, uh, subscription and take professional headshot and only use for professional development events. Um, so yeah, that covered a lot of my, um, let’s say unnecessary spending, um, that I wouldn’t spend, I wouldn’t have the capacity to spend out on my personal account, but it’s important for me in the future. Um, so I think take advantage of the resources, uh, like that will, um, be very helpful.

Financial Goals During Grad School and Beyond

Emily (27:53): Yes. Thank you so much for adding those examples. For sure. I totally agree. Um, okay, so your stipend is increasing <laugh>, it’s, it’s at least catching up to, you know, the, the damage done by inflation. Um, can you tell us about some of the financial goals that you pursued during graduate school or since graduate school?

Wen (28:10): Yeah. Um, I wouldn’t say I have a specific number to target, but I know that I want to save as much as I can and start, start investing. Um, so it’s more like explore- uh, -ation of what’s going on in the market and where the, uh, where the places and learn about all the ETF, um, and the fire movement and write books about, uh, investing. So set up, um, investing, um, with, with the, the stipend I can save, um, I, I try to, because my pay is biweekly, so I set up other automatic transfer to my saving and, um, brokerage account biweekly. Um, just couple, just not couple hundred. I think like it’s, it’s probably 10% on my paycheck each time it comes through. And I have a individual investment account and a Roth IRA in investment account. Um, and yeah, I, and mostly just looking to their, uh, VOO S-P-F, um, their ETFs, um, trying to not, uh, yeah, I don’t do like day trading and all that. Just put money in there in, uh, in there.

Emily (29:52): Sounds perfect to me. That’s the type of investing that I teach and that I, um, subscribe to. Um, what brokerage firm or firms do you mind me asking? Um, did you open your Roth IRA with or, and or your taxable brokerage account?

Wen (30:05): So, yeah, <laugh>, um, first I think, uh, firstly I use Robinhood for my individual investment account because I think it was, uh, a fun app, uh, for me to get started and to get motivated. And I, I really enjoy, simplify their investing, um, using that app. So later I got to know more about, um, the long-term investing opened. I opened uh the Fidelity, um, uh, Roth IRA and the individual accounts I transferred my, uh, the investment from Robinhood to, uh, fidelity. Um, and one thing I think about learning out this is just finding the community of people comfortable in sharing that and learning that, and listen to your podcast. Um, really at beginning of my PhD to realize, okay, I need to, uh, pay attention to my PhD stipend. I think Sam, someone shared at a grad school workshop thing, so I clicked and I subscribe, and later I did follow some podcast, her 100, uh, her first 100k writes books about like the most important thing about investing. Um, and I think I started action, just got to know people have a similar background like me. Um, there is a website called Women Overseas built by, um, Chinese, um, Chinese Women Study abroad, work abroad. And that’s really the community. I learned a lot of these things from, they will share from life to work career and, and investment. And I, yeah, I think I learned a lot from them, from their experience. A lot of the members, um, in that Open Formula firm room, they started working for years. So it was really good experience to to set up myself to that path too.

Emily (32:26): I love it. I love that, you know, my podcast became a springboard for you to investigate, you know, the subject further, and that you found a community that was like exactly, exactly what you needed. And, ugh, that just makes me so happy. I’m so pleased. There’s such a huge amount of resources, financial education related areas now, um, that kind of, everybody can find their community that reflects, you know, who they wanna see and who they wanna be. Like, and I, I get to be one of the voices in the PhD space, but then, you know, everybody has multiple aspects of their identity, so like we can expand beyond that. And oh, I just, I love that so much. Um, is there anything else you wanna add about the financial goals you’ve, uh, pursued during graduate school, aside from the investing ones?

Wen (33:08): Um, yeah, I, I think I want to circle back, um, the negotiation again. Um, I want to, uh, emphasize, um, negotiation. It’s not only like what the stipend could be like, I think every grad student could ask more from their pi, um, you know, sponsor me to this conference. This is a good workshop I want to do, and this is a career event I want to attend, and can you sponsor me? Can you cover that for me? Um, and there’s everything there, there’s a lot of things online, talk about negotiation, everything. So I, I do want to share that. Um, when I purchased my second car, um, I watched a bunch of videos on YouTube, how to talk to the dealership, and just, um, trying to negotiate the best option for myself. Um, it was a quite funny, like real life big purchase that I went to the dealership, uh, and the dealer just said, I’m a innocent, uh, foreigner. <laugh> doesn’t, didn’t know what’s going on. And, um, so I think I, um, really take advantage of negotiation and know that what’s the best for me and, um, argue that, um, those, those terms and, um, yeah, I, I learned a lot of from practicing, uh, negotiation and, um, advocate for myself.

Current Postdoc Position in Tech Transfer

Emily (35:00): Love it. And that’s a skill you’re gonna be using literally throughout the rest of your life. So it’s fantastic too, um, master that early. And especially I know that the cultures around negotiation are very different. So especially to understand how to do that in an American context, it’ll be received <laugh> by other people in, in this, uh, in this culture. Um, that’s awesome. Okay. Let’s talk about then your current postdoc position and how you got to it and why you chose to, you know, make this pivot to tech transfer. And you already mentioned earlier that, you know, there was this specific professional development group that you were involved with. So maybe you could start back there with like, the preparation and then, you know, like your choice in like, getting your new position. 

Wen (35:38): Yeah. So I would say like, compared to financial goal I had at, um, beginning of my PhD, I’m more really like clear about my career goal. Um, and I took PhD as one of a professional, um, period, um, in on my resume. So I don’t think I, I don’t think I’m a student, uh, in school. I think it as a, a career I’m at right now. So I know that I am not the best person, um, best on myself to do bench science when I went in, uh, grad, uh, the PhD program here and I want to connecting people and I want to bridge the science and market, um, gap. So I know that my goal long, uh, like four years later, my PhD after PhD, I want to do that kind of thing. Um, but I learned lot doing science and talk about science. And so I think I have that goal just over my head and took other opportunities, uh, in the professional development organization. And I took extracurricular, uh, courses, um, I P, uh, that taught by another, um, economic department. And then that lead me to an internship on campus at our tech transfer office. Um, and I learned, uh, really through their internship that one year time and, and got and just confirm my interest in tech transfer space. I really enjoyed talk to scientists and, uh, about their innovation and on different, um, topics of projects and then connecting that idea to their, the, the market, what could we amplify the value of research, um, and, and license this patent. So I think like networking, uh, in, in that space and outside our university and connecting to other tech transfer office, um, just, it was a great, I talked to a lot of PhD working in that space, really see myself can make that transition. Um, so that’s what I did. I applied and talked to people and eventually landed this tech transfer, um, role. And I think it’s very, um, a good fit for me to, uh, really combine my interest in the science background.

Emily (38:34): Yeah. I love how you emphasized like we’re not in a PhD program simply to finish the PhD and do research. I mean, if that is exactly in your professional goals and you wanna just keep doing research in that area and you’re gonna stay in academia or you’re gonna pivot to something really, really close. Actually, my husband followed that path. Like his research is very close to what he did during graduate school research wise. So like, it was a good preparation, but if you wanna make any kind of a little sidestep from that, like you need to start layering on those experiences and the, that networking and, and exploration. ’cause of course you don’t necessarily know right away what your goal is going to be your career goal. So it’s, it’s about figuring things out and exploring the space. And I love that you got to do an internship. Did you say it was for a year with the tech transfer office? And so was that like a part-time thing, um, that you were doing alongside your, your normal PhD type work?

Wen (39:24): Yes. And it’s on campus. Um, it’s very flexible, uh, terms of hours with my PhD, uh, advisor’s requirements <laugh>.

Emily (39:34): So it was something you had to again, negotiate with your advisor, right? To take a little bit of time to do that.

Wen (39:39): Mm-Hmm, <affirmative>. Mm-Hmm. <affirmative>,

Emily (39:41): Yeah. Awesome, using that skill again. Um, this is so great. Is there anything else you want to tell us about that, about that career step,

Wen (39:49): Um, about transitioning to a new role or job hunting overall? I think it’s quite, um, a self discovery <laugh>, um, time for, uh, us as PhDs as we are going to this tunnel of focusing things on our field. And then suddenly we have to, I think, set up us to be very open-minded about the careers we’re, we’re, uh, we’re going to explore and I think it’s sometime we got break ourselves a little bit. Um, and it’s okay if we don’t talk in, in our research terms and it’s okay to just talk very, um, I don’t know, simple words. We don’t use scientific words. And, um, and I I think it there, the PhD is, is a, is a journey and that doesn’t represent us going to move forward, um, like connecting with others.

Best Financial Advice for Another Early-Career PhD

Emily (41:06): This is so great. Well, Wen, thank you so much for volunteering to come on, on the podcast to do this interview. And, uh, we’ve gotten so many great stories out of this. I’m really glad that the listeners got to hear, um, about your journey. Um, would you please tell us what is your best financial advice for another early career PhD? And that could be something that we’ve touched on in the interview already, or it could be something completely new.

Wen (41:31): Mm-Hmm. <affirmative>. Yeah. I think just to be able find yourself being financially independent in charge of your finance, um, is extremely empowering. And I have situations about myself going through, uh, co-living with someone and then we broke up and move out. I think all those, um, life-changing decisions need, um, ourselves have their confidence in our financials and now feel obligated to, um, make decisions around others. Especially I think as international students. I, I think the last advice is we prepare to save money for the applying for, uh, work visas EAD card. And if you want to get it on time, um, use a premium, um, service, which adds $2,000 <laugh>, um, to the application. So, um, don’t be shocked how expensive those things can take and, um, make, um, make informed decisions on that. Yeah,

Emily (42:54): I’m, I’m sure you’ve heard this since you’ve been consuming like other financial material, but I just love um, the sort of, uh, mantra or phrase money gives you options. So you’re just definitely able to, um, you know, so fully realize, you know, your potential and get yourself out of situations you don’t wanna be in and you know, pay for that premium service when you need it. Whatever needs to happen if you have the savings built up already. And sometimes we don’t know when we start saving what exactly we’re gonna be using that money for, but it’s just there as like a backstop and insurance policy just to give you, um, options in the future. So I’m really glad that you emphasize that, especially for international students. Mm-Hmm. <affirmative>. ’cause I totally agree that, um, you just, you need a, a bigger pool of money to draw from for it because a lot of expenses that international students experience are pretty large. Um, irregular expenses as I often talk about, about, um, on the podcast, like traveling home, like visa stuff and all that. So thank you again so much for volunteering to come on. This has really been a pleasure to talk with you.

Wen (43:52): Thank you so much, Emily. Thank you for, um, doing this and I, um, really benefit from this podcast and I, I know you will continue to serve a lot of PhD students.

Outtro

Emily (44:17): Listeners, thank you for joining me for this episode! I have a gift for you! You know that final question I ask of all my guests regarding their best financial advice? My team has collected short summaries of all the answers ever given on the podcast into a document that is updated with each new episode release. You can gain access to it by registering for my mailing list at PFforPhDs.com/advice/. Would you like to access transcripts or videos of each episode? I link the show notes for each episode from PFforPhDs.com/podcast/. See you in the next episode, and remember: You don’t have to have a PhD to succeed with personal finance… but it helps! Nothing you hear on this podcast should be taken as financial, tax, or legal advice for any individual. The music is “Stages of Awakening” by Podington Bear from the Free Music Archive and is shared under CC by NC. Podcast editing by Dr. Lourdes Bobbio and show notes creation by Dr. Jill Hoffman.

The Financial Upside to Leaving Academia

September 20, 2021 by Meryem Ok

In this episode, Emily interviews Dr. Chris Caterine, the author of Leaving Academia: A Practical Guide. Chris holds a PhD in classics and worked as a visiting assistant professor before transitioning into a career in the private sector. Leaving Academia addresses the necessary identity shift and practical steps that accompany this process and grew out of the informational interviews Chris conducted. Emily and Chris discuss the financial pressures that motivated Chris to shift to a non-academic career and how to financially prepare for that change. They also discuss the role side hustles and volunteer experiences can play in helping you land a non-academic job. This episode is a must-listen for anyone currently in PhD training or working in academia!

Links Mentioned in the Episode

  • Leaving Academia: A Practical Guide (Book by Dr. Chris Caterine) 
  • Dr. Chris Caterine’s Website
  • PhDStipends.com
  • PostdocSalaries.com
  • PF for PhDs S3E6: How Finances During Grad School Affected This PhD’s Career Path (Money Story with Dr. Scott Kennedy) 
  • PF for PhDs: Community
  • Salesforce.com
  • PF for PhDs S3E10: This PhD Developed His SciComm Career Through Side Hustling (Money Story with Dr. Gaius Augustus) 
  • Dr. Chris Caterine Twitter
  • Dr. Chris Caterine LinkedIn
  • PF for PhDs S2E7: How to Successfully Plan for Retirement Before and After Obtaining Your PhD (Expert Interview with Dr. Brandon Renfro) 
  • PF for PhDs: Podcast Hub
  • PF for PhDs: Subscribe to Mailing List
financial upside to leaving academia

Teaser

00:00 Chris: And when I really stared down that fact it became very, very hard for me to cling to this idea that it’s okay to accept a certain degree of poverty or lack of wealth in being an academic. And to really say, you know what, like actually, I want to have some nice things and I’m not sure I’m willing to be ashamed of that anymore.

Introduction

00:27 Emily: Welcome to the Personal Finance for PhDs Podcast: A Higher Education in Personal Finance. I’m your host, Dr. Emily Roberts. This is Season 10, Episode 7, and today my guest is Dr. Chris Caterine, the author of Leaving Academia: A Practical Guide, which was published one year ago. Chris holds a PhD in classics and worked as a visiting assistant professor before transitioning into a career in the private sector. Leaving Academia addresses the necessary identity shift and practical steps that accompany this process and grew out of the informational interviews Chris conducted. Chris and I discuss the financial pressures that motivated Chris to shift to a non-academic career and how to financially prepare for that challenge. We also discuss the role side hustles and volunteer experiences can play in helping you land a non-academic job. This episode is a must-listen for anyone currently in PhD training or working in academia!

01:29 Emily: Did you know that I run a couple of database websites for collecting stipend and salary information for PhD trainees? The domains are PhD Stipends dot com and Postdoc Salaries dot com. If you haven’t done it yet, would you please take a minute to: 1. Fill out the survey to report your 2021-2022 stipend or salary to the appropriate website? The databases consist of crowd-sourced information, so they rely on the willingness of PhD trainees like you to self-report their income. 2. Share the site with your peers over a social network, a listserv, or a forum website? These websites are super useful for prospective PhD students and postdocs, but they are also often used for advocacy efforts to bolster the case for raising stipends and salaries. Thank you so much for participating in these efforts! Without further ado, here’s my interview with Dr. Chris Caterine.

Will You Please Introduce Yourself Further?

02:32 Emily: I am delighted to have joining me on the podcast today, Dr. Chris Caterine. He is the author of the new book, Leaving Academia: A Practical Guide, and I’m super delighted to have him on because we’re going to be talking about career changes, graduate students, and PhDs and academics who are leaving academia and how personal finance relates to that process. So I’m super excited. Chris, will you please introduce yourself a little bit further for the audience?

02:56 Chris: Of course. Thank you so much for having me, Emily. Again, I’m Chris Caterine, I’m a communication strategist and proposal writer for a global consulting firm. My academic career was actually in classics, which is Greek and Roman literature history and all that stuff. I got my PhD in 2014 from the University of Virginia. And as Emily said, last year I had a book published called Leaving Academia: A Practical Guide with Princeton University Press.

03:20 Emily: Fabulous. And in the book, it talks a lot about your own journey, as well as what you learned from others. And there were lots and lots of interviews which went into the book, which was fascinating. Can you just tell us like quick synopsis, what’s the book about, what do you want the reader to do with it?

03:34 Chris: The book is really designed to do two things. The first thing is that I’ll go to the practical side, which is to say, if you are in academia and you realize that you don’t have a career, a future in academia, which, you know, 93% of entering social sciences and humanities graduate students don’t, then the book gives you practical steps, just put one foot in front of the other and figure out what you need to do to find a new career. Even if you have no idea what that’s going to be. And that practical side of the book again, is good for everybody, not just humanities and social sciences, but STEM folks as well. The other side of the book is almost more psychological or identity-driven. And that’s really trying to get into the mindset of people who can’t imagine having any career besides a professorship. And what sort of, how do you approach what is ultimately an identity crisis, not just knowing what you will do, but not knowing who you will be if you leave the academy. I think those tend to drive more towards the humanities and social sciences side because there’s always been more industry outs for people in STEM. But really it applies to anybody who views academia as vocation and feels called into that line of work and realized since then, that might not be their future.

04:50 Emily: I love the way you described that. And I also loved, I don’t remember if it’s the introduction or something, but you sort of positioned what your book adds to the field already, because I don’t know if I read some of the exact same books you’re referencing, but I read the kind of book that you’re referencing, which is like a lot of like personal essays or like individual stories around careers that people have after they, you know, get out of graduate school or finish their PhD. And that’s wonderful to see examples of what’s going on, but your book is more about, okay, what is the actual like logistically, like, what is the process here? Like what do I actually do to get to that end point that I see as possible? And I really appreciated that. And of course I love, and I’m sure everybody loves that these six chapters have alliteration for all the titles to them.

Motivation for Leaving Academia

05:32 Emily: So there’s, I’ll just read them out because I have the book here. Dread, discern, discover, decipher, develop, and deploy. And I actually found I thought my favorite parts of it were actually in decipher when you were talking about, I don’t know if you use this term, but the translatable skills that you develop in academia and how they actually relate to other jobs you could do later. And I know I’d always heard that in graduate school, you have translatable skills, you can use them later, but like your explanation was just more detailed than anything I’d read before, which I found really delightful, it made me feel a little bit better about the things that I learned while I was in academia. So thank you for that. So, delightful book, and as I said it’s, it was driven by all these informational interviews that you did. And you did more in-depth interviews for the book. But I wanted to know about sort of your motivation for leaving academia. And it’s apparent from the book that finance has played at least some role in that. So would you please elaborate on that?

06:32 Chris: Yeah, really, for me, I think I began accepting that I was going to be leaving academia around age 30. It sounds a little bit cliché, but it was a big transition point, even if I didn’t want to admit it. And I was getting to that stage of life where you know, my wife and I had been married for a few years. We were thinking that we probably wanted to start a family at some point. I just remember looking at all of these jobs I was applying to, you know, I was making $40,000 a year teaching a 3/3 as a visiting assistant professor. And I was applying for jobs like that, that were apart from my wife and I was saying, well, first of all, how do we have kids if we’re living apart, that’s really work. But also like just doing the math and the salary and trying to think, okay, if we’re trying to live in two places, that’s two households, 40, 50, even $60,000 a year like this, just like the math doesn’t work.

07:22 Chris: And on top of that, even if we lived in the same place somehow, you know, solved the two-body problem, because my wife is also an academic, or still is an academic. Even if we solve that, I looked at it and said, you know, I don’t know that my wife and I would be able to give any child or children in the future, anything resembling the quality of life that our parents gave us. And when I really stared down that fact, it became very, very hard for me to cling to this idea that it’s okay to accept a certain degree of poverty or lack of wealth in being an academic. And to really say, you know what, like brass tacks, actually, I want to have some nice things, and I’m not sure I’m willing to be ashamed of that anymore.

08:07 Emily: So interesting. I mean, really what you’re talking about here is a realization of your own values as you grew, you know, towards age 30 and so forth, and realizing that the career, which is one of your values, I’m sure that aligned in some way with your values was in conflict with these other values of what is the standard of living that I want? What is the kind of family that I want? And you resolved, I assume, this conflict by having a career outside of academia that still, again I’m assuming, fulfills many of your values and so forth, but this book is about the process of finding that and landing that career. I’m just wondering, because we’ve heard the story before, a similar story before on the podcast. I’ll refer listeners to the episode with Dr. Scott Kennedy, who similar to you, came into academia, aspiring to the professoriate.

Financial Framework in Grad School

08:51 Emily: And during graduate school got married and actually had, I think, two or three children during graduate school, and realized that it was just not tenable financially and exited academia and found fulfillment elsewhere. So that was a wonderful example, but I want to know. Okay. You just mentioned, you know, as a visiting assistant professor, the $40K salary. Did you know, like back when you were in graduate school, that that was your financial future, if you stayed in academia? Or did you have like a rosier picture? Like what did you think was going to happen?

09:18 Chris: Well, in grad school, I was living on an $18,000 a year stipend. So I figured anything more than that would make me rich. I mean, I literally just thought it’s double the buying power and of course that isn’t actually the case, you know, taxes increase. If you’re living with a partner, like maybe you have two incomes, but you need more space for the two of you. The costs do not kind of move up in a linear way. And so I sort of expected that as my salary went up, you know, in a linear way that the costs would track and they just don’t actually in a lot of ways. And so, I really worked hard to live on that, that $18K a year. You know, it’s funny, I was looking at my pandemic hair, which is getting all too long in the back and I was like, man it hasn’t been this long since graduate school.

10:03 Chris: And I’m like, oh yeah. Like I got one haircut a fiscal quarter for $12 at a place, you know, a 20-minute drive away because I wanted to not put money into that and save it for drinks out, whatever it was. And so I think I just assumed that like my spending was so low that anything that I brought in would let me do infinitely more. And part of that was I was living in a low cost area. And part of that was, I just didn’t understand how those costs scaled, and part of it was that, you know, at age 22 the prospect of kids was a long way off. And then you start thinking about it, you say, oh, I have 18 years to save, you know, $350,000 for college. That’s that’s not going to work right on $40 a year. The math just doesn’t track. So yeah, I think my thinking definitely changed later on. But in graduate school I just assumed that it would be okay.

Financial Strain as a Common Motivator

11:03 Emily: And I think that, you know, you said earlier, oh, it’s cliché approaching my 30th birthday, I had all these, you know, realizations or whatever. But I think that your story, again, is common that as we age, we realize that we want a higher standard of living than what we were enduring during graduate school. And the other thing, you mention this, I think, somewhere in your book that during graduate school, I don’t believe that you were contributing to your retirement. That was something you were able to do only once you had your full-time job and so forth. And so there’s also this like sort of deferred cost, like you’re pushing off responsibility to the future for yourself. And so, yeah, maybe $40K is not actually double $18 K because you have XYZ taxes and retirement and all these other things. Maybe a house, maybe a family, all these other things you want to do. So I totally understand. And it’s the same, you know, experience that I have as well. Do you find that financial strain in academia is a common motivator for leaving academia for other people?

11:59 Chris: Yeah. A lot of people that I’ve spoken with do raise that issue. And I would say that the stories vary a lot. These are some people who say I have a ton of debt, I have nothing in savings. And you know, I’m done with graduate school in three months. Can you help me. And that’s a big ask. You know, I can give advice. I can tell you maybe how to prioritize that three months that you have, but that’s a challenging situation. For other people they see it a little bit earlier on, and maybe they realize that things won’t work out financially, for other people, especially in the U.S., healthcare becomes an issue as well. I would say that that is a big motivating factor for a lot of people. And I think as you do get closer to completing, and as you start applying for jobs and thinking about you know, incurring the cost to move for a jobs that pays you $30,000 like that’s going to cost you a few thousand anyway, you’re kind of burning negative on that deal.

13:06 Chris: I think when people start actually thinking about that or trying it out a few times and seeing how it works out, yeah, the finances do become a big issue. And especially looking at salaries outside of the academy, it’s just wild. I mean, I felt rich when I went from my $18,000 to $40,000 as a visiting assistant professor. And I didn’t realize just how small a salary that was until I began looking outside.

Personal Finance Strain on Contingent Faculty

13:36 Emily: Yeah, my husband’s also PhD and he and I went through a similar thing going from like graduate student to postdoc salary, but then realizing, oh, wait, we’re paying FICA now. Okay. It doesn’t go that far. So I’m actually wondering, so, you know, you mentioned near the start of the interview that only maybe 7% ish of people who start a PhD program will actually end up in a tenure-track job. And I think one of the issues that maybe is not discussed head-on, but certainly indirectly in your book is the problem of contingent faculty, right? So if you get the tenure-track job, then maybe you are on a decent salary path. I mean, I don’t know about your field necessarily, but I have certainly run across many citations of professors making over $100K a year and even $150K or more, but that’s not at the contingent level, the visiting level, the adjunct level. Can you talk a little bit about sort of the strain on the personal finances of contingent faculty, as they’re maybe holding out hope of this, you know this ultimate dream job?

14:38 Chris: Oh, this one really breaks my heart. And one of the things that actually precipitated my move outside of academia was working on contingent faculty issues for my professional society. So that was the first time I really started to look at what life could be like. And when you start hearing figures that something like, it’s like 54% of adjuncts qualify for food stamps you know, like I can’t remember all the statistics off the top of my head now, but I mean, the numbers are really bleak, and you start realizing like, oh my God, this is severe. And as a society, we’re essentially subsidizing these universities that don’t pay people. Like, what, why do we do this? Why do we put up for it? I think the thing that really crushes me so much now, when I talk to people in contingent roles who say, well, you know, I want to try one or two more times is that, you know, they are missing out on the opportunity cost of the situation as well.

15:42 Chris: And it’s like, well, yeah, okay. You can try to get an academic job one or two more times, and maybe you have a, you know, three to 5% chance of getting one, but all the time that you spend on those applications, all the money you spent flying to the conference interview for the job, whatever it is, all of that time and money could be put into other things that could be preparing you for a career that actually makes you happier than being an academic and gets you out from under the thumb of the system that is fundamentally broken. And convincing people that if they’ve bought into the idea that their identity is tied up in being a professor is very, very hard. And there’s sort of only so much that you can do to get people to move past that. And I hope, you know, the early chapters of my book, “Dread,” I give this dire name, title, because I’m trying to shake that sense into some people who maybe are resistant to it. But really, you know, for some people, it is just a matter of coming up and seeing what that’s like. But I would encourage all your listeners to really go out and read some stories of what contingent life is actually like financially. It’s not a good situation.

Commercial

16:53 Emily: Emily here for a brief interlude. If you are a fan of this podcast, I invite you to check out the Personal Finance for PhDs Community at PFforPhDs.community. The community is for PhDs and people pursuing PhDs who want to take charge of their personal finances by opening and funding an IRA, starting to budget, aggressively paying off debt, financially navigating a life or career transition, maximizing the income from a side hustle, preparing an accurate tax return, and much more. Inside the community, you’ll have access to a library of financial education products, including my recent set of Wealthy PhD Workshops. There is also a discussion forum, monthly live calls with me, and progress journaling for financial goals. Our next live discussion and Q&A call is on Wednesday, September 22nd, 2021. Basically, the community exists to help you reach your financial goals, whatever they are. Go to pfforphds.community to find out more. I can’t wait to help propel you to financial success! Now, back to the interview.

Changing Money Mindsets

18:06 Emily: Chris, I know we could stay on the subject for quite a while, and I wish we could, but let’s talk a little bit more about money mindset, specifically for you. So, you know, what was your attitude towards money, practice of personal finance when you were in graduate school, versus did it change later on as you became a visiting assistant professor, as you moved into your non-academic job?

18:26 Chris: So growing up, both my parents were trained as CPAs. I had like a pretty decent financial literacy growing up in that, you know, I knew how to balance a checkbook. I knew how to make at least a basic budget and make sure that there was more money coming in and going out and use that to sort of set my discretionary spending accordingly. So I’d been doing that sort of all the way through graduate school and had adapted pretty well to a very modest standard of living. And I was proud of doing it, and I still am that I did it, but, you know, as time went on, I think, especially with my move to New Orleans. You know, I grew up in Boston, went to school in Virginia. When I ended up in new Orleans, I saw a very different mode of life and people here definitely embrace the better things in life.

19:14 Chris: There’s good music, good food, good drink. And I started saying, wait a minute, like, why am I deferring all of that like a hundred percent? And so my wife and I had made a choice to live in a smaller apartment so that we could afford to dine out in New Orleans thinking we’d only be here for one year. Well, eight years later, here we are. So you know, geography sort of changed my outlook on what I actually wanted to be doing with my money. Not just squirreling it away in the bank, but using it to enjoy life. And I think I also ended up going from being extremely risk averse in graduate school. Just because there wasn’t that much, so if I lost any of it I felt it more, to over time just becoming a little bit more comfortable with risk.

20:01 Chris: And for me, leaving academia was actually a process of embracing risk and embracing financial risk in a way that I hadn’t before. So I had one year left on my visiting assistant professor contract and my wife and I had decided that we wanted to stay in New Orleans no matter what. And we decided to buy a house. And I was terrified of that decision, because we could afford the monthly payments for the next year, but I had no idea what was coming after. I hadn’t really built a good network. I didn’t have good leads on jobs. It was a big question mark, and I actually used that life event to sort of put my back against a wall and say like, if there’s the prospect of losing this house if I don’t figure something out, then I better figure something out. And that was a huge motivator to me. Again I was in a privileged position to be able to do that, but that was sort of the rationale was using sort of a financial tool to push me into a space where I was uncomfortable.

21:09 Emily: I think I’ve heard this referred to as like a commitment device. Like there’s going to be some real big downside if I do not follow through on my goal of X, Y, Z. I’ve heard it in a lower stakes situation than home ownership, but I think this qualifies as well. And, you know, I think what you said earlier about the opportunity cost of that particular example, the opportunity costs of staying in a contingent faculty position, doing 1, 2, 3 more cycles on the job market. There’s also a major opportunity cost to graduate school. There’s also a major opportunity cost at staying at these lower salary levels. So you said, you know, I had to think about risk in a different way. I had to be willing to take on more risk. There was implicit risk in what you were already doing, but it probably wasn’t forefront in your mind, right? Like the risk of spending years and years and years pursuing this career that was not working out financially, was never going to work out financially. But it’s so hard to see that. It’s hard to see graduate school as opportunity cost.

22:11 Chris: It is. And I think the biggest challenge with the PhD right now is really that if you want to be a professor, it is a credential that you need to get. So if you want to keep the professorship open as a possibility for your future, that is the only path you have to do it. And yet, the vast, vast majority of people who get a PhD, can’t become professors. And I think because of that tension, people do get sucked into this mentality that you just need to forge ahead. And anything that you do that deviates from your scholarship or your teaching is ultimately going to be lessening your odds of that thing that you’re working towards. So it feels like a risk-averse position to be overly narrow, when actually it’s not.

Preparing Finances for Leaving Academia

23:00 Emily: Very well phrased. You mentioned earlier an example of, you know, someone coming to you for advice who has three months until they’re not being paid anymore and they have a lot of debt and so forth. And you’re saying, oh, it’s a short timeframe. We can do something here, but let’s say that, you know, some listeners have a longer timeframe, a year or more before they’re thinking about exiting academia. What can that person do to help prepare their finances for this process of leaving academia?

23:30 Chris: I would say, you know, save every penny that you can because at a certain point, you can actually buy time. And what I mean by that is that if you have, you know, three months of expenses in the bank, then even after your last paycheck hits, you will not necessarily need to take the first job that comes your way. And if you are making a major career change, you know, from a planned academic path to something totally different, it is likely that the first offer that you get is not going to be a job you want. And, you know, I cite these examples in the book, but I was interviewing for jobs to pour samples of beer at the grocery store. I was offered a job to sell life insurance, which seemed like a really good idea going through the interview process until I stopped to think about it and then said, wait a minute, like actually this whole thing, the financial arrangement that they put before me was a scam.

24:32 Chris: And I had, you know, friends and family fortunately say like, yes, we didn’t want to be discouraging, but that would be a bad idea. And because I had some savings in the bank because I had a partner with a stable income, you know, we’d looked at the numbers and said, okay, I can probably wait three to six months after that last paycheck. And then at that point I’ll need to shift my mindset into another, take anything that’s available or, you know, begin looking outside of New Orleans and consider potentially having to uproot. But the more you can save, the more flexibility you will have to make a sort of a positive choice at that end game, instead of being backed into something that you’re not totally happy with.

Benefits of Pursuing a Side Hustle for Skill-Building

25:16 Emily: I am in total agreement. And if someone were to follow this process in your book, it’s very deliberate and it takes a good amount of time, not just like the number of hours, but sort of longitudinally for you to be able to process and understand what’s going on and make the networking connections and so forth. It takes quite a bit of time. So to give yourself that runway, it’s the same thing with entrepreneurship, give yourself a runway before your paycheck ends, or, you know, if you can give yourself runway with savings, the more you can, the less of a desperate situation you will end up in eventually. And hopefully, as you said, you can make a positive career choice. And so I really enjoyed that you talked about in the chapter “Develop” how a side hustle can further this whole process. And I think in that chapter, you were specifically citing side hustles as a way for you to sort of add to your resume, add more experiences, demonstrate your skills, that sort of thing. But I think that side hustles could probably be helpful in multiple stages of this process of leaving academia. Can you talk about the benefits that you’ve seen of pursuing a side hustle?

26:18 Chris: For me, what I will say first of all, is that in graduate school, the only side hustle I had was tutoring, which was great because it got me some extra money, but it was also a really foolish thing to do because it didn’t get me anything besides that money. Like it didn’t actually make me a better teacher. It didn’t develop any new skills. It just sort of deepened my presence in a space that I was already in. So if you’re thinking of doing that and like, you just need a little bit of extra cash. Okay, fine. But again, think about opportunity cost. How could you spend that time? Could you get, you know, more than $15 or $20 an hour tutoring to do something else? You know, in that regard, I got lucky. I had a neighbor and a close friend who had a small business.

26:59 Chris: It was him and one other developer. And he just needed somebody to help with website development and like maintaining his books and like doing all this stuff that I had no idea how to do. And I knew him well enough that he said, well, I can pay you. I think he gave me 15 bucks an hour, and he said, “you know, I know that like me giving you $15 an hour to do it is going to free up time for me to bill my clients. And it’s going to let you learn some skills. And it’s probably, you’re going to figure it out faster than somebody I’d pay $35. So I’m good.” Now I got lucky with that situation, but it was great because I brought in a little bit of extra money, but I also began thinking about, okay, how do you sell a business service to a buyer who is probably resistant to incurring that expense in the first place?

27:50 Chris: Where do you go to advertise to small and mature businesses for kind of a small salesforce.com development group. So I began thinking in all these different ways, and it turned out that all that practice talking about technology services for maybe skeptical business audiences really paved the way for the stuff I’m doing now, where most of the time I’m working on proposals for big technology for the patient. I had no idea that would pan out, but that’s sort of how it did. So I think, you know, to get back the core of the question, how can side hustles really help? You don’t know how they could help. But I think you want to use them as a way to simultaneously build new skills and make some extra money. And if you let them do double duty, then that’s great.

28:47 Chris: My wife has a saying now which is like, she doesn’t do anything that doesn’t count twice. And if she can’t kind of apply it in two places, it’s not worth doing because the time investment is just too high. So I think that’s a really good attitude to take as you’re exploring new careers, as you’re trying to, you know, make extra money in graduate school or even beyond graduate school. You know, tutoring, you know, working in a restaurant, all that stuff can, yes, get you money, but is it going to be advancing those other career objectives that you have? If the answer is no, then you might want to think again about how to balance that equation.

Career-Advancing Side Hustles

29:24 Emily: Yeah, you’re absolutely speaking my language here. I have an interview with Dr. Gaius Augustus, which we’ll link in the show notes, where we talk through this framework that I have thinking about how valuable a side hustle will be to you. My favorite side hustle, I call career-advancing side hustles. Double-duty, as you said, it brings in money and also helps you demonstrate a skill, learn a new skill, have another line for your CV, expand your network, anything like that. And I think what was interesting about your example of, you know, keeping the books for your friend’s business is that you didn’t know how that experience was going to advance your career. And it turned out it did, in retrospect. And I think that just speaks to the benefit of like trying something new. And as you said, instead of staying in the same space that you already know tutoring, you know, it’s in your wheelhouse already, try to stretch yourself a little bit and it’ll spark new thoughts and it’ll spark new perspectives.

30:13 Emily: And so, yeah, just give some new things, a chance. And I noticed from that chapter of your book, it seemed like you were pursuing this side hustle, maybe, you know, some other volunteer experience and so forth over a fairly short period of time. And you got a lot out of it over just like a few months, six-month period or something. And so it doesn’t have to be like, oh, I have to set this up and do it the entire time I’m in graduate school. No, just try something. You know, see if you benefit from it. If it’s good pay and you do, keep doing it. Or if not, try something else. Just experiment with it.

30:40 Chris: Yeah. In software development, they have this concept of failing fast. And the idea is that it’s good to experiment and try little things. And like the sooner you find out something doesn’t work, the sooner you can stop spending time doing that thing. And so, I think that sort of agile and iterative approach to trying new stuff to build career skills is absolutely the right path.

31:01 Emily: I think the other benefit is that, you know, working for your friend’s business for a bit, it gave you some language probably that you didn’t have before. Not just the skills, but just that practice, as you said, of speaking with people you weren’t speaking with already inside academia and just that diversity of experience helped you, ultimately, you know, get the job that you have, because I know you said in the book that it took practice to change the kind of language that you use the kind of speech that you used from what you were used to in academia to what was acceptable in the business world, and that exposure can help a person, you know, along with that process.

31:33 Chris: Yeah. It’s maybe expected that a communications strategists would say that like career changes ultimately come down to communication. But in this case, I really do think that that’s the biggest challenge, is just that academics speak their own language, their own jargon. We have ways of interacting with people that are different from the world outside. And until you go out there and learn how other people speak and behave, the like trying to translate is a fool’s errand. It’d be like me trying to translate Latin into Mandarin. I can’t do it until I know Mandarin.

Best Financial Advice for Another Early-Career PhD

32:06 Emily: Chris, this has been such a wonderful conversation. I’m so glad you came on the podcast. I know we’re leaving the listeners wanting more. So where can they find you and where can they find your book?

32:15 Chris: So I’m available on Twitter @clcaterine, also on LinkedIn, Christopher L. Caterine. My book is available from Princeton University Press on Amazon and also at local independent bookstores.

32:27 Emily: Very good. And by the way, hat tip to Dr. Brandon Renfro who connected us, and you can listen to his episode, we will link that in the show notes as well. So Chris, the question that I ask all my guests at the end of our interviews is what is your financial advice for another early-career PhD? So would you please share that with us?

32:44 Chris: You know, we looped this earlier and I think budgeting is a really valuable tool and you should absolutely do it, but sort of don’t be tricked by thinking that the budget that you set for yourself as a graduate student is going to scale up. And yeah, you know run models, figure out what you might need to have the sort of life you want to live, and use that to figure out what kind of income you would need from a job to live that life. And if you have real data that backs it up, you can be really targeted in the jobs you pursue, both inside and outside of the academy, and find a career that works for your life.

33:21 Emily: Yeah. And I think that’s a wonderful exercise to couple with all the exercises that you lay out in your book. So thank you so much again for joining me on the podcast today!

33:29 Chris: Thanks so much for having me!

Outtro

33:37 Emily: Listeners, thank you for joining me for this episode. PFforPhds.com/Podcast is the hub for the Personal Finance for PhDs Podcast. On that page are links to all the episode show notes, which include full transcripts and videos of the interviews. There is also a form to voluntee to be interviewed on the podcast. I’d love for you to check it out and get more involved. If you’ve been enjoying the podcast, here are four ways you can help it grow. One, subscribe to the podcast and rate and review it on Apple Podcasts, Stitcher, or whatever platform you use. Two, share an episode you found particularly valuable on social media, with an email list listserv, or as a link from your website. Three, recommend me as a speaker to your university or association. My seminars cover the personal finance topics PhDs are most interested in like investing, debt repayment, and effective budgeting. I also license prerecorded workshops on taxes. Four, subscribe to my mailing list at PFforPhds.com/subscribe. Through that list, you’ll keep up with all the new content and special opportunities for Personal Finance for PhDs. See you in the next episode! And remember, you don’t have to have a PhD to succeed with personal finance, but it helps! The music is Stages of Awakening by Podington Bear from the free music archive and is shared under CC by NC. Podcast editing by Lourdes Bobbio, and show notes creation by Meryem Ok.

This PhD Entrepreneur Advocates for Universal Basic Income (Part 1)

May 4, 2020 by Meryem Ok

In this episode, Emily interviews Dr. Jim Pugh, the founder of ShareProgress and co-host of the Basic Income Podcast. Jim earned a PhD in computer science and subsequently worked for the Democratic National Convention and other progressive groups. He always aspired to start a business, and his post-PhD work experience inspired him to found ShareProgress, a software product and consulting service. Jim describes the evolution of his business, which now brings him sufficient income to support him in San Francisco in exchange for about 5 hours of work per week. Jim’s observations of changes in technology and the workforce while building his business and newfound time freedom drew him to investigating universal basic income.

Links Mentioned in This Episode

  • ShareProgress Website
  • PF for PhDs, Financial Independence Part 1 (Dr. Gov Worker)
  • PF for PhDs, Financial Independence Part 2 (Dr. Gov Worker)
  • PF for PhDs: Speaking
  • Gusto Payroll Website
  • PF for PhDs: Podcast Hub
  • PF for PhDs: Subscribe
PhD entrepreneur basic income

Teaser

00:00 Jim: As you’re doing something, you’ll see many other, adjacent great things to do as well, but that can so easily be a distraction from actually figuring out, “Alright, what is the core of this successful business going to look like?” And if you let yourself be pulled in that direction, it can really detract from your chance of building something big.

Introduction

00:25 Emily: Welcome to the Personal Finance for PhDs podcast, a higher education in personal finance. I’m your host, Dr. Emily Roberts. This is season six, episode one, and today my guest is Dr. Jim Pugh, the founder of ShareProgress and cohost of The Basic Income Podcast. Jim’s doctoral work in computer science and his experience working for the Democratic National Convention inspired him to start ShareProgress seven years ago. In this first half of our interview, we discuss the growth and evolution of his business, which now brings him sufficient income to support him in San Francisco in exchange for about five hours of work per week. Jim’s observations while building his business and newfound time-freedom drew him to investigating universal basic income. Without further ado, here’s the first part of my interview with Dr. Jim Pugh.

Will You Please Introduce Yourself Further?

01:15 Emily: I am delighted to have joining me on the podcast today, Dr. Jim Pugh. It’s a really special episode for me because Jim and I know each other in real life. He is the older brother of a dear friend of mine and my husband’s from college. And we actually had lunch a couple months ago when we were visiting and had gotten into this really interesting conversation about what Jim’s up to these days, the activism that he does. And it was just really exciting and I could see there was a definite PhD angle there, not just because Jim himself has a PhD but also because what he works on has implications for PhDs. So, we will get into all of that in just a few minutes. So, Jim, will you please take a moment and introduce yourself a little bit further to the listeners?

01:53 Jim: Yeah. Well Emily, thanks for having me on the podcast. My background brings together a few different areas. My academic background is in the sciences. I did my undergraduate and doctorate in computer science, specifically robotics, my doctorate. And following that, ended up getting involved in the political world. And so, I spent some time working on the 2008 Obama campaigns, spent a few years in D.C. after continuing political work out there. And then about six, seven years back decided to take honestly experiences on both those fronts to start my own company called ShareProgress, working primarily with political and nonprofit organizations, providing them with tools and other technical support. And then just in the last few years, I started to delve really in on the activism side of things myself and helped to start an organization that does a lot of work around universal basic income doing both advocacy around that topic and also some policy development work in that field.

What Role Did Your PhD Have in Starting Your Business?

02:58 Emily: Yeah. Super, super exciting. Thank you. Clearly, you have a lot of skills and a lot of interesting experiences that you’ve brought to bear on these most recent endeavors. So, kind of backing up slightly to the business that you started, ShareProgress. How did your PhD prepare you for ultimately starting that business? Obviously, you had some work experience after that point before you started it, but how did the PhD specifically prepare you? Or how did it not prepare you very well for that?

03:25 Jim: So, I would say the PhD itself wasn’t terribly relevant for starting that because I was really in a hard research area and was working on algorithms and models that didn’t have any clear path to monetization to turn it into a company. So, that I don’t think was terribly relevant. What was a bit more relevant is I was involved with, at the university I was working with, which is the Institute of Technology in Lausanne, Switzerland. They actually were making a pretty significant investment in cultivating entrepreneurship amongst their students, both undergraduate and graduate. And so there was a program on campus that was talking a lot about that. And so, I feel like there was some stuff I learned through experience with that going through events, and they had various activities that they would organize. And so, I felt like that it was informative in some ways, but it really was very much focused on taking the sort of research you do through your doctoral degree, through your academic work afterwards and turning that into a company. And my company that I ended up starting really didn’t resemble that much at all because that was much more informed by the political work I’d done and seeing what the needs were in that space. So, there were there aspects around “what does it look like to go through that process?” that I would say generally provided me with some guidance. But as far as the specifics, really not much at all.

Jim’s Entrepreneurship Journey

05:02 Emily: Did you have in your mind at that time that you did want to pursue entrepreneurship?

05:08 Jim: I did. That was something from I think pretty early on in college I realized was an area I was quite interested in. And when I was graduating from undergraduate, actually, I kind of had in my head either go to grad school or do a startup. I didn’t have an idea for a startup, so I said, “Well I guess it’s grad school.” But it definitely was something that I had been thinking about for awhile.

05:34 Emily: And did you initially, when you were getting involved during your PhD program with this training program for entrepreneurship, were you thinking about the possibility that you might turn your PhD work into a company? Or were you already like, “No, that’s definitely not going to happen, but this is just like for future reference?”

05:50 Jim: More the latter. Maybe there were a few moments where I considered something that was closely connected, but in general, that wasn’t where I saw opportunity. I more generally was thinking about, “Oh, I want to do something at some point. And this is an area that interests me and is just an area that’ll be helpful to know more about.”

Relevant Technical Skills Gained During PhD

06:10 Emily: Gotcha. And what about, I guess I could say, your technical chops. Did you use those in your business, or were you always hiring out for that? And then also is that something you got from your PhD, or do you think your undergraduate education was sufficient in that area?

06:23 Jim: I think there definitely was some of that from my PhD. Obviously, as an undergrad I had done a lot in that space, but I think that some of the specific technical skills and areas of expertise–and I think also just generally understanding different technological ecosystems–some of that did come through in my PhD. When I was starting my company, I very much structured it to not have put myself in the role of that technical person because I was interested in really taking on the CEO mantle in the more traditional sense. So, I had hired out for a developer to actually build out our software platform from the get-go. That said, I was being involved in various ways with the technical stuff throughout, and at different points definitely got more engaged on that front. And so, having that background definitely proved to be important and a valuable asset. And honestly, I mean I think those of us who are deeply into tech, and particularly doing software development and whatnot, we think of tech in a pretty extreme way as compared to the population in general. And so, just knowing how to work with various technical systems out there, I know it’s a leap for a lot of people not committed to that space. And so, certainly my background had equipped me well to be able to handle that sort of thing.

07:50 Emily: Yeah, I kind of see this as being a common sort of value of the PhD. You sort of prove yourself in an area, you can work very deeply, you can master something completely. And then after that, a lot of people do take a step back and allow other people to do that kind of work and do more of the management. And that’s kind of the PI model. Right? So, that sort of does apply, in a way, to what you did after. But it sounds like the actual work experience that you had after your PhD with the Obama campaign and so forth, that was what gave you the idea–right?–for what your company would ultimately be. Can you talk a little bit more about that?

Inspiration While Working for the Democratic National Convention

08:19 Jim: Yeah, so the work I was doing, to some degree on the campaign, but in particular when I was out in D.C., I was working for the Democratic National Committee at that point, and we were actually running, effectively, the continuation of the Obama campaign. It was called Organizing for America at that point. And so, my role, I was the director of digital analytics and also web development for the program. And so, it was really paying attention to/digging in on what was actually happening under the hood with all of our digital presence, our social media, our email lists, our website, and so on. And so, I got a chance to see what’s possible, what’s not, what works well, what doesn’t. And one of the observations I had was that so much of our ability to do anything, whether that was raise money, whether it was to try calls to Congress, whether it was to get people turning out in their local communities for events, it depended on us having a wide reach.

09:19 Jim: And that reach, to a large degree, came from us intentionally doing outreach to get people involved. Whether that was big publicity efforts, whether it was paid acquisition online. But then the third category being people bringing in their friends. And actually during that time period, that was really crucial for us that so much of the new people we had coming in, it wasn’t from anything we were doing in particular, it was because our existing supporters were recruiting people they knew to get involved in a campaign and whatever the moment was. And it was an area that there really had not been much investment in as far as figuring out, “Alright, well how do we facilitate, and how do we amplify this?” So, that was really the motivation for my company, which was, “Let’s build some software tools that make this more effective and easier to do.”

How to Gain a Wide-Reaching Audience

10:10 Jim: And so, basically we had a plug and play solution where organizations, as they were doing this sort of advocacy work, they could be encouraging their supporters to be reaching out to their friends through various digital social channels. So, social media, Facebook, Twitter, but also just getting people to email folks they knew and say, “Hey, I’m involved in this really important thing. Will you be involved as well?” And that’s proved very, very effective at bringing in new people, particularly in high-energy moments. And then we allowed organizations to track the analytics on what was happening there. And so they really understood what was going on and actually allowed them to do controlled testing around what sort of messaging they could give to their supporters that made them more convincing, basically, to people they knew. So, when their supporters post on Facebook they could have a couple of different headlines, a couple of different thumbnail images and the system would be able to measure, “Okay, well how effective are those different pieces of content at getting their friends to say, ‘Oh, I’m interested,’ and click through it and get involved.”

Evolution of ShareProgress

11:16 Emily: Yeah. Super scientific approach to that. Right? I’m sure your background helped with that, the design of it. Okay, so that’s around the product that you created. I think you said when you introduced yourself that this was maybe six, seven years ago that you started the company. Two years ago, you transitioned more to doing this advocacy around universal basic income. So, I’m curious about how your role within the company, and in particular the time that you put into it, evolved over that, five-ish-year period.

11:44 Jim: Yeah. So, at the start, the software that I just described, the plan was for that to be the company. That was what we were going to do. I realized relatively early on about six months in that the growth that we were seeing from that wasn’t going to allow us to sustain. And in exploring different investment strategies, the type of company I was looking to build, which very much had a social mission, wasn’t looking to make as much money as possible, as quickly as possible if that compromising that, wasn’t actually a great target for traditional investment routes with startups. And so, what I decided to do was to couple on with that a consulting arm where we would actually work with the same sorts of organizations that we were providing the software to, but a system with either data analysis work or some sort of web design development work, which is similar to what I had been doing out in D.C. prior to that.

12:42 Jim: And so, that actually ended up being the bulk of what the company did for most of its existence. We were able to find clients there. I was able to scale up our staff with that sort of work. And so, while we were doing the software, we were continuing to grow the consulting side of the company. And so, our peak was I think early 2017 we were nine people and most on the consulting side. But it was around that time I had realized–I had known pretty early on, I didn’t really want to start a consulting company. That seemed like where the path to profitability was. But around that time, my interests had started to shift to more of the advocacy work around universal basic income. And we went through some tough periods as far as expectations around business and profits and not matching reality. So, we had to do some downsizing. And so, at that point I actually decided, “This isn’t where I want to be investing my time and effort for the future. So, let’s just ramp down the consultant product company.” And at that point, our software was making enough money that I could support a much smaller staff. And so, over the course of 2017 I went through a process around that. That ended with, at the end of the year, I was having more of a skeleton crew and requiring not very much of my time in order to just keep our software running, or the clients that we had there.

Consulting as a Stage of Growth

14:20 Emily: So, I’m curious, with the evolution of adding the consulting aspect and then winding it down, are you happy that you did that, or do you think that you should have just stuck with the software product kind of throughout that whole time and come to this point where you are now maybe a little bit sooner?

14:36 Jim: Well, it honestly wasn’t an option to do exactly that because we did need the consulting early on in order to make payroll. So, it took a while for us to build up enough of a client base and the software where that was an option at all.

14:49 Emily: So, it’s a stage of growth, then.

14:51 Jim: It was a stage of growth. Whether or not I would have invested as much as I did in that, I think looking at it solely from a business perspective, I think that was probably a mistake. I think that it would have been a better approach to say, “Let’s keep focused on the software. Let’s do this as much as we need to, but let’s not really invest in growing that as the company.” Because I think that in most cases, when you’re trying to do more than one thing, you’re not going to do either of them as well. And so, that would have been the better business decision. As far as from a personal perspective, I think I certainly learned a lot through the whole process. So, I wouldn’t say it was a bad decision from that. It certainly was stressful at times, but I think that it’s hard for me to make a valuative judgment on it.

San Francisco Venture Capital (VC) Environment

15:40 Emily: Sure. I want to say for the context, for the listeners, that you live in San Francisco right now, and you mentioned living in D.C. before that. Did you start the company when you were living in San Francisco?

15:50 Jim: Yes, that’s right.

15:51 Emily: So, you’re in a very different environment than probably most of the listeners who are maybe still on academic campuses, you know, spread throughout the U.S. and other places. So, anyway, I just want to say that because you probably had a lot of exposure just from your environment in things like how to approach for VC funding, whether that’s actually a good idea for your business. You decided that the values that they’re going for are not exactly the values that you were going for. And so it wasn’t a good match there. This is actually something I’ve heard about quite a bit that people elect not to go the VC funding route for various, I guess, “vision” reasons.

16:23 Jim: Well, I should clarify that I did attempt to raise funds for the company with already knowing that there would be certain people I wouldn’t accept money from, certain types of investment that I wouldn’t be comfortable with. But, I was hoping to be able to do it in some capacity and was not successful at it. So, that was part of it. Maybe had I met the right people, those things could have looked differently. But I will say, both prior to that and since then, having observed the dynamics in that space, I see how that would be a challenge for many, many people who are attempting to do something similar. But it wasn’t as though I was equipped to know upfront, “Oh, there’s no way this is going to work.” It was very much a learning experience for me.

Current Role in the Business

17:11 Emily: Yeah, that sounds really great, actually. And you’re still living in San Francisco, so you’re still exposed to all of that stuff. But I’m curious about this decision that you said around two years ago, you wanted to focus more on the UBI stuff and you restructured the business. And now, how much time do you spend working on the business now, maybe per week or per month? And what is your role in it now, exactly?

17:32 Jim: Yeah. Well, I’m still CEO of the business, but to be honest, it probably averages about five hours a week at this point because we want to keep running, we want to keep our clients happy there. The idea is really to have it be maintaining the service rather than doing new things. And so, that just doesn’t require that much work. So, I have an employee who is, basically, like any sort of support we need to provide, is dealing with that, keeping an eye on things, and then myself overseeing things. And that allows us to keep going with that.

18:06 Emily: And to ask kind of a more pointed financial question, but you are supporting yourself entirely off of your business income for which you’re only putting in about five hours a week at this point?

18:16 Jim: That’s right, yes.

Financial Independence and Early Retirement (FIRE) Movement

18:17 Emily: Wonderful. Wonderful set up for you. So, we’ll talk about this a little bit more in the upcoming UBI conversation. But the reason I was kind of interested in your story and sharing it on the podcast is because there’s this big movement in the personal finance community called the FIRE movement, Financial Independence and Early Retirement. In season three, I released a pair of interviews with someone on that subject. And your story, while the FIRE community might not call you financially independent by their definition, a lot of what they’re going for, financial freedom, you have bought for yourself with your business, right? So, there’s a lot of overlap there between the goals of the FIRE movement and what you’ve done for yourself. So, I was really interested in having you on the podcast for that reason.

Business Advice for Early-Career PhDs

18:59 Emily: So, okay, now that we’re going to transition to sort of the universal basic income aspect of our conversation, I kind of wanted to wrap up the aspect of our conversation about the business by just asking if you had to give some advice, if another early-career PhD asked you advice around starting a business, what would you tell that person now?

Advice #1: Talk to People

19:20 Jim: I think just go and talk to a lot of people who’ve been through the process because I think part of the challenge is it does look very different in different situations. And that was something I struggled with early is thinking, “Okay, well, there’s going to be standards around this. And so did a bunch of Googling online for like, “Okay, what is the standard, whether it’s around the equity or whether it’s around other aspects of the business.” And I found some stuff but not as much as I expected. And so, I think that, if you can just talk to a lot of people who have gone through the process, you get a sense of the diversity of ways that can work. And so I think it can give you a better idea as to what the trajectories may seem to be. That was something I know I struggle a lot with, and I think may have delayed me deciding to start a business, is that it just felt too amorphous and scary. Alright, what does it look to get something like this off the ground? And in hindsight, it’s such a simpler process than so much of the work I had done before, but I think that there is that opacity and then those unknowns that make it difficult. I feel like I was not unique in having that perspective.

Advice #2: Find Your Focus

20:33 Jim: And then I think focus is another big thing that I continually struggle with frankly, but I see many, many people struggle with. There’s many great things to do and, as you’re doing something, you’ll see many other, adjacent great things to do as well, but that can so easily be a distraction from actually figuring out, “Alright, what is the core of this successful business going to look like?” And if you let yourself be pulled in that direction, it can really detract from your chance of building something big.

Commercial

21:07 Emily: Emily here, for a brief interlude. I bet you and your peers are hungry for financial information right now, especially if it’s tailored for your unique PhD experience. I offer seminars, webinars, and workshops on personal finance for early-career PhDs that can be billed as professional development or personal wellness programming. My events cover a wide range of personal finance topics or take a deep dive into the financial topics that matter most to PhDs like taxes, investing, career transitions, and frugality. If you’re interested in having me speak to your group or recommending me to a potential host, you can find more information and ways to contact me at pfforphds.com/speaking. We can absolutely find a way to get this great content to you and your peers even while social distancing. Now, back to our interview.

Should Entrepreneurs Move to San Francisco?

22:06 Emily: I’m trying to think about for someone who is, let’s say still affiliated with the university, I would imagine there are some people to talk to there, networking, especially universities that have incubators or something from launching a business out of. But I asked you before about living in San Francisco, what do you think about moving to a place like San Francisco where you can just run into other people who are on a similar path? What do you think about that idea?

22:31 Jim: I mean, I think it’s a very double-edged sword because certainly the density of that happening is a significant asset for a lot of this sort of work. And it is so expensive here that if you’re looking to hire locally, you’re gonna be paying, sometimes easily two, three, four times as much as you’d be paying, not too far away. And so, I think it’s a question of balancing those sorts of things. I mean, I think there are ways, like either if you live somewhere not too far away, where you can go into the city and have those easy conversations in-person with folks, but still be in a place where it doesn’t cost you thousands and thousands of dollars every month to pay for your rent. That could be your compromise. Or, just take the occasional trip out here. Assuming you can afford whatever the travel costs are. And then I think there are other areas where you’re starting to see better density. I don’t really have a great sense for what it actually looks like yet. And I do think that there is a cultural component to why Silicon Valley is Silicon Valley because there’s kind of a pay-it-forward mentality, pretty broadly, where people who have done well are eager to help new people coming in, which I think has made a big difference. But yeah, you get both sides of it.

Advocacy for Universal Basic Income

23:54 Emily: I see. Okay. So, now that you pay for your life based on your business, which you only work in a few hours per week now, I’m curious about this transition that you made two years ago. I mean, you said it was kind of like you became more interested in universal basic income and that movement. You then structured your life so that you didn’t have to work so much. So, I guess the question is, how has your experience of having that business and having that source of income that requires only a very small amount of work at this point or small amount of time, how did that lead you into your advocacy for universal basic income?

24:34 Jim: So, I think there are a couple of different ways that I can answer that. So, as far as what first got me interested in universal basic income, a big part of it was the process of starting my company because I had certain expectations coming in around staffing related to operations, to payroll, to HR services, and expecting that, assuming things at all got off the ground pretty quickly, I would need to be hiring at least part-time help to assist with that. And what I found is that there were all these new online services that automated a lot of that. And so, from the beginning for payroll in the company, we use Gusto. It used to be called ZenPayroll, which you have to plug in the information to start with people’s where they live, their bank account transfer information, what the unemployment insurance rate is in the state. But then every twice a month you just say, “Okay, go,” and it pays them and files their taxes and that’s it. And costs not very much money to do it. And so, that being one example of how technology is allowing us, not just to replace jobs because I think you lose something when you describe it just that way, but is A) definitely changing the way that that work is being done, and B) and this is the thing that really stood out for me, is allowing much smaller groups of people to be able to do far, far more than was true before.

Small Business is the New “Big”

26:14 Jim: Because in the past, if you wanted to start a big company, or I shouldn’t say big, I should say a company that was going to generate a lot of income and wealth, kind of inherent to the process is you would need to involve a lot of other people. And it’s far less true now. You can have a team, I mean if you look at I think, what was it, the WhatsApp team, which is like half a dozen, a dozen people who then sell a company for multiple billions of dollars. Never in human history before could something like that happen. And so I think that was an A-ha moment for me and realizing that things are already starting to and will continue to look very differently than they have in the past and we need to stop assuming that the economic solutions that have been effective before are necessarily the right ones going forward.

27:06 Emily: So, it’s not necessarily just jobs are going away, but maybe some jobs are going away, some other jobs are popping up, the people that create the companies and the software and so forth. Are you also speaking about wealth concentration?

27:20 Jim: Yeah.

27:21 Emily: Gotcha.

Changing Mindset Around Universal Basic Income

27:22 Jim: Yeah. And I think for me, that was as much of a factor as jobs are not. I think we’re used to thinking about the jobs thing, so it’s more clear why that would be problematic if we had only a requirement that 10% of the people have a job. But I think that, particularly as I’ve worked on the issue more, that piece more clearly is a big issue that I think as our systems are structured now is really incompatible with having a fully-functioning society, I would say. Anyway, so that was kind of how I first started to think about UBI, universal basic income. And I don’t even remember where I first heard about the idea. I think I read maybe some piece about the referendum that Switzerland was pursuing.

28:18 Jim: It started back in 2013. But my initial reaction was, “This seems dumb, frankly.” I was like, “Oh, this seems like an oversimplification. Just thinking you can give people money and that will solve things. And then I started to look more into it and look at the research and understanding what are the actual, both economic and psychological ramifications when you do this. And it turns out it was incredibly positive that this is something where we have, at this point, a lot of evidence that unconditional cash–people take that and use it for whatever they actually need to use it for. And that, in fact, it confers a sense of agency to people that they might not otherwise have. And that in itself is hugely beneficial because it encourages people to think more longer term in terms of sensing more responsibility for a situation, all things that are actually very valuable in sending people out for their own longterm success.

29:15 Emily: I want to leave this for part two of this interview. Where we’ll be talking less about your personal story and more about, well, maybe what you’ve been learning over the last few years. We’re going to take a step back and define universal basic income because we haven’t done that yet. So, listeners, if the next part of this conversation sounds like it’s going to be really interesting to you, please tune in next week. For the second part of the interview, we’ll be talking a lot more about universal basic income with the expert, Dr. Jim Pugh.

Outtro

29:40 Emily: Listeners, thank you for joining me for this episode. Pfforphds.com/podcast is the hub for the Personal Finance for PhDs podcast. There, you can find links to all the episode show notes and a form to volunteer to be interviewed. I’d love for you to check it out and get more involved. If you’ve been enjoying the podcast, please consider joining my mailing list for my behind-the-scenes commentary about each episode. Register at pfforphds.com/subscribe. See you in the next episode! And remember, you don’t have to have a PhD to succeed with personal finance, but it helps. The music is Stages of Awakening by Podington Bear from the free music archive and is shared under CC by NC. Podcast editing and show notes creation by Meryem Ok.

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