2 Navigating the Supervisor Relationship

Navigating the Busy World of Your Supervisor
Your supervisor is a key figure in your academic journey, but they are also juggling a multitude of tasks and responsibilities. Here’s what you need to understand:

• Multi-Tasking Wizards: Recognize that your supervisor is handling teaching, departmental duties, multiple research projects, other supervisory roles, grant applications, and more, alongside supervising you.
• Limited Time: Understand that their time is precious, and they have personal commitments too.
• Value of Initiative: Learn why taking the initiative in your relationship can lead to a more fruitful academic experience. This approach isn’t just a chance to refine your time management capabilities; it also provides practical experience in leading and directing a project. Such skills are immensely valuable and sought after in both the professional world and academic circles. Moreover, a well-organized and enthusiastic student leaves a lasting impression on supervisors, something they’re likely to recall when the time comes to write a reference letter for you.
• Acknowledge individuality in supervisory style: When embarking on your thesis journey, it’s crucial to recognize and adapt to the individual supervisory style of your mentor. Supervisors are as diverse in their approaches as they are in their academic interests. Understanding and acknowledging this individuality can significantly enhance your working relationship and overall thesis experience.
  • Variety in Styles: Supervisors might range from being highly structured, expecting regular and formal updates, to more laissez-faire, where they provide freedom for you to explore and only step in when needed.
    Communication Preferences: Some may prefer face-to-face meetings, while others might lean towards emails or virtual check-ins.
    Feedback Approach: The frequency, detail, and mode of feedback can vary significantly. Some supervisors provide detailed notes, others offer broad directional guidance.
  • Pay attention to how your supervisor operates. How do they communicate? What are their expectations for meetings and updates? What kind of feedback do they provide? If you’re unsure about their style or expectations, ask. Early clarification can prevent misunderstandings and align your working styles. Be prepared to adapt your working and communication style to suit theirs. This flexibility can lead to a more productive and less stressful experience. While adapting to their style, also communicate your own needs and preferences. If you require more structured guidance, express this early in your relationship. Regardless of style differences, mutual respect is foundational. Recognize their expertise and experience, and appreciate the guidance they provide. Take charge of your learning and progress. Be proactive in seeking advice, feedback, and support.
  • Lastly, it is important to acknowledge that every supervisor is unique, and there’s no one-size-fits-all approach to working with them. By acknowledging and adapting to their supervisory style, you can foster a more effective and enjoyable working relationship. Remember, communication is key. Openly discussing expectations, preferences, and boundaries will help ensure that both you and your supervisor have a rewarding and productive thesis experience.

Proactive Communication & Planning
Taking charge of your communication and planning is vital in maximizing your learning and productivity.

• Initiate Contact: Don’t wait for your supervisor to reach out. Be the one to schedule meetings and provide updates. It’s important to agree upon a regular meeting time (weekly or biweekly), in-person, virtually, or perhaps a mix of both. It is also important to establish a preferred form of communication, which will likely take place via email, or you may opt to use other communication platforms such as Microsoft Teams, Slack, and more.
• Regular Updates: Keep them informed of your progress, challenges, and next steps. Communication is key. Inquire about their preferred schedule for routine check-ins. While these might typically take place at the start of regular meetings, your supervisor reserves the right to opt for separate updates, possibly in a written format. Note that these updates might not be a direct request from your supervisor but a departmental requirement. If that’s the case, expect the department to inform you of these expectations. However, if there’s any uncertainty, don’t hesitate to contact the departmental authority responsible for thesis projects to clarify any requirements and deadlines. It’s important not to assume your supervisor knows these details or to expect them to investigate. They generally anticipate that you will stay informed about these issues, as they can change every year. Furthermore, if you anticipate busier periods, like exam weeks, communicate this upfront. It’s okay to inform them that your focus may temporarily shift, and you might request to postpone a regular meeting but assure them of your return to thesis work thereafter. Far from being a negative, this demonstrates your ability to manage and prioritize effectively.
• Meeting Preparation: Make the most of your meetings by being prepared with questions, progress reports, and suggestions for moving forward. I would even recommend sending a reminder to your supervisor the day before your regularly scheduled meeting with a brief agenda of the main topics of discussion during the meeting (e.g., discussing an assigned reading, or reviewing the results of the recent analyses). Here’s a little insider secret: your supervisor is probably getting ready for your meeting, the night before or the day of. If you made an audible gasp, I wouldn’t blame you, I did the first time I found out, but as an expert, it takes them very little time to read a paper or prepare a polished presentation. When I was an undergrad, it took me anywhere from 3 to 5 hours to read a single research paper thoroughly enough to discuss it confidently. However, my supervisor would often just briefly look at the paper in a 30-minute slot they found between meetings, yet lead the discussion as if they were an author. Now, as a Ph.D. student with more reading experience and expertise, I can typically understand papers in 30 to 90 minutes, depending on complexity and length. It’s worth noting that giving your supervisor a reminder and update about the meeting agenda will probably be helpful for them to prepare their part in this partnership.

Establishing a Productive Working Framework
A structured approach is essential to navigate your thesis journey effectively. Part of that structure may stem from this guide, and working through the weekly tasks and goals. However, there may be other tasks and expectations for you to meet outside of the ones laid out in our weekly modules. It’s important to use this as a self-guide to complement requirements set out by your supervisor and the department. Thesis work is graded work, therefore it’s important to be aware of what the expectations are for you to ensure that the grade you receive from your supervisor reflects a fair assessment of your work.

• Setting Expectations: Discuss and agree upon expectations with your supervisor. It is important to communicate expectations early on. Ask your supervisor the level of commitment and contribution they expect of their thesis students.
  • Typically, undergraduate students become part of an existing lab project led by a graduate student, who might also serve as an unofficial co-supervisor. They might join your regular meetings, and offer feedback on your work, and their assessments might even influence your final thesis grade. The graduate students you work with may take more of a passive role, focusing on tasks like coding experiments and analyzing data. In this case, your communication with them will be minimal. In either case, graduate students are most likely involved in training you on the technical lab skills required for data collection. As an undergraduate, you may also expected to conduct literature reviews, lead discussions, attend lab meetings, write a formal thesis report, and communicate your work at a conference in the form of a presentation or research poster. However, your role doesn’t have to be restricted to these tasks. Depending on your interests and how much time you can commit, you might want to delve deeper. For instance, you could take part in data analysis or, if the project contributes to a paper being written for publication, express your interest in being credited as an author or contributor. If you’re keen on this, it’s crucial to discuss it with your supervisor early on. Ask if they’re open to the idea and, if so, understand what they expect from you to earn that acknowledgment. This proactive approach ensures you and your supervisor have a clear understanding of your role and contributions from the start. In terms of being listed as a writer or author, the expectations are generally higher. You may need to:
    • • Demonstrate Significant Contribution: This typically means being involved in a substantial aspect of the research, such as hypothesis formulation, data collection, data analysis, or writing a significant portion of the manuscript.
      • Show Consistent Involvement: Regularly participate in the project and meetings to demonstrate your ongoing commitment and understanding of the research.
      • Exhibit Writing Proficiency: Have the skills to contribute effectively to the manuscript, whether it’s through drafting sections, revising content, or ensuring the work adheres to academic standards.
      • Understand Publication Ethics: Be aware of the ethical considerations in publishing, including authorship criteria, conflict of interest, and data integrity. Remember, the exact expectations can vary between disciplines and supervisors, so having a detailed discussion about your role, contributions, and the criteria for authorship is crucial. This will help set clear goals and pathways for your involvement and recognition in the project.
  • As a graduate student, you’re expected to devise and lead your research project. While your supervisor might steer you towards certain topics or an existing lab project, you’re generally expected to determine the subsequent steps and experiments independently. This involves designing experiments under your supervisor’s guidance, collecting data, analyzing data, and composing a formal thesis to fulfill your degree requirements. Moreover, it’s advisable to aim for an additional version of your thesis suitable for publication in an academic journal. If you’re interested in pursuing a career in academia, having publications early on in your graduate journey is an asset, especially when applying for grants, scholarships, and jobs in academic institutions. it shows that you are an independent, capable, and active researcher. However, you should prioritize the version of your thesis that you submit for your degree which must meet specific institutional criteria, but journals have their own set of standards and formats. If you’re considering publication, discuss this early with your supervisor, since there is always the chance that the work you completed meets your degree requirements, but is not necessarily enough for a publishable paper. Therefore, further work may be required and they can then navigate you through this process.
• Feedback and Revisions: Understand the importance of timely and constructive feedback and how to incorporate it. An effective strategy is to establish personal deadlines and share them with your supervisor early on. Considering your department’s internal thesis submission deadlines, it’s wise to plan well in advance. Take into account your supervisor’s expectations and busy schedule when setting your deadlines for completing the initial draft of your thesis paper. Allotting sufficient time for your supervisor to review and offer valuable feedback is crucial. A practical approach, as outlined in this module, is to segment the thesis paper into its primary sections and complete each one by one. For instance, you might start with the methods and procedures section, which you can often write concurrently with data collection.

Week 1 Wrap-Up: Laying the Foundation for a Successful Thesis Journey

As we wrap up Week 1 of this module, you’ve taken your first crucial steps toward a successful thesis journey. Recognizing your supervisor’s multifaceted role and mastering proactive communication will form the backbone of this productive and harmonious partnership. This week has been about laying the groundwork: understanding the busy world of your supervisor, learning the value of taking the initiative, and preparing to navigate the complexities of academic research and writing.

Remember, your relationship with your supervisor is central to your thesis journey. They’re not just a resource but an expert guide, and how you engage with them will significantly shape your learning and success. From establishing regular updates to preparing for meetings and understanding their time constraints, every strategy you’ve learned this week is aimed at fostering a strong, collaborative relationship.

In addition to these interpersonal skills, you’ve also begun to consider the structural and practical aspects of your project. Whether you’re an undergraduate joining a lab project or a graduate student leading your own research, understanding your role, contributions, and the expectations for authorship are essential. As you plan, remember to align your personal deadlines with your department’s requirements and give your supervisor ample time to provide feedback.

Looking forward, we’ve outlined specific tasks and goals for this week to help you transition smoothly into the next stages of your research and writing. By breaking down your thesis into manageable sections and setting clear, achievable deadlines, you’re not just planning for success; you’re actively building the skills and habits that will carry you through your academic journey and beyond.

So, as you move into the next phase of this module, carry with you the lessons of this first week: the importance of initiative, communication, and careful planning. Your journey is just beginning, and the skills you’re developing now will be invaluable every step of the way. Let’s continue this journey together, with clarity, purpose, and anticipation for the discoveries and achievements that lie ahead.