2 Meeting

Lab meetings are a core part of Shen Lab research culture. They help us share ideas, learn from recent papers, troubleshoot projects, and keep everyone aware of what is happening across the lab. This chapter describes the main types of meetings in the lab and the expectations for each format.

The lab currently uses four main meeting formats:

• lab meeting;
• annual report;
• one-on-one meeting;
• subgroup meeting.

2.1 Lab Meeting

Lab meeting is held once every two weeks. Each lab meeting usually includes two presenters:

1. one journal club presenter;
2. one work report presenter.

The schedule is arranged in advance. If you cannot present on your assigned date, please find another lab member to swap with you and inform the PI as early as possible.

2.1.1 Journal Club

The journal club presenter gives a detailed presentation on one research article. The goal is not only to summarize the paper, but also to help the lab understand the question, method, evidence, limitations, and relevance to our own research.

The selected paper should usually meet these requirements:

• it should be published within the most recent two years;
• it should be relevant to the lab’s interests, such as multi-omics, metabolomics, mass spectrometry, computational biology, precision medicine, method development, or translational applications;
• it should contain enough methodological or scientific depth for group discussion;
• it should not be a paper that has already been discussed recently in the lab.

Before finalizing the paper, send the paper to the PI for confirmation. Please include:

• the paper title;
• a link or PDF;
• a short explanation of why you think it is suitable for journal club;
• the planned presentation date.

Recommended presentation structure:

• background and research question;
• why the paper matters;
• study design, data, and methods;
• main results;
• key figures and how to interpret them;
• strengths of the paper;
• limitations or unclear points;
• possible connections to Shen Lab projects;
• questions for group discussion.

Journal club should be prepared carefully. Avoid presenting only a slide-by-slide summary. A good journal club helps the lab think critically about the paper and learn something useful for future research.

2.1.2 Work Report

The work report presenter gives a detailed update on their own research project. The goal is to help the lab understand the project progress, provide feedback, identify problems early, and suggest next steps.

Recommended presentation structure:

• project background and main question;
• current objective;
• data, samples, methods, or experimental design;
• progress since the previous update;
• key results, including both successful and unsuccessful attempts;
• problems, uncertainties, or bottlenecks;
• next steps and timeline;
• specific questions where feedback is needed.

For computational projects, include enough detail for others to understand the analysis workflow, input data, software, parameters, and output. For wet-lab projects, include enough detail about samples, protocols, experimental conditions, instruments, and quality control.

Work reports should be honest and practical. Negative results, failed experiments, unclear data, and technical difficulties are useful topics for discussion. Please do not wait until a project looks polished before asking for feedback.

2.1.3 Meeting Preparation

Before each lab meeting:

• prepare slides in advance;
• make sure figures, tables, and text are readable;
• test your screen sharing if the meeting is online or hybrid;
• send materials before the meeting if requested by the PI;
• arrive on time and be ready to discuss.

During lab meeting:

• listen actively and ask constructive questions;
• keep comments focused on the science, method, data, or workflow;
• respect the presenter and other participants;
• write down suggestions, decisions, and action items relevant to your project.

After lab meeting:

• update your project plan if feedback changes your next steps;
• follow up with specific people if they offered suggestions or resources;
• save important materials in the agreed project location when appropriate.

2.2 Annual Report

Each lab member is expected to give an annual report near the end of each year or at the beginning of the following year. The annual report is a detailed reflection on the past year and a planning discussion for the next year.

The annual report should cover:

• major work completed during the past year;
• progress on each active project;
• publications, manuscripts, datasets, software, protocols, presentations, or other outputs;
• skills learned and training completed;
• work that did not go as planned;
• limitations, mistakes, or missed opportunities;
• scientific, technical, administrative, or collaboration problems encountered;
• support or resources needed from the lab;
• goals and priorities for the coming year;
• concrete next steps and expected timeline.

2.2.1 Purpose

The goal of the annual report is not only to list achievements. It is also a chance to understand what slowed the work down, what needs to change, and how the lab can support the member better.

The discussion should help clarify:

• which projects should continue, pause, or finish;
• which manuscripts, analyses, or experiments need priority;
• what resources, training, or collaborators are needed;
• whether the member’s role or project direction should be adjusted;
• what the realistic goals are for the next year.

2.2.2 Preparation

Before the annual report, prepare slides or a written summary. The format may vary, but the content should be specific enough for meaningful discussion.

Recommended structure:

1. overview of the past year;
2. project-by-project progress;
3. key results and outputs;
4. challenges, problems, and unfinished work;
5. lessons learned;
6. plan for the next year;
7. questions for the PI and lab.

Please include both successes and difficulties. A useful annual report is honest, specific, and forward-looking.

2.2.3 After The Annual Report

After the annual report:

• update your project plan;
• record agreed priorities for the next year;
• clarify timelines and expected outputs;
• follow up with the PI or mentor on any decisions that need action;
• save the report in the agreed lab or project location when appropriate.

2.3 One-On-One Meeting

One-on-one meetings are regular meetings between a lab member and the PI or direct mentor. Depending on the member type, project stage, and supervision needs, these meetings may be weekly or biweekly.

The purpose of one-on-one meetings is to discuss:

• progress from the past week or two weeks;
• current data, experiments, analysis, or writing;
• problems and difficulties;
• decisions that need PI or mentor input;
• plans for the next week or two weeks;
• longer-term project direction, training needs, or career development.

2.3.1 Frequency

Meeting frequency depends on the situation:

• new members may need weekly meetings during the first stage of onboarding;
• PhD students often meet weekly or biweekly, depending on project intensity;
• visiting students and interns may need weekly meetings because their project timeline is shorter;
• visiting scholars may meet weekly, biweekly, or as needed, depending on the collaboration plan;
• members in an active experimental or manuscript stage may temporarily meet more frequently.

The PI or mentor will confirm the expected meeting frequency with each member.

2.3.2 How To Prepare

Before a one-on-one meeting, prepare a short update. It does not need to be long, but it should be specific.

A useful update includes:

• what you planned to do last time;
• what you completed;
• what changed or did not work;
• data, figures, tables, notes, or code that support the discussion;
• questions you need help with;
• your proposed next steps.

If you are blocked, say so clearly. Bring the error message, failed result, protocol issue, or decision point to the meeting. The purpose of the meeting is to solve problems early, not to hide them.

2.3.3 After The Meeting

After each one-on-one meeting:

• record the main decisions;
• update your task list or project document;
• clarify deadlines and responsibilities;
• follow up by email or Teams if anything needs written confirmation;
• start the next planned task while the discussion is still fresh.

2.4 Subgroup Meeting

Subgroup meetings are smaller meetings organized around a project, method area, platform, or research theme. They are useful when only part of the lab needs to discuss a topic in depth.

Examples of subgroup meetings include:

• a project team meeting;
• a metabolomics or mass spectrometry methods meeting;
• a computational analysis meeting;
• a wet-lab workflow meeting;
• a manuscript or grant writing meeting;
• a collaboration meeting with external partners.

2.4.1 Purpose

Subgroup meetings are used to:

• coordinate work among people on the same project;
• discuss technical details that may be too specific for full lab meeting;
• review data, code, protocols, or figures;
• divide tasks and clarify ownership;
• prepare materials before a lab meeting, manuscript submission, or collaborator discussion.

2.4.2 Expectations

Each subgroup should keep the meeting practical and well organized:

• define the meeting goal before the meeting;
• invite only the people needed for the discussion;
• keep track of action items;
• assign clear owners and timelines;
• share important decisions with the PI or broader lab when relevant;
• store notes or materials in the agreed project location.

Subgroup meetings should help projects move forward. If a subgroup discussion produces a decision that affects the broader lab, the project direction, shared resources, or authorship, please make sure the PI is informed.