In this second part of the “How to find a research mentor” series, I will provide my step-by-step approach to reaching out to the potential mentors that you have identified (refer to PART 1 here, where we discussed how to find a research mentor).

Initiating contact with a potential mentor can be daunting, but it’s a necessary step toward developing long-term relationships that are crucial for your growth as a researcher. However, the fear of making a bad first impression or coming off as too needy quite often stops aspiring researchers from reaching out.

Below, we will go over a strategic approach to reaching out effectively, making a memorable first impression, and setting the stage for a successful mentorship.

1. Understand Your Potential Research Mentor’s Work

Before drafting that first email, take the time to thoroughly understand the potential mentor’s research. Review their most recent publications, presentations, and any current projects noted on their institutional profile. This not only helps you identify if their interests align with yours but also allows you to articulate clearly how the mentorship could be mutually beneficial.

Show that you have done your research and take note of things that inspire you (be genuine here). Most researchers enjoy discussing their work and are passionate about their field.

After studying their work, try to figure out what you can offer or bring to the table. Are you skilled in data analysis or epidemiology, which could enhance study designs? Do you have expertise in areas such as machine learning, biomedical informatics, or genetics?

Even if the answer to these questions is no, you have a valuable resource that the mentor might lack—TIME. Offer your time in ways that could benefit the mentor.

2. Don’t ask stupid questions

It’s crucial to debunk two common myths: “It doesn’t hurt to ask” and “There are no stupid questions.” These stem from the belief that the worst outcome is a simple NO or being ignored. However, poorly considered questions can adversely affect your opportunities and reputation.

Let me give you an example. Someone recently approached me with their interest in rheumatology (which I was thrilled to hear). Then they asked me: “Can you please suggest a research question for a systematic review and meta-analysis?”

While it seems like a reasonable request, here’s the challenge: research directions are boundless and highly personalized. My questions are driven by my own research findings, interest, and passion. This is going to be likely very different from the person reaching out to me. Moreover, crafting a meaningful research question takes time to carve out a good research question. It’s not something someone else can just pull out of a hat for you.

Avoid a vague ask such as “Can you please suggest a research topic” at all costs.

Instead, consider this approach: “I’m interested in psoriatic arthritis (my disease area of interest) and after my literature review, I have found 3 potential topics for a study. After extensive research, I’m trying to decide between topics X and Y for a detailed study. Could you help me figure out which one might be more worthwhile to explore based on your expertise in the field?”

I would even go a step further and find the studies that would be included in the systematic review for one of those topics to show feasibility.

This demonstrates your initiative and invites the mentor into a thoughtful discussion rather than looking for an easy answer.

If you are unfamiliar with systematic reviews but are eager to undertake one, consider first collaborating with a peer or institutional mentor who is knowledgeable in this area. Learn the ropes through smaller projects, then approach potential mentors with a solid foundation in the methodology.

This is exactly what I did. If you look at my bibliography, you will see that none of my papers in the early days had anything to do with rheumatology (despite the fact that I always knew this was what I wanted to do). In the early research days, I involved myself in every research project that I could with my peer mentors and institutional mentors to learn more about the foundations of research.

Then when I approached potential mentors in rheumatology, I already had decent knowledge of how to do systematic reviews, so the guidance I asked for was mostly centered around the interpretation of results, discussion, and clinical implications. This is a far more doable ask than asking someone “Teach me how to do a systematic review on this topic”.

A well-crafted question showing thoughtfulness and research on your end can go a long way.

When you pose a question, ensure it’s SPECIFIC—whether you need advice on interpreting results, selecting appropriate methodologies, or feedback on potential research topics.

And when you receive guidance, aim to impress by exceeding expectations. This can transform a simple conversation into a meaningful, ongoing professional relationship.

3. Embrace the “With or Without You” Mindset

When seeking mentorship, it’s essential to adopt what Daniel Priestley calls the “with or without you” mindset. This approach communicates to potential mentors that your project is going to happen, with or without them. They are then free to join or not. This contrasts sharply with pleas of desperation: “I desperately need this to happen and if you don’t say yes, no one will ever say yes and therefore I give up”.

Focus on what you can offer to the mentor, not just what you need from them. Highlight how the mentorship could be mutually beneficial. For instance, they might gain insights from your fresh perspective or results from your innovative research approach.

Before contacting a potential mentor, ensure you have a solid foundation to discuss. Whether it’s a unique case study or a detailed research paper, having concrete work to show demonstrates your seriousness and commitment.

For example, after encountering a case of RS3PE syndrome, a rare disease, in the clinic, I reviewed relevant literature and prepared almost an entire systematic review on the topic. I made sure I had something solid to show. Although I received several rejections initially, my preparedness eventually led a respected expert to take me on as a mentee.

Another instance involved a case of serum sickness I came across during an away rheumatology rotation. I didn’t just document the case; I conducted a systematic review of similar cases and approached my preceptor with a well-developed draft. While I had to make significant changes, the collaboration proved invaluable, allowing me to work closely with a top expert in the field.

There is a popular saying: “When the student is ready, the teacher will appear”. But we need to be clear on what “READY” looks like. It goes back to the with or without you mindset.

4. Follow Up

Persistence is key when seeking mentorship. If you haven’t heard back after a week or two, it’s perfectly acceptable to send a follow-up email. This should be polite and concise, reaffirming your interest and inquiring if they’ve had a chance to review your initial message. Remember, many researchers (including me) employ a ‘first message filter‘ and may not respond immediately to unfamiliar contacts. A respectful reminder can make all the difference.

In conclusion, reaching out to a potential mentor requires courage and preparation, but the rewards can be substantial. By crafting thoughtful, personalized messages, you lay the foundation for a relationship that can greatly enhance your research and advance your career. Remember, the goal is not just to gain a mentor but to build a collaborative partnership that benefits both of you.

Next week, we will discuss successful strategies to build a strong relationship with your mentor. If you are working on a research project or draft before approaching your mentor, you could find my manuscript writing template here helpful.