Research tips 

****A weekly meeting****

Weekly Meeting and Reporting Guidelines

Purpose of the Weekly Meeting: The weekly meeting serves as a time to wrap up the previous week's work and plan for the upcoming week. To maximize meeting efficiency, please follow these guidelines:

1. Weekly Report Format:
   Prepare your weekly report in the designated PowerPoint format. The report should include:

   • A summary of the previous week’s results, focusing on work completed and any challenges encountered (not from distant past work).

   • A clear, actionable plan for the upcoming week. The plan should detail specific tasks you intend to accomplish in the next seven days. Avoid planning for tasks that will occur far in the future; focus on what is immediately actionable.

2. Uploading Reports:

   • Mandatory Upload: You must upload your report to the lab’s Google Drive every week, even if you have no new results to report. In such cases, include an outline of ongoing issues, challenges, and the next steps.

   • This ensures that reports are available for review at any time, saves time during the meeting, and provides a documented history of your progress.

3. Intermediate Verbal Report:

   • While the weekly report is the formal record, it's often helpful to send an intermediate verbal update to the PI, either through email or a phone call. This can help facilitate progress and might reduce the amount of time spent discussing routine matters in the weekly meeting.

   • However, even if a verbal report is provided, you still need to upload the written report to Google Drive. Verbal updates are not a substitute for written documentation.

4. File Naming and Organization:

   • Ensure your file names are descriptive and follow a consistent format. This makes it easier to find and retrieve reports later. For example:
     Weekly Report-07182025-Hussein-Cell-Efficiency-Update-Design-Change-25V.pptx.

   • The file name should reflect the content of the report, including relevant dates and titles.

   • Use longer filenames when appropriate to capture important details. This is especially helpful for locating reports without needing to open each file.

   • Proper folder organization is crucial. Place your report in the correct project directory. If you cannot find an appropriate folder, create one and ensure it is appropriately named.

   • Always use English for file names, as this will ensure consistency across the team and make documents easier to locate.

• lab meeting PPT template

* Work ethics - professionalism and time management *

1. Know Your Work:

   • When assigned a task, clarify the expected quality and deadlines by confirming with the PI.

   • Ensure that all aspects of the task are clear before you begin.

2. Know Your Deadlines:

   • Understand that a deadline refers to the final submission of work, not just the completion of a draft.

   • Review your deadlines daily, manage your To-Do list, and adjust your priorities each week to stay on track.

3. Handling Delays:

   • If you foresee a delay, re-plan and consult with the PI before the deadline. Include a summary of the current status and a revised timeline.

   • Failing to address delays in a timely and responsible manner will affect your reputation for reliability and responsibility.

4. Pre-Checking and Discussion:

   • To ensure the quality of your work, it is crucial to discuss tentative results with the PI before the deadline. This ensures that your work meets the expected standards and prevents last-minute revisions.Know Your Work:

• When you are assigned a task, make sure you understand the required quality standards and deadlines. If anything is unclear, do not hesitate to ask the PI for clarification before proceeding.

• Taking the time to clarify expectations upfront prevents misunderstandings and ensures that you meet the PI's standards.

Know Your Deadlines:

• A deadline is the date by which the final, polished version of your work must be delivered, not just the day you submit your first draft. To manage your workload effectively:

  • Review your deadlines daily and adjust your schedule as necessary.

  • Regularly update your To-Do list to ensure that tasks are prioritized and deadlines are met.

  • Be proactive in managing your time, ensuring that tasks are broken down into manageable parts and that you allocate sufficient time for unexpected challenges.

Handling Delays:

• If you anticipate a delay, it is important to re-plan and communicate this with the PI before the deadline. Include a summary of your current progress and a detailed revision of your timeline.

• Failing to notify the PI of delays in a timely manner impacts the team's ability to adjust plans and may affect your professional reputation.

  • Delays should never be viewed as a sign of failure but should be managed through open communication and planning. Ensuring transparency demonstrates accountability and responsibility.

Pre-Checking and Discussion:

• To ensure the quality of your work, it’s crucial to discuss tentative results with the PI before the deadline. This provides an opportunity for feedback and avoids last-minute revisions.

• When you’re close to completing a task, review your work carefully and, if possible, engage the PI in a final review or discussion to ensure the work meets expectations before submission.

Collaboration and Communication:

• Effective communication within the team is key. If you encounter roadblocks or have questions, reach out to colleagues or the PI for advice or collaboration. By sharing insights and challenges, you foster an environment where the team can learn from each other’s experiences and work together more efficiently.

• Participate actively in the weekly meetings, not only to present your work but also to contribute to discussions, share feedback, and suggest improvements where necessary.

Continuous Improvement:

• Personal development is integral to success. As you work on different tasks and projects, make an effort to reflect on your performance and seek opportunities for growth.

  • Feedback from the PI and peers is valuable—use it to improve your skills and ensure that your future work meets increasingly high standards.

• Regularly assess your work habits and time management techniques. If you find areas where you can improve, be proactive in making adjustments.