How to “cold-email”

Even though my research group is still in its early stages, I receive a handful of emails daily from individuals seeking a position in my lab. While I try to answer all, it’s often clear that the sender hasn’t personalized their message to align with our research focus, which significantly diminishes their chances of receiving a positive response.

With this in mind, I’ve decided to share some insights and pitfalls regarding cold-emailing a research group. These suggestions are based on personal viewpoints—so take them with a pinch of salt—and I’m open to hearing perspectives from both sides. Additional insights are always appreciated.

Here’s how you can make a strong start:

• Pinpoint your scientific curiosity: Seek out research that genuinely fascinates you.

• Research the Principal Investigator’s (PI) work: Grasp what the group specializes in by reading recent publications and exploring their web presence (many have university-affiliated pages or independent websites).

• Look for preferred contact methods: Increasingly, groups outline preferred communication channels and required materials on their websites. Adhering to these guidelines is crucial; overlooking them can negatively impact your initial interaction.

• Maintain professionalism and clarity: Use a formal and respectful tone, be aware of cultural differences (like how to address Principal Investigators or start emails), lean towards formality if uncertain, avoid spelling errors, and create a clear subject line without using all capital letters to prevent your email from being marked as spam.

• Structure your email: Ensure readability with coherent paragraphs. While detail is encouraged (as discussed below), essential points should be stated prominently and clearly in your opening paragraph.

• State the purpose and be specific: After briefly introducing who you are (1-2 sentences), state your purpose -what do you want from the PI (e.g., internship opportunity,…)

• Show genuine enthusiasm: Express authentic interest in the group’s research by referencing specific aspects of their work—only quoting publication titles won’t be enough. Explain why this particular field and group resonate with you; this might also include shared values found on their website.

• Highlight knowledge exchange potential: Depending on your academic stage, emphasize skills you hope to acquire from the lab—referencing techniques employed directly by the lab is key here—as well as competencies you can contribute. This can be a laboratory skill but also soft skills that benefit.

• Sign off appropriately: Thank the PI for their time and state that you are looking forward to their response. Indicate your willingness to provide further information if needed.

• Follow-up: If you don’t receive a response, it’s acceptable to follow up once after 1-2 weeks. However, avoid sending multiple follow-ups in a short period of time and especially do not re-send the same email. PIs have a lot on their plate and it is not easy to keep up with emails.

Avoid these common mistakes:

• Generic emails: It’s easy to spot when a candidate has used the same email for several research groups. Show that you’ve invested time to understand what the lab is doing.

• Ignoring instructions: If a PI has specific instructions on how to contact them (usually on their stand-alone homepages), be sure to follow this. Ignoring these instructions gives a very negative impression.

• Overly long emails: Keep your email short, concise and to the point. Long, unstructured emails might get ignored.

• Sending multiple attachments: You can and should attach a short CV, but do not attach recommendation letters, etc.

As PIs receive multiple cold emails daily, some might answer, others might not. Don’t be disheartened if you don’t get a response. Instead, critically revise your email and try again with another group that interests you. Best of luck!

I welcome any additional insights and shared experiences. Happy emailing!

Stress in the academic workplace

This week, I had the opportunity to participate in a workshop organized by my department. The focus was on a topic that resonates with many of us - stress in the academic workplace.

We all experience stress, it’s a universal part of life. But what’s important is to understand our triggers and learn how to balance our work and rest periods. I believe that I know my stress triggers and, in theory, I know what helps me relieve stress.

Personally, I’ve found that stepping out of my workplace, spending time outdoors, getting some fresh air, and most importantly, seeking the perspective of my loved ones on topics that stress me out, helps me relieve stress. However, I’ve come to realize that I’m not always in the right mindset to follow these strategies- I get worse at it the more stressed I am. This is an area I definitely need to work on.

The workshop highlighted that long-term stress can lead to a decrease in productivity. This fact hit home for me. But what motivated me most to participate was the opportunity to learn how to recognize stress signals in others, especially within my group. My goal is to foster a happy, thriving, well-working, and well-rested team. To achieve this, I want to find ways to communicate effective stress relief strategies and aim to set a better example, but also I want to be able to identify first signals of stress in others.

I’d love to hear from you all - what stresses you and how do you cope with it? Let’s open up the conversation and learn from each other.

Career Advice: Mastering the Zoom Interview

Choosing the first PhD candidate for my group was an exciting journey. The exceptional talent among the applicants made the decision-making process quite challeinging. I’d like to share some tips for the interview stage (usually via Zoom) and some expectations I had as a PI. I hope these insights might assist someone in their application journey. I’m a strong advocate for the power of shared knowledge and experiences, so any additional insights or experiences are most welcome.

Before the Interview

• Self-reflection: Understand your strengths, weaknesses, and motivations. Reflect on why you want this PhD position. Remember, you’ve passed the pre-selection, so these 30+ minutes are your time to shine!

• Research: Get to know the PI and their work. Pay special attention to current publications and their description on their web page. This will not only help you answer questions but also show your interest in the position.

• Preparation: Prepare questions you have before the interview. Make sure to listen throughout your interview so you only ask questions about topics the interviewer hasn’t covered yet. Authenticity is crucial, so avoid rehearsed answers from the internet- recruiters will know.

• Tech Check: Get comfortable with Zoom. Ensure your internet connection is stable and your audio and video settings are working properly. Choose a professional-looking background and a quiet environment. Along with turning off your phone, you should also turn off any notifications on your computer. Get the newest edition of Zoom prior to your meeting. Likewise, also do a full system update on your computer well in advance (looking at you, Windows).

• Communication: If you live with other people, let them know when and where you’re interviewing. Right before your interview starts, remind them to give you space and keep a quiet volume until you’re done.

• Dress Code: Dress professionally as you would for an in-person interview. This not only shows your seriousness about the position but also helps you get into the right mindset.

During the Interview

• CV Summary: Provide a concise summary. Highlight experiences that align with the job. Be thorough in your responses, but don’t over-explain - wait for follow-up questions.

• Authenticity: Always be yourself and admit if you can’t think of an answer.

• Weaknesses: You will be asked about negative things like weaknesses during your interview. Frame them as learning opportunities. What have you learned, and how do you plan to improve?

• Questions: At the end, ask your questions. This not only shows your interest in the position but also helps you understand if you want to be part of the group.

• Eye contact: Remember to look into the camera while speaking, as it creates the illusion of eye contact.

After the Interview

• Reflection: Note down what went well and what didn’t. If there were questions you couldn’t answer well, spend some time thinking about them.

• Follow-up Email: Send a follow-up email thanking the interviewer if you want, but limit it to one. It can be frustrating for a PI to be bombarded with emails asking about the decision - you will hear from them.

• Patience: Remember that the decision-making process can take time. Stay patient and positive while waiting for the response.

• Feedback: As also mentioned in my post about the written application: If the outcome is negative, ask for feedback.

Remember, the interview preparation is as much about knowing the PI’s work as it is about knowing yourself. Always be transparent and honest.

Career Advice: How to Apply for Positions

I’m currently in the midst of selecting the first PhD candidate for my group. The number of exceptional candidates who applied has made this process quite challenging. However, I’d like to share some key aspects I was specifically looking for during the initial selection process. Hopefully, these insights might assist someone in their application journey. Every addition/experience is highly welcome:

• Submit a Complete Application: This might seem obvious, but it’s crucial to read the job description carefully and provide all the requested documents. An incomplete application can lead to an automatic rejection.

• Tailor Your Application: A generic cover letter can make it difficult to appreciate a candidate’s genuine interest in the project. Take the time to research the project, the PI, and the university you’re applying to. This will allow you to tailor your application and demonstrate your enthusiasm and understanding of the role.

• Align with the Advertisement: Ensure that you highlight the skills mentioned in the job advertisement in your CV/cover letter. Don’t make us search for equivalent skills or experiences. This not only simplifies the screening process but also ensures your relevant expertise isn’t overlooked due to terminology differences.

• Avoid Common Mistakes: It’s common knowledge that students apply for multiple positions. However, be sure to use the correct name and field in your cover letter to avoid any embarrassing mix-ups.

• Showcase Your Soft Skills: While technical skills are important, don’t underestimate the value of soft skills like communication, teamwork, and problem-solving. These are often highly looked for in a research environment.

• Highlight Relevant Experiences: If you’ve undertaken any projects or internships that align with the PhD position, be sure to highlight them. This could include any methodologies you’ve learned, the results you achieved, or how you overcame any challenges.

• Express Your Long-Term Goals: Sharing your long-term goals can help the PI understand how the PhD position aligns with your career trajectory. This not only shows your planning ability but also helps to demonstrate your commitment to the field.

• Learn from Rejections: Rejections can be disheartening, but they’re also an opportunity for growth. Each rejection brings you one step closer to success. Analyze them, learn from them, and use that knowledge to improve your future applications.

• Ask for Feedback: If your application was not successful, don’t hesitate to ask for feedback. Some PIs are providing constructive feedback that can help you understand where you might have fallen short and how you can improve in the future.