Navigating A Technical Meeting Dr. Soha Hassoun Associate Professor Tufts University

2 Session Charter This session addresses what you should prepare for, learn, and do when: Attending informal/small workshops, research reviews, and formal/large conferences Meeting with researchers: at your university and while visiting with industry contacts.

3 Big Picture Why is this topic important? You need contacts to SURVIVE beyond grad school Examples: recommendations technical advice outside committee member internship opportunities conference involvement contacts vouch for you and help you make more contacts JOBS!! It is never too early to start thinking about this.

4 Meeting Fundamentals 1. Establish some realistic specific goals. Examples: Introduce yourself to Dr. O because … »Maybe working in a related area Gather specific information: »Ask Prof. F about … (logistic or technical) »Job openings at FavoriteFirm, Inc. 2. Capitalize on opportunities that come your way Learn new information Meet people you did not plan on meeting

5 Achieving Your Goals – Be Prepared!! Prepare for your meeting. Examples: Read technical piece by Dr. O Learn something about Prof. F Read the roster of attendees to figure out who is present

6 Capitalizing on Opportunities Learn to schmooze Be open, flexible, assertive Go to a talk by someone new to you You never know who will become a resource or ally

7 Pre Meeting Dos Make business cards Prepare a spiel about yourself including your research interests and past experiences Practice schmoozing Practice firmly shaking someone’s hand Research possible contacts Prepare both specific and generic questions Learn name pronunciations

8 Meeting Dos Dress appropriately Figure out beforehand if it is casual or business attire Introduce yourself Use your prepared spiel but be prepared to alter it to fit a particular situation Join groups Everyone’s a nerd so don’t be afraid to insert yourself

9 Meeting Dos (continued) Think strategically about where you will park/seat yourself If you want to talk to a speaker after the talk, sit in a place that you can jump up and get to her/him quickly Ask questions, especially if you’ve prepared for the talk Sit near an exit if you think you might walk out of a talk early Get business cards Write a note on the back of the card to remind you who’s who and in what context you’ve met them Don’t lose cards – get a business card book if you need to

10 Meeting Dos (continued) Wo-man your poster Be available to answer questions Read body language Respond to people, if they are in a hurry, be quick and give them your card/ask them for their card Don’t pass up an opportunity Even if a situation seems intimidating, challenge yourself and try to work into it Start these habits early in your career Enjoy yourself!

11 How to Work a Big Room A big room is intimidating so you have to overcome you fear and walk in WITH CONFIDENCE If you don’t know anyone, walk in slowly and smile as if you are looking for someone until you figure out where you are going to sit If you are really worried about seating check out the conference layout online (hotels typically have this) If you have a question you don’t want to ask publicly, catch the speaker after the talk or briefly introduce yourself and send her/him an later

12 Conference Socials At every conference there are some social hours Go to these events and use them as opportunities to have more casual conversations with people Also use these for follow ups of earlier encounters Example: if you ask a question in a larger session and see the speaker at a social, follow up casually Don’t be too serious at socials – usually people are trying to chill out and catch up with colleagues/friends Follow the mood of the social

13 Meeting Don’ts Don’t hang out with people from your own department! Don’t wedge yourself in a heated argument or private conversation Avoid intimate salutations Don’t let people disrespect your space Don’t disrespect people’s cultural values or space Don’t be afraid to take some risks in putting yourself out there Don’t talk about conference attendees while still at the conference

14 On Being a Woman Disadvantage Some people will choose to ignore you or dismiss your presence Biggest advantage Almost everyone will remember you! Statistics on women in computer science

15 What Ifs…. Someone is clearly hitting on you Someone is asking you for a rendezvous You confuse someone with someone else Someone blatantly dismisses you Someone demeans you in some way You forget someone’s name You ask a stupid question You pronounce someone’s name wrong Someone calls you a girl

16 Visits Goal: exchange knowledge Ask questions that link your work/research/interests to the visitor’s The key is to not come off as completely self promoting while still being self promoting Exchange cards and follow up like you would with a conference encounter

17 At the End of a Conversation Find a way of staying in touch in the short term: Exchange business cards Thank you/nice to meet you Shake hands firmly Let her/him know you will contact them soon

18 After the Encounter …….. Find an excuse to maintain technical contact! Follow up within 2 weeks Had more thoughts about our conversation Offer other references for her/his work Ask a follow up question Find contacts in common Keep technical communication flowing

19 Summary Be proactive in planning your meeting Be resourceful in achieving your goals Follow up! Do not give up! This is what the rest of your life is going to be like so get used to it now Thanks to Marwa Hassoun, Carla Brodley, and Ellen Sentovich