Have you helped your students walk down the aisle this month?
To all
successful advisors and new doctors:
KUDOS & CONGRATULATIONS!
Advisee Management Tip: Ask for a Memo
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Do your doctoral students expect you to remember the details
of their dissertation research no matter how long it has been
since you’ve
seen the previous draft of their written work?
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Do advisees want you to read every word, of every version, of
every chapter and expect you to keep track of the revisions they’ve
made?
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Do they fail to ask for the type of feedback they would find most
useful?
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Do they expect you to return their papers within days regardless
of your schedule?
If any of these situations are familiar, it might help to use advisee
management strategies. Here’s a first step:
Ask your advisees to attach a memo to every piece of writing they hand
in.
Why are memos needed?
BECAUSE DOCTORAL
STUDENTS FORGET THAT THEIR DISSERTATION IS MORE IMPORTANT TO THEM
THAN TO YOU.
Somewhere, on an intellectual basis, your advisees know that you’re
not thinking about their research and progress every waking moment. But
on an emotional level it is hard for them to keep this truth in mind.
The dissertation is so central to their life that it is easy for them
to forget that other peoples’ lives don’t revolve around
it.
You were once there too – remember?
To help your graduate students succeed, find ways to tacitly remind
them that it is impossible for their dissertation to be your top priority.
Help them develop mature academic skills by taking full responsibility
for the content and progress of their dissertations. Protect your time
by making sure they’re not dependent on you to keep track of every
aspect of their project. Set up structures so that you can pay attention
to their work in the most efficient manner possible.
Memos are one way your students can take lead role in keeping track
of their research project.
Most students I work with just stick a dissertation chapter in their
advisor’s mailbox or attach the document in a short email that
says something like “here’s the first chapter.” Ask
them not to do this.
When grad students hand in a draft without a memo they implicity ask
you to remember what the document is, what stage it is at, and what feedback
would be helpful. The students are assuming, in effect, that their project
is at the forefront of your mind.
Help your students become mature academics by teaching them to write
memos that will help you advise them most effectively.
For example, student’s memo might say something along these lines:
Dear Professor xxx,
Here is the revised draft of my second chapter.
When we last met, you suggested that I address the following issues:
- Brief
description of Issue A.
- Description of Issue B.
- Description
of Issue C.
To address problem “A”, I’ve added three
paragraphs on page x.
To address problem “B”, I’ve
significantly changed two sections on page y and z.
I still have questions
about Issue C: I’ve tried to address them on pages xx and yy but
would appreciate any additional comments you might have about this topic,
especially my applications of the X theory and use of Y methodology.
Although we haven’t discussed it, I’ve also tightened up
the introduction and would appreciate you taking the time to see how
it works better now. It is always helpful to know the sections where
you think I’m on track, as well as the places there are still problems.
To make it easier for you to find these revised sections, I’ve
highlighted them in red.
Would it be convenient to meet in a couple
of weeks to review these changes? If you have time, my schedule is
very
flexible the week of xxx, except for when I teach on Tuesday and Thursday
mornings. Is there a specific time that would work well for you?”
The core of the memo is the “what,” “why” and “when” of
the submitted material.
Benefits of the memo:
1) It will take you less time to review the draft.
2) Students gain the skills of mature, professional and proactive academics.
3) It is easier to provide useful, focused critiques.
4) You can see whether the student has understood previous critiques
and made the changes you’ve suggested in the past.
5) The added structure is another form of support that will help students
write a better dissertation more quickly.
An Additional Note: Don’t Forget Praise
One common complaint I hear from students is that professors don’t
provide enough feedback. Ask your advisees to include specific questions
in their memos so that you can address their concerns. Be sure to include
positive comments every time you give feedback. Even the best students
need to hear that they are doing well. Reassure students when they are
on track, praise them when they are clear and cogent, let them know the
places where their work is interesting and original.
Remember the inevitable insecurity you felt about how your advisor would
respond to your work? Help ease your grad students anxieties.
Ask your graduate advisees to WRITE A
MEMO. It’s polite,
professional, proactive, and will protect you both from misunderstandings.
Warm regards,
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