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Dear Reader,

If you’re here, I first want to say thanks. Thanks for taking the time to look into this important subject, despite all of the perverse incentives in academia that tell you not to. I hope this resource proves worth your while.

Some backstory: I designed this workshop in 2018–2019, while I was still a graduate student. I based it around my experiences as a trained graduate student mediator providing peer-to-peer confidential conflict coaching to other students. After a few years of listening and coaching various students on their issues, I came to the dissatisfying realization that I was merely treating a symptom of a much bigger problem — that problem being the lack of leadership, management, and mentorship skills in faculty. As more and more students came to me with problems all having this common root, my frustration grew. So, in order to fight back against feelings of powerlessness, I tried to do something about it. And thus this workshop — Growing Healthy Labs — was born.

This workshop was aimed at aspiring faculty (graduate students and postdocs) because, frankly, broaching this subject with current faculty was too tiring. My hope is to “inoculate” aspiring faculty from making common, preventable mistakes through early exposure to these ideas presented. I also hope to plant seeds, and I hope these seeds will grow and sprout anew elsewhere. To that end, you have my permission to use these slides in whatever way is most helpful to you, under the CC BY-NC license.

These slides are slightly modified from a workshop I gave at the Department of Geosciences at Princeton University in May 2019, at the invitation of the Princeton Women in Geosciences Initiative (PWiGs). Thus, some slides are catered with specificity to that institution.

I owe a great deal of thanks to my friend and colleague, Rohini Shivamoggi, for helping me facilitate earlier versions of this workshop at MIT. I also want to make clear that I am by no means an expert: after all, I am a postdoc and have never run a lab myself. This workshop is based on my formal training in conflict management and mediation, classes on negotiation and leadership through the MIT Sloan business school, and my own self-education. This workshop also does not claim to be comprehensive — you can’t cover everything there is to know in 2-3 hours. I’m still learning, too. If I were to present this workshop again, I would incorporate lessons on mentoring across racial divides (see slide 87) and how current norms surrounding lab leadership can unwittingly uphold white supremacy.

If you have any questions or feedback, feel free to reach out with a direct message on Twitter (@earth2christine) or by email (cychen [at] caltech [dot] edu). I would love to hear from you! In any case, thank you for reading and considering.

All the best and best of luck,

Christine

Growing Healthy Labs (2020)

Christine Y. Chen

DOI: 10.6084/m9.figshare.12660077 (or access via https://bit.ly/GrowingHealthyLabs)

July 16, 2020

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Table of Contents

  1. Email template of workshop description [Slide 3]
  2. Introduction — Why is this important? [Slides 4-18]
  3. Workshop Objectives, Agenda, & Icebreaker [Slides 19-26]
  4. Active Roleplay Activity: Advisor-Advisee Meeting [Slides 27-37]
  5. Using a modified version of this roleplay designed by the National Center for Professional & Research Ethics
  6. Strategies for Communicating Expectations [Slides 38-58]
  7. Psychological Safety — What is it? Do you experience it? [Slides 59-64]
  8. Conflict — What is it and why should we embrace it? [Slides 65-77]
  9. Active Listening [Slides 78-85]
  10. Further Resources for Self-Education [Slides 86-93]
  11. Parting Words [Slide 94]

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A healthy work environment is fundamental to good science, but we rarely discuss strategies for how to create and maintain one. Despite measurable and empirically-supported benefits associated with effective leadership, management, and mentorship for both advisors and trainees, most faculty are rarely trained in these skills. As a result, academic teams can lose time to unproductive interpersonal issues, lack of motivation, and unnecessary conflict. These problems can lead to high costs in terms of money, productivity, mental health, and retention of talent, and often disproportionately impact students from groups underrepresented in STEM fields.

In response, <SPONSORING ORGANIZATION> is pleased to offer a workshop on effective lab and personnel management for graduate students and post-doctoral researchers. The goal of this workshop is to help future principal investigators (PIs) become more effective at managing their research groups and creating inclusive spaces that develop excellent science and scientists.

In this workshop, participants will

  • learn about recent research on the impact of leadership and lab culture on productivity and overall group well-being
  • consider and discuss common evidence-based "best practice" strategies for effective personnel management
  • share ideas and practice strategies for good supervision of trainees with other participants
  • leave with additional resources for future self-education and formal training

Due to the interactive nature of the workshop, it is currently limited to <N> attendees. Priority will be given to members in the <fill in> Departments. To sign up, <please fill out this Google form> by <DATE>.

We hope you will consider this opportunity to learn more about managing healthy, happy, and productive research groups that enable people of all backgrounds and identities to succeed. For more information, feel free to reach out to the workshop facilitator, <NAME> (<EMAIL ADDRESS>).

Email template of workshop description

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Princeton University’s Informal Motto

“In the Nation’s Service and the Service of Humanity”

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“Our results show that graduate students are more than six times as likely to experience depression and anxiety as compared to the general population.” 

Figure 1D. Effect of relationship with mentor 

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A Nature survey of 3,200 scientists reveals that poor lab and personnel management by principal investigators (PIs) is one of the strongest contributors to an unhealthy lab culture.

Some hard numbers on science’s leadership problems, Nature News, May 26 2018. https://www.nature.com/articles/d41586-018-05143-8

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Some hard numbers on science’s leadership problems, Nature News, May 26 2018. https://www.nature.com/articles/d41586-018-05143-8

“Scientists pride themselves on being keen observers, but many seem to have trouble spotting the problems right under their noses.”

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“Scientists pride themselves on being keen observers, but many seem to have trouble spotting the problems right under their noses.”

Some hard numbers on science’s leadership problems, Nature News, May 26 2018. https://www.nature.com/articles/d41586-018-05143-8

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Most PIs have no training in lab management— but nearly half want to.

(Do us all a favor and don’t be one of these people.)

Some hard numbers on science’s leadership problems, Nature News, May 26 2018. https://www.nature.com/articles/d41586-018-05143-8

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Responsibilities of Professors

Research

  • Writing papers and submitting them for publication
  • Writing textbooks
  • Submitting grants
  • Traveling to conferences and other universities to share results
  • Reading papers
  • Collaborating with other researchers
  • Thinking, a lot

Teaching

  • Teaching classes
  • Designing new courses
  • Writing textbooks
  • Administering Qualifying Exams
  • Writing letters of recommendation
  • Supervising undergrads/masters/PhDs/post docs

Service

  • Serving on committees in the department, college level, university level
  • Refereeing papers
  • Writing reviews
  • Serving as an editor
  • Organizing seminars, conferences
  • Outreach events
  • Serving on panels, professional societies

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Skills we learned as students and post-docs

Leadership, personnel management, mentoring

Research

  • Writing papers and submitting them for publication
  • Writing textbooks
  • Submitting grants
  • Traveling to conferences and other universities to share results
  • Reading papers
  • Collaborating with other researchers
  • Thinking, a lot

Teaching

  • Teaching classes
  • Designing new courses
  • Writing textbooks
  • Administering Qualifying Exams
  • Writing letters of recommendation
  • Supervising undergrads/masters/PhDs/post docs

Service

  • Serving on committees in the department, college level, university level
  • Refereeing papers
  • Writing reviews
  • Serving as an editor
  • Organizing seminars, conferences
  • Outreach events
  • Serving on panels, professional societies

??

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Power dynamics

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Making the Right Moves: A Practical Guide to Scientific Management for Postdocs and New Faculty. Burrough Wellcome Fund and Howard Hughes Medical Institute (2006). Link to Guide (free PDF)

HHMI President (2000–2008)

(Quoted in 2006)

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Lifelong learning: Science professors need leadership training, Nature Comment, July 15 2015. https://www.nature.com/news/lifelong-learning-science-professors-need-leadership-training-1.17955

“Professors must update and develop their technical skills throughout their careers. But as they progress, few take the time — or are offered the opportunity — to become educated in how to be an effective leader.

As a consequence, academic teams waste time dealing with unproductive interpersonal issues, lack of motivation and unnecessary conflict. When things do not run smoothly, the costs in terms of money, productivity and retention of talent are high.”

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We’re here because

we want to learn how to foster

healthy work environments

where everyone can bring

their whole selves to their work

and reach their greatest potential.

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Workshop Objectives

  • Learn about recent research on the impact of leadership and management on productivity and overall group well-being.
  • Consider and discuss common “best practice” strategies for effective management.

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  • Share ideas and practice strategies for good supervision of trainees with other participants.
  • Equip ourselves with tools, resources, and direction for future self-education and formal training.

It’s not possible to learn or talk about everything we ought to learn in 2 hours!

(If you leave realizing you know less than you thought you did about this topic, then I’ve done my job.)

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Today, you will be given seeds to further cultivate and grow.

It’s not possible to learn or talk about everything we ought to learn in these 2 hours together.

We will be missing many important topics.

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A little bit about me, and where I’m coming from

We are a support network of graduate student mediators (REFS) who have completed extensive training with Conflict Management@MIT to provide low barrier, confidential peer-to-peer coaching, listening, de-escalation, and informal mentoring and mediation to students and post-doctoral researchers.

REFS Website for MIT Earth, Atmospheric, & Planetary Sciences (EAPS REFS)

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There is no “gold standard model” for how to lead, manage, or supervise!

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  • I am not an expert! Collectively, you all are. I am a facilitator.
    • I will be going through some slides quickly to maximize the amount of time for interaction. You will get access to these slides after the workshop.
  • This is a group conversation.
  • Please be respectful of others as you share ideas and ask questions.

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Ground rules for respectful conversations

  • Focus on ideas, no directed personal comments.
  • All voices should be heard — listen to each other and don’t dominate the conversation.
  • Seek to understand others’ perspectives — yet don’t ask individuals to speak for a group
  • Listen attentively
  • “Ouch and Educate”: Permission to speak up if you feel uncomfortable or if comments are offensive in some way. Help others to see your perspective.
  • Honor confidentiality.
  • Be kind to yourself and others.

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Would anyone like to add anything else?

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Agenda: Part 1

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#

Time

Topic / Activity

1

5 min

Introduction: The case for leadership and management training in academia

2

5 min

Active Learning Role-Playing Scenario:

Meeting between

a Graduate Student and their Adviser

Introduction and instructions

5 min

Individual preparation

15 min

Role-Play (in groups of 2, or 3 with Observer)

20 min

Debriefing and discussion with whole group

10 min

Introduction to best practices: Establishing expectations, “psychological safety”, lab manuals

-

5 min

Individual reflections and reading or break

interactive

individual

slides

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Agenda: Part 2

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#

Time

Topic / Activity

3

15 min

Conflict: Why do we need to handle conflict better than we do?

4

15 min

Small group discussion of everyday conflict situations

5

5 min

Fish-bowl role-playing (if time)

6

10 min

Open discussion

7

5 min

Workshop Evaluations and Reflection

3 min

Sharing of Workshop Takeaways

interactive

individual

slides

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Icebreaker: Blitz Edition!

Both you and your partner have 30 seconds total to find out the following about each other:

  • Your name (what you liked to be called)
  • Your employment status (grad student, postdoc, faculty, or other)

And your choice of ONE of these pieces of information:

  • Favorite pizza topping
  • Superpower (real or wishful)

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You are going to introduce your partner to the rest of the group!

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Intro: Using Role-Plays in Educational Settings

  • Role play is an activity in which learners take on roles and act out scenarios.
    • Our scenario: A meeting between a graduate student and their faculty advisor.
  • Role-playing is a type of active learning technique.
    • Deep learning
    • Long-term retention
    • Memorable and powerful

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Intro: Using Role-Plays in Educational Settings

  • The purpose is to provide an active learning experience in a safe, non-threatening setting where issues can be explored without being a real problem.
    • “Inoculation model”: Practicing these conversations helps you be prepared for the real situation.
  • After the role play, we will regroup and discuss the experience.
  • Observer role available for anyone very uncomfortable with the activity.

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  • There is no “right” answer in role-plays!
  • Also, no good or bad guys.
  • Engage authentically to get the most out of this.

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Instructions

  • Each of you was assigned the role of the STUDENT or the FACULTY adviser.
  • We will take ~4-5 min for everyone to individually read their role and plan for the meeting.

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  • Find a partner who has the opposite role as you. Find someone you do not normally interact with on a professional basis. **DIFFERENT FLOOR**
  • You and your partner will sit together somewhere in this room — spread out.
  • When you’re ready, begin the role play (~10 minutes).
    • Role-play starter dialog on page 3 is for those who need help warming up.
  • One chime = 2 minutes left!
  • Two chimes = 1 minute left!
  • Three chimes = Return to your seat! (Try to sit near your partner.)

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Discussion of Role-Play Scenario

Remember, there are no “right” or “wrong” answers!

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How did it go?

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Discussion of Role-Play Scenario

Remember, there are no “right” or “wrong” answers!

For those playing the student:

What were your concerns?

How did you understand the situation?

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For those playing the faculty:

What were your concerns?

How did you understand the situation?

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Discussion of Role-Play Scenario

Essential facts of the two main roles:

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FACULTY

  • Expects to get the actual data for the paper drafted
  • Expect a quick, professional meeting
  • Style is to ask questions, and not overly direct students
  • In a hurry

STUDENT

  • Wants to work up to the issues with the study results
  • Goal is building and maintaining the relationship
  • Thinks the advisor may believe they have results that they don’t have yet
  • Wants to propose starting the project over

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Discussion of Role-Play Scenario

Remember, there are no “right” or “wrong” answers!

  • How closely do the two versions that emerged in discussions match?
    • Aligned? What was helpful in eliciting information and establishing trust, leading to a useful and constructive discussion?
    • Not aligned? What kept the two versions from aligning? Was information missing? What kept it from coming out?

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Discussion of Role-Play Scenario

Remember, there are no “right” or “wrong” answers!

What would be the most productive way for the student to communicate the bad news?

Who should take the next steps here? Why?

Is there a good outcome to this situation?

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Discussion of Role-Play Scenario

What role do mismatched expectations play in what was taking place?

What could the student or the adviser have done earlier to change or prevent the current outcome?

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Role-Play Scenario Summary

“This scenario highlights the mismatch of expectations that can arise in a mentoring relationship between a graduate student and a research adviser. The adviser wants a solely professional relationship, but the student seeks a more personal relationship. Their inconsistent desires lead to inconsistent expectations about how long they should meet and what they should discuss, and subsequently to misunderstandings about the preliminary results...”

“This role-play scenario illustrates a common situation in which each person starts with only partial information… To ensure that each person receives complete information, the professor and student must communicate openly: the student should convey the bad news about the results clearly, and the professor should criticize the student’s behavior constructively. But the situation is risky because each person will be disappointed by the other’s information.”

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The following is an excerpt from the official summary of the role-play:

Adapted from Responsible Conduct of Research Role-Plays: Mentoring,

Coordinated Science Laboratory, University of Illinois at Urbana-Champaign

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Role-Play Scenario Summary

“To communicate in a risky situation (Patterson et al., 2002), each person should first state the facts and his or her own interpretation of the facts, then invite the other’s interpretation. Each person should use tentative language. Each should listen carefully to the other, asking questions for clarification.”

The professor might say,

“I notice that you are spending a lot of time organizing social events.

(States facts.)

I am concerned that this is taking time away from the experiments we had previously discussed.

(Shares personal tentative interpretation.)

How do you see the situation?”

(Invites interpretation with a question.)

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The following is an excerpt from the official summary of the role-play:

Adapted from Responsible Conduct of Research Role-Plays: Mentoring,

Coordinated Science Laboratory, University of Illinois at Urbana-Champaign

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The importance of communicating expectations

Based on our experience with students as REFS, the leading underlying source of unhappiness, stress, and anxiety is conflicts between advisors and advisees is due to a lack of communication and understanding of expectations.

38

What do you expect from your trainees, and what can they expect from you?

Ask yourself:

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“I put into writing things that are usually transmitted informally. For example, that it doesn’t matter to me whether trainees arrive at 9 a.m. or 1 p.m. or work from home, as long as they get their work done and honour their commitments.”

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“Here’s another example: my lab manual states that trainees are entitled to read my grants, and my lab members have requested to see them. That’s something I never asked my previous advisers; I worried it would be presumptuous. I realize now that my thinking was almost certainly wrong, but my own uneasy feelings as a trainee just drive home how important it is to put into writing that something is OK — otherwise, trainees might assume it is not. That goes double for the areas that trainees are most sensitive about: I’ve written down in black and white that it is OK to make mistakes and to maintain a work–life balance.”

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Classic example: The laptop

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Is it presumptuous to ask my advisor to pay for a new laptop?

Penelope is a few months into graduate school and needs a new laptop, but they’re afraid to bring it up with their advisor.

Will my advisor think less of me for bothering them with such a trivial question? I want to appear competent...

I feel like I should already know the answer to this...

It’s been a few months now… what if they are annoyed that I didn’t ask sooner?

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Use lab manuals to communicate: What do you expect from your trainees, and what can they expect from you?

Benefits include the following:

  • Saving time: Easier on-boarding of new group members, knowledge transference, FAQs, standard protocols

  • Equal access to information: Decreases the implicit disadvantages for those not already knowing thehidden curriculum” (e.g., first-generation, international students) or for those who have a different background or identity to the PI

  • Imbue sense of purpose in individuals: Team members better understand the PI’s vision and where they fit in the big picture
  • Deeper insight for prospective trainees: Grad students and postdocs can assess if the PI’s vision and management style is aligned to their own goals, saving potential disappointment for all parties

  • Promotes feedback, in both directions: When expectations are not being met, or codes of conduct being crossed, easier to refer to a document when having difficult conversations–for both trainees and PIs (recall the “perception gap”)

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The following slides show examples of different lab manuals. This is not an endorsement of the content or language within them — each PI has their own vision and plan for how they want their lab to function.

You may find that you disagree with some policies mentioned, which is all the more reason to be explicit in communicating your own expectations.

Use these as guidance for what topics to cover in your own lab manual.

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Lab manuals

45

Communicate your expectations, preferences, and any standard protocols; save time with on-boarding and knowledge transference.

Dr. Katharine Huntington

Associate Professor,

Geochemistry & Tectonics,

Univ. of Washington

Link to lab manual

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An excellent example of communicating expectations

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Dr. Kay Tye, associate professor of Brain & Cognitive Sciences at MIT

“Above all, I expect everyone to do their very best and to be aware and communicative of what you need to be happy and feel fulfilled.”

Note that it is simply the explicit statement of expectations that makes this great—you may have different expectations of your lab group!

Expectations are from Dr. Kay Tye’s website: https://tyelab.mit.edu/philosophy/

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Lab manuals

47

Communicate standard protocols

Dr. Matthew Turk

Assistant Professor,

The Data Exploration Lab,

UIUC

Link to lab manual

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Lab manuals

48

Communicate standard protocols

Dr. Matthew Turk

Assistant Professor,

The Data Exploration Lab,

UIUC

Link to lab manual

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Lab manuals: There is no “gold standard” model

Dr. Katharine Huntington

Associate Professor,

Geochemistry & Tectonics,

Univ. of Washington

Link to lab manual

Dr. Tolulope Olugboji

Assistant Professor,

Seismology

Univ. of Rochester

Link to lab manual

Meetings with students

“I'm a proponent of regular faculty-student meetings, where at a minimum, we meet once a week… I would like you to always bring a notebook to write down our agreed upon tasks.”

“We will meet individually, on an as-needed basis. Please bring your calendar to each meeting so that we can talk about goals and future meetings.”

What’s important is to clearly convey the way you want your lab to run so that your supervisees don’t have to guess and stress.

Dr. Olugboji would like to thank Ed Ganero for providing a starting basis for his guide.

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Lab manuals: There is no “gold standard” model

Dr. Katharine Huntington

Associate Professor,

Geochemistry & Tectonics,

Univ. of Washington

Link to lab manual

Dr. Tolulope Olugboji

Assistant Professor,

Seismology

Univ. of Rochester

Link to lab manual

Expected presence at work

“If you are a night owl, that’s fine; I am too. I only ask this: that a portion of your day overlaps with mine so that we can interact. My typical day is around 9:30am-8:30pm…”

I don’t keep track of your hours… flexibility is a major perk of academia and working from home can sometimes can be very efficient; but make sure you’re not a ‘stranger’ to me, the lab group, or the department in general.”

What’s important is to clearly convey the way you want your lab to run so that your supervisees don’t have to guess and stress.

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Lab manuals: There is no “gold standard” model

Dr. Katharine Huntington

Associate Professor,

Geochemistry & Tectonics,

Univ. of Washington

Link to lab manual

Dr. Tolulope Olugboji

Assistant Professor,

Seismology

Univ. of Rochester

Link to lab manual

Vacation during breaks

“I do not consider spring break a vacation time. Spring break, winter break, and summer time are when we get our research done… Please adopt the model of 2-3 weeks per year of vacation.”

“You may find that in order to get everything done, it may take you 45–60 hours/week to complete your work. Sometimes, this will mean working weekends or during University breaks.”

What’s important is to clearly convey the way you want your lab to run so that your supervisees don’t have to guess and stress.

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Lab manuals: There is no “gold standard” model

Dr. Katharine Huntington

Associate Professor,

Geochemistry & Tectonics,

Univ. of Washington

Link to lab manual

Dr. Tolulope Olugboji

Assistant Professor,

Seismology

Univ. of Rochester

Link to lab manual

Authorship and writing papers

“Keep in mind: you are the author. The first author writes the document. If I write the paper, I am first author. If you write it, you are first author.”

“First authorship means that you have performed the majority of the intellectual and physical effort, completed the project, and conducted the majority of the writing.”

What’s important is to clearly convey the way you want your lab to run so that your supervisees don’t have to guess and stress.

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Written expectations guidelines ≠ rigid and inflexible!*

Use the document as a base for conversation between you and your mentee on how you can best support each other in your goals.

Mentors AND mentees should ask themselves, and then discuss together.

*Except for rules that pertain to safety.

Give your trainees confidence to reach out to you with their needs.

What do you expect from your trainees, and what can they expect from you?

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Dr. Jonathan Peele

Associate Professor of Otolaryngology

Wash U at St. Louis

Figure 4.1, Lab decision tree in Chapter 4 of Peele’s Lab Manual (version Jan 2018). http://jpeelle.net/peellelab_manual.pdf

Lab manuals: Living documents

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Dr. Jonathan Peele

Associate Professor of Otolaryngology

Wash U at St. Louis

Lab manuals: Living documents

Figure 4.1, Lab decision tree in Chapter 4 of Peele’s Lab Manual (version Jan 2018). http://jpeelle.net/peellelab_manual.pdf

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Other questions/topics to consider when writing your manual

  • What is your vision for how your group will contribute positively to diversity, equity, and inclusion (DEI) in your field? What is your policy for time spent doing DEI work and outreach? If you are supportive, how will you show that — what support can your trainees expect from you?

  • Can your expectations be reasonably met by people of all backgrounds, identities, and abilities? (e.g., people who are caretakers, those who want to have a family, disabled/chronically-ill)
    • If not, why?

Dr. Aradhna Tripati

Dr. Dawn Sumner

Dr. Kevin Anchukaitis

Dr. Asmeret Asefaw Berhe

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57

List of Lab Manual Examples

  • Twitter thread on main topics to cover in lab manuals: [link]

Again, this is a list of different lab manuals and not an endorsement of any of these examples (see slide 45).

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58

Remember, there are power dynamics.

Recall the perception gap. How can you do your job as a PI if you’re not getting all the facts?

How can you encourage trainees to tell you what is or what isn’t working—upward feedback—and to also share feedback with each other?

How can you prevent your own unconscious “affinity bias” from influencing who you are successful in mentoring and working with?

Lab manuals: Establishing clear expectations for less mind reading

Lab manuals can prevent or lessen the severity of many stressful situations, but it’s not a catch-all.

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Foster “psychological safety”

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Dr. Amy C. Edmondson

Novartis Professor of Leadership and Management

Harvard Business School

“In 2015, Google published their results from a two year study into what makes a great team… it wasn’t necessarily teams with the most senior people, highest IQs or even teams that made the fewest mistakes… psychological safety stood out as the most important factor.”

According to Dr. Amy Edmondson, who coined the term:

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What is psychological safety?

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      • asking for help
            • seeking feedback
            • admitting errors or lack of knowledge
            • trying something new or
            • voicing work-related dissenting views

Interpersonal or social threats are things like:  

A team feels psychologically safe when members share the belief that they will not be punished or humiliated for engaging in learning behaviors such as

  • being branded negatively (ignorant, incompetent, or disruptive);
  • being responded to with ridicule, rejection, blame, disrespect, anger, intimidation, disregard;
  • or, being punished (with negative performance reviews).

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Reflect: Is your research group psychologically safe?

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Think for a moment about your work and the group you are a part of.

Ask yourself the following questions:

  • Do people feel comfortable in group meetings asking about things they do not know or they do not understand?
  • Or do they generally try to maintain an image of perfect knowledge about work matters?
  • What happens when mistakes, near misses, failures and critical incidents happen? Are they seen as opportunities for team learning?

  • Or is people’s first reaction to distance themselves from them so they are not blamed?
  • How often do people give and receive feedback? Is feedback given often?
  • Or is feedback (both positive and/or negative) withheld?

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Common trainee responses to scenarios with or w/o psych. safety

Reflect: How might these responses be different if the trainee belonged to a marginalized group? The majority group?

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The advisor makes a statement using a term that is unfamiliar to the student, but says it in a matter-of-fact tone, suggesting that they expect the student to know what they’re talking about.

psychological

safety

no psychological

safety

“Can you clarify: What does that word mean?”

Trainee nods.

While out on remote fieldwork with a group comprised of professors, postdocs, and students, a student starts feeling a bit unwell. The student thinks they may be dehydrated.

“I feel sick. Could we take a break? I think I need some water.”

Trainee is afraid of appearing incompetent and “soldiers” on, risking their physical safety.

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Benefits of psychological safety

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  • Team members bring their whole selves to work.

    • Teams and individuals will see feedback as a way to strengthen and build upon their ideas and processes.
  • Able to express their creativity, talents, and skills.
  • Able to feel that they belong, regardless of their identity and background.
  • Team members are empowered to learn actively on the job.

  • Will identify their own needs and seek them out.
  • Promotes real growth and learning experiences unhampered by “posturing” behaviors.
      • Encourages “upward feedback.” Get real information about what going right and what could be improved.

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What are ways to promote psychological safety?

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There are several key things you can do!

We will just discuss one particular aspect in Part 2, which is to treat conflicts as an opportunities to learn and solve problems together.

  • how to navigate conflict constructively
  • giving and receiving feedback
  • promote “upward” feedback

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Part 2

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Conflict

How you feel about conflict now

How I hope you feel about conflict in 1 hour

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Role-Play Scenario Summary

“This scenario highlights the mismatch of expectations that can arise in a mentoring relationship between a graduate student and a research adviser. The adviser wants a solely professional relationship, but the student seeks a more personal relationship. Their inconsistent desires lead to inconsistent expectations about how long they should meet and what they should discuss, and subsequently to misunderstandings about the preliminary results...”

“This role-play scenario illustrates a common situation in which each person starts with only partial information… To ensure that each person receives complete information, the professor and student must communicate openly: the student should convey the bad news about the results clearly, and the professor should criticize the student’s behavior constructively. But the situation is risky because each person will be disappointed by the other’s information.”

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The following is an excerpt from the official summary of the role-play:

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What is conflict?

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  • Long, textbook version:

"A conflict is an expressed struggle between at least 2 interdependent parties who perceive incompatible goals, scarce resources, and interference from others, in achieving their goals."

  • Shorter version:

A discomforting difference.”

Prof. Michael Dues, Art of Conflict Management: Achieving Solutions for Life, Work, and Beyond, The Great Courses

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Why do we need to handle conflict better than we do?

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  1. Conflict will occur.
  2. Conflict always involves risks and costs.
  3. The damage that happens usually results not from the conflict itself, but from the dysfunctional strategies that people use to deal with it.
  4. Some of this damage is irreversible.

The Four Awful Truths of Conflict

Prof. Michael Dues, Art of Conflict Management: Achieving Solutions for Life, Work, and Beyond, The Great Courses

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Why do we need to handle conflict better than we do?

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  1. Conflict surfaces problems that we did not see before. Conflict = information.
  2. Going through a conflict well can deepen our understanding of one another and forge stronger relationships.

Good things that can come from conflict

Prof. Michael Dues, Art of Conflict Management: Achieving Solutions for Life, Work, and Beyond, The Great Courses

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The Orange

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The Orange

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“I want the orange.”

“I want the orange.”

You

Me

There is one orange. You and I both want the orange.

This is a conflict.

What should we do?

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The Orange

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“I want the orange.”

“I want the orange.”

Compromise?

You

Me

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The Orange

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“I want the orange.”

“I want the orange.”

“I want the peel for a garnish.”

“I want to make juice.”

You

Me

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The Orange

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“I want the orange.”

“I want the orange.”

“I want to make juice.”

A win-win situation!

“I want the peel for a garnish.”

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The Myth of the “Fixed Pie”

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“Fixed Pie” mindset: The pie of resources is fixed. One side wins, the other side loses.

If there are common or mutually compatible goals, there exists a solution that creates the most overall value — makes the pie bigger!

Every decent negotiation analysis class or book

How do we change the way we handle conflict

to find this optimal solution?

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The Orange: Positions versus Interests

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“I want the orange.”

“I want the orange.”

Compromise

“I want to make juice.”

POSITION

POSITION

INTEREST

INTEREST

Unnecessary lose-lose!

“I want the peel for a garnish.”

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The Orange: Positions versus Interests

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“I want the orange.”

“I want the orange.”

“I want to make juice.”

POSITION

POSITION

INTEREST

INTEREST

How can we communicate in ways that reveal interests?

“I want the peel for a garnish.”

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Active Listening: The Listening Triangle for Info Seeking

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Former MIT REFS Moni Avello: https://www.youtube.com/watch?v=cHkUBc-tEkw

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ASK: Ask better questions

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Question

Likely response

Better question

Everything going OK?

Yes. All OK.

What have you been doing?

What have you read?

What have you written?

Have you been reading?

Oh yes, lots.

What have you been reading?

What articles did you find useful?

How is the writing going?

It’s fine. It’s going OK.

What have you written?

Can you show me some writing?

All clear?

Yes, all clear.

To make sure we’re on the same page, can you tell me what you think we’ve agreed?

Do you understand?

Yes. *nodding*

To make sure we’re on the same page, can you tell me in your own words what you think we’ve agreed?

Do you know what to do next?

*more nodding*

To make sure we’re on the same page, tell me in your own words what you are going to do next.

From H. Kearns & J. Finn, “Supervising PhD Students” www.ithinkwell.com.au

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ASK: Beware of closed-ended, faux, or leading questions

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You are no longer listening if you ask these kinds of questions.

You are instead responding. Listen to understand first. Then respond.

Do you feel as though a deadline is approaching?

What do you think about trying to run the experiment a few times?

What if you tried…

Have you considered…

Examples:

Do you have any problems working with George?

Why did you do that?

Common mistake is to start offering up advice/solutions before you have adequately collected information on interests, values, feelings, attitudes, and views.

Can yield defensive, rather than clarifying, response.

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Unproductive Questioning Styles

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Type

Definition

Example

Leading

phrasing that suggests a desired response

You’re against my idea, right?

Closed

phrasing that requires a yes/no response

Did you finish the programming budget?

Prosecutorial

phrasing/tone that implies blame

So you left the sample exposed on the counter?

Judgmental

phrasing/tone that suggests disapproval

Couldn’t you have planned better?

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Active Listening: The Listening Triangle for Info Seeking

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Former MIT REFS Moni Avello: https://www.youtube.com/watch?v=cHkUBc-tEkw

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The Listening Triangle in practice

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You set a deadline to review a paper that your graduate student is writing. You did not hear anything from your student for a week prior, and now the deadline has passed.

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The Listening Triangle in practice: Small group role-play

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  1. Get into groups of 3-4, again with people who you don’t normally work with.
  2. Rotate role-playing pairs, where one plays the “advisor” and another plays the “student” or “trainee.” [5 minutes]
  3. Advisors, start by practicing the listening triangle. Observers should make note if a question is not an open-ended question: closed-ended, faux (“fake”), or a leading question.
  4. After 5 minutes, take one minute where the student and observers give feedback on how the “advisor” approached the situation.
  5. Rotate, rinse, and repeat.

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Scenarios

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Your volunteer field assistant has slept in for the 3rd morning in the past two weeks. This is holding up the rest of the team. You can’t fire the person midway through the season—what do you say?

Your grad student wants to delay their candidacy exam because they don’t feel ready, but you want them to have it this semester and you think with some preparation, they will be fine. What do you say?

One of your graduate students is less involved in optional lab activities than the others, like getting dinner or a drink after work, because of their parenting activities for their young son. Although their work is good, they aren’t as integrated into the lab as you would like and haven’t developed a rapport with the lab group. How do you help include them in the broader lab culture?

Scenarios from Hund et al. (2018) “Transforming mentorship in STEM by training scientists to be better leaders” Ecology and Evolution.

The undergraduate students that your grad student supervises are leaving a mess in the lab.

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So you want to learn how to lead and manage a lab well.

What can you do next?

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Self-educate: Some comprehensive books

  • Lab Dynamics: Management and Leadership Skills for Scientists, by Carl M. Cohen, Suzanne L. Cohen.

  • At the Helm: A Laboratory Navigator by Kathy Barker.

  • Making the Right Moves: A Practical Guide to Scientific Management for Postdocs and New Faculty by the Burroughs Wellcome Fund and the Howard Hughes Medical Institute. 2004.
    • Free PDF! [link]

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Self-educate: On difficult conversations

  • Thanks for the Feedback: The Science and Art of Receiving Feedback Well, Douglas Stone and Sheila Heen

  • Difficult Conversations: How to Discuss What Matters Most, Douglas Stone, Bruce Patton, Sheila Heen

  • Getting to Yes: Negotiating Agreement Without Giving In, Roger Fisher, William Ury, Bruce Patton

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Self-educate: Race in the classroom / supporting URMs

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Hot off the press!

“Ten simple rules for building an anti-racist lab”

by Professors Bala Chaudhary and Asmeret Asefaw Berhe

https://ecoevorxiv.org/4a9p8/

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Self-educate: Other readings and helpful links

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*When negotiating your start-up, ask for funds to support leadership and management training!

(Your Dean will absolutely love you for asking.)

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Your Dean, when you ask

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Other key topics for further self-education

  • Planning the lab you want: Vision, mission, 5- or 10-year plans
  • Choosing your people: How to effectively interview and evaluate candidates
  • Lab organization: Lab culture, policies, meetings
  • Dealing with group dynamics
  • How to give constructive, honest feedback without destroying morale, while taking into account differences in background, identity, and life experience
  • How to run meetings
  • Difficult conversations and negotiations

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Parting Words

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Treat people as well as we treat our data.*

*Quote inspired by Dr. Erika Marín-Spiotta,

Professor at University of Wisconsin, soil scientist

The research says that the way things are done now is hurting science and the people who do it, too.

There’s also research that gives us many solutions to fix this.

Challenge the status quo!

Have the moral courage to reimagine science!

Science Is For Everyone pin by Two Photon Art (https://twophotonart.com/)