On the art, heart and science of 1-1 meetings (CAL131, S7E4)

Building on the last episode’s topic of meetings, the focus here is on our one-on-one meetings. In his book, 'Glad We Met: The Art and Science of One-to-One Meetings,' Steven Rogelberg discusses how these meetings can be practical, personal, and developmental. We can also think of these as the four Ps of care—process, progress, product, and person. Drawing on insights from Rogelberg’s book, along with some timely recent posts, I draw attention to the role of empathy, authentic communication, and regular, intentional meetings in supporting PhD students, postdocs, and research assistants. Practical tips include setting regular meeting cadences, being attentive and present, and ensuring a respectful and effective meeting environment. These are all skills we can work on to better support the practical, personal and developmental in our 1-1 meetings.Overview:00:29 Introduction to Effective Meetings01:55 The Importance of One-on-One Meetings03:25 The Four Ps of Care in Meetings04:14 Practical Aspects of Supervisory Meetings05:06 Caring for the Person in Meetings05:35 Skills for Effective Meetings09:12 Student Contributions to Meetings11:01 Preparation and Presence in Meetings12:18 Time Management and Respect in Meetings13:23 Listening and Asking Good Questions14:25 The Cadence of Meetings17:55 Practical Suggestions for Meeting Environments19:14 Career Conversations and Resources20:20 Conclusion: The Art, Heart, and Science of Meetings24:02 EndRelated links:Steven Rogelberg's webpage, LinkedIn profile, and Meeting resources and previous CAL episode on Transforming Academic MeetingsBook: Rogelberg, S. G. (2024). Glad We Met: The Art and Science of 1: 1 Meetings. Oxford University Press.Recent posts mentioned:#116 - 6 Communication Strategies to Get What You Need From Your PhD Advisor (Without Being Annoying), Emmanuel Tsekleves , PhDtoProf Newsletter 1 Oct 2025A toolkit to foster great career conversations, Rachel Chin and Rachel Herries, Auditorium Blog, 7 Oct 2025Related Changing Academic Life episodes:Oscar Trimboli (Part 1) on being better listeners Oscar Trimboli (Part 2) on how to listen deeply Michael Bungay Stanier on the power of curiosity and

Dr. Steven Rogelberg, an organisational psychologist from the University of North Carolina, Charlotte, draws on his extensive research on workplace meetings to share how we might make acadmic meetings better. We discuss the inefficiencies of academic meetings, with Steven suggesting academics suffer from particularly ineffective meeting practices. He offers practical advice on improving meeting productivity, particularly for Faculty meetings, such as using targeted agendas and smaller group discussions, and stresses the value of bringing scientific rigour to meeting management. He also critiques the hybrid meeting format, advocating instead for fully virtual or in-person meetings. If you are looking for more insights about evidence-based meeting practices, I can highly recommend his books 'The Surprising Science of Meetings' and 'Glad We Met: The Art and Science of One-to-One Meetings' .&nbsp;Overview:00:29&nbsp;Introduction: The Meeting Dilemma01:42&nbsp;Introducing Dr. Steven Rogelberg03:56&nbsp;The Academic Meeting Problem09:23&nbsp;Common Mistakes in Leading Meetings11:06&nbsp;Strategies for Effective Meetings13:12&nbsp;Having a Meeting About Meetings14:34&nbsp;The Importance of Feedback and Audits15:55&nbsp;The Faculty Meeting18:15&nbsp;Challenges of Large and Hybrid Meetings19:21&nbsp;More Inclusive Alternatives to Large Meetings22:20&nbsp;Hybrid Meetings and Virtual Meetings23:54&nbsp;Final Takeaways and Resources25:46&nbsp;Postscript30:16 EndRelated links:Steven's web page, LinkedIn page and online meeting resourceshttps://www.stevenrogelberg.comSteven's books:Rogelberg, S. G. (2019).&nbsp;The surprising science of meetings: How you can lead your team to peak performance. Oxford University Press.Rogelberg, S. G. (2024).&nbsp;Glad We Met: The Art and Science of 1: 1 Meetings. Oxford University Press.And his academic publications, for example the two we mentioned:Rogelberg, S., Kreamer, L. M., &amp; Gray, J. (2025). Thirty Years of Meeting Science: Lessons Learned and the Road Ahead.&nbsp;Annual Review of Organizational Psychology and Organizational Behavior,&nbsp;13.Rogelberg, S. G., King, E. B., &amp; Alonso, A. (2022). How we can bring IO psychology science and evidence-based practices to the public.&nbsp;Industrial and Organizational Psychology,&nbsp;15(2), 259-272.And here is a <a...

Professor Emeritus Deborah Boehm Davis, George Mason University in the US, is one of the pioneers of the CHI conference. Deborah discusses her varied career building from her psychology background and spanning roles in human factors at Bell Labs, NASA, and General Electric. She then talks about her extensive tenure at George Mason University in both faculty and administrative/leadership roles, eventually becoming the dean of a college. Deborah shares reflections on career transitions, the importance of making a difference, effective leadership, the significance of collaborative work, and the challenges and strategies for navigating academic leadership, as well as managing academic responsibilities alongside family life.&nbsp;She also&nbsp;talks about her last&nbsp;industry role at Oculus Research and offers insights into the skills and approaches necessary for effective academic and industry leadership. The conversation also touches on the importance of interdisciplinary work and mentorship in academia.Overview:00:00&nbsp;Introduction 00:29&nbsp;Deborah Boehm-Davis: Career Overview03:24&nbsp;Early Career and Human Factors04:54&nbsp;Transition to Academia, Balancing Faculty and Administration Roles09:38&nbsp;Reflections on Career and Impact17:39&nbsp;Navigating Academic Leadership25:14&nbsp;Collaborations, Interdisciplinary Work and Collegiality28:18&nbsp;Interdisciplinarity and Being Strategic32:57&nbsp;Transitioning to Leadership Roles, Developing Leadership Skills33:53&nbsp;Handling Difficult Conversations36:39&nbsp;Balancing Decisions and Stakeholder Concerns40:29&nbsp;Engaging Faculty and Effective Communication44:51&nbsp;Leadership in Industry vs. Academia46:54&nbsp;Mentorship and Support Systems50:24&nbsp;Proudest Achievements and Work Skills Course56:28&nbsp;Reflections on Women in Academia59:37&nbsp;Conclusion and Final Thoughts01:00:46 EndRelated links:Video of a 2024 talk to the Uni of Virginia HFES Student Chapter: “A Career in Human Factors: A Lifetime of Change” [40:51 mins]LinkedIn:&nbsp;https://www.linkedin.com/in/deborah-boehm-davis-05b50Website:&nbsp;https://psychology.gmu.edu/people/dbdavis

In the first episode of season seven, the 10th year the Changing Academic Life podcast, I invite us to reflect on the theme of being intentional about what we want for ourselves at the beginning of this new academic year for many of us in the northern hemisphere, or for any temporal landmark that is relevant for you. As example and inspiration, Anna Cox from UCL shortly shares her strategies for setting clear priorities, maintaining work-life balance, and managing her remaining 'available time to promise', recognising every yes entails a no to something else. This is a great example of the 'fresh start effect', using the temporal landmark of a new academic year, as talked about by Katy Milkman and colleagues, and reminds us of the importance of creating pauses for reflection. So how will you be more intentional about your fresh start?00:34 Introduction01:27 Starting With Intention05:28 Anna's Fresh Start&nbsp;07:05 Thinking About Priorities09:01 Available Time to Promise10:56 Creating Pauses to Think12:20 Re-iterating Anna's Key Questions16:29 Wrapping Up&nbsp;17:57 Pointers to Other Related Episodes19:24 Wrapping up20:31 EndRelated links:eWorkResearch group at UCL and Anna’s webpage and WLB definition&nbsp;Dai, H., Milkman, K. L., &amp; Riis, J. (2014). The fresh start effect: Temporal landmarks motivate aspirational behavior.&nbsp;Management Science,&nbsp;60(10), 2563-2582.Loleen Berdahl,&nbsp;How to quit promising time and energy you don’t haveSee&nbsp;www.changingacademiclife.com&nbsp;for an easy search for the related podcasts: Anna Cox, Marta Cecchinato, Johanna Stadlbauer, Amy Ko, Carmen Neustaedter, Katherine Isbister, Vikki Wright

In this final episode of the 2024-2025 season, I reflect on key themes emerging from the past 20 episodes of 'Changing Academic Life.' These are around creating supportive and inclusive cultures in academia, the role of leadership, career transitions, wellbeing and self-care, and the importance of community. It reminds us to engage in reflection, value our own and others' wellbeing, and contribute to positive changes in academic environments.&nbsp;&nbsp;Cultivating a good academic life for all is a collective effort.00:00&nbsp;CAL127 Season reflections02:44&nbsp;Supportive cultures06:35&nbsp;Career transitions, choices11:39&nbsp;Wellbeing &amp; self care13:56&nbsp;Community16:00&nbsp;Closing18:29 End

If you are curious about how to set up your own peer support group, inspired by what Johanna Stadlbauer shared about what Uni Graz are doing, then this episode might get you started. I walk through some of the ‘things to think about’ when setting up peer groups such as the group’s purpose, the focus, and who that would involve, also the group size, meeting frequency and commitment, and choosing between structured or informal formats and related roles. I then walk through two examples of more structured formats: action learning sets which take more of a coaching approach, and peer mentoring models that take more of a consulting or advising approach. I also give some examples of more informal peer groups.&nbsp;&nbsp;Regardless of approach, good listening, confidentiality and a commitment to genuine participation are key. I also refer to some resources and links for further reading and more detailed overview of steps, as well as some related podcasts. Whether you're looking for mutual support, expert guidance, or simply a sense of belonging, there's a group format that can work for you. Give it a try!00:00 CAL126 Exploring Peer Group Support Models00:29 Introduction01:36 Purpose03:03 Focus05:03 How Many06:17 How Often07:45 Format08:24 Roles09:44 Critical Ingredients11:38 Walking Through Some Examples12:35 Example: Peer Coaching Groups - Action Learning Set20:39 Example: Peer Mentoring Groups25:04 Example: Informal Peer Support Groups28:23 Recap30:07 Do What Works for You - Suggestions33:07 Closing Call and Pointers36:36 EndRelated LinksAction Learning Sets guidance by Caroline Doherty via the UK NHS Action Learning Sets pageAction Learning Sets at Uni of St Andrews&nbsp;as example in an academic contextGraz Call for participation in their Collegial Development ProgrammeKollegiale Beratung in sechs Phasen (Collegial Advising in 6 Phases)&nbsp;Descriptive Consultancy&nbsp;with protocol descriptionBalint Group MethodThe No Club book&nbsp;and No Club GuidanceRelated PodcastsMichael Bungay Stanier on the power of curiosity and taming your advice monster<a href="https://changingacademiclife.captivate.fm/episode/rw8-asking-good-questions-empowering-good-people"...

Johanna Stadlbauer is an anthropologist working in researcher development at the University of Graz, recently made Head of Research Careers Campus Graz. Her mission is a more fun and kind academia. Johanna shares the experiences and challenges of her journey from a PhD to quitting a postdoc in anthropology, to doing NGO work part-time, and then coming back to academia for a researcher development role. Her work now is focused on creating a supportive and kind academic environment, with the aim to improve researcher well-being and foster a sense of community. She discusses establishing structures for postdoctoral researchers' support and community, and highlights initiatives like the writing retreat, Fiasco Fest, and peer mentoring, which aim to improve researcher well-being and foster a sense of community. Johanna is a role model for how to navigate a career path and your work role on your own terms. She is really clear on her own boundaries, and what she needs to feed herself and look after her work-life balance. She also reminds us the value of peer support, of telling people their contributions matter, and of taking the time to savour the good. She reminds us of the significance of agency, community support, and the need for transparency and understanding in academia.00:00&nbsp;CAL125 Johanna Stadlbauer03:03&nbsp;Introduction and Guest Background03:56&nbsp;Journey from Anthropology to Research Development06:18&nbsp;Postdoc Experience and Challenges07:42&nbsp;Deciding to Quit the PostDoc12:05&nbsp;Transition to NGO Work15:57&nbsp;Finding Balance and Setting Boundaries19:47&nbsp;Messaging in Academia23:35&nbsp;Permanent Contract and Current Role29:27&nbsp;Towards a Fun and Kind Academia and Experiences of Power Abuse31:26&nbsp;Finding Solutions and Positive Structures33:31&nbsp;Balancing Critique and Support in Academia35:58&nbsp;Empowering Postdocs and Addressing Structural Issues40:12&nbsp;The Importance of Community, Peer Support and Mentoring49:39&nbsp;Promoting Good Working Environments for Researcher Wellbeing52:03&nbsp;Personal Reflections and Final Thoughts56:53 End&nbsp;Related LinksJohanna's web page (English version)Head of Research Careers Campus Graz&nbsp;Researcher Development in Graz Blog&nbsp;LinkedIn pages for Johanna, the PostDoc Office, and Research Careers Campus GrazThe Coalition for Advancing Research Assessment (CoARA)&nbsp;Max Planck PhD Net&nbsp;Balint Group Method&nbsp;

Tina Persson shares her journey from chemistry and nearly 20 years in academia, to recruiting and then career coaching. Tina discusses the challenges she faced in academia, including struggles with energy-draining tasks and political landscapes, and how she pivoted to a career in recruitment and coaching. She emphasizes the importance of understanding natural talents, emotional intelligence, and honest communication in career development. The conversation covers valuable tips for professors on recruiting and supporting early-career researchers, the impact of AI on career skills, and the cultural differences in career transitions. Tina also highlights the significance of lifelong learning and being open to unseen opportunities, offering practical advice for academics, those seeking an academic position, and those considering a career pivot.&nbsp;Overview:00:29&nbsp;Episode Introduction03:02&nbsp;Introducing Tina and her Academic Journey10:18&nbsp;Transition to Industry12:24&nbsp;Becoming a PhD Recruiter15:25&nbsp;Coaching and Career Development25:24&nbsp;Recruitment Tips for Professors36:00&nbsp;Startup Mentality in Academia38:43&nbsp;Evaluating Candidates Beyond Technical Skills40:35&nbsp;Innovative Interview Techniques43:09&nbsp;Filtering Candidates Efficiently50:57&nbsp;Cultural Differences in Recruitment52:50&nbsp;The Role of AI in Recruitment54:25&nbsp;Human-Centric Skills in Academia01:00:13&nbsp;Building a Supportive Academic Culture01:03:23&nbsp;The Importance of Career Pivoting01:05:52&nbsp;Conclusion and Contact InformationRelated linksRelated to Tina:About Tina and her LinkedIn profile and Passage2ProPhD Career Stories Podcast and upcoming bookPeople: Sarah Blackford&nbsp;, Fritz Eckstein&nbsp;Holland’s Theory of Career Choice

This is a replay of an episode about our strengths as our superpowers and it is a useful precursor to the next podcast discussion where my guest will talk about them as natural talents. This replay episode was triggered by two interactions that made me think more about the importance of knowing our own unique superpowers (as&nbsp;Aaron Quigley&nbsp;discussed), ie our strengths, and also our kryptonite (thanks&nbsp;Lewis Chuang), and how this can help us work out what is our good academic life. And to recognise that we can all have different superpowers.&nbsp;Before getting to the replay I also report on some lovely feedback from the episodes with Graham McAllister.00:29&nbsp;Introduction01:39&nbsp;Update from episodes with Graham McAllister05:21&nbsp;Replay - Strengths as Superpowers06:49&nbsp;Kyrptonite and Superpowers08:19&nbsp;What are your superpowers?14:29&nbsp;Other notes about strengths as superpowers17:21&nbsp;Summary and pointer to ways to explore strengths19:25&nbsp;Additional Pointers22:05&nbsp;OutroRelated Links:The&nbsp;twitter thread started by Lewis ChuangAaron Quigley podcast conversationMike Twidale podcast conversationVIA Character Strengths&nbsp;SurveyStrengthscope&nbsp;Strengths assessment toolsRelated Work:Michelle McQuaid, 2014,&nbsp;Ten Reasons to Focus on Your Strengths&nbsp;No matter what your job description says, Psychology Today.Jeremy Sutton, 2021,&nbsp;Cultivating Strengths at Work: 10+ Examples and Ideas,&nbsp;PositivePsychology.com.Ryan M. Niemiec, 2020,&nbsp;Coronavirus Coping: 6 Ways Your Strengths Will Help You Turn to your best qualities for prevention, safety, and health. Psychology Today.

 ”Writing is thinking, I love thinking, I love working on problems, I love thinking through the problems…. So the whole writing thing is a thinking thing.” says Graham McAllister in this final part of our conversation. His foray into writing a book on Games Usability after he sold his company was also a foray into exploring the process of writing, asking himself questions like "How do you write a book? What's my voice? How do I write? What fits in with my life?”&nbsp;Graham unpacks his experiences about the art and craft of writing that worked for him in answer to these questions. He starts with reflections on publishing challenges in academia and his commitment to making knowledge freely accessible. He also talks about the process of discovering his writing voice, the iterative writing process, setting up a writing routine and setting achievable goals. Graham also reflects on the broader implications of his work within academia and industry, the pursuit of clear communication for your audience, and his future aspirations in writing and consulting. The conversation highlights themes of personal growth, the importance of thoughtful work-life integration, and the impact of past mentors and opportunities.Overview00:00&nbsp;Introduction02:50&nbsp;Introduction to the Book Writing Journey03:28&nbsp;The Philosophy of Free Knowledge04:51&nbsp;The Writing Process and Idea Generation07:12&nbsp;Structuring and Refining the Book10:08&nbsp;Finding Your Voice and Writing Routine11:51&nbsp;Future Writing Projects and Reflections20:09&nbsp;Balancing Work and Personal Fulfillment26:04&nbsp;Final Reflections and GratitudeRelated Links:Graham’s Home page and LinkedIn Profile and his booksCAL120 Part 1 episode with Graham on his previous career pivotsCAL121 Part 2 episode with Graham on team vision alignment