Coaching PhD students

Coaching PhD students Prof. Dr. Bart Noordam FOM-Institute for Atomic and Molecular Physics, Amsterdam, The Netherlands Noordam@AMOLF.nl, www.AMOLF.nl Disclaimers: I am not an expert, just someone from the field Only experience in Physics and Chemistry 1 AGENDA Based on 4 years PhD program • Year 1 • Year 2 • Year 3 Arrival Data collection Presentation of first results • Year 4 • Year 5 Thesis preparation Oeps, not yet ready! • What to do after your PhD? 2 New role: transition from master student to post doc • As a PhD student you are in between a master student and a post-doctoral fellow • Consider what you expect from this role and what others expect 3 Day 1: who to meet at your department/institute? WHO ROOM  Group leader (your own)  Group member (your colleagues) V    V   V         Director Secretariat Librarians Head E&I (e-mail address!) Head Instrument making Receptionists Head Engineering Office Supply room personnel Head Financial administration Facilities (keys!) Health & Safety Coordinator Travel/Accomodation Officer Personnel Officer 1.14 1.13 1.20 0.40 0.09 0.02 0.81 0.82 0.92 0.87 0.85 0.83 4 Day 5: Beyond research, set your training goals Facts: Most students will after their PhD NOT continue in that field of research Recently graduated researchers claim to benefit in their new job from the skills learned, less from the content Conclusion: Focus on content and skills Example: Set every three months a goal you want to achieve, related to but not exactly focused on your thesis research • How can I effectively communicate with my supervisor? • How can I can get most out of a day full of presentations? • How can I present my latest results such tha I get MOST feedback? 5 Week 2: read and discuss your training plan Training plan is written by supervisor Research Research objective Design of research, as well as reporting method and timing of response Training plan What expertise and skills must be acquired during your PhD training? How is this be implemented (1st year specific, subsequent years general) (e.g. lecture course, symposia, traineeships, studying abroad) Supervision plan How often and in what way is personal supervision provided by group leaders and/or other supervisor(s) (at least once a weeks)? (+ yearly planning & evaluation meeting) 6 AGENDA • Year 1 • Year 2 • Year 3 Arrival Data collection Presentation of first results • Year 4 • Year 5 Thesis preparation Oeps, not yet ready! • What to do after your PhD? 7 Work discussion: informal presentation Format • Weekly meeting of 15-20 scientist • PhD students present 6x per year their results Objectives • • • • • Ordering of data in presentable format Training of presentation skills Feedback on scientific program Learn to improve results by incorporating input from others Define next steps 8 Project progress monitor - monthly evaluation with supervisor Initiative often taken by PhD student Communication and planning tool Name : Date : Proposed date next progress meeting : Project : Number of months active in project : End of project : 1. What are the most important results of the past month? 2. Did you deviate from the planning and what was the cause? 3. What are the most important goals for the next month? 4. What needs to be done to achieve these goals (hurdles to be taken)? 9 AGENDA • Year 1 • Year 2 • Year 3 Arrival Data collection Presentation of first results • Year 4 • Year 5 Thesis preparation Oeps, not yet ready! • What to do after your PhD? 10 Elevator presentation of results Be always prepared to discuss with peers and coaches in 1 minute conversation: • What you are doing? • What type of problem you still have to solve? 11 Presentation of results in conference format - at your own University/Institute Format 1. 2. 3. 4. Weekly meeting of 60 scientist PhD students present 1x per year their results Presentation of 15 minutes + 5 minutes questions Followed by weekly Colloquium (1 hour) Objectives 1. 2. 3. Training of presenting in conference format Information exchange within Institute Feedback of peers and coaches 12 Visit at least one international meeting each year Format 1. 2. 3. International setting 50+ participants PhD students give oral or poster presentation Informal discussions in breaks and special sessions Objectives 1. 2. 3. 4. Get to know the field you are working in Understand the position of your own research Familiarize with latest results Make contacts with experts 13 Advice: start writing papers/chapters as soon as possible Data collecting approach • • • • • • Data Data Data Data More data Enough data?? Publishing loop • • • • • Data Analysis New data Final analysis Chapter/article • Writing • Oeps competitors published earlier! • Writing • Oeps need other data • Writing • Writing • • • • • Data Analysis New data Final analysis Chapter/article 14 AGENDA • Year 1 • Year 2 • Year 3 Arrival Data collection Presentation of first results • Year 4 • Year 5 Thesis preparation Oeps, not yet ready! • What to do after your PhD? 15 Time management – count down Make a count-down planning together with supervisor Month -10 Activity Finish chapter 1 -8 -6 Finish chapter 2 Finish chapter 3 …… …… -4 Write Introduction + summary -3 0 Thesis submission to committee PhD defense 16 Survive the complexity of multi tasking by planning and communication Finalize chapters Solve some issues in interpretation Look for new job PhD student in action Lay-out and printing of thesis 17 AGENDA • Year 1 • Year 2 • Year 3 Arrival Data collection Presentation of first results • Year 4 • Year 5 Thesis preparation Oeps, not yet ready! • What to do after your PhD? 18 Employment: do not fire PhD students • Timing and planning is also responsibility of supervisor and employer • Shared obligation to find a job for PhD student Employer should give PhD student a contract until defense 19 Important for PhD student: your boss has a boss Someone, not directly involved, should monitor progress Director/Dean Supervisor/Professor PhD Student 20 Formal extension after 3,5 years - given a 4 years program Month Activity -10 -8 -6 Finish chapter 1 Finish chapter 2 Finish chapter 3 …… …… -4 Write Introduction + summary -3 0 3 Thesis submission to committee PhD defense New job/contract ends Ph D Student date signature Supervisor/Prof. date signature Director/Deam date signature 21 AGENDA • Year 1 • Year 2 • Year 3 Arrival Data collection Presentation of first results • Year 4 • Year 5 Thesis preparation Oeps, not yet ready! • What to do after your PhD? 22 To Postdoc or not to Postdoc? PhD Postdoc Industry Academia Industry 23 Alumni network can support finding suitable position Database of former PhD students Name: …. Adress: ….. E-mail: ….. Left Institute: ….. Employer: ….. Job descripotion: … Bi annual meeting at Institute Former PhD students (20-30) meet current generation (20-30) to see the Institute again and exchange job experiences 24 Summary/warning Tools are just tools to support: • Planning • Communication 25 AIM of this presentation 1. Share some insides 2. Show some obvious tools that can help 3. Discuss these issues with audience 26