SAFE Labs

OttLab_2025: Prepare a written agenda for each 1-on-1 meeting with the PI. Document and summarize meetings afterwards on Notion (see Notion for details), highlighting short- and medium turm action items.

ReinhardLab_2025: All lab members are requested to send a short summary email to the PI after each 1o1 meeting. These can be bullet-point style but should contain concrete plans/agreements/outcomes. This format ensures that there’s a paper trail of what has been discussed and agreed on, but also that the PI and the lab member have the same understanding of the discussed matter.

CoenLab_2025: Every lab member has a 1-on-1 meeting with their supervisor once per week. For post docs and PhD students, this will be Pip, but for Masters students and undergraduates, this may be another lab member. There is a dedicted (private) page for each lab member’s 1-on-1 meeting.

The supervisor, and lab member, both have responsibilities during this meeting. In brief: both parties should add discussion points to the meeting page throughout the week, and then during the meeting, they should go over these discussion points and update the to-do list. After the meeting, the lab member should write a summary of the meeting (100-200 words).

SuperLab_2026: Keep a record of our meetings (what we discussed and decided on) where we can both access them (Teams).

For all supervision meetings, please send an agenda ahead of each meeting, and a summary of what was discussed following each meeting. Please upload these to your dedicated PhD Teams channel, and send copies by email to supervisors who do not have access to Teams.

AeryJonesLab_2026: Please summarize what we talked about in a brief Slack message to me within a day after the meeting. This helps me keep track of everyone’s progress and ensure that we’re on the same page.

MsEELab_2026: All meetings start with a brief overview of the meeting agenda. Pablo will take notes of meetings and share them with participants through Google Docs. Other participants are encouraged to take notes of their own and/or complement the Google Doc to clear any misunderstandings. If a participant would like to record the meeting or use a note-taking app, they may do so with the consent of all other participants. Meetings (and notes) include agreed-upon action items to prioritize before the next meeting. These action items are set by participants through backwards design by reviewing the goals of the participants or group present and setting a course of action towards them.