Talking to a special kind of people.

Notes from a talk by Dr. JM.

Purpose of Interaction

The first apparent goal is to get money from the PM. But a more important goal would be to be remembered by the PM, so that, e.g. you would end up on his/her email list.

Specifically, the purposes include: to figure out what they are interested in; to get guidance, e.g. feedback on research ideas and information on the review structure; to explore research fit and potentially establish long-term relationship.

Meeting Preparation

Two-month away

The PM’s are paid to meet with people with ideas, but their calendars fill up early. Once done with researching the agency and the PM’s, schedule the meeting two months in advance. Start with asking for half an hour or 45 minutes. Furthermore, minimize the PM’s effort to setup an appointment using scheduler effectively, i.e. marking the calendar by one-click. Also, It is a good idea to schedule multiple visits on one day.

Some readahead material would be great if it is concise, for example one slide or half a page with figure(s). Make it clear what problem will be solved and which items have been done and are to be done.

Three key elements in getting a meeting slot: Persistence (contacting every week), Easiness (barrier-free scheduling), and Concrete (to the point).

Two-week away

Start tuning materials for meeting. If at the time a relevant BAA topic has been posted, the PM will be fair to each applicant; but if not, you might get a head-start.

Prepare for the agenda for the meeting of 30-45 minutes. These include: self-introduction, existing and relevant work, research ideas/interests, description of lab capabilities, etc. Try to elicit discussions on the PM’s current projects and possible future projects, as well as advice on your own project.

There are several other things to be be elicited from the PM, i.e. the “Ask”: Referrals to other PM’s, interests in a follow-up white paper, invitations to review meetings, entrance to their mailing list, etc. Also, it is good idea to confirm the latest version of solicitation.

Day of Meetings

If your material are printed in paper, show up 30 minutes early for the clearance check. But if using a computer, show up 1 hour early.

Start the meeting with self-introduction and then get to the point: I am here because …. Also Keep track of the agenda. Be an active listener by taking notes. Shift and end the meeting with the prepared questions, esp. current programs, future programs, funding opportunities, and “How does your agency work?” Finally finish with a thank-you.

After the Meeting(s)

First thing to do is a self-assessment: What went well? What did not? How to improve? Evaluate the agenda and see how much is covered. And most importantly, did you connect with the PM?

Then shoot a follow-up email, expressing thank-you and repeating the main points and the “Ask”. One also might want to look for opportunities for a return visit.

In the end, engagement is the key. Visting the PM’s is not the only way to connect to the agencies. Other possibilities include summer fellowship (NASA, AFRL, ARO, etc.), online meetings, and of course, events like workshops and conferences, teaming days, and industry days.

Extra comment

• Research 6.1/6.2; TRL: 1-3 - Fundamental research
• Research 6.3/6.4; TRL: 4-6 - Applied research
• Research 6.5/6.6; TRL: 7-9 - Development project