Why are supervision meetings essential?
Supervision meetings are an important part of the collaboration between doctoral candidates and their supervisors. They provide a structured framework for discussing the progress of the doctorate, clarifying any outstanding issues and planning the next steps together.
Shaping collaboration
- Set objectives and priorities
- Review the timetable and work plan
- Clarify expectations and responsibilities
- Regularly review supervision needs
Exchange and feedback
- Transparency regarding the progress
- Clarifying questions and uncertainties
- Supporting professional and personal development
Take early action
- Addressing challenges and new developments
- Identifying the need for support
- Developing solutions together
Structuring supervision meetings
Well-thought-out preparation can help ensure that the time spent together is used effectively.
- summarise the current status of the work
- compile a list of questions and outstanding issues
- highlight any difficulties or delays
- provide topics for the meeting in advance
- familiarise yourself with the latest work results
- prepare feedback and questions
- review the agreed objectives and next steps
The supervision meeting should provide an opportunity for an open and respectful discussion. This can cover both academic content and questions regarding supervision and the general circumstances of the doctorate.
- Report on progress and results
- Openly address questions and uncertainties
- Identify expectations and support needs
- Accept and reflect on feedback
- Provide feedback on the results so far
- Clarify any questions and outstanding issues together
- Discuss opportunities for development and challenges
- Highlight ways in which support can be provided
- Allow time for questions and concerns
The discussion should, where possible, conclude with specific agreements. In this way, the discussion provides a shared framework for the next steps.
- Set out the next objectives and priorities
- Clarify tasks and responsibilities
- Review the timetable and milestones and adjust them if necessary
- Agree on the support required
- Set out the next steps and arrange the next meeting
Good to know - FAQ
There is no one-size-fits-all answer to this. It makes sense to meet regularly, at intervals that are appropriate to the stage of your doctorate, your progress and your individual supervision needs. One key aspect is that both parties know when and under what circumstances the next meeting will take place.
Tip: Set out the frequency of supervision meetings in the supervision agreement.
Good supervision is a joint responsibility. Both doctoral candidates and supervisors can initiate discussions and suggest topics. It is a good idea to agree at the start of the doctorate on how these discussions will be organised.
A brief record of the key agreements can be helpful. It creates a sense of commitment and prevents misunderstandings. The scope and format of the record can be agreed on a case-by-case basis.
If scheduled meetings are repeatedly cancelled or there is no regular exchange, this should first be addressed openly. Together, you can determine what form and frequency of communication would be practical for both parties. If difficulties persist, the relevant support and advisory services at the respective university can be consulted.
Documents for download
Coming Soon:
GRADSAplus is currently working on a guide for supervision meetings. This is intended to support doctoral candidates and supervisors in organising supervision meetings.