The Power of Strong Collaborations

Doing Research / Networking & Collaboration

Biomedical science is no longer primarily conducted by brilliant individuals running their own labs and writing paper after paper using the same methodology that they have perfected over the course of their training and career. Even the seemingly simplest of projects likely requires use of another lab’s equipment or model, or utilizes multiple Core facilities and services. Some may see this approach as diluting the importance of each contributing author, but in fact it enables a far greater influence and benefit of any one individual’s work.

There are many reasons why successful scientists collaborate:

– It’s a chance to learn new scientific approaches and access new techniques, models and equipment.

– You can greatly expand your publication record. Although a series of middle author manuscripts won’t make or break a tenure package, it certainly demonstrates a collaborative scientist who fits well within the local research community. Tasks that seem routine to one lab may represent a critical control for a manuscript from another group and earn a spot on the authorship list. Likewise, engaging other people and their specialty area will allow you to level-up your own work and submit more compelling stories to stronger journals.

– Reading and editing the work of other people is a great way to learn better writing skills for manuscripts, grants and posters. Many useful style tips and tricks can also be gleaned from the way other people edit our own work. Once we leave the trainee state the opportunity to have someone thoroughly red-line our work diminishes and it is a gift when it happens. In academia, editing is how we show that we care!

– You can share the highs and lows. An academic career entails a lot of rejection and it can be hard not to internalize a rejected paper or a triaged grant. Writing and submitting with other colleagues that you know to be brilliant can help to convince you that a poor score really may be due to the vagaries of the review process rather than a personal attack or judgement. Two (or three) heads are better than one in planning a new line of attack and the celebratory champagne also tastes better when shared.

There are several ways to increase your collaborative reach:

–  First, do your research. Find local experts and contact them directly. Invite them (or a trainee from their lab) to present data at your lab meeting, or offer to present something to their group. Be clear about what you need and what you will offer in return such as authorship, funding, or future joint grant applications – particularly if what you are asking for might be costly in time or research funds.

– Graduate students and post-doctoral fellows are a great way to expand your reach. Serving on committees will introduce you to work that is going on in other labs and you may be able to offer your own expertise to enrich their projects.

– Internal seminars are a great place to meet new colleagues. Ask questions of the speaker afterwards, introduce yourself, and find your shared interests.

Some collaborations may only last as long as it takes to get a manuscript published, whereas others may last for years. But remember, if the grant application is successful you will be stuck with that person for years so a functional working relationship is just as important as the science itself. And sometimes, just sometimes, a simple scientific question results in manuscripts, funding, and friendship.

 

More Resources

Connecting Through Poster Sessions

Navigating Academic Relationships

Paper-Writing Checklists To Prevent Headaches Down the Road

Perfection is a Productivity Blocker

Doing Research / Networking & Collaboration

I recently attended the Edge for Scholars Retreat: Building Collaborations, Creating Connections and learned so much about connecting with others throughout an academic career. Meeting new people at a similar career stage and getting advice from those who have gone before us made for an invigorating and inspiring day.

A piece of advice that was shared during a roundtable discussion really stuck with me: Learn where your B+ work is okay. *Skrrrt* Wait, what? I am an A+ student. A high achiever. A…perfectionist. How could I possibly produce less than THE BEST?

While I am of course exaggerating (kind of), this advice got me thinking about how often my colleagues and I do struggle with perfectionism. Scientists are generally high achievers and producing anything less than our best might feel like failing. However, perfectionism is often a barrier to progress. So, how can we be okay with our B+ work sometimes? Some things to keep in mind:

  1. Perfection is impossible. I know, I know. Everyone knows this. But do you truly believe and accept it? Even if perfection was theoretically possible, would you ever actually believe you reached it? I suspect if your expectations were reached, you would probably just raise your expectations further. Besides, everyone’s definition of perfection is different anyway.
  2. Perfection makes us less relatable. Showing others your flaws takes pressure off of them to feel like they have to be perfect. Especially in mentoring, we owe it to our mentees to show them that we make mistakes, too. This also makes us more approachable and takes away the fear of backlash when our trainees make mistakes. Furthermore, we each have a desire to be loved for who we are. I don’t know about you, but I don’t want to constantly wonder if people like the real me or just the “perfect” version of myself I allow others to see.
  3. Perfection blocks growth. Progress and process are just as important as the outcome. Taking risks and trying new things and failing at them is how we learn. Of course, we should strive to do good work, but waiting for it to be perfect before we share it with others can be a huge waste of time. The best example I can think of for this is scientific writing. Don’t wait for your draft to be perfect before you share it with a colleague or mentor for feedback! Involving others early and often can help you develop your skills more quickly and expend less mental and emotional energy you can use toward other things. I promise they won’t think you’re dumb.
  4. Perfection blocks opportunities. Perfectionism often grows out of a desire for control. By trying to control everything, you might take away opportunities from others, blind yourself to alternative ideas and perspectives, or have unrealistic expectations for yourself and those around you. Scientific advancement requires diverse backgrounds, ideas, and skillsets. Letting go of our original “perfect” plan makes way for better plans to arise that we hadn’t yet thought of.

We probably shouldn’t have needed a global pandemic to teach us that disruptions and interruptions are a part of life and that we just can’t control everything, but some of us are slow learners when it comes to perfectionist tendencies (hi there!). It is a process to learn how and when to let things go, but a necessary one. As we begin to learn where our B+ work is okay, we will improve our well-being, time management, and yes, our productivity.

Pro Tips for Networking and Collaborating

Networking & Collaboration

One recently promoted PI and another more senior who both started leading large multi-site studies early in their careers shared their best advice on networking and collaborating at a recent Vanderbilt event for early career researchers.

Digna Velez Edwards, PhD
Professor, Obstetrics & Gynecology

Put yourself out there and find your flock.

Plot out a five-year plan. What does it look like? What do you need to get there?

  • A vision for your future, both personal and professional, helps you determine next steps
  • Knowing areas where you have room to grow helps you achieve your goals
  • Figure out your resource needs and get them met

As a new investigator, building a national and international reputation means stepping out of your comfort zone:

  • Invite yourself to social opportunities
  • Don’t be alone at a conference
  • Send emails to potential collaborators you have never met (and meet them!)
  • Give seminars to groups of potential collaborators

Capitalize on national meetings to network and build collaborations.

Figure out a way to market yourself to potential collaborators:

  • Business cards
  • Social media
  • Blogs
  • Seminars

Use your mentors’ networks:

  • Your mentors have connections that can help you get started
  • Mentors can also act as a sounding board for potential collaborations (ask them what they think and whether they have worked with a potential collaborator before you agree to work with someone)

Lorraine Ware, MD
Professor, Medicine and Pathology, Microbiology & Immunology

Building your network:

  • Go to talks outside your department
  • Give talks outside your department
    • Common disease mechanisms cut across specialties
  • Meet with visiting professors
  • Be a visiting professor
  • Attend a national meeting that is outside your comfort zone, especially small meetings
  • Volunteer for grant reviews
  • Volunteer for committees in regional and national professional societies
  • Talk to your NIH program officers

Entering into scientific collaborations:

Collaboration is like a garden. Get your tools.

  • Ask first:
    • Will this collaboration advance my science? My career?
    • Are there risks in this collaboration?
    • What is the track record of this collaborator?
  • Establish authorship up front
  • Insist on data transfer and material transfer agreements
  • Make sure IRB approval is in place before beginning the project
  • Establish goals and timelines up front and maintain open communication
  • Keep up your end of the agreement
  • Keep your mentor in the loop!
  • Collaborations are like gardens. You plant a lot of seeds, but not all of them grow. Some don’t sprout, or some sprout and die, while others flourish.

Bottom line:

  • Put yourself out there
  • Serendipity—be open to it

The presenters also answered several questions from the audience.

What do you think of NIH workshops as a way to network?

Workshops can be very helpful because you get to interact with your program officer, potential reviewers, and NIH leadership, which makes you known to them.  You get invited to these workshops because of your research, but those putting them on often get invitee lists from program officers.  Talk to yours; if you’re a familiar name you’re more likely to get on the list.

How do I write a collaboration into my first R01?

When writing your first R01, only propose collaborations you have already done work with (or at least collaborations with people you know pretty well), not new ones.  Reviewers will be more convinced you can make the collaboration work if you have evidence it’s worked before.  This is somewhat field-dependent; your mileage may vary.

How do you protect yourself in collaborations?

Before you start, ask people you know who’ve worked with a potential collaborator what that person or group is like.  As the collaboration goes on, details of who will do something or who can use a particular piece of data can get murky–document who will do what in an email to your collaborators at the beginning of things and update if plans change.  Always have transfer agreements.  What data/specimens/other items relevant to your work will your collaborators get?  What will they do with it/them?  What happens to it/them after they’re done?

How do you unravel an unproductive collaboration?

Remember not to make enemies, because typically fields and subfields aren’t that big—you’ll be seeing these people for the rest of your career, and they’ll know a lot of the same people you do. End the collaboration on a positive note by first wrapping up any work that was leading to a paper or other product, then saying you’ve decided to focus on other projects or areas of research.

How do you network at conferences and meetings?

A great way to network is to go to smaller conferences.  In addition to big meetings like AAAS, AHA, or APHA, try a Keystone, Gordon, or FASEB conference, where attendees number in the hundreds rather than the thousands. For many of these smaller conferences, you can suggest topics and organize the meeting yourself, which can be a lot of work but also very rewarding. Another way to broaden your network is to branch out—go to a conference about the pathway you study, but not in your organ or disease, for example.

More Resources

Finding Community on Twitter: Why I Plugged In

Not that Kind of Year: Tales of Year 1 as a New PI

Fierce Conversations

Networking for People Who Hate Networking: A Field Guide for Introverts, the Overwhelmed, and the Underconnected

Book Reviews / Networking & Collaboration

networking-bookIf you’re like your correspondent, the very word “networking” sends a trickle of terror down your spine.  Even the thought of mingling at a conference fills you with dread.  But take heart!  “Networking” doesn’t have to be a four-letter word.  As Devora Zack admits, while it might never be fun, it can become doable if, instead of trying to mold yourself into an extrovert, you approach it like an introvert.  In this snarky and entertaining guide, Zack details a method that focuses on traditional introvert strengths like planning, listening, and following up, while giving you permission—indeed, ordering you—to recharge by taking plenty of breaks (alone, please) in order to increase the quality of the connections you make.

Instead of trying to collect an impossibly huge number of brief connections, Zack argues, those for whom that doesn’t come naturally should remain true to themselves and concentrate on deeper interactions with those few they identify as good prospects.  That identification often comes from planning.  (Example: Reading up online about the research interests of potential mentors or collaborators before approaching them at a conference’s welcome gathering.)  Once the contact is made, introverts should harness their good listening skills by asking open-ended questions and paying attention to the response.  Then, the next day, follow up with a personalized note referencing that conversation.  Now you’re much more than another barely-remembered name from a conference.

Zack has plenty of other tips for making networking events go more smoothly (and even for how to painlessly turn other interactions, like airplane rides, into networking opportunities).  Chapter Seven suggests arriving early so the room is less crowded and intimidating, and volunteering where possible, because a structured role gives you a reason to step away from the wall and interact with others with a purpose rather than flailing for topics of conversation.  There’s even an entire section on how to make a nametag that makes the best impression.

And guess what?  The advice in this book is just as salient for extroverts as it is for introverts.  Everyone’s networking can benefit from good planning and good follow up.

Networking for People Who Hate Networking: A Field Guide for Introverts, the Overwhelmed, and the Underconnected
Devora Zack
San Francisco: Barrett-Koehler, 2010

More Resources

To Succeed, Forget Self-Esteem

Not that Kind of Conference: Attending Clinical Conferences as a PhD

Fierce Conversations

Connecting Through Poster Sessions

Communication / Doing Research / Networking & Collaboration / Trainees

Imagine you’re at a poster session. As you walk by the posters, you instantly understand the key points and ‘get’ the research. You find yourself stopping, reading, engaging with the presenter, and you’re inspired to think more broadly about your own work. Posters designed with the audience experience in mind create engaging sessions leading to new connections and collaborations.

Christine Kimpel’s better poster design (image by Helen Bird)

That poster I noticed? The judges noticed it too and it won third place at Vanderbilt Translational Research Forum and a travel grant to Translational Science 2022.

I reached out to Christine Kimpel BSN, RN, MA, PhD(c), whose poster inspired me, and Caroline Taylor, Sr. Graphic Design/Multimedia Specialist for Vanderbilt University School of Nursing, who collaborated on the design of Christine’s poster, to share their insights with Edge for Scholars.

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11 Quick Design Tips to Instantly Improve Your Poster

  1. Write clearly and concisely.
  2. Use bullet points and numbered lists to break up full sentences and paragraphs.
  3. Make each section shorter than a paragraph.
  4. Avoid big words in your title.
  5. Choose a sans serif font.
  6. Use the same font for the titles and body text. Make title font bigger and bolder.
  7. Format titles the same. Format body text the same.
  8. Left align text.
  9. Use 3 colors or less. Choose one of these colors to be the main color.
  10. Add images to break up a text heavy poster.
  11. Ask a colleague in a different field to give feedback.

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Better Poster Design

The Better Poster is designed to maximize insight, encourage conversation, and make it easy to quickly understand the research.

Better Poster Template (image by Mike Morrison)

The main finding, or key takeaway, is written in plain language and placed front and center. It is 12-15 words and easily read from 10 feet away. On the left is an overview of the study and to the right are the findings. A QR code links to more information.

Mike Morrison designed the new poster format and encourages presenters to adapt the template for their own needs, while keeping the poster clean, concise, and easy to read.

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Newbie Strategies for Starting a Poster

  • Start 3-4 months before you need to print the poster.
  • Check the conference guidelines for required poster sections and size.
  • Know the resources at your institution (graphic design, poster printing, etc.) and contact early.
  • Work on the text a little bit and then leave it for a few days to get perspective.
  • The results and discussion sections take the most time and thought.
  • Posters are not read from start to finish. Each element should be understandable in any order.
  • Discuss the best way to show results with your research team.
  • Give your research team 2 weeks to review the poster. A call is helpful to hammer out the details.
  • Be mindful of time and how long it takes to print the poster.

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Steps for Creating a Poster in PowerPoint

Use PowerPoint Designer and SmartArt to convert text to graphics, icons, and charts. (image)

  • Write the text first.
  • Change the PowerPoint slide to the actual size of the poster.
  • Use separate text boxes for each section. Left align text.
  • Copy the text info into the poster. Does it look chaotic?
  • Eliminate unnecessary words and cut the text down until it will easily fit on the slide.
  • Use bullet points to break up paragraphs and create space.
  • Zoom to 100% in PowerPoint. If you can’t read the text, your audience won’t be able to either.
  • Use PowerPoint Designer and SmartArt to convert text to graphics, icons, and charts.
  • Design your poster on a main slide, but have other slides open to work on different elements.
  • Put image credit directly under image, even if you use a free site.

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Resources

Research Poster Best Practices

Better Poster Templates

Create a Better Research Poster

#betterposter

Select a Color Theme

Copyright Free Images (Unsplash is an Edge for Scholars favorite)

Free Icons

Free QR Code Generator

Poster Accessibility for People with Disabilities

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Books

Better Posters: Plan, Design and Present an Academic Poster by Zen Faulkes

Effective Data Visualization: The Right Chart for the Right Data by Stephanie Evergreen

The Wall Street Journal Guide to Information Graphics: The Dos and Don’ts of Presenting Data, Facts, and Figures by Dona Wong

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Thank you to Christine Kimpel and Caroline Taylor for sharing their expert knowledge with Edge for Scholars.

Christine Kimpel is a Registered Nurse, a PhD Candidate at the Vanderbilt University School of Nursing, and a first year Fellow in the VA Quality Scholars Program. Her clinical experiences with Palliative Care spurred her interest to explore determinants of Advance Care Planning. She earned her BSN (cum laude) and MA degrees from Kent State University. Her dissertation research focuses on identifying Age-Friendly Environment factors of Advance Care Planning among low-income, older adults. She plans to develop this program of research around the use of community-based participatory research approaches to reduce Advance Care Planning and Palliative Care inequities. Christine serves on the board of the Middle Tennessee Chapter of the Hospice and Palliative Nurses Association. Additionally, she is a member of the Iota at-Large chapter of Sigma Theta Tau and the Tennessee Nurses Association. At the VA, she is collaborating on the deployment of a quality metrics dashboard.

Caroline Taylor is a Sr. Graphic Designer / Multimedia Specialist for Vanderbilt University School of Nursing. There, she specializes in creating visual marketing objectives that best benefit the school, as well as faculty and staff. Her research poster designs have been featured by VUSN’s faculty, winning nationally ranked awards.

Christine Kimpel BSN, RN, MA, PhD(c) won third place at Vanderbilt Translational Research Forum.

 

Further Reading from Edge for Scholars

Best Poster Resources for Trainees

The Newbie’s Excellent Infographic Adventure

PowerPoint Hacks for Scientific Poster Design

Making a Better Research Poster

Networking for People Who Hate Networking: A Field Guide for Introverts, the Overwhelmed, and the Underconnected

Flight Tracker: Streamlined Career Development Tracking & Analysis

Management & Leadership / Networking & Collaboration / Productivity

Career development programs, no matter what stage of the academic career they cater to, face similar challenges. A wide range of information about scholars is available, from demographics, publications, and grant submissions to pilot funding, composition of mentor panel, training activities, and career milestones. Much of this data needs to be reported to funding agencies at regular intervals, but is scattered across different public and internal sources.

Enter Flight Tracker. This software allows users to track and understand their scholars’ careers longitudinally via automated data collection. Flight Tracker was developed at Vanderbilt and is now used by 55 institutions in a growing consortium. Programs across the breadth of academic career development use the program, from graduate programs and training grants to departments tracking tenure and promotion and research impact. Data lives securely in a FISMA- and FERPA-compliant REDCap database.

Watch the Flight Tracker intro video.

Flight Tracker collects the following:

  • Grants from NIH and Federal RePORTER (and optionally, from the home institution’s own grant management software);
  • Publications from PubMed;
  • Bibliometrics such as the Relative Citation Ratio and Altmetric;
  • Patents from the US Patent Office;
  • Demographics, education, honors and awards, job changes, and more via surveys of scholars;
  • Custom resource use such as attendance at workshops or online courses;
  • Anything else you can dream up.

Flight Tracker uses this data to produce visuals, dashboards, and metrics about your group of scholars. These are just a few of the tools available.

K2R Conversion Calculator

This tool shows the percentage of your scholars who have moved from career development award to research independence. You can slice and dice the group along lines such as gender, degree type, department, or type of career development award, as well as by date ranges. It includes up-to-the-minute data every time you access it.

Social Network Graphs

Visually demonstrate relationships between scholars, mentors, and more with chord diagrams. The example to the right is a graph of co-authorship relationships among a subset of career development awardees at Vanderbilt. Each square on the edge of the circle is a person and each line is a publication the connected people have co-authored. These diagrams can also be used to show connections between mentors and mentees, for example if you’d like to show that the participating faculty for your grant have been publishing or writing grants with the former trainees and the applicant pool. Chord diagrams can also help identify interdisciplinary grant teams.

Success Curves

Kaplan-Meier Success Curves provide a breakdown of programmatic elements contributing to your K-to-R conversion. In this example, the black line is the conversion ratio of Vanderbilt career development awardees since 2000, with about 70% converted by fifteen years after the start of their career development award. The orange and green lines show this conversion for subgroups who used key resources like internal study section. Use of these resources confers a 30% increase in successful conversion to independent funding, providing evidence to invest consistently in these programs and encourage participation.

Staff time for Flight Tracker upkeep is generally light. With a large number of scholars, initial effort may be high, but once over the hump, ongoing effort is minimal. For all career development awardees since 2000 at Vanderbilt, which totals approximately 550 scholars, it takes me:

  • 2-3 hours a month to assure grants are auto-categorized appropriately as Ks, Rs, etc.;
  • 3-4 hours a month to check new publications for problems like another John Smith’s paper being pulled into my John Smith’s profile;
  • 30 minutes a month to add new scholars or make updates to existing scholar profiles;
  • 2-4 hours per year to set up and monitor annual surveys.

Flight Tracker also saved considerable time with our recent CTSA renewal. With data in the system from surveys and external sources, the software can produce Tables 5 and 8 of the standard NIH reporting tables at the touch of a button. We were also able to include some of the visualizations above in our grant text, as well as quickly access metrics like K-to-R conversion, demographics, and more. Retrieving these numbers before took tedious manual calculation.

To get started with Flight Tracker, ask your local REDCap admin to enable the “Flight Tracker for Scholars External Module” on a REDCap project. The same institution can have multiple projects, e.g., each T32 and K12 can have its own Flight Tracker, or each doctoral program.

You’ll be able to put in a list of names, departments, and resources to start tracking data immediately for your project. After setup, Flight Tracker starts collecting data immediately. Once data is in the system, you can wrangle your initial set of grants and publications for accuracy.

Then, join the club. The Flight Tracker Consortium gets members up to speed and keeps everyone on track with two calls per month: A “newbie” call to help new users get started and a full consortium meeting with updates. Email Scott Pearson to receive invitations to these calls. You can also view our video archive for instructions, tips, and tricks for importing and working with scholar data.

We release updates to Flight Tracker regularly, many based on requests from consortium members. Establish a regular upgrade schedule with your REDCap admin.

We hope you’ll join us.

More Resources

Writing Your K or CDA Progress Report
Beginner’s Eye for the Science Guy (or Gal)
Get Your PMCIDs PDQ

Not that Kind of Attendee: Tales of Conference Attendance by Trainees

Networking & Collaboration

In my last post, I talked about some of the considerations I make when considering which conferences to attend. In this post, I will outline how we pick conference to attend for trainees. As always these days, n=me, and this time, my trainees.

The disclaimer: I am in my third year as a PI in the US. Start-up is still fine, but diminishing rapidly. I have limited trainee attendance to one conference per year, and I require that they have an abstract accepted in order to attend. I make exceptions for invited talks and funder-mandated conference attendance. My trainees include trainees at the postdoc and graduate student level. Some of my trainees are very new to conference attendance; others are old pros with a network at certain meetings. This is my approach for picking conferences for trainees, so your needs and goals for your trainees may be different.

The assumptions: All this advice is based on the assumption that your trainee wants to attend a conference. If your trainee does not want to attend a conference, it might be time to ask some questions about why they would prefer not to do so. In my experience, the trainee feels their data is not yet ready, and that is an acceptable reason, at least for a year. If it is something else, it is important to identify the reluctance and try to find a solution. Conferences are a critical aspect of trainee development, and it is our job as mentors to make sure trainees attend and benefit from attending.

Value: The most important aspect for me is the value of the meeting for the trainee. Trainees have many conference options, but with a limit of one per year, picking the right meeting can be daunting. Here are some of the questions that we address.

Is this meeting directly related to the trainee’s research? This should go without saying: if the meeting has nothing to do with our research it is not a great meeting for us, especially if the trainee is junior and has little data to present and/or is not yet comfortable networking in a new environment. There is some room to negotiate here for trainees with established projects who are branching into a new area of research and need to expand their horizons.

Could the scientists at this meeting be reviewing the trainee’s papers and grants? Another thing to consider is whether the attendees of the conference could be reviewing our grants and papers. If so, there is tremendous value in having the trainee present their project during a poster session, get some feedback on the data, and (hopefully) impress these researchers with their brilliance and potential.

Are the senior scientists accessible at this meeting? One of the downsides to the giant meetings is that it can be challenging to secure face time with scientists working in the field. While there is something powerful about thousands of attendees working towards a goal of curing Terrible Disease, it can be overwhelming and less useful. For trainees, I prefer smaller meetings where they can interact more with established scientists in the field rather than stand in a giant poster hall and hope they pass by.

Will attending this meeting broaden the trainee’s network? This is trainee-dependent. Some trainees are happy to network at large meetings and seek out these opportunities. Other trainees are still developing this skill, and again, smaller meetings are preferable.

PI attendance: Another point we discuss is if I have attended this meeting in the past or if I will be attending it.  I tend to favor recommending meetings that I have attended, as I can better evaluate how useful they will be, how accessible the established scientists are, whether the environment is supportive of trainees and so on. I expect as my research program grows, this will change, and senior trainees will be attending new conferences. For now, some of them lean heavily on my introductions into my network and sending them into a new environment where I do not know anyone is not necessarily the best use of their time. For new trainees, by and large, we attend meetings together where I can introduce them to my colleagues and they can spend time with other trainees as well.

Opportunities for trainees: When I am debating sending a trainee to a conference, we also look for opportunities for them to present their work and an environment that supports their development, such as trainee affairs symposiums or career development talks. I am very impressed with the Gordon Research Conferences, for example, that have associated Gordon Research Seminars, which are daylong events for graduate students and postdocs to present their work and hear about career opportunities.

Travel awards: While we are always appreciative of ways to offset travel costs and bolster trainee CVs, securing a travel award is not required for meeting attendance. I expect all my trainees to apply for travel awards, if available, but I do not make meeting attendance contingent on their award.

Expect pushback: Unsurprisingly, trainees want to travel more and attend more conferences. I would like that as well, but it is not feasible financially. I have had trainees offer to pay their own way, but this is not fair to trainees that cannot afford to pay out of pocket, so this is not permitted in my research group. Having some of these policies in writing has helped me stick to my one conference per year rule, and I would encourage you to have a travel policy in your on-boarding document.

These are our attempts at deciding which conferences trainees should attend. Sometimes the answer is obvious, and other times it is less so. In my next post, I will outline how I handle trainee travel and conference expectations. Stay tuned for more tales!

Did I miss an important point? Do you have questions or concerns about the post? Or perhaps an anecdote to contribute! Feel free to send some electrons my way in the comments, via Twitter @PipetteProtag, or through traditional electronic mail pipette.protagonist@gmail.com

Not that Kind of Choice: Tales of Conference Selection

Networking & Collaboration

Conference season is here! My inbox is flooded with invites to the big annual meetings for my Terrible Disease of Interest and Clinical Meeting Dealing with Terrible Disease (and Other Terrible Diseases), along with dues notices. Meanwhile, colleagues are already asking about the smaller meetings, like Gordon Research Conferences and Society Meetings, happening later in the year. How is a new Principal Investigator (PI) supposed to pick which meetings to attend? These are the things that I consider when deciding on attending a meeting. As always these days, n=me.

The disclaimer: I am in my third year as a PI in the US. Start-up is still fine, but diminishing rapidly. My main occupations right now are writing papers, waiting on data to complete said papers, supervising my team, and furiously applying for more money to run my research program. My teaching load is small, my lab largely self-sufficient, and I am comfortable supervising via Slack. My personal life can accommodate travel without much hassle. This is my approach for picking conferences; yours may be different.

The benefits of conference attendance: Attending conferences is critical for building your national reputation, being part of the scientific community, and getting your science in front of paper and grant reviewers.  I attend at least two conferences per year and encourage you to do the same.

Invitation: At this point in my career, if I have been invited to speak, I will attend the conference, regardless of whether the conference will cover my attendance costs. I do not get many invitations, so any opportunity to present my work as an invited speaker is worth it (with the assumption that this is not a predatory conference).

Cost: One of the first things I consider is the cost, both financial and time. In general, I try to avoid conferences that will cost more than $2,000 total and keep me out of the office for more than four days. This rules out most international travel and hard-to-reach locations in the US, but it saves money for other trips and keeps me looped into lab life.

Location: I do not really explore outside of the conference venue (unless there is free time), so conference location is not very important to me. I can see location being important if you want to visit the area after the conference, but I have yet to attend a conference where that has been desirable and/or feasible. My only concern is how long it will take to reach the conference venue and whether dining options will require excessive ride sharing.

Topic: Another thing I assess is how relevant the conference topic is to my own research or to an area of research into which I am branching. One of the big research conferences in my field is a phenomenal networking opportunity for researchers but lacks a critical mass of talks and posters on my main disease of interest. As much as I enjoy seeing my other Terrible Disease colleagues, this is not a great conference for me to attend most years. The opposite can also be true, and there can be too many presentations and posters on my Terrible Disease of Interest. Although these provide critical networking opportunities, it can be tiresome to hear very similar studies performed with different genes over and over again.

Who will be there: The biggest driver of my decision to attend a conference is who will be there. I am of course interested to hear the newest science from leaders in the field, but I am also eager to have said leaders see my science, either in presentation or poster form. Any opportunity to get your science in front of potential reviewers is a great time investment. Meeting new collaborators or solidifying current collaborations is also good. Of course, it is always nice to see old friends and mentors.

Am I expected to be there: I am in a clinical department. All of us basic science types in these departments are expected to attend the big clinical meeting. This is not the most useful meeting for me to attend in terms of science, but it is priceless in terms of networking, connections, and being part of my research community. Plus, it makes my chair happy.

A note for parents: I know some, perhaps many, of you have childcare concerns. Some of the larger conferences are including childcare services. Other attendees I know have brought their significant others, parents, friends, and nannies to events. Conference attendance with kids is still challenging, but there appear to be more resources now. Check them out before you exclude yourself from attending these important events.

Share the conference experience: What if you decide you cannot make the big conference? Many conferences have embraced social media and use hashtags, allowing attendees to live-tweet conferences. If you cannot make the conference, simply follow along on Twitter. If you are at the conference, share the (published) science (if you are permitted by the conference) with your colleagues through Twitter. I really enjoying following conferences this way from the comfort of my own office, and it provides some of the interaction benefits of a conference without spending the time and money.

These are my attempts at whittling down my conference attendance to a selected few each year. In my next post, I will cover how we pick conferences for my trainees. Stay tuned for more tales!

Did I miss an important point? Do you have questions or concerns about the post? Or perhaps an anecdote to contribute! Feel free to send some electrons my way in the comments, via Twitter @PipetteProtag, or through traditional electronic mail pipette.protagonist@gmail.com

Not That Kind of Job Offer: Tales of Negotiation

Networking & Collaboration

It has been a long road to get here, but after all the applications, the interviews, the thank you notes, and agonizing waiting game, you are finally the recipient of your very own offer letter! If you, like many new faculty I know, are a little disappointed in the offer, do not fear. This is just the start of the negotiation process. Although today’s post includes some general experiences of our cohort, the negotiation portion is limited to my experiences (n=some) and the fantastic expertise of those whose articles I have linked. Unlike always, this time n=mostly me.

Ask for time: The most important thing to do when you receive your offer letter is to say thank you and then promptly ask for more time to evaluate it. You need to sit down, identify what is missing, what needs negotiating, and if what is being offered is enough.

What your letter should include: Your offer letter should include your salary and start-up package, along with the space allocation, expiration date of the start-up, and general expectations (the big ones: percent salary covered from grants, tenure, teaching/clinical expectations). When most of us were negotiating, we believed we needed to have everything in writing. While I still strongly advocate for having most things in writing, and believe offer letters will be honored completely, more senior faculty will tell you the offer letter, from the perspective of the institution, is less ironclad. In my experience, most principal investigators (PIs) and departmental chairs use their offer letters as a reference document.

Get feedback on your offer letter: As a trainee, evaluating the quality of an offer can be difficult. How can you make sure your offer letter is competitive with an appropriate salary and start-up? If you are a K99 recipient, your program officer (PO) will happily tell you when the start-up or support is not enough. Otherwise, identify a couple of individuals (former trainees who are now new faculty, newer faculty in the department, your current departmental chair, and even your mentors) to share the letter with and get feedback. Again, public institutions post salary data, but private institutions do not, so additional work is required, either through Glassdoor or AAMC. Some people recommend asking faculty in the hiring department about start-ups and salary, but to my knowledge, no one in our cohort did that.

Negotiating 101: After you have analyzed your offer letter and received some feedback, it is time to negotiate. Our cohort has no expert negotiators in its ranks. I hate negotiating and bartering in all its forms, so getting comfortable negotiating was a particular challenge. The following advice is an amalgamation of the advice I have received, some of it described herehere, and here.

Set a positive tone and reiterate agreed upon terms: Thank the person with whom you are negotiating for the offer. Communicate your excitement about the opportunity, your interest in the institution, and admiration of their leadership. Follow that with a “but” statement, stating you have a couple of issues you would like to further discuss. As you work through your short list, make sure you reiterate items which you have agreed upon. At the end of the discussion, thank the Chair/Dean for their time and confirm a time when you can expect to receive an updated offer letter.

Identify three to four things that need to be addressed: In your offer letter, identify a couple of things that need to be addressed and order them in degree of importance. Usually the most important is salary or start-up size, and the other two are less important. Always lead with the hardest ask, usually salary, and then move into the easier requests. For example, I wanted to move my start date back, which was fairly easy to accommodate. I saved that request for last.

Picking the counter offer: Salary: Our cohort was split between data-driven counter offers (i.e., the average salary of an assistant professor) and ego-driven (I deserve a salary of X). Always ask for a little bit more than your desired salary, so there is room to come down and still hit your dream salary. Always negotiate salary. Ask for an amount outside of your comfort zone. Mostly it was the women in our cohort who worried they were asking too much–they were not. My recommendation: ask the most self-assured post-doc or new faculty you know what they requested for salary and go with that. If the Chair/Dean says no, they say no. Do not worry: they have invested too much time and money to throw out your offer because you (firmly and politely) requested a higher salary. Start-up/space/teaching: I found these easier to negotiate because they were not focused on what I wanted (to make more money) but what I needed to be successful (a certain amount of money for capital equipment, more protected time to write my R01, etc). If you phrase most of these negotiation points as problems that you and your Chair/Dean can solve together, it runs more smoothly. For example, if everyone in the department works with mice, it might make more sense to invest in tissue processing equipment than paying the Core to process and section the tissues.

Reports from my negotiations: I negotiated several offers. I worked from a bullet-point list of statements for each offer. I negotiated with Directors, Human Resources (HR, for salary), and Chairs. The negotiations with HR were always the most challenging, since their job is negotiation and their salary recommendations are guided by some black box algorithms/rubrics/compensation analysts. At one institution, when I countered my salary and start-up, I was flatly told both were enough; my PO disagreed that the start-up was sufficient and I walked away from that offer. At another institution, the Chair was limited in increasing the salary by institutional averages, but I was able to increase my salary up to the limit. The start-up was capped by the Dean or Director in other institutions. Extensions on start date and time to decision were granted by all negotiators. One institution had a limit on capital equipment, so I negotiated vouchers for Core use instead.

An important point: At the end of the day, if you accept the offer, you will have to work with your Chair/Dean for a long time. Fight for the things you need, but be ferociously polite and accept there are things that cannot be increased. Although there are things you can do to salvage an insufficient offer, sometimes the offer is too weak and you have to walk away.

Once you and the institutional representative come to an agreement, and you sign your offer letter, it is official: you have completed the arduous task of your first faculty job search. The coming months will be a whirlwind of activity as you move your life and science to a new institution and grow into a new role. While this post is the final entry into the job search series, my next series will focus on navigating your new appointment, from setting up the lab to navigating departmental politics. Stay tuned for more tales!

Still have questions? More confused than when you started? Need to vent about the process? Feel free to send some electrons my way in the comments, via Twitter @PipetteProtag, or through traditional electronic mail pipette.protagonist@gmail.com

More Resources

It’s National Science Meeting Time! Nine Protips on Meeting, Greeting and Getting It Done Like a Rockstar

Networking & Collaboration

 

networking-like-a-rockstar

Congrats….you are off to that awesome annual meeting you adore where your science friends chat you up, cheer you on and buy you a beer. Here’s some protips on making the most of your time, some fun things to do to pass the time and a stern look over my glasses for those of you haven’t been making the most of meetings thus far.

1. If you are doing a poster and you haven’t been checking out Dr Zen Faulks‘ 
tips on Making Better Posters, it time to run over and check out this guy’s genius. Zen makes it easy for your audience to stay on topic, engaged and damn impressed to boot.

2. Set up meetings NOW. Yes, now. Weeks before you head out the door. And not just with your beer buddies. Find the people who are doing that technique you really want to learn, the ones with the great constructs, the ones whose paper you just read. Invite them now to go for coffee after their talk/poster. These folks will welcome the opportunity to talk about what they are doing and this is how collaborations are made. Be brave. Set up at least one of these meetings a day.  It’s a lot of coffee, but you can do it.

3. Steal all of Nature’s swag. Nature’s publication and subscription fees are through the roof and they are merciless to authors. They also are make dreadful commentary on women, minorities, and kittens. I don’t have a link for the kittens, but I’m sure they hate on them in private. It’s time to put the boot to the man. Go to Publisher’s Alley with bags, boxes and carts and strip their booth of everything. Journals, pens, candy, tables, carpet, lunches, unattended laptops, book displays….it’s all yours. Just take it.

4. Follow Hope Jahren’s genius safety rules for going out to dinner or lunch when you are on a job interview (yes, this is the link). Her blog is currently being revamped, but a) pay for yourself – insist on this or say your boss insists on this b) one drink max, ideally none c) LEAVE ANYTIME IF YOU HAVE SMALL SENSE OF ANGST ABOUT SAFETY your mentor, if they are worth a damn, will cover for you d) no hotel rooms ever e) Have a buddy meet you at the end of the interview. Boundaries are your best friends. Well, boundaries, boots, stolen Nature swag and snarky bloggers.

steno-note5. Take some damn notes. I’m a fan of the steno notebook because they are small enough to fit in a bag easily and sturdy enough to write on You. Will. Not. Remember. Everything. Rain Man. Write it down.

6. Bring your business cards. Seriously. You’re a grown up. No one wants you to have your email written down on a ripped edge of a program. That’s just creepy and they are never going to remember who you were. They may use you to wrap up some chewed gum though.

7. Bring the best walking shoes, earplugs/headphones*, water bottle and bag you can afford. Better yet, charge it all to your Dean of Faculty. Honesty, they’ll understand. Ish. Water in convention centers costs more per liter than gasoline. Just bring your own bottle and fill ‘er up. As for bags…well, you’ve come to the right place because I love bags almost as much as I love boots. And I really love boots. I’m a fan of the shoulder sling. Won’t mess up your back, has nice pockets for organization and can be tossed on quickly as the interns at Nature chase you through the convention center (they’re slow AF…). Check out this awesome site for other great options. *Earplugs are for planes and getting work done, not for talks. Although, if the talk is really bad, maybe?bag

8. Ask a damn question. Seriously. Did those people just say that they can measure autophagy with LC3 staining alone because, Oh, Snap! Y’all are wrong in the head. Go to the microphone and correct that nonsense. You’ll be a hero and people will take note. Or, just ask a polite question, because if you’re thinking it, everyone else is. And then they’ll see your sweet bag and be like, “Damn Gina….you’re the boss!”

9. Tweet. Find your meeting’s hashtag and use it. You’ll find awesome recommendations for talks you might have missed, short coffee lines, and meeting Bingo.

 

What did I miss? Do you have a favorite meeting sanity saver you like to use? Tell me!!