Oct. 14, 2024
How to conduct a grant kickoff meeting
In this episode of the Clinician Researcher Podcast, host Toyosi Onwuemene walks you through the ins and outs of conducting a successful grant kickoff meeting. If you've recently received a grant or are preparing to kick off a research project, this episode provides invaluable insights to help you set the right tone for your team from the start.
Key Takeaways:
- Set a Clear Agenda:
- The Principal Investigator (PI) or leadership team should define the purpose of the meeting.
- Determine what needs to be accomplished, who should attend, and how frequently future meetings should occur.
- Gather the Team (Delegate Scheduling):
- Scheduling meetings for busy clinicians and researchers can be challenging. Designate someone on the team to manage this task, freeing up time for more critical research activities.
- Meet with the Core Leadership Team:
- Identify the key leaders (e.g., PIs, regulatory coordinators, clinical research coordinators) and clarify what needs to be discussed in detail at the kickoff meeting.
- Co-Create the Presentation:
- Draft slides based on the proposal and timeline, then share them with team members for collaborative edits. Ensure the presentation is polished and visually engaging.
- Conducting the Meeting:
- Start with introductions, cover the agenda, and introduce the study, followed by Q&A sessions. Focus on team roles, timelines, and recruitment plans.
- After the meeting, debrief with the leadership team to assess how it went and gather feedback.
This episode underscores the importance of preparation, delegation, and clear communication in making your grant kickoff meeting a success. Toyosi shares personal insights and best practices from her own experiences, highlighting that while no two meetings are alike, intentional planning is key.
Listen Now to learn how to set your team up for success from day one!
Previous Episode: Be sure to check out our last episode, where we discussed the importance of having a grant kickoff meeting and the benefits it brings to your research project.
Sponsor/Advertising/Monetization Information:
This episode is sponsored by Coag Coach LLC, a leading provider of coaching resources for clinicians transitioning to become research leaders. Coag Coach LLC is committed to supporting clinicians in their scholarship.
Looking for a coach?
Sign up for a coaching discovery call today: https://www.coagcoach.com/service-page/consultation-call-1
1
00:00:00,000 --> 00:00:05,860
Welcome to the Clinician Researcher podcast, where academic clinicians learn the skills
2
00:00:05,860 --> 00:00:11,260
to build their own research program, whether or not they have a mentor.
3
00:00:11,260 --> 00:00:17,340
As clinicians, we spend a decade or more as trainees learning to take care of patients.
4
00:00:17,340 --> 00:00:22,380
When we finally start our careers, we want to build research programs, but then we find
5
00:00:22,380 --> 00:00:27,780
that our years of clinical training did not adequately prepare us to lead our research
6
00:00:27,780 --> 00:00:29,180
program.
7
00:00:29,180 --> 00:00:35,480
Through no fault of our own, we struggle to find mentors, and when we can't, we quit.
8
00:00:35,480 --> 00:00:40,580
However, clinicians hold the keys to the greatest research breakthroughs.
9
00:00:40,580 --> 00:00:46,200
For this reason, the Clinician Researcher podcast exists to give academic clinicians
10
00:00:46,200 --> 00:00:51,800
the tools to build their own research program, whether or not they have a mentor.
11
00:00:51,800 --> 00:01:01,100
Now introducing your host, Toyosi Onwuemene.
12
00:01:01,100 --> 00:01:03,620
Welcome to the Clinician Researcher podcast.
13
00:01:03,620 --> 00:01:07,580
I'm your host, Toyosi Onwuemene, and it is an absolute pleasure to be talking with you
14
00:01:07,580 --> 00:01:08,580
today.
15
00:01:08,580 --> 00:01:09,580
Thank you so much for tuning in.
16
00:01:09,580 --> 00:01:14,460
Today, I am talking about the grant kickoff meeting, how to conduct it.
17
00:01:14,460 --> 00:01:18,980
Now last time I shared with you the importance of doing a grant kickoff meeting, and some
18
00:01:18,980 --> 00:01:22,860
of you were wondering about how you would do it in the first place.
19
00:01:22,860 --> 00:01:24,900
And so I'm here to share my experience.
20
00:01:24,900 --> 00:01:28,300
Again, this is just the one grant kickoff meeting I've done.
21
00:01:28,300 --> 00:01:31,540
I've had other meetings that were not kickoff meetings, so this is the one meeting that
22
00:01:31,540 --> 00:01:32,540
really stood out in my mind.
23
00:01:32,540 --> 00:01:35,740
So I'm just going to tell you the process of what we did.
24
00:01:35,740 --> 00:01:41,820
And I just want to say that there is not one size fits all strategy to doing a grant kickoff
25
00:01:41,820 --> 00:01:42,820
meeting.
26
00:01:42,820 --> 00:01:47,020
You should definitely tailor it to what are the needs of your team and the availability
27
00:01:47,020 --> 00:01:52,180
of your team members, but I'm going to lay out what we did because I think it was a really
28
00:01:52,180 --> 00:01:59,140
great experience and I want you to remember that I'm not setting a prescription.
29
00:01:59,140 --> 00:02:02,660
And so I want you to think about how you can tailor it to yourself.
30
00:02:02,660 --> 00:02:03,660
Okay.
31
00:02:03,660 --> 00:02:06,060
So the first thing to do is to set the agenda.
32
00:02:06,060 --> 00:02:11,300
And this is the PI or the PIs, or maybe it's the leadership team setting the agenda for
33
00:02:11,300 --> 00:02:12,300
the meeting.
34
00:02:12,300 --> 00:02:14,100
Why are you all meeting?
35
00:02:14,100 --> 00:02:16,100
Yes, it's the kickoff.
36
00:02:16,100 --> 00:02:18,300
We're all celebrating that this grant was funded.
37
00:02:18,300 --> 00:02:20,660
Good for you, but why are you meeting?
38
00:02:20,660 --> 00:02:28,700
There are many different reasons to meet in the course of completing your project.
39
00:02:28,700 --> 00:02:30,900
And they don't all have to be about the kickoff.
40
00:02:30,900 --> 00:02:34,860
For example, when our grant was first funded, actually, we had been meeting before the grant
41
00:02:34,860 --> 00:02:39,620
was funded, when we thought that the grant was definitely going to be funded, we already
42
00:02:39,620 --> 00:02:43,420
set up a whole list of leadership meetings.
43
00:02:43,420 --> 00:02:48,540
And so as the PIs of the project, we wanted to continue to have conversations so that
44
00:02:48,540 --> 00:02:56,860
we can address issues and be clear about what direction we were setting for the team.
45
00:02:56,860 --> 00:02:59,900
And then we also wanted to have meetings with the individual members of the team.
46
00:02:59,900 --> 00:03:06,620
To be honest, we struggled in the beginning to have a clear sense of what the meeting
47
00:03:06,620 --> 00:03:08,020
structure would be like.
48
00:03:08,020 --> 00:03:14,500
For example, there are two teams, actually, really two major teams involved.
49
00:03:14,500 --> 00:03:18,700
One team is the health measurement team, the other is a clinical research team.
50
00:03:18,700 --> 00:03:23,260
And we were needing to think about, well, okay, so the health measurement team is going
51
00:03:23,260 --> 00:03:24,860
to be meeting on their own.
52
00:03:24,860 --> 00:03:27,900
The clinical research team is going to be meeting on their own, and the leaders are
53
00:03:27,900 --> 00:03:29,080
going to be meeting on their own.
54
00:03:29,080 --> 00:03:32,540
But we want to also decrease the burden of meetings so that one person is not going to
55
00:03:32,540 --> 00:03:37,540
three meetings a week in support of one project because everybody else has work to do.
56
00:03:37,540 --> 00:03:41,220
And so we really had to establish what is the cadence of meetings we want for this project?
57
00:03:41,220 --> 00:03:43,860
When do we bring everybody together?
58
00:03:43,860 --> 00:03:47,980
When do we have people meet individually to address different issues?
59
00:03:47,980 --> 00:03:52,100
And when do we have a core leadership team meet?
60
00:03:52,100 --> 00:03:54,580
And so we have to establish who's the core leadership team.
61
00:03:54,580 --> 00:04:00,080
So clearly, we're the PIs, we're leadership, but we need people to support our leadership.
62
00:04:00,080 --> 00:04:04,740
So we have a core leadership team that includes the PIs and includes our regulatory coordinator
63
00:04:04,740 --> 00:04:07,980
and also our lead clinical research coordinator.
64
00:04:07,980 --> 00:04:09,780
And that is the core leadership team.
65
00:04:09,780 --> 00:04:13,180
Now as PIs, we're still meeting and we're making decisions for the project because we
66
00:04:13,180 --> 00:04:17,840
are ultimately responsible, but we have a leadership team that helps us.
67
00:04:17,840 --> 00:04:23,220
So in deciding, there are many meetings you could be having, but in deciding the kickoff
68
00:04:23,220 --> 00:04:26,980
meeting, you want to be clear about what it is you want to do with this kickoff meeting.
69
00:04:26,980 --> 00:04:32,420
Now, if you missed my last episode, I talked about why you should have a kickoff meeting.
70
00:04:32,420 --> 00:04:37,520
Go back and look at that and the importance and the benefits of having a kickoff meeting.
71
00:04:37,520 --> 00:04:41,180
But you want to be clear, first of all, about the purpose of the meeting.
72
00:04:41,180 --> 00:04:43,420
And that's why number one is set the agenda.
73
00:04:43,420 --> 00:04:44,420
Be clear.
74
00:04:44,420 --> 00:04:45,820
Why are you meeting again?
75
00:04:45,820 --> 00:04:46,820
What do you want to accomplish?
76
00:04:46,820 --> 00:04:52,460
And what you want to accomplish from the meeting determines how you set up the meeting, who
77
00:04:52,460 --> 00:04:56,780
you invite to the meeting, when the meeting should be scheduled, how hard you should work
78
00:04:56,780 --> 00:04:58,300
to get everybody in the room.
79
00:04:58,300 --> 00:05:03,500
Because the larger the group, the harder it may be to be able to find a mutually available
80
00:05:03,500 --> 00:05:05,260
meeting time.
81
00:05:05,260 --> 00:05:11,780
And so the agenda helps you clarify what you're doing, where you're going, and who needs to
82
00:05:11,780 --> 00:05:12,780
be there.
83
00:05:12,780 --> 00:05:17,580
So number one is to get the PIs together, or maybe it's a leadership team together,
84
00:05:17,580 --> 00:05:21,340
to set the agenda for the kickoff meeting, what you want to accomplish.
85
00:05:21,340 --> 00:05:23,500
All right, that's number one.
86
00:05:23,500 --> 00:05:27,020
Number two is to gather the people.
87
00:05:27,020 --> 00:05:35,220
Now, this is like herding cats, because we're busy people.
88
00:05:35,220 --> 00:05:40,380
There is nobody, nobody, no matter their job description, who works at an academic medical
89
00:05:40,380 --> 00:05:44,940
center or any job for that matter, who would say, oh, I have all the time in the world.
90
00:05:44,940 --> 00:05:46,980
Just let me know, and I can show up.
91
00:05:46,980 --> 00:05:49,540
There are a few people who have that kind of flexibility.
92
00:05:49,540 --> 00:05:50,940
Many people are in meetings.
93
00:05:50,940 --> 00:05:57,020
Or if you are doing the right habits as a clinician researcher, you should be in meetings
94
00:05:57,020 --> 00:06:04,900
with yourself doing some serious writing, or forecasting, or planning, or doing something
95
00:06:04,900 --> 00:06:06,460
that moves your research forward.
96
00:06:06,460 --> 00:06:12,460
So even if you look at your schedule, you gloriously have Mondays through Fridays from
97
00:06:12,460 --> 00:06:14,420
8 a.m. to 10 a.m. free.
98
00:06:14,420 --> 00:06:17,320
You are not free.
99
00:06:17,320 --> 00:06:19,540
You should be moving your work forward.
100
00:06:19,540 --> 00:06:23,700
And sometimes this happens when people are new at early career, and they're like, well,
101
00:06:23,700 --> 00:06:25,700
I only have 25% of a clinic.
102
00:06:25,700 --> 00:06:27,180
I have so much free time.
103
00:06:27,180 --> 00:06:28,180
You do not.
104
00:06:28,180 --> 00:06:29,180
You do not.
105
00:06:29,180 --> 00:06:33,460
And if you have so much free time, that means that you may not have a strategic plan, and
106
00:06:33,460 --> 00:06:35,740
you may not be doing a weekly planning meeting.
107
00:06:35,740 --> 00:06:41,980
Because when you start to be clear about what your strategic plan is, or what you're planning
108
00:06:41,980 --> 00:06:47,140
to do strategically, and you have a weekly planning meeting, you know that you are going
109
00:06:47,140 --> 00:06:50,860
to fill in slots for your writing on a weekly basis.
110
00:06:50,860 --> 00:06:57,700
So the point I'm making is that everyone's busy, and they have priorities, and you certainly
111
00:06:57,700 --> 00:06:59,380
are very busy.
112
00:06:59,380 --> 00:07:03,980
And so one person is designated to figure out the schedules.
113
00:07:03,980 --> 00:07:09,580
One person that's not you, okay, can I just pause and say you are awesome and amazing
114
00:07:09,580 --> 00:07:15,940
as an MD, or you're an MD PhD, or you have another physician degree, but you're really
115
00:07:15,940 --> 00:07:16,940
good.
116
00:07:16,940 --> 00:07:19,820
And if you think you can do it well, you can gather people in a meeting.
117
00:07:19,820 --> 00:07:21,360
You can do the doodle poll.
118
00:07:21,360 --> 00:07:22,900
You can see what's the best meeting time.
119
00:07:22,900 --> 00:07:24,500
It's like, oh, it doesn't even take me time.
120
00:07:24,500 --> 00:07:28,380
But I have to tell you that your job as leader of a research program is not to be scheduling
121
00:07:28,380 --> 00:07:29,380
meetings.
122
00:07:29,380 --> 00:07:34,220
And you might say, I don't have a physical assistant.
123
00:07:34,220 --> 00:07:35,500
I don't have a virtual assistant.
124
00:07:35,500 --> 00:07:37,340
I don't have an admin who can help me do that.
125
00:07:37,340 --> 00:07:39,060
Therefore, I'm on the hook.
126
00:07:39,060 --> 00:07:43,700
Please don't do it.
127
00:07:43,700 --> 00:07:49,460
People on your research team, even if they're an LP administrator assistant, can help you
128
00:07:49,460 --> 00:07:51,420
do the scheduling.
129
00:07:51,420 --> 00:07:55,500
Because scheduling can be a rabbit trail.
130
00:07:55,500 --> 00:08:01,060
They can take you down the rabbit hole and waste time that you really could be putting
131
00:08:01,060 --> 00:08:05,980
into moving the project forward or doing some writing or doing some research or writing
132
00:08:05,980 --> 00:08:07,140
a grant.
133
00:08:07,140 --> 00:08:12,860
You have many priorities, and scheduling meetings should not be one of them.
134
00:08:12,860 --> 00:08:16,580
And I know it's easy for you to just pull together a doodle poll and then send it out
135
00:08:16,580 --> 00:08:17,580
to everyone.
136
00:08:17,580 --> 00:08:22,340
But invariably, someone's going to say, oh, yes, I know that we had found that perfect
137
00:08:22,340 --> 00:08:27,980
time on Sunday morning, and now I am X, Y, Z. And then it unravels everything.
138
00:08:27,980 --> 00:08:28,980
You have to start over.
139
00:08:28,980 --> 00:08:33,460
And so what you want to do, maybe one of the first things you want to do, is to set a habit
140
00:08:33,460 --> 00:08:36,020
of delegating whatever can be delegated.
141
00:08:36,020 --> 00:08:38,900
And scheduling meetings is something that should be delegated.
142
00:08:38,900 --> 00:08:43,340
It is easy to just pop in the meeting yourself, and I'm not saying you should deli it all
143
00:08:43,340 --> 00:08:44,340
meeting scheduling.
144
00:08:44,340 --> 00:08:45,740
If you can, please do.
145
00:08:45,740 --> 00:08:48,100
I certainly struggle with that sometimes.
146
00:08:48,100 --> 00:08:51,660
But when it comes to scheduling this kind of meeting, you want somebody on the team
147
00:08:51,660 --> 00:08:56,660
who's designated to figure out everybody's schedules and make it work.
148
00:08:56,660 --> 00:09:01,460
It is a lot of work, especially if you have people who are as productive and as busy as
149
00:09:01,460 --> 00:09:03,140
you probably do.
150
00:09:03,140 --> 00:09:07,140
It's a lot of work to get the meeting scheduled at the right time.
151
00:09:07,140 --> 00:09:12,660
And so I ask you to have somebody else do it, because there's a lot of back and forth.
152
00:09:12,660 --> 00:09:15,980
And honestly, we had a team member who did this.
153
00:09:15,980 --> 00:09:20,100
And after the fact, we realized that there was one of the investigators who eventually
154
00:09:20,100 --> 00:09:21,100
was like, this is so hard.
155
00:09:21,100 --> 00:09:23,140
I'm just going to put it right in the middle of my clinic.
156
00:09:23,140 --> 00:09:24,140
He was in clinic.
157
00:09:24,140 --> 00:09:25,140
We had our meeting.
158
00:09:25,140 --> 00:09:29,860
I'm so glad I wasn't the one who scheduled the meeting, because I wouldn't have accepted
159
00:09:29,860 --> 00:09:30,860
that.
160
00:09:30,860 --> 00:09:31,860
I would have said, no, we can't do it when you're in clinic.
161
00:09:31,860 --> 00:09:33,700
Okay, let's try to find another time.
162
00:09:33,700 --> 00:09:35,260
And not with waste time.
163
00:09:35,260 --> 00:09:38,740
So there are people whose expertise is scheduling.
164
00:09:38,740 --> 00:09:40,220
Please let them schedule the meeting.
165
00:09:40,220 --> 00:09:44,140
Let them gather the people, figure out the right times, schedule the meeting.
166
00:09:44,140 --> 00:09:47,020
You just want to make sure you give them the best times that you're available.
167
00:09:47,020 --> 00:09:48,020
Okay?
168
00:09:48,020 --> 00:09:52,880
All right, so number two, gather the people and have somebody else that's not you.
169
00:09:52,880 --> 00:09:54,180
That's not the other PI.
170
00:09:54,180 --> 00:09:55,180
Do it.
171
00:09:55,180 --> 00:10:02,140
Number three, now that you set the agenda, now that you decided on the date, have the
172
00:10:02,140 --> 00:10:09,220
core leadership team meet, and the core leadership team is important because everyone wants to
173
00:10:09,220 --> 00:10:14,100
be sure that their perspective is going to be addressed.
174
00:10:14,100 --> 00:10:16,740
For example, it's like, what is the most important thing to address?
175
00:10:16,740 --> 00:10:18,780
And what are the things we lead out?
176
00:10:18,780 --> 00:10:23,900
So we had a number of things that we needed to address for this multi-site study, but
177
00:10:23,900 --> 00:10:27,660
we didn't do all of it in that one meeting because we decided that this might be too
178
00:10:27,660 --> 00:10:29,500
much for the first meeting.
179
00:10:29,500 --> 00:10:30,500
Right?
180
00:10:30,500 --> 00:10:35,100
So we focused on connection and alignment and clarifying the timeline and roles and responsibilities.
181
00:10:35,100 --> 00:10:37,380
That's already a lot.
182
00:10:37,380 --> 00:10:42,860
Let's focus and let's not bring in the SOP at this point because we have an SOP that
183
00:10:42,860 --> 00:10:47,500
we put together for how the sites are going to recruit and share information.
184
00:10:47,500 --> 00:10:52,380
We have an SOP and I'll tell you about that in a subsequent episode because I think it's
185
00:10:52,380 --> 00:10:54,340
really cool as well.
186
00:10:54,340 --> 00:10:58,420
But there's a lot to discuss and we don't have to do it all in the first meeting.
187
00:10:58,420 --> 00:11:03,700
And so we, with the leadership team, in this case, the MPIs, we set the agenda for the
188
00:11:03,700 --> 00:11:07,780
things that we absolutely want to discuss in the meeting and the things that should
189
00:11:07,780 --> 00:11:10,900
be part of the agenda, but we're going to defer it to another meeting.
190
00:11:10,900 --> 00:11:13,820
And the things we're going to go into a little bit more detail on versus the things that
191
00:11:13,820 --> 00:11:14,820
we're not.
192
00:11:14,820 --> 00:11:19,740
The issues that we think maybe are pressing enough that they should rise to the top.
193
00:11:19,740 --> 00:11:27,460
And so being very clear about, okay, now that we've set the agenda, now that everybody's
194
00:11:27,460 --> 00:11:34,180
going to be gathered, we know who's coming, what exactly are we going to discuss in detail?
195
00:11:34,180 --> 00:11:35,580
What should we move away?
196
00:11:35,580 --> 00:11:37,940
What should we just glimpse?
197
00:11:37,940 --> 00:11:40,420
Or what should we skim the top off of?
198
00:11:40,420 --> 00:11:43,820
So you're really, now it's really focusing.
199
00:11:43,820 --> 00:11:49,380
In number one, you set the agenda, but in number three, you're really honing down on,
200
00:11:49,380 --> 00:11:52,340
okay, these are the details of the agenda.
201
00:11:52,340 --> 00:11:53,340
Okay.
202
00:11:53,340 --> 00:11:55,820
Number four, we're going to co-create the slides.
203
00:11:55,820 --> 00:11:57,300
Now I'll tell you how we did it.
204
00:11:57,300 --> 00:12:00,100
So first of all, we had a member of the team draft the slides.
205
00:12:00,100 --> 00:12:03,460
Now we've written the proposal, we've written the timeline.
206
00:12:03,460 --> 00:12:07,380
There's so many pieces of the proposal that we pulled together.
207
00:12:07,380 --> 00:12:13,060
So we had one member of the team go find all of that information, find the specific aims
208
00:12:13,060 --> 00:12:16,220
page and write the first draft of the slides.
209
00:12:16,220 --> 00:12:17,980
Remember, we already have an agenda.
210
00:12:17,980 --> 00:12:22,540
We're clear on what the details of that conversation are going to look like.
211
00:12:22,540 --> 00:12:24,980
And we don't have to create the first set of slides.
212
00:12:24,980 --> 00:12:27,060
Somebody else did that for us.
213
00:12:27,060 --> 00:12:30,980
And then they shared it with us on a Google Drive or it was some drive.
214
00:12:30,980 --> 00:12:32,660
I don't remember exactly.
215
00:12:32,660 --> 00:12:33,660
I think it was Box.
216
00:12:33,660 --> 00:12:35,260
We showed it on Box.
217
00:12:35,260 --> 00:12:41,100
And then we, one of the investigators, our principal investigator went through and put
218
00:12:41,100 --> 00:12:45,740
names on every, on each side for the core leadership team and said, hey, this slide
219
00:12:45,740 --> 00:12:46,740
is for you.
220
00:12:46,740 --> 00:12:47,740
Does it look good?
221
00:12:47,740 --> 00:12:49,180
What else would you change?
222
00:12:49,180 --> 00:12:54,860
Now then we all had opportunity asynchronously to go and edit the slide deck.
223
00:12:54,860 --> 00:12:58,900
Now we could have edited together at a meeting and I think we had planned to do that, but
224
00:12:58,900 --> 00:13:02,180
it turned out that we didn't have a meeting slot that worked perfectly.
225
00:13:02,180 --> 00:13:04,340
So we said, hey, we've already set the agenda.
226
00:13:04,340 --> 00:13:05,340
The meeting is next week.
227
00:13:05,340 --> 00:13:10,320
Why don't we just individually asynchronously edit the slides and let's do it by the state.
228
00:13:10,320 --> 00:13:14,740
So we set a deadline and we went in and individually edited the slides.
229
00:13:14,740 --> 00:13:19,460
Now I went in and edited the slides and I am very particular about the way slides look,
230
00:13:19,460 --> 00:13:22,220
especially with regards to how much text is on slides.
231
00:13:22,220 --> 00:13:25,220
I favor pictures over text.
232
00:13:25,220 --> 00:13:30,020
And so I went in and I edited heavily and probably an hour into editing and I was like,
233
00:13:30,020 --> 00:13:31,020
what am I doing?
234
00:13:31,020 --> 00:13:37,740
But I think that the first meeting is important and I think that it leaves an important impression.
235
00:13:37,740 --> 00:13:40,260
And you don't want people to be overwhelmed by text.
236
00:13:40,260 --> 00:13:46,220
And the natural, the natural bent of people is to read whatever text you give them.
237
00:13:46,220 --> 00:13:51,580
And so if you don't want them reading, then don't give them stuff to read.
238
00:13:51,580 --> 00:13:52,580
That's my philosophy.
239
00:13:52,580 --> 00:13:54,220
So I remove as much text as possible.
240
00:13:54,220 --> 00:13:58,260
I reorganize, I center, I make bigger.
241
00:13:58,260 --> 00:14:01,940
I really went in and really edited the slides.
242
00:14:01,940 --> 00:14:06,100
And I will tell you that the way I edit slides, that was a short period of time compared to
243
00:14:06,100 --> 00:14:08,960
how much I would have spent if I was creating the slides from scratch.
244
00:14:08,960 --> 00:14:13,220
Because what I didn't do was go back to our source data and remind myself, what did we
245
00:14:13,220 --> 00:14:14,660
say in specific game one?
246
00:14:14,660 --> 00:14:15,660
What did we say here?
247
00:14:15,660 --> 00:14:16,660
What did we say about methodology?
248
00:14:16,660 --> 00:14:18,540
What did we say about recruitment?
249
00:14:18,540 --> 00:14:20,420
Somebody else went and did all that for me.
250
00:14:20,420 --> 00:14:23,900
So all I really had to do was focus on how do we get the message across in the way that
251
00:14:23,900 --> 00:14:25,020
we need to.
252
00:14:25,020 --> 00:14:27,260
So we all co-created the slides.
253
00:14:27,260 --> 00:14:29,580
And I didn't even necessarily finish.
254
00:14:29,580 --> 00:14:34,540
For example, there was one page where I started creating the format of what I thought it should
255
00:14:34,540 --> 00:14:37,540
look like relative to what had already been established.
256
00:14:37,540 --> 00:14:38,540
And then I wrote a note.
257
00:14:38,540 --> 00:14:40,260
I said, finish it according to what I did.
258
00:14:40,260 --> 00:14:44,540
Now I will tell you that what the person did is not what I would have done.
259
00:14:44,540 --> 00:14:47,380
However, that was not a priority.
260
00:14:47,380 --> 00:14:51,540
It was like, I've clarified the way it should look like and now finish it.
261
00:14:51,540 --> 00:14:57,700
And then somebody else went and finished all the slides, made them pretty, added all the
262
00:14:57,700 --> 00:14:58,700
notes.
263
00:14:58,700 --> 00:15:02,820
And then finally, somebody else went in and said, OK, this person will present the slide.
264
00:15:02,820 --> 00:15:09,220
This was my co-principal investigator, also known as a multiple PI.
265
00:15:09,220 --> 00:15:10,820
And she went in and labeled the slides.
266
00:15:10,820 --> 00:15:13,880
So you're going to present this, you're going to present this, you're going to present this.
267
00:15:13,880 --> 00:15:18,860
So we really asynchronously pulled the slides together.
268
00:15:18,860 --> 00:15:21,020
And at the end, it was a really fantastic job.
269
00:15:21,020 --> 00:15:22,020
It was well done.
270
00:15:22,020 --> 00:15:23,060
You could tell it was polished.
271
00:15:23,060 --> 00:15:25,700
It was good because we want to leave a good impression.
272
00:15:25,700 --> 00:15:32,660
No one just half-hazardly throw slides together because people don't have a sense of what's
273
00:15:32,660 --> 00:15:33,740
going on inside you.
274
00:15:33,740 --> 00:15:35,540
They can't read your intention.
275
00:15:35,540 --> 00:15:37,340
They can only read what they see.
276
00:15:37,340 --> 00:15:40,800
And so showing up well is important.
277
00:15:40,800 --> 00:15:42,220
And it was important for us.
278
00:15:42,220 --> 00:15:43,220
And we did that.
279
00:15:43,220 --> 00:15:44,980
And we got good feedback from the meeting as well.
280
00:15:44,980 --> 00:15:45,980
All right.
281
00:15:45,980 --> 00:15:47,500
And I've co-created the slides.
282
00:15:47,500 --> 00:15:48,500
The meeting is set.
283
00:15:48,500 --> 00:15:51,060
Now we're going to conduct the meeting.
284
00:15:51,060 --> 00:15:55,980
And we started out with introducing the NPIs.
285
00:15:55,980 --> 00:15:58,580
And then we actually, we started out with the agenda.
286
00:15:58,580 --> 00:16:00,060
We introduced the NPIs.
287
00:16:00,060 --> 00:16:02,940
We started out introducing the study.
288
00:16:02,940 --> 00:16:09,580
And then we now went to a question and answer session as we introduced the team and their
289
00:16:09,580 --> 00:16:11,620
roles and responsibilities.
290
00:16:11,620 --> 00:16:15,060
And then we went into more details of the study, including recruitment.
291
00:16:15,060 --> 00:16:20,180
And then we finally went to, oh, we went to the timeline.
292
00:16:20,180 --> 00:16:25,420
And then we had question and answer session again, question and answer session again.
293
00:16:25,420 --> 00:16:29,800
So that was kind of the meeting itself.
294
00:16:29,800 --> 00:16:32,300
And then at the end of the meeting, everybody left.
295
00:16:32,300 --> 00:16:38,060
And the two NPIs and our collaborator stayed behind just to debrief the meeting.
296
00:16:38,060 --> 00:16:39,700
It was a really great meeting.
297
00:16:39,700 --> 00:16:41,900
And so we, you know, there's some meetings that are a part of it.
298
00:16:41,900 --> 00:16:43,340
You're like, that was well done.
299
00:16:43,340 --> 00:16:45,020
This was a well done meeting.
300
00:16:45,020 --> 00:16:48,300
And so that was what we stayed to share to say that was well done.
301
00:16:48,300 --> 00:16:49,940
This worked really well.
302
00:16:49,940 --> 00:16:50,940
And this is a great team.
303
00:16:50,940 --> 00:16:52,540
This is going to be a great study.
304
00:16:52,540 --> 00:16:56,420
And our other collaborator stayed on to say, I love the way you put this together.
305
00:16:56,420 --> 00:16:57,420
This was so well done.
306
00:16:57,420 --> 00:17:02,980
And it was just good feedback because we really did put in a lot of effort to make sure that
307
00:17:02,980 --> 00:17:09,380
we had a cohesive plan and that our slides looked good and communicated what we wanted
308
00:17:09,380 --> 00:17:10,380
them to communicate.
309
00:17:10,380 --> 00:17:15,940
And you know, you've done a good job when you do more of the work early on and you do
310
00:17:15,940 --> 00:17:20,200
the heavy lifting so that your viewer, your observer, your reader doesn't have to do that
311
00:17:20,200 --> 00:17:21,420
heavy lifting.
312
00:17:21,420 --> 00:17:22,420
And that's what we did.
313
00:17:22,420 --> 00:17:24,900
And it did come across and it was successful.
314
00:17:24,900 --> 00:17:28,020
So that was our meeting conduct.
315
00:17:28,020 --> 00:17:34,300
So during the meeting also, number six, that we had action items that came up as a result
316
00:17:34,300 --> 00:17:35,300
of the meeting.
317
00:17:35,300 --> 00:17:37,540
For example, let's double check the IRB.
318
00:17:37,540 --> 00:17:40,900
Let's make sure that this amendment is in place and then we're going to send the IRBs
319
00:17:40,900 --> 00:17:43,140
to the multi-site group.
320
00:17:43,140 --> 00:17:47,460
So we at the end of the meeting have a set of action items and everybody knows what it
321
00:17:47,460 --> 00:17:52,100
is they need to do before they come back for the next meeting.
322
00:17:52,100 --> 00:17:53,860
Number seven is the post-meeting follow-up.
323
00:17:53,860 --> 00:17:58,660
Now I told you that we had a brief debrief that wasn't actually scheduled, but it happened.
324
00:17:58,660 --> 00:18:02,820
Everybody dropped off and the MPIs and our chief collaborator stayed behind and talked
325
00:18:02,820 --> 00:18:04,220
about things.
326
00:18:04,220 --> 00:18:06,340
But that was a very, very brief meeting.
327
00:18:06,340 --> 00:18:11,620
But there was also a post-meeting follow-up where somebody, one of the leadership, members
328
00:18:11,620 --> 00:18:16,380
of the leadership team, not the MPIs, sent out an email with the slides that everybody
329
00:18:16,380 --> 00:18:22,620
has a copy of the slides and also a set of action items for the study as well.
330
00:18:22,620 --> 00:18:25,220
I'll tell you something that we did that was really, really helpful.
331
00:18:25,220 --> 00:18:28,460
And if this is a tool you have access to, I recommend it.
332
00:18:28,460 --> 00:18:33,700
But what we did was we used the AI companion that comes with Zoom.
333
00:18:33,700 --> 00:18:37,460
And so if you don't have access to the AI companion, another thing you could do is record
334
00:18:37,460 --> 00:18:42,180
your meeting and transcribe it and then maybe use AI to summarize the meeting.
335
00:18:42,180 --> 00:18:46,300
But we had someone who was taking minutes of the meeting and then we had the AI companion
336
00:18:46,300 --> 00:18:50,100
transcribe or summarize our meeting as well, take the meeting minutes.
337
00:18:50,100 --> 00:18:54,900
And so at the end we had meeting minutes and we had the person who had been taking notes.
338
00:18:54,900 --> 00:18:59,380
And we combined that because I think the AI overview is really broad and detailed and
339
00:18:59,380 --> 00:19:02,080
nice, but it's got a lot of details.
340
00:19:02,080 --> 00:19:04,380
People like to be very short and pithy.
341
00:19:04,380 --> 00:19:10,500
And so what she did was pull all the information from her notes and the AI and then made very,
342
00:19:10,500 --> 00:19:12,460
very a very brief summary.
343
00:19:12,460 --> 00:19:14,820
This was agenda item one, here's a follow-up.
344
00:19:14,820 --> 00:19:16,460
Agenda item two, here's a follow-up.
345
00:19:16,460 --> 00:19:22,580
And it was very, very much like a bullet point follow-up rather than the paragraphs of text
346
00:19:22,580 --> 00:19:24,460
that the AI summary did for us.
347
00:19:24,460 --> 00:19:26,860
And maybe the AI summary will do better over time.
348
00:19:26,860 --> 00:19:31,940
But I think it was important for us to not give people minutes to read.
349
00:19:31,940 --> 00:19:33,700
That can always be added as an attachment.
350
00:19:33,700 --> 00:19:39,100
Hey, if you have extra time, if you really want the details, here are the meeting minutes
351
00:19:39,100 --> 00:19:42,580
as generated by AI, which can be very detailed.
352
00:19:42,580 --> 00:19:44,460
But here's the high level overview.
353
00:19:44,460 --> 00:19:49,140
And many of your team members will appreciate the high level overview because even if they
354
00:19:49,140 --> 00:19:54,020
go read the detailed meeting summary, they're going to forget and they're going to want
355
00:19:54,020 --> 00:19:56,540
to go back and they're not going to want to read it all again.
356
00:19:56,540 --> 00:20:02,620
And so it's nice to have a meeting summary that they can go back to and just refer to.
357
00:20:02,620 --> 00:20:07,780
And then we, of course, have a folder in which we keep the major sections of our study.
358
00:20:07,780 --> 00:20:11,340
And we have a section for meetings and meeting minutes and meeting summaries.
359
00:20:11,340 --> 00:20:13,660
And so that's in our folder as well.
360
00:20:13,660 --> 00:20:15,340
So those are the seven steps.
361
00:20:15,340 --> 00:20:19,580
I probably mentioned eight, but I'll go ahead and just summarize.
362
00:20:19,580 --> 00:20:21,420
Number one, we set the agenda.
363
00:20:21,420 --> 00:20:22,780
Number two, we gathered the people.
364
00:20:22,780 --> 00:20:24,580
We had somebody else do that.
365
00:20:24,580 --> 00:20:27,900
Number three, we had a core leadership meeting to review the details of what the meeting
366
00:20:27,900 --> 00:20:28,900
would be.
367
00:20:28,900 --> 00:20:32,020
And before we co-created the slides asynchronously.
368
00:20:32,020 --> 00:20:34,420
Number five, we conducted the meeting.
369
00:20:34,420 --> 00:20:36,860
Number six, we had action items.
370
00:20:36,860 --> 00:20:39,420
Number seven, we had a post-meeting debrief.
371
00:20:39,420 --> 00:20:44,140
And we also have a folder in which we keep all of our meeting summaries.
372
00:20:44,140 --> 00:20:46,380
So I'll roll that into number seven.
373
00:20:46,380 --> 00:20:49,260
So that's what we did for our kickoff meeting.
374
00:20:49,260 --> 00:20:51,700
And again, this is not meant to be prescriptive.
375
00:20:51,700 --> 00:20:55,460
Please take it and do whatever you will with it.
376
00:20:55,460 --> 00:20:57,620
Make sure it's tailored to your team.
377
00:20:57,620 --> 00:21:03,060
I'm curious if you use any of these items to create your kickoff meeting or maybe your
378
00:21:03,060 --> 00:21:09,000
monthly meeting, would you share how it went, how you did it, what extra things you added
379
00:21:09,000 --> 00:21:13,960
to it or things that you took away that didn't work for your team and share it with me?
380
00:21:13,960 --> 00:21:15,700
I would love to hear about it.
381
00:21:15,700 --> 00:21:22,020
You can reach out to me through direct message on LinkedIn, on Instagram, or on Facebook.
382
00:21:22,020 --> 00:21:25,180
And my preferred way of communication is LinkedIn.
383
00:21:25,180 --> 00:21:26,780
Please reach out to me there first.
384
00:21:26,780 --> 00:21:31,660
The others might be delayed because I'm not on those platforms as often, but I do, I invite
385
00:21:31,660 --> 00:21:32,780
you to please share with me.
386
00:21:32,780 --> 00:21:34,180
I'd love to hear about it.
387
00:21:34,180 --> 00:21:37,860
And as always, if you are looking for a coach, please reach out to me.
388
00:21:37,860 --> 00:21:42,700
Happy to support you as you continue your growth as a clinician scientist.
389
00:21:42,700 --> 00:21:47,340
And finally, please share this episode with someone who is looking for guidance.
390
00:21:47,340 --> 00:21:51,240
Many times we're waiting for our mentors to hand things to us and sometimes they're so
391
00:21:51,240 --> 00:21:53,380
overwhelmed they're not thinking about what you need.
392
00:21:53,380 --> 00:21:55,100
You don't even know what you need.
393
00:21:55,100 --> 00:22:01,380
And so if this episode was helpful to you, would you do me a favor, do me a solid and
394
00:22:01,380 --> 00:22:03,660
share it with someone else who needs to hear it.
395
00:22:03,660 --> 00:22:04,660
All right.
396
00:22:04,660 --> 00:22:08,620
Thank you for doing one good deed for the day for me.
397
00:22:08,620 --> 00:22:13,100
And I look forward to talking with you again next time on the clinician researcher podcast.
398
00:22:13,100 --> 00:22:20,900
Thank you for listening.
399
00:22:20,900 --> 00:22:26,300
Thanks for listening to this episode of the clinician researcher podcast, where academic
400
00:22:26,300 --> 00:22:32,100
clinicians learn the skills to build their own research program, whether or not they
401
00:22:32,100 --> 00:22:33,100
have a mentor.
402
00:22:33,100 --> 00:22:39,180
If you found the information in this episode to be helpful, don't keep it all to yourself.
403
00:22:39,180 --> 00:22:40,900
Someone else needs to hear it.
404
00:22:40,900 --> 00:22:44,960
So take a minute right now and share it.
405
00:22:44,960 --> 00:22:50,420
As you share this episode, you become part of our mission to help launch a new generation
406
00:22:50,420 --> 00:23:03,300
of clinician researchers who make transformative discoveries that change the way we do healthcare.
00:00:00,000 --> 00:00:05,860
Welcome to the Clinician Researcher podcast, where academic clinicians learn the skills
2
00:00:05,860 --> 00:00:11,260
to build their own research program, whether or not they have a mentor.
3
00:00:11,260 --> 00:00:17,340
As clinicians, we spend a decade or more as trainees learning to take care of patients.
4
00:00:17,340 --> 00:00:22,380
When we finally start our careers, we want to build research programs, but then we find
5
00:00:22,380 --> 00:00:27,780
that our years of clinical training did not adequately prepare us to lead our research
6
00:00:27,780 --> 00:00:29,180
program.
7
00:00:29,180 --> 00:00:35,480
Through no fault of our own, we struggle to find mentors, and when we can't, we quit.
8
00:00:35,480 --> 00:00:40,580
However, clinicians hold the keys to the greatest research breakthroughs.
9
00:00:40,580 --> 00:00:46,200
For this reason, the Clinician Researcher podcast exists to give academic clinicians
10
00:00:46,200 --> 00:00:51,800
the tools to build their own research program, whether or not they have a mentor.
11
00:00:51,800 --> 00:01:01,100
Now introducing your host, Toyosi Onwuemene.
12
00:01:01,100 --> 00:01:03,620
Welcome to the Clinician Researcher podcast.
13
00:01:03,620 --> 00:01:07,580
I'm your host, Toyosi Onwuemene, and it is an absolute pleasure to be talking with you
14
00:01:07,580 --> 00:01:08,580
today.
15
00:01:08,580 --> 00:01:09,580
Thank you so much for tuning in.
16
00:01:09,580 --> 00:01:14,460
Today, I am talking about the grant kickoff meeting, how to conduct it.
17
00:01:14,460 --> 00:01:18,980
Now last time I shared with you the importance of doing a grant kickoff meeting, and some
18
00:01:18,980 --> 00:01:22,860
of you were wondering about how you would do it in the first place.
19
00:01:22,860 --> 00:01:24,900
And so I'm here to share my experience.
20
00:01:24,900 --> 00:01:28,300
Again, this is just the one grant kickoff meeting I've done.
21
00:01:28,300 --> 00:01:31,540
I've had other meetings that were not kickoff meetings, so this is the one meeting that
22
00:01:31,540 --> 00:01:32,540
really stood out in my mind.
23
00:01:32,540 --> 00:01:35,740
So I'm just going to tell you the process of what we did.
24
00:01:35,740 --> 00:01:41,820
And I just want to say that there is not one size fits all strategy to doing a grant kickoff
25
00:01:41,820 --> 00:01:42,820
meeting.
26
00:01:42,820 --> 00:01:47,020
You should definitely tailor it to what are the needs of your team and the availability
27
00:01:47,020 --> 00:01:52,180
of your team members, but I'm going to lay out what we did because I think it was a really
28
00:01:52,180 --> 00:01:59,140
great experience and I want you to remember that I'm not setting a prescription.
29
00:01:59,140 --> 00:02:02,660
And so I want you to think about how you can tailor it to yourself.
30
00:02:02,660 --> 00:02:03,660
Okay.
31
00:02:03,660 --> 00:02:06,060
So the first thing to do is to set the agenda.
32
00:02:06,060 --> 00:02:11,300
And this is the PI or the PIs, or maybe it's the leadership team setting the agenda for
33
00:02:11,300 --> 00:02:12,300
the meeting.
34
00:02:12,300 --> 00:02:14,100
Why are you all meeting?
35
00:02:14,100 --> 00:02:16,100
Yes, it's the kickoff.
36
00:02:16,100 --> 00:02:18,300
We're all celebrating that this grant was funded.
37
00:02:18,300 --> 00:02:20,660
Good for you, but why are you meeting?
38
00:02:20,660 --> 00:02:28,700
There are many different reasons to meet in the course of completing your project.
39
00:02:28,700 --> 00:02:30,900
And they don't all have to be about the kickoff.
40
00:02:30,900 --> 00:02:34,860
For example, when our grant was first funded, actually, we had been meeting before the grant
41
00:02:34,860 --> 00:02:39,620
was funded, when we thought that the grant was definitely going to be funded, we already
42
00:02:39,620 --> 00:02:43,420
set up a whole list of leadership meetings.
43
00:02:43,420 --> 00:02:48,540
And so as the PIs of the project, we wanted to continue to have conversations so that
44
00:02:48,540 --> 00:02:56,860
we can address issues and be clear about what direction we were setting for the team.
45
00:02:56,860 --> 00:02:59,900
And then we also wanted to have meetings with the individual members of the team.
46
00:02:59,900 --> 00:03:06,620
To be honest, we struggled in the beginning to have a clear sense of what the meeting
47
00:03:06,620 --> 00:03:08,020
structure would be like.
48
00:03:08,020 --> 00:03:14,500
For example, there are two teams, actually, really two major teams involved.
49
00:03:14,500 --> 00:03:18,700
One team is the health measurement team, the other is a clinical research team.
50
00:03:18,700 --> 00:03:23,260
And we were needing to think about, well, okay, so the health measurement team is going
51
00:03:23,260 --> 00:03:24,860
to be meeting on their own.
52
00:03:24,860 --> 00:03:27,900
The clinical research team is going to be meeting on their own, and the leaders are
53
00:03:27,900 --> 00:03:29,080
going to be meeting on their own.
54
00:03:29,080 --> 00:03:32,540
But we want to also decrease the burden of meetings so that one person is not going to
55
00:03:32,540 --> 00:03:37,540
three meetings a week in support of one project because everybody else has work to do.
56
00:03:37,540 --> 00:03:41,220
And so we really had to establish what is the cadence of meetings we want for this project?
57
00:03:41,220 --> 00:03:43,860
When do we bring everybody together?
58
00:03:43,860 --> 00:03:47,980
When do we have people meet individually to address different issues?
59
00:03:47,980 --> 00:03:52,100
And when do we have a core leadership team meet?
60
00:03:52,100 --> 00:03:54,580
And so we have to establish who's the core leadership team.
61
00:03:54,580 --> 00:04:00,080
So clearly, we're the PIs, we're leadership, but we need people to support our leadership.
62
00:04:00,080 --> 00:04:04,740
So we have a core leadership team that includes the PIs and includes our regulatory coordinator
63
00:04:04,740 --> 00:04:07,980
and also our lead clinical research coordinator.
64
00:04:07,980 --> 00:04:09,780
And that is the core leadership team.
65
00:04:09,780 --> 00:04:13,180
Now as PIs, we're still meeting and we're making decisions for the project because we
66
00:04:13,180 --> 00:04:17,840
are ultimately responsible, but we have a leadership team that helps us.
67
00:04:17,840 --> 00:04:23,220
So in deciding, there are many meetings you could be having, but in deciding the kickoff
68
00:04:23,220 --> 00:04:26,980
meeting, you want to be clear about what it is you want to do with this kickoff meeting.
69
00:04:26,980 --> 00:04:32,420
Now, if you missed my last episode, I talked about why you should have a kickoff meeting.
70
00:04:32,420 --> 00:04:37,520
Go back and look at that and the importance and the benefits of having a kickoff meeting.
71
00:04:37,520 --> 00:04:41,180
But you want to be clear, first of all, about the purpose of the meeting.
72
00:04:41,180 --> 00:04:43,420
And that's why number one is set the agenda.
73
00:04:43,420 --> 00:04:44,420
Be clear.
74
00:04:44,420 --> 00:04:45,820
Why are you meeting again?
75
00:04:45,820 --> 00:04:46,820
What do you want to accomplish?
76
00:04:46,820 --> 00:04:52,460
And what you want to accomplish from the meeting determines how you set up the meeting, who
77
00:04:52,460 --> 00:04:56,780
you invite to the meeting, when the meeting should be scheduled, how hard you should work
78
00:04:56,780 --> 00:04:58,300
to get everybody in the room.
79
00:04:58,300 --> 00:05:03,500
Because the larger the group, the harder it may be to be able to find a mutually available
80
00:05:03,500 --> 00:05:05,260
meeting time.
81
00:05:05,260 --> 00:05:11,780
And so the agenda helps you clarify what you're doing, where you're going, and who needs to
82
00:05:11,780 --> 00:05:12,780
be there.
83
00:05:12,780 --> 00:05:17,580
So number one is to get the PIs together, or maybe it's a leadership team together,
84
00:05:17,580 --> 00:05:21,340
to set the agenda for the kickoff meeting, what you want to accomplish.
85
00:05:21,340 --> 00:05:23,500
All right, that's number one.
86
00:05:23,500 --> 00:05:27,020
Number two is to gather the people.
87
00:05:27,020 --> 00:05:35,220
Now, this is like herding cats, because we're busy people.
88
00:05:35,220 --> 00:05:40,380
There is nobody, nobody, no matter their job description, who works at an academic medical
89
00:05:40,380 --> 00:05:44,940
center or any job for that matter, who would say, oh, I have all the time in the world.
90
00:05:44,940 --> 00:05:46,980
Just let me know, and I can show up.
91
00:05:46,980 --> 00:05:49,540
There are a few people who have that kind of flexibility.
92
00:05:49,540 --> 00:05:50,940
Many people are in meetings.
93
00:05:50,940 --> 00:05:57,020
Or if you are doing the right habits as a clinician researcher, you should be in meetings
94
00:05:57,020 --> 00:06:04,900
with yourself doing some serious writing, or forecasting, or planning, or doing something
95
00:06:04,900 --> 00:06:06,460
that moves your research forward.
96
00:06:06,460 --> 00:06:12,460
So even if you look at your schedule, you gloriously have Mondays through Fridays from
97
00:06:12,460 --> 00:06:14,420
8 a.m. to 10 a.m. free.
98
00:06:14,420 --> 00:06:17,320
You are not free.
99
00:06:17,320 --> 00:06:19,540
You should be moving your work forward.
100
00:06:19,540 --> 00:06:23,700
And sometimes this happens when people are new at early career, and they're like, well,
101
00:06:23,700 --> 00:06:25,700
I only have 25% of a clinic.
102
00:06:25,700 --> 00:06:27,180
I have so much free time.
103
00:06:27,180 --> 00:06:28,180
You do not.
104
00:06:28,180 --> 00:06:29,180
You do not.
105
00:06:29,180 --> 00:06:33,460
And if you have so much free time, that means that you may not have a strategic plan, and
106
00:06:33,460 --> 00:06:35,740
you may not be doing a weekly planning meeting.
107
00:06:35,740 --> 00:06:41,980
Because when you start to be clear about what your strategic plan is, or what you're planning
108
00:06:41,980 --> 00:06:47,140
to do strategically, and you have a weekly planning meeting, you know that you are going
109
00:06:47,140 --> 00:06:50,860
to fill in slots for your writing on a weekly basis.
110
00:06:50,860 --> 00:06:57,700
So the point I'm making is that everyone's busy, and they have priorities, and you certainly
111
00:06:57,700 --> 00:06:59,380
are very busy.
112
00:06:59,380 --> 00:07:03,980
And so one person is designated to figure out the schedules.
113
00:07:03,980 --> 00:07:09,580
One person that's not you, okay, can I just pause and say you are awesome and amazing
114
00:07:09,580 --> 00:07:15,940
as an MD, or you're an MD PhD, or you have another physician degree, but you're really
115
00:07:15,940 --> 00:07:16,940
good.
116
00:07:16,940 --> 00:07:19,820
And if you think you can do it well, you can gather people in a meeting.
117
00:07:19,820 --> 00:07:21,360
You can do the doodle poll.
118
00:07:21,360 --> 00:07:22,900
You can see what's the best meeting time.
119
00:07:22,900 --> 00:07:24,500
It's like, oh, it doesn't even take me time.
120
00:07:24,500 --> 00:07:28,380
But I have to tell you that your job as leader of a research program is not to be scheduling
121
00:07:28,380 --> 00:07:29,380
meetings.
122
00:07:29,380 --> 00:07:34,220
And you might say, I don't have a physical assistant.
123
00:07:34,220 --> 00:07:35,500
I don't have a virtual assistant.
124
00:07:35,500 --> 00:07:37,340
I don't have an admin who can help me do that.
125
00:07:37,340 --> 00:07:39,060
Therefore, I'm on the hook.
126
00:07:39,060 --> 00:07:43,700
Please don't do it.
127
00:07:43,700 --> 00:07:49,460
People on your research team, even if they're an LP administrator assistant, can help you
128
00:07:49,460 --> 00:07:51,420
do the scheduling.
129
00:07:51,420 --> 00:07:55,500
Because scheduling can be a rabbit trail.
130
00:07:55,500 --> 00:08:01,060
They can take you down the rabbit hole and waste time that you really could be putting
131
00:08:01,060 --> 00:08:05,980
into moving the project forward or doing some writing or doing some research or writing
132
00:08:05,980 --> 00:08:07,140
a grant.
133
00:08:07,140 --> 00:08:12,860
You have many priorities, and scheduling meetings should not be one of them.
134
00:08:12,860 --> 00:08:16,580
And I know it's easy for you to just pull together a doodle poll and then send it out
135
00:08:16,580 --> 00:08:17,580
to everyone.
136
00:08:17,580 --> 00:08:22,340
But invariably, someone's going to say, oh, yes, I know that we had found that perfect
137
00:08:22,340 --> 00:08:27,980
time on Sunday morning, and now I am X, Y, Z. And then it unravels everything.
138
00:08:27,980 --> 00:08:28,980
You have to start over.
139
00:08:28,980 --> 00:08:33,460
And so what you want to do, maybe one of the first things you want to do, is to set a habit
140
00:08:33,460 --> 00:08:36,020
of delegating whatever can be delegated.
141
00:08:36,020 --> 00:08:38,900
And scheduling meetings is something that should be delegated.
142
00:08:38,900 --> 00:08:43,340
It is easy to just pop in the meeting yourself, and I'm not saying you should deli it all
143
00:08:43,340 --> 00:08:44,340
meeting scheduling.
144
00:08:44,340 --> 00:08:45,740
If you can, please do.
145
00:08:45,740 --> 00:08:48,100
I certainly struggle with that sometimes.
146
00:08:48,100 --> 00:08:51,660
But when it comes to scheduling this kind of meeting, you want somebody on the team
147
00:08:51,660 --> 00:08:56,660
who's designated to figure out everybody's schedules and make it work.
148
00:08:56,660 --> 00:09:01,460
It is a lot of work, especially if you have people who are as productive and as busy as
149
00:09:01,460 --> 00:09:03,140
you probably do.
150
00:09:03,140 --> 00:09:07,140
It's a lot of work to get the meeting scheduled at the right time.
151
00:09:07,140 --> 00:09:12,660
And so I ask you to have somebody else do it, because there's a lot of back and forth.
152
00:09:12,660 --> 00:09:15,980
And honestly, we had a team member who did this.
153
00:09:15,980 --> 00:09:20,100
And after the fact, we realized that there was one of the investigators who eventually
154
00:09:20,100 --> 00:09:21,100
was like, this is so hard.
155
00:09:21,100 --> 00:09:23,140
I'm just going to put it right in the middle of my clinic.
156
00:09:23,140 --> 00:09:24,140
He was in clinic.
157
00:09:24,140 --> 00:09:25,140
We had our meeting.
158
00:09:25,140 --> 00:09:29,860
I'm so glad I wasn't the one who scheduled the meeting, because I wouldn't have accepted
159
00:09:29,860 --> 00:09:30,860
that.
160
00:09:30,860 --> 00:09:31,860
I would have said, no, we can't do it when you're in clinic.
161
00:09:31,860 --> 00:09:33,700
Okay, let's try to find another time.
162
00:09:33,700 --> 00:09:35,260
And not with waste time.
163
00:09:35,260 --> 00:09:38,740
So there are people whose expertise is scheduling.
164
00:09:38,740 --> 00:09:40,220
Please let them schedule the meeting.
165
00:09:40,220 --> 00:09:44,140
Let them gather the people, figure out the right times, schedule the meeting.
166
00:09:44,140 --> 00:09:47,020
You just want to make sure you give them the best times that you're available.
167
00:09:47,020 --> 00:09:48,020
Okay?
168
00:09:48,020 --> 00:09:52,880
All right, so number two, gather the people and have somebody else that's not you.
169
00:09:52,880 --> 00:09:54,180
That's not the other PI.
170
00:09:54,180 --> 00:09:55,180
Do it.
171
00:09:55,180 --> 00:10:02,140
Number three, now that you set the agenda, now that you decided on the date, have the
172
00:10:02,140 --> 00:10:09,220
core leadership team meet, and the core leadership team is important because everyone wants to
173
00:10:09,220 --> 00:10:14,100
be sure that their perspective is going to be addressed.
174
00:10:14,100 --> 00:10:16,740
For example, it's like, what is the most important thing to address?
175
00:10:16,740 --> 00:10:18,780
And what are the things we lead out?
176
00:10:18,780 --> 00:10:23,900
So we had a number of things that we needed to address for this multi-site study, but
177
00:10:23,900 --> 00:10:27,660
we didn't do all of it in that one meeting because we decided that this might be too
178
00:10:27,660 --> 00:10:29,500
much for the first meeting.
179
00:10:29,500 --> 00:10:30,500
Right?
180
00:10:30,500 --> 00:10:35,100
So we focused on connection and alignment and clarifying the timeline and roles and responsibilities.
181
00:10:35,100 --> 00:10:37,380
That's already a lot.
182
00:10:37,380 --> 00:10:42,860
Let's focus and let's not bring in the SOP at this point because we have an SOP that
183
00:10:42,860 --> 00:10:47,500
we put together for how the sites are going to recruit and share information.
184
00:10:47,500 --> 00:10:52,380
We have an SOP and I'll tell you about that in a subsequent episode because I think it's
185
00:10:52,380 --> 00:10:54,340
really cool as well.
186
00:10:54,340 --> 00:10:58,420
But there's a lot to discuss and we don't have to do it all in the first meeting.
187
00:10:58,420 --> 00:11:03,700
And so we, with the leadership team, in this case, the MPIs, we set the agenda for the
188
00:11:03,700 --> 00:11:07,780
things that we absolutely want to discuss in the meeting and the things that should
189
00:11:07,780 --> 00:11:10,900
be part of the agenda, but we're going to defer it to another meeting.
190
00:11:10,900 --> 00:11:13,820
And the things we're going to go into a little bit more detail on versus the things that
191
00:11:13,820 --> 00:11:14,820
we're not.
192
00:11:14,820 --> 00:11:19,740
The issues that we think maybe are pressing enough that they should rise to the top.
193
00:11:19,740 --> 00:11:27,460
And so being very clear about, okay, now that we've set the agenda, now that everybody's
194
00:11:27,460 --> 00:11:34,180
going to be gathered, we know who's coming, what exactly are we going to discuss in detail?
195
00:11:34,180 --> 00:11:35,580
What should we move away?
196
00:11:35,580 --> 00:11:37,940
What should we just glimpse?
197
00:11:37,940 --> 00:11:40,420
Or what should we skim the top off of?
198
00:11:40,420 --> 00:11:43,820
So you're really, now it's really focusing.
199
00:11:43,820 --> 00:11:49,380
In number one, you set the agenda, but in number three, you're really honing down on,
200
00:11:49,380 --> 00:11:52,340
okay, these are the details of the agenda.
201
00:11:52,340 --> 00:11:53,340
Okay.
202
00:11:53,340 --> 00:11:55,820
Number four, we're going to co-create the slides.
203
00:11:55,820 --> 00:11:57,300
Now I'll tell you how we did it.
204
00:11:57,300 --> 00:12:00,100
So first of all, we had a member of the team draft the slides.
205
00:12:00,100 --> 00:12:03,460
Now we've written the proposal, we've written the timeline.
206
00:12:03,460 --> 00:12:07,380
There's so many pieces of the proposal that we pulled together.
207
00:12:07,380 --> 00:12:13,060
So we had one member of the team go find all of that information, find the specific aims
208
00:12:13,060 --> 00:12:16,220
page and write the first draft of the slides.
209
00:12:16,220 --> 00:12:17,980
Remember, we already have an agenda.
210
00:12:17,980 --> 00:12:22,540
We're clear on what the details of that conversation are going to look like.
211
00:12:22,540 --> 00:12:24,980
And we don't have to create the first set of slides.
212
00:12:24,980 --> 00:12:27,060
Somebody else did that for us.
213
00:12:27,060 --> 00:12:30,980
And then they shared it with us on a Google Drive or it was some drive.
214
00:12:30,980 --> 00:12:32,660
I don't remember exactly.
215
00:12:32,660 --> 00:12:33,660
I think it was Box.
216
00:12:33,660 --> 00:12:35,260
We showed it on Box.
217
00:12:35,260 --> 00:12:41,100
And then we, one of the investigators, our principal investigator went through and put
218
00:12:41,100 --> 00:12:45,740
names on every, on each side for the core leadership team and said, hey, this slide
219
00:12:45,740 --> 00:12:46,740
is for you.
220
00:12:46,740 --> 00:12:47,740
Does it look good?
221
00:12:47,740 --> 00:12:49,180
What else would you change?
222
00:12:49,180 --> 00:12:54,860
Now then we all had opportunity asynchronously to go and edit the slide deck.
223
00:12:54,860 --> 00:12:58,900
Now we could have edited together at a meeting and I think we had planned to do that, but
224
00:12:58,900 --> 00:13:02,180
it turned out that we didn't have a meeting slot that worked perfectly.
225
00:13:02,180 --> 00:13:04,340
So we said, hey, we've already set the agenda.
226
00:13:04,340 --> 00:13:05,340
The meeting is next week.
227
00:13:05,340 --> 00:13:10,320
Why don't we just individually asynchronously edit the slides and let's do it by the state.
228
00:13:10,320 --> 00:13:14,740
So we set a deadline and we went in and individually edited the slides.
229
00:13:14,740 --> 00:13:19,460
Now I went in and edited the slides and I am very particular about the way slides look,
230
00:13:19,460 --> 00:13:22,220
especially with regards to how much text is on slides.
231
00:13:22,220 --> 00:13:25,220
I favor pictures over text.
232
00:13:25,220 --> 00:13:30,020
And so I went in and I edited heavily and probably an hour into editing and I was like,
233
00:13:30,020 --> 00:13:31,020
what am I doing?
234
00:13:31,020 --> 00:13:37,740
But I think that the first meeting is important and I think that it leaves an important impression.
235
00:13:37,740 --> 00:13:40,260
And you don't want people to be overwhelmed by text.
236
00:13:40,260 --> 00:13:46,220
And the natural, the natural bent of people is to read whatever text you give them.
237
00:13:46,220 --> 00:13:51,580
And so if you don't want them reading, then don't give them stuff to read.
238
00:13:51,580 --> 00:13:52,580
That's my philosophy.
239
00:13:52,580 --> 00:13:54,220
So I remove as much text as possible.
240
00:13:54,220 --> 00:13:58,260
I reorganize, I center, I make bigger.
241
00:13:58,260 --> 00:14:01,940
I really went in and really edited the slides.
242
00:14:01,940 --> 00:14:06,100
And I will tell you that the way I edit slides, that was a short period of time compared to
243
00:14:06,100 --> 00:14:08,960
how much I would have spent if I was creating the slides from scratch.
244
00:14:08,960 --> 00:14:13,220
Because what I didn't do was go back to our source data and remind myself, what did we
245
00:14:13,220 --> 00:14:14,660
say in specific game one?
246
00:14:14,660 --> 00:14:15,660
What did we say here?
247
00:14:15,660 --> 00:14:16,660
What did we say about methodology?
248
00:14:16,660 --> 00:14:18,540
What did we say about recruitment?
249
00:14:18,540 --> 00:14:20,420
Somebody else went and did all that for me.
250
00:14:20,420 --> 00:14:23,900
So all I really had to do was focus on how do we get the message across in the way that
251
00:14:23,900 --> 00:14:25,020
we need to.
252
00:14:25,020 --> 00:14:27,260
So we all co-created the slides.
253
00:14:27,260 --> 00:14:29,580
And I didn't even necessarily finish.
254
00:14:29,580 --> 00:14:34,540
For example, there was one page where I started creating the format of what I thought it should
255
00:14:34,540 --> 00:14:37,540
look like relative to what had already been established.
256
00:14:37,540 --> 00:14:38,540
And then I wrote a note.
257
00:14:38,540 --> 00:14:40,260
I said, finish it according to what I did.
258
00:14:40,260 --> 00:14:44,540
Now I will tell you that what the person did is not what I would have done.
259
00:14:44,540 --> 00:14:47,380
However, that was not a priority.
260
00:14:47,380 --> 00:14:51,540
It was like, I've clarified the way it should look like and now finish it.
261
00:14:51,540 --> 00:14:57,700
And then somebody else went and finished all the slides, made them pretty, added all the
262
00:14:57,700 --> 00:14:58,700
notes.
263
00:14:58,700 --> 00:15:02,820
And then finally, somebody else went in and said, OK, this person will present the slide.
264
00:15:02,820 --> 00:15:09,220
This was my co-principal investigator, also known as a multiple PI.
265
00:15:09,220 --> 00:15:10,820
And she went in and labeled the slides.
266
00:15:10,820 --> 00:15:13,880
So you're going to present this, you're going to present this, you're going to present this.
267
00:15:13,880 --> 00:15:18,860
So we really asynchronously pulled the slides together.
268
00:15:18,860 --> 00:15:21,020
And at the end, it was a really fantastic job.
269
00:15:21,020 --> 00:15:22,020
It was well done.
270
00:15:22,020 --> 00:15:23,060
You could tell it was polished.
271
00:15:23,060 --> 00:15:25,700
It was good because we want to leave a good impression.
272
00:15:25,700 --> 00:15:32,660
No one just half-hazardly throw slides together because people don't have a sense of what's
273
00:15:32,660 --> 00:15:33,740
going on inside you.
274
00:15:33,740 --> 00:15:35,540
They can't read your intention.
275
00:15:35,540 --> 00:15:37,340
They can only read what they see.
276
00:15:37,340 --> 00:15:40,800
And so showing up well is important.
277
00:15:40,800 --> 00:15:42,220
And it was important for us.
278
00:15:42,220 --> 00:15:43,220
And we did that.
279
00:15:43,220 --> 00:15:44,980
And we got good feedback from the meeting as well.
280
00:15:44,980 --> 00:15:45,980
All right.
281
00:15:45,980 --> 00:15:47,500
And I've co-created the slides.
282
00:15:47,500 --> 00:15:48,500
The meeting is set.
283
00:15:48,500 --> 00:15:51,060
Now we're going to conduct the meeting.
284
00:15:51,060 --> 00:15:55,980
And we started out with introducing the NPIs.
285
00:15:55,980 --> 00:15:58,580
And then we actually, we started out with the agenda.
286
00:15:58,580 --> 00:16:00,060
We introduced the NPIs.
287
00:16:00,060 --> 00:16:02,940
We started out introducing the study.
288
00:16:02,940 --> 00:16:09,580
And then we now went to a question and answer session as we introduced the team and their
289
00:16:09,580 --> 00:16:11,620
roles and responsibilities.
290
00:16:11,620 --> 00:16:15,060
And then we went into more details of the study, including recruitment.
291
00:16:15,060 --> 00:16:20,180
And then we finally went to, oh, we went to the timeline.
292
00:16:20,180 --> 00:16:25,420
And then we had question and answer session again, question and answer session again.
293
00:16:25,420 --> 00:16:29,800
So that was kind of the meeting itself.
294
00:16:29,800 --> 00:16:32,300
And then at the end of the meeting, everybody left.
295
00:16:32,300 --> 00:16:38,060
And the two NPIs and our collaborator stayed behind just to debrief the meeting.
296
00:16:38,060 --> 00:16:39,700
It was a really great meeting.
297
00:16:39,700 --> 00:16:41,900
And so we, you know, there's some meetings that are a part of it.
298
00:16:41,900 --> 00:16:43,340
You're like, that was well done.
299
00:16:43,340 --> 00:16:45,020
This was a well done meeting.
300
00:16:45,020 --> 00:16:48,300
And so that was what we stayed to share to say that was well done.
301
00:16:48,300 --> 00:16:49,940
This worked really well.
302
00:16:49,940 --> 00:16:50,940
And this is a great team.
303
00:16:50,940 --> 00:16:52,540
This is going to be a great study.
304
00:16:52,540 --> 00:16:56,420
And our other collaborator stayed on to say, I love the way you put this together.
305
00:16:56,420 --> 00:16:57,420
This was so well done.
306
00:16:57,420 --> 00:17:02,980
And it was just good feedback because we really did put in a lot of effort to make sure that
307
00:17:02,980 --> 00:17:09,380
we had a cohesive plan and that our slides looked good and communicated what we wanted
308
00:17:09,380 --> 00:17:10,380
them to communicate.
309
00:17:10,380 --> 00:17:15,940
And you know, you've done a good job when you do more of the work early on and you do
310
00:17:15,940 --> 00:17:20,200
the heavy lifting so that your viewer, your observer, your reader doesn't have to do that
311
00:17:20,200 --> 00:17:21,420
heavy lifting.
312
00:17:21,420 --> 00:17:22,420
And that's what we did.
313
00:17:22,420 --> 00:17:24,900
And it did come across and it was successful.
314
00:17:24,900 --> 00:17:28,020
So that was our meeting conduct.
315
00:17:28,020 --> 00:17:34,300
So during the meeting also, number six, that we had action items that came up as a result
316
00:17:34,300 --> 00:17:35,300
of the meeting.
317
00:17:35,300 --> 00:17:37,540
For example, let's double check the IRB.
318
00:17:37,540 --> 00:17:40,900
Let's make sure that this amendment is in place and then we're going to send the IRBs
319
00:17:40,900 --> 00:17:43,140
to the multi-site group.
320
00:17:43,140 --> 00:17:47,460
So we at the end of the meeting have a set of action items and everybody knows what it
321
00:17:47,460 --> 00:17:52,100
is they need to do before they come back for the next meeting.
322
00:17:52,100 --> 00:17:53,860
Number seven is the post-meeting follow-up.
323
00:17:53,860 --> 00:17:58,660
Now I told you that we had a brief debrief that wasn't actually scheduled, but it happened.
324
00:17:58,660 --> 00:18:02,820
Everybody dropped off and the MPIs and our chief collaborator stayed behind and talked
325
00:18:02,820 --> 00:18:04,220
about things.
326
00:18:04,220 --> 00:18:06,340
But that was a very, very brief meeting.
327
00:18:06,340 --> 00:18:11,620
But there was also a post-meeting follow-up where somebody, one of the leadership, members
328
00:18:11,620 --> 00:18:16,380
of the leadership team, not the MPIs, sent out an email with the slides that everybody
329
00:18:16,380 --> 00:18:22,620
has a copy of the slides and also a set of action items for the study as well.
330
00:18:22,620 --> 00:18:25,220
I'll tell you something that we did that was really, really helpful.
331
00:18:25,220 --> 00:18:28,460
And if this is a tool you have access to, I recommend it.
332
00:18:28,460 --> 00:18:33,700
But what we did was we used the AI companion that comes with Zoom.
333
00:18:33,700 --> 00:18:37,460
And so if you don't have access to the AI companion, another thing you could do is record
334
00:18:37,460 --> 00:18:42,180
your meeting and transcribe it and then maybe use AI to summarize the meeting.
335
00:18:42,180 --> 00:18:46,300
But we had someone who was taking minutes of the meeting and then we had the AI companion
336
00:18:46,300 --> 00:18:50,100
transcribe or summarize our meeting as well, take the meeting minutes.
337
00:18:50,100 --> 00:18:54,900
And so at the end we had meeting minutes and we had the person who had been taking notes.
338
00:18:54,900 --> 00:18:59,380
And we combined that because I think the AI overview is really broad and detailed and
339
00:18:59,380 --> 00:19:02,080
nice, but it's got a lot of details.
340
00:19:02,080 --> 00:19:04,380
People like to be very short and pithy.
341
00:19:04,380 --> 00:19:10,500
And so what she did was pull all the information from her notes and the AI and then made very,
342
00:19:10,500 --> 00:19:12,460
very a very brief summary.
343
00:19:12,460 --> 00:19:14,820
This was agenda item one, here's a follow-up.
344
00:19:14,820 --> 00:19:16,460
Agenda item two, here's a follow-up.
345
00:19:16,460 --> 00:19:22,580
And it was very, very much like a bullet point follow-up rather than the paragraphs of text
346
00:19:22,580 --> 00:19:24,460
that the AI summary did for us.
347
00:19:24,460 --> 00:19:26,860
And maybe the AI summary will do better over time.
348
00:19:26,860 --> 00:19:31,940
But I think it was important for us to not give people minutes to read.
349
00:19:31,940 --> 00:19:33,700
That can always be added as an attachment.
350
00:19:33,700 --> 00:19:39,100
Hey, if you have extra time, if you really want the details, here are the meeting minutes
351
00:19:39,100 --> 00:19:42,580
as generated by AI, which can be very detailed.
352
00:19:42,580 --> 00:19:44,460
But here's the high level overview.
353
00:19:44,460 --> 00:19:49,140
And many of your team members will appreciate the high level overview because even if they
354
00:19:49,140 --> 00:19:54,020
go read the detailed meeting summary, they're going to forget and they're going to want
355
00:19:54,020 --> 00:19:56,540
to go back and they're not going to want to read it all again.
356
00:19:56,540 --> 00:20:02,620
And so it's nice to have a meeting summary that they can go back to and just refer to.
357
00:20:02,620 --> 00:20:07,780
And then we, of course, have a folder in which we keep the major sections of our study.
358
00:20:07,780 --> 00:20:11,340
And we have a section for meetings and meeting minutes and meeting summaries.
359
00:20:11,340 --> 00:20:13,660
And so that's in our folder as well.
360
00:20:13,660 --> 00:20:15,340
So those are the seven steps.
361
00:20:15,340 --> 00:20:19,580
I probably mentioned eight, but I'll go ahead and just summarize.
362
00:20:19,580 --> 00:20:21,420
Number one, we set the agenda.
363
00:20:21,420 --> 00:20:22,780
Number two, we gathered the people.
364
00:20:22,780 --> 00:20:24,580
We had somebody else do that.
365
00:20:24,580 --> 00:20:27,900
Number three, we had a core leadership meeting to review the details of what the meeting
366
00:20:27,900 --> 00:20:28,900
would be.
367
00:20:28,900 --> 00:20:32,020
And before we co-created the slides asynchronously.
368
00:20:32,020 --> 00:20:34,420
Number five, we conducted the meeting.
369
00:20:34,420 --> 00:20:36,860
Number six, we had action items.
370
00:20:36,860 --> 00:20:39,420
Number seven, we had a post-meeting debrief.
371
00:20:39,420 --> 00:20:44,140
And we also have a folder in which we keep all of our meeting summaries.
372
00:20:44,140 --> 00:20:46,380
So I'll roll that into number seven.
373
00:20:46,380 --> 00:20:49,260
So that's what we did for our kickoff meeting.
374
00:20:49,260 --> 00:20:51,700
And again, this is not meant to be prescriptive.
375
00:20:51,700 --> 00:20:55,460
Please take it and do whatever you will with it.
376
00:20:55,460 --> 00:20:57,620
Make sure it's tailored to your team.
377
00:20:57,620 --> 00:21:03,060
I'm curious if you use any of these items to create your kickoff meeting or maybe your
378
00:21:03,060 --> 00:21:09,000
monthly meeting, would you share how it went, how you did it, what extra things you added
379
00:21:09,000 --> 00:21:13,960
to it or things that you took away that didn't work for your team and share it with me?
380
00:21:13,960 --> 00:21:15,700
I would love to hear about it.
381
00:21:15,700 --> 00:21:22,020
You can reach out to me through direct message on LinkedIn, on Instagram, or on Facebook.
382
00:21:22,020 --> 00:21:25,180
And my preferred way of communication is LinkedIn.
383
00:21:25,180 --> 00:21:26,780
Please reach out to me there first.
384
00:21:26,780 --> 00:21:31,660
The others might be delayed because I'm not on those platforms as often, but I do, I invite
385
00:21:31,660 --> 00:21:32,780
you to please share with me.
386
00:21:32,780 --> 00:21:34,180
I'd love to hear about it.
387
00:21:34,180 --> 00:21:37,860
And as always, if you are looking for a coach, please reach out to me.
388
00:21:37,860 --> 00:21:42,700
Happy to support you as you continue your growth as a clinician scientist.
389
00:21:42,700 --> 00:21:47,340
And finally, please share this episode with someone who is looking for guidance.
390
00:21:47,340 --> 00:21:51,240
Many times we're waiting for our mentors to hand things to us and sometimes they're so
391
00:21:51,240 --> 00:21:53,380
overwhelmed they're not thinking about what you need.
392
00:21:53,380 --> 00:21:55,100
You don't even know what you need.
393
00:21:55,100 --> 00:22:01,380
And so if this episode was helpful to you, would you do me a favor, do me a solid and
394
00:22:01,380 --> 00:22:03,660
share it with someone else who needs to hear it.
395
00:22:03,660 --> 00:22:04,660
All right.
396
00:22:04,660 --> 00:22:08,620
Thank you for doing one good deed for the day for me.
397
00:22:08,620 --> 00:22:13,100
And I look forward to talking with you again next time on the clinician researcher podcast.
398
00:22:13,100 --> 00:22:20,900
Thank you for listening.
399
00:22:20,900 --> 00:22:26,300
Thanks for listening to this episode of the clinician researcher podcast, where academic
400
00:22:26,300 --> 00:22:32,100
clinicians learn the skills to build their own research program, whether or not they
401
00:22:32,100 --> 00:22:33,100
have a mentor.
402
00:22:33,100 --> 00:22:39,180
If you found the information in this episode to be helpful, don't keep it all to yourself.
403
00:22:39,180 --> 00:22:40,900
Someone else needs to hear it.
404
00:22:40,900 --> 00:22:44,960
So take a minute right now and share it.
405
00:22:44,960 --> 00:22:50,420
As you share this episode, you become part of our mission to help launch a new generation
406
00:22:50,420 --> 00:23:03,300
of clinician researchers who make transformative discoveries that change the way we do healthcare.
