Expectations Documents are Essential in Mentor-Mentee Relationships
As wise Master Yoda might say, "Clear expectations, the path to successful mentorship, they are."
In research labs across the world, the most valuable assets are the people doing the work. Thus, the relationships between mentors and mentees (both formal and informal) form the foundation of productive, innovative scientific work. Yet these critical relationships often develop without clear guidelines or shared understanding.
These expectations can be conveyed easily through an “expectations document.” Below, I’ll explain what they are, why they’re important, and how to construct your own. I’ll also share our most recent iteration of our internal document.
What is an Expectations Document? It’s exactly what it sounds like: A written agreement that outlines the responsibilities, commitments, and goals of both mentors and mentees. Unlike informal conversations which can be forgotten or misinterpreted, a written document provides clarity and consistency that benefits everyone involved.
These documents aren't one-sided lists of demands from the PI. Rather, they're mutual agreements that define what mentees can expect from their mentors and what mentors need from their mentees. They create a scaffold for communication, feedback, and growth while establishing a lab culture built on respect and transparency. I’ll typically go over these documents during the first week of employment in our lab.
Why Expectations Documents Matter. For mentees, expectations documents provide clear guidelines about performance standards, communication protocols, and participation in lab activities. They reduce anxiety by eliminating guesswork about what "expected" looks like in the lab context. We also post these on our lab website so prospective lab members gain insight into the lab's values and culture before joining. This helps them make informed decisions about their future scientific home. Perhaps most importantly, written expectations ensure consistent standards across all lab members, regardless of background or experience level.
I directly and indirectly benefit equally from these documents. They help guide healthy boundaries and work patterns from the beginning of the relationship. Common misunderstandings that might otherwise lead to conflict can be preemptively addressed. The document serves as a concrete tool for accountability and performance discussions, taking some of the emotion out of potentially difficult conversations. When challenges arise, both parties have a reference point to guide their discussions.
Our internal Expectations Document. Our expectations document reflects our commitment to intentional mentee training. We emphasize creating an environment where people from any background can thrive while conducting rigorous, innovative research in microbiology. Our current Lab Expectations can be found here. Feel free to copy, use or reinterpret any of these details for your own use. Several portions of this were commandeered from others (though I can’t recall exactly who).
Creating Your Own Expectations Document. If you're considering creating an expectations document for your lab or mentoring relationship, several key elements deserve attention. Start with your core values—the foundational principles that guide your work together. For us, that includes laboratory and emotional safety, a welcoming work environment for everyone, communication expectations, integrity expectations (including the use of AI), meeting frequency and protocols for questions or concerns. Define performance standards for each lab member rank clearly so everyone understands how progress and success are measured at their career stage.
Work environment considerations should include schedules, attendance expectations, and physical presence requirements. Consider adding authorship and recognition policies for publications and acknowledgments (here are ours). Outline both opportunities and responsibilities for professional development, possibly through the use of individual development plans. Finally, establish processes for addressing disagreements or concerns before they arise.
An expectations document isn't effective if it just sits in a drawer or folder. For maximum impact, review it regularly with all lab members. Treat it as a living document that evolves with your lab's needs and experiences. I revisit our document roughly annually and revise as needed. Recently, we added a section dedicated to our AI use guidelines. We reference it during onboarding, evaluations, and when addressing concerns. Most importantly, use it as a tool for reflection and growth, not just enforcement of rules.
It's a bit of work at the beginning, but so worth it. The time invested in creating clear expectations pays dividends in reduced conflict, increased productivity, and more meaningful mentor-mentee relationships. By articulating our expectations and commitments, we create space for both structure and creativity—the ideal environment for scientific discovery and professional growth.