phd research schedule

Planning your PhD research: A 3-year PhD timeline example

Planning out a PhD trajectory can be overwhelming. Example PhD timelines can make the task easier and inspire. The following PhD timeline example describes the process and milestones of completing a PhD within 3 years.

Elements to include in a 3-year PhD timeline

The example scenario: completing a phd in 3 years, example: planning year 1 of a 3-year phd, example: planning year 2 of a 3-year phd, example: planning year 3 of a 3-year phd, example of a 3 year phd gantt chart timeline, final reflection.

Every successful PhD project begins with a proper plan. Even if there is a high chance that not everything will work out as planned. Having a well-established timeline will keep your work on track.

What to include in a 3-year PhD timeline depends on the unique characteristics of a PhD project, specific university requirements, agreements with the supervisor/s and the PhD student’s career ambitions.

For instance, some PhD students write a monograph while others complete a PhD based on several journal publications. Both monographs and cumulative dissertations have advantages and disadvantages , and not all universities allow both formats. The thesis type influences the PhD timeline.

Furthermore, PhD students ideally engage in several different activities throughout a PhD trajectory, which link to their career objectives. Regardless of whether they want to pursue a career within or outside of academia. PhD students should create an all-round profile to increase their future chances in the labour market. Think, for example, of activities such as organising a seminar, engaging in public outreach or showcasing leadership in a small grant application.

The most common elements included in a 3-year PhD timeline are the following:

• Data collection (fieldwork, experiments, etc.)
• Data analysis
• Writing of different chapters, or a plan for journal publication
• Conferences
• Additional activities

The whole process is described in more detail in my post on how to develop an awesome PhD timeline step-by-step .

Many (starting) PhD students look for examples of how to plan a PhD in 3 years. Therefore, let’s look at an example scenario of a fictional PhD student. Let’s call her Maria.

Maria is doing a PhD in Social Sciences at a university where it is customary to write a cumulative dissertation, meaning a PhD thesis based on journal publications. Maria’s university regulations require her to write four articles as part of her PhD. In order to graduate, one article has to be published in an international peer-reviewed journal. The other three have to be submitted.

Furthermore, Maria’s cumulative dissertation needs an introduction and conclusion chapter which frame the four individual journal articles, which form the thesis chapters.

In order to complete her PhD programme, Maria also needs to complete coursework and earn 15 credits, or ECTS in her case.

Maria likes the idea of doing a postdoc after her graduation. However, she is aware that the academic job market is tough and therefore wants to keep her options open. She could, for instance, imagine to work for a community or non-profit organisation. Therefore, she wants to place emphasis on collaborating with a community organisation during her PhD.

You may also like: Creating awesome Gantt charts for your PhD timeline

Most PhD students start their first year with a rough idea, but not a well-worked out plan and timeline. Therefore, they usually begin with working on a more elaborate research proposal in the first months of their PhD. This is also the case for our example PhD student Maria.

• Months 1-4: Maria works on a detailed research proposal, defines her research methodology and breaks down her thesis into concrete tasks.
• Month 5 : Maria follows a short intensive course in academic writing to improve her writing skills.
• Months 5-10: Maria works on her first journal paper, which is based on an extensive literature review of her research topic. At the end of Month 10, she submits the manuscript. At the same time, she follows a course connected to her research topic.
• Months 11-12: Maria does her data collection.

Maria completed her first round of data collection according to plan, and starts the second year of her PhD with a lot of material. In her second year, she will focus on turning this data into two journal articles.

• Months 1-2: Maria works on her data analysis.
• Months 3-7: Maria works on her second journal paper.
• Month 7: Maria attends her first conference, and presents the results of her literature-review paper.
• Month 8: Maria received ‘major revisions’ on her first manuscript submission, and implements the changes in Month 8 before resubmitting her first journal paper for publication.
• Month 9: Maria follows a course on research valorisation to learn strategies to increase the societal impact of her thesis.
• Months 9-12: Maria works on her third journal paper. She uses the same data that she collected for the previous paper, which is why she is able to complete the third manuscript a bit faster than the previous one.

Time flies, and Maria finds herself in the last year of her PhD. There is still a lot of work to be done, but she sticks to the plan and does her best to complete her PhD.

• Month 1: Maria starts a second round of data collection, this time in collaboration with a community organisation. Together, they develop and host several focus groups with Maria’s target audience.
• Month 2: Maria starts to analyse the material of the focus group and develops the argumentation for her fourth journal paper.
• Month 3: Maria presents the results of her second journal paper at an international conference. Furthermore, she helps out her supervisor with a grant application. They apply for funding to run a small project that is thematically connected to her PhD.
• Months 4-9: Maria writes her fourth and final journal article that is required for her PhD.
• Month 10: Maria writes her thesis introduction .
• Month 11: Maria works on her thesis conclusion.
• Month 12 : Maria works on the final edits and proof-reading of her thesis before submitting it.

Combining the 3-year planning for our example PhD student Maria, it results in the following PhD timeline:

Creating these PhD timelines, also called Gantt charts, is easy. You can find instructions and templates here.

Completing a PhD in 3 years is not an easy task. The example of our fictional PhD student Maria shows how packed her timeline is, and how little time there is for things to go wrong.

In fact, in real life, many PhD students spend four years full-time to complete a PhD based on four papers, instead of three. Some extend their studies even longer.

Furthermore, plan in some time for thesis editing, which is a legitimate practice and can bring your writing to the next level. Finding a reputable thesis editor can be challenging, so make sure you make an informed choice.

Finishing a PhD in 3 years is not impossible, but it surely is not easy. So be kind to yourself if things don’t work out entirely as planned, and make use of all the help you can get.

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12 Expert Tips for Organizing Your PhD Research work

Revolutionize Your Research Workflow with These Expert Organization Tips

Table of contents

1. set clear goals, 2. develop a research plan, 3. create a schedule, 4. use a project management tool, 5. prioritize your tasks, 6. break down large tasks into smaller ones, 7. manage your time effectively, 8. stay organized, 9. communicate with your supervisor, 10. seek support, 11. stay motivated, 12. take breaks, 50 tips to oranize phd research work.

The journey of pursuing a PhD can be an exciting and rewarding experience, but it can also be overwhelming at times. One of the keys to completing the PhD degree successfully is being organized and managing your time effectively.

Organizing PhD work can be a challenging task, but with proper plan and execution, one can effectively manage their time and progress. In this article, iLovePhD presented twelve practical tips and strategies to help you stay organized and productive during your PhD journey.

Whether you’re just starting or in the middle of your PhD journey, these tips will help you stay on track and make the most out of your time as a research scholar.

Tips to Revolutionize Your PhD Research Workflow

The first step in organizing your PhD work is to set clear goals for yourself. Define the objectives of your research. Develop a clear and realistic plan for your PhD work, including milestones and deadlines for each task.

Once you have set your goals, develop a research plan that outlines the steps you need to take to achieve them. Your research plan should include the research questions you want to answer, the methods you will use to collect data, and the analysis techniques you will use to draw conclusions.

Create a schedule that outlines the tasks you need to complete each week and the deadlines for completing them. Make sure you allocate enough time for each task and don’t forget to include time for reviewing and revising your work.

Consider using a project management tool like Trello, Asana, or Notion to help you organize your tasks, set deadlines, and to help you to stay on track.

Prioritize your work based on the importance and urgency of each task. This will help you to focus on the most critical work first.

Also Read: Suffering PhD Scholars in Academia

Divide large tasks into smaller, more manageable tasks. This will help you to work more efficiently and achieve progress more quickly.

Manage your time effectively by allocating specific time slots for each task. Avoid multitasking, which can reduce your productivity and increase your stress levels.

Keep your work organized by using folders, files, and notes. This will help you to easily find and access your work and prevent you from losing important documents. Use tools like Zotero or Mendeley to manage your references.

Regular communication with your supervisor is crucial for staying on track with your PhD work. Schedule regular meetings with your supervisor to discuss your progress, get feedback, and ask for help if needed.

Seek support from your peers, and other professionals when necessary. This can help you to overcome challenges and move forward in your research

Stay motivated by setting realistic goals for yourself and celebrating your achievements.

Taking regular breaks is important to avoid burnout and stay focused. Make sure to schedule time for self-care. Engage in activities that you enjoy to maintain your mental health and well-being.

Organizing your PhD work is essential to ensure that you can work efficiently and effectively toward your research goals. It is an ongoing process, and you may need to adjust your plan as you go along.

• Develop a system for managing your data.
• Use a literature review matrix to stay organized.
• Prioritize self-care to avoid burnout.
• Use a task management tool to stay on top of deadlines.
• Keep a research journal to track progress and ideas.
• Stay organized by using folders and labels.
• Create a clear and concise research plan.
• Break larger tasks into smaller, manageable ones.
• Use a citation management tool to keep track of sources.
• Take breaks to avoid fatigue and maintain focus.
• Back up your data regularly.
• Use templates for reports and presentations to save time.
• Stay on top of emails and communication.
• Use an agenda or planner to schedule meetings and deadlines.
• Collaborate with others to share ideas and resources.
• Use software tools to help automate repetitive tasks.
• Take advantage of library resources and research guides.
• Use charts and graphs to visualize data.
• Use cloud-based storage to access your work from anywhere.
• Stay organized by color-coding notes and files.
• Use checklists to ensure you complete all necessary tasks.
• Make time for exercise and other forms of self-care.
• Keep track of important dates and events.
• Break down complex information into easy-to-understand summaries.
• Use mind-mapping software to brainstorm ideas.
• Take notes during meetings and discussions.
• Create a filing system for physical documents.
• Use an annotation tool to mark up documents.
• Set aside designated time for writing.
• Prioritize your most important tasks first.
• Use keywords to organize your literature reviews.
• Stay focused by eliminating distractions.
• Use a backup system to protect your work.
• Use templates to maintain consistent formatting.
• Utilize peer feedback to improve your work.
• Stay up-to-date on research trends and developments.
• Use time blocking to schedule your day.
• Maintain a consistent schedule to establish a routine.
• Use a timer to help with time management.
• Stay organized by using bookmarks and tags.
• Make use of keyboard shortcuts to save time.
• Take breaks to stretch and move your body.
• Stay hydrated and well-rested for optimal productivity.
• Use online forums to connect with other researchers.
• Take care of your mental health to stay focused and motivated.
• Keep your workspace clean and clutter-free.
• Use a dictation tool to speed up your writing.
• Create a backup plan in case of unexpected issues.
• Use technology to stay organized on the go.
• Celebrate your progress and accomplishments along the way!

By implementing the tips discussed in this article, you can establish a structured approach to your work that will help you stay focused and motivated. Be flexible and keep working towards your goals, and you will be on your way to completing your PhD successfully.

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How to Prepare Actionable PhD Research Plan Template

“Where PhD is highly uncertain, an actionable PhD research plan would give you calculative and tentative outcomes. And even more, the ready-to-use template makes things even better. Let’s take a close look at the research plan + template.”  

Before moving forward, it’s important to understand the process and steps in research . Then only you can make an actionable plan for your PhD research. It’s literally like driving without breaks— that you don’t want.

In a broader sense, when you plan something, it shows two things: first, you are actually serious about the work you are planning and second, you are expecting some outcomes. And by a plan, you are heading towards it. 

I know, plans may not work 100% all the time, but they may create a definite path to achieve at least 80% success in the work you are doing. This is also true for a PhD— in which you would constantly try to justify a single sentence– your research title. 

So– Yes, the research process is undetermined and so the results too! but here is the catch and perhaps answer why you have to have a research plan. In this article, I will explain the importance of a research plan, an actionable research plan and a ready-to-use template for you. 

How to prepare an actionable research plan? 

Importance of phd research plan , wrapping up.

An actionable research plan is what you have to rely upon. So it should be perfect and approved. how can you prepare your own? Let’s see.

 Understand the steps in the research and closely follow them. 

Define the objectives and scope of your study. 

Define each goal of your study– For example, sample collection, wet lab work, standardization, experimentation, data collection and interpretation, etc. 

Enlist what types of problems you may face for each goal– For example, transportation for sample collection, Lack of facilities in wet lab work, etc.

Find a solution for each problem you have enlisted– For example, appoint an expert for sample collection and transport samples in a cold chain. If your lab doesn’t have some instruments or chemicals, priorly contact other labs and ask them for help. 

Draw a rough road map for your work— the route using which you will achieve your research goals. Also, make a backup. What if the route or process you selected would not work? Check out this drawing to understand my point. 

Now prepare a timeline— in how much time a particular goal should be achieved. For example, 6 Months for sampling (Including, ethical approval, approval from sampling authority, consent, preparation and arrangement for utilities). 

Another is sample collection— 3 Months which isn’t covered in the 6 months of sampling objective, like this. Take a look at the drawing here. 

Note: This timeline must match with your GANTT chart for PhD timeline because you are making an actionable plan.

Now your plan is reading. You are now aware of each objective, goal and problem. Some you probably solved, and some you can manage later. This you can print and stitch in your logbook or can save on your desktop. 

Take a look at the advantages, and why it’s important to prepare an action plan. 

Related article: How to Prepare a PhD Research Plan/Schedule?

Let’s start with two real-world examples first. 

One of my friends, after sample collection and initiating the testing, found out that she also has to perform hormone assays for samples. The samples she collected are 3 months old— not possible to assess quantitative analysis. 

Another colleague after sample collection– when he started working in the wet lab, came to know that one important instrument is not there in their lab. His guide is very serious about the goal that they have to do it anyhow. 

He sent applications to various universities and research centers to work on that particular instrument. From approval to real testing, it tools all almost 8 months including, approval, training, transportation, etc. 

Wasted much time! 

• An actionable research plan saves your time— which is a crucial factor in PhD. 
• It makes you aware of the pros and cons of your study. 
• It makes you aware of the problems and limitations of the research you conduct. 
• It gives you a broad roadmap to achieve your PhD in “some” tentative time. 
• It gives you the flexibility to achieve goals and enjoy your time at the same time. 
• You can make real-time monitoring of how your research is going and how much work is left. 
• It makes you aware of what should be your next move and the preparations you required.

However, keep in mind that once you prepare a plan, review it from your guide, take their advice, enlist major objectives and techniques you would use for the study and stick to it. 

Before preparing that, read the literature regarding your topic and understand the way in which your research should be headed. 

Check out our fully customizable, ready-to-use and actionable research plan template. 

Download a research plan template

These things look a bit old school but it works, really works well. Most students don’t do it and end up messing things and at last, came to know that they wasted their time. At least, the research plan will tell you where you are stuck (probably) and you can find a solution.

We know how hard it is to predict the future of PhD or how it would go. But let me tell you, with an actionable plan, many do well. And you can too. Take your doctorate seriously from day one. And do accordingly. 

Remember your goal should be to complete your degree in time.  

Dr. Tushar Chauhan is a Scientist, Blogger and Scientific-writer. He has completed PhD in Genetics. Dr. Chauhan is a PhD coach and tutor.

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How to Manage Your PhD Timeline for Smoother Research Completion

It’s finally happening! The university has sent you an acceptance letter for the PhD program you had applied to. Getting into a doctoral program is not an easy task, and the speculations around it of being one of the toughest courses can’t be denied either. However, despite it being a daunting journey, one can smoothly sail through by managing the PhD timeline smartly. So sit back and read this article to plan your Ph.D. research timeline in an effective and hassle-free manner.

Table of Contents

Why Should You Draw a Ph.D. Timeline?

A PhD journey is laid with several milestones that come as you proceed. Thus, drawing a timeline preemptively helps researchers stay away from the last-minute terror of submissions, presentations, committee meetings, viva, etc. Furthermore, creating a timeline and adhering to it makes you a better learner and instills discipline in you.

How to Begin with the PhD Timeline Planning?

While creating a well-structured timeline, you must ask these questions to yourself and to your supervisor:

• What are the important steps of a PhD program?
• How many projects do you have to work on?
• What are the technical milestones for developing a protocol?
• What are the risks associated?

What to Do Before Creating Your PhD Timeline?

Obtaining a doctoral degree is a process of completing of required credits, passing the qualification test for submitting a doctoral thesis, writing and submitting a thesis, and final viva voce.

Follow these steps as you create your PhD Timeline :

• Attend the program orientation to understand specific graduation requirements
• Make a list of technical events such as conferences, committee meetings, PhD viva voce , presentations, qualification examination, etc.
• Manage your PhD timeline term-wise or month-wise
• Make a list of events on priority-basis

Step-wise Guide to Create Your PhD Timeline

Let’s take a detailed look at the steps required for a PhD. It is important to know what each step entails and what the deadline is for each of it. Generally, all universities have strict graduation requirements. A doctoral student is expected to complete a minimum number of credits to qualify as a PhD candidate. However, in some cases, a master’s degree is required for the doctoral program, and if you have obtained a master’s degree, you may be awarded a doctoral degree only through a research course without taking additional credits.

Here are 8 major milestones of a PhD program:

Milestone 1: Through consultation with your advisor, check whether there are any special graduation requirements other than the university and department that you may have to complete as part of your program.

Milestone 2: The supervisory committee must be formed within one year of the doctoral program and must have at least one meeting to plan the successful conclusion of a research project. In addition to the advisor, at least two other university professors are required to be members of this committee. Doctoral students must receive advice on how the doctoral program is progressing through regular meetings of the committee.

Milestone 3: In the second year of the doctoral program, you must pass a comprehensive exam which is known as the PhD qualifying examination . It is an oral presentation and oral exam of approximately 2 hours in front of 6-7 professors, essentially including one non-university professor, members of the Supervisory/Supervisory Board, and two other professors from your university and your advisors. Upon passing this exam, the PhD student’s status changes to PhD candidate. This makes him/her eligible to receive the doctoral degree.

Milestone 4: After that, by presenting the thesis and participating in conferences, the doctoral student must conduct his doctoral research in-depth and be recognized for it.

Milestone 5: When the curriculum requirements are met, the deadline for completing the doctoral thesis is determined through consultation with the advisor, and this is approved by the guidance committee.

Milestone 6: As a prerequisite before appearing for PhD viva, discuss the completed thesis with your advisor and select PhD external examiners related to the research field.

Milestone 7: Once the external expert/s reviews and approves the value, logic, and results of the doctoral thesis, the doctoral office allows the PhD candidate to take the thesis defense as the next course. In this defense, PhD candidates must pass a 2.5-3-hour oral examination based on their thesis in front of the doctoral examination panel.

Milestone 8: After receiving approval from the attending professors on the doctoral examination panel, submitting the final thesis, and applying for the doctoral degree, you will finally graduate with your PhD degree.

To download the PhD Timeline Template, click here !

Key takeaways.

Don’t get discouraged when someone shares their anecdotes of surviving a cumbersome PhD journey. Everyone applying for a doctoral program meets obstacles along the way; however, setting a proper timeline and following it diligently will only make your journey smoother than the rest. Do your best in accordance with your conscience, your mission as a learning scholar, and the regulations of your university. Wishing you a successful academic life with this PhD timeline . Let us know how you plan to soar through your PhD in the comments section below.

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Wharton Stories

What to expect from a phd schedule.

Take a look at a current student’s schedule and get the insider perspective from doctoral students and coordinators on what to expect from a PhD schedule.

The life of a PhD candidate can be stressful as you adjust to a rigorous academic and research schedule. Penn and Wharton offer a variety of resources to help support you in the transition to PhD life.

Wharton’s sense of community offers a level of comfort when reaching out to faculty as well as fellow students to help solve problems. Doctoral students and coordinators give the insider view on what to expect from a PhD schedule.

Class and Research First

The first two years of a PhD program are mainly made up of classes and the beginning stages of research. Deborah Small , the doctoral coordinator for the Marketing program , said, “It starts with heavy duty coursework and a lot of specific requirements. At the end of your first year, there are qualifying exams on all the core marketing courses. Second year they still have a lot of coursework to do, but more of that is elective with a focus more on their interests. During those years they’re expected to get started on research.”

In addition to taking classes and getting started with research, the Marketing program requires students to write two papers. The first research paper is due at the end of the second year, the other is due at the end of the third year.

The Real Estate and Business Economics and Public Policy programs run like the Marketing program. Fernando Ferreira , coordinator for the programs, said, “During the first year they complete six core courses. In the second year, the focus shifts to field courses and to independent research. They have two professors advising them in that year.”

After completing the main courses, students shift to conducting independent research. For REAL and BEPP students this means writing three dissertation chapters during the third and fourth years.

Time for Conferences and Seminars

Because coursework is usually completed by the second half of the program, there’s time for students to attend lectures and seminars. Andrea Contigiani , a fifth year student in the Management program, said, “In my fourth year, I usually attended a seminar around lunchtime. Wharton has an incredible seminar series throughout the year, with a good seminar happening almost everyday. Occasionally, I attended other events, like MBA events or speaker series. I then go back to research for most of the afternoon.”

Prof. Small said, “Students are expected to actively participate in seminars and activities. They’re also encouraged to go to academic conferences and try to present their work at those conferences. It is similar to the expectations of being a faculty member, minus teaching.”

Classes take up the majority of the first two years of the programs. When the focus then switches to research, you’re expected to work independently. Sometimes that can be intimidating. You become your own boss, which is an adjustment from being told what to do and when to do it.

So how do you manage it? Get advice from students and coordinators.

Posted: August 4, 2017

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Matthew caulfield.

Hometown Ocean City, New Jersey

Concentration Management and Legal Studies & Business Ethics

Doctoral Stage Second Year

Typical Day at a Glance

8:30 am Wake up and get ready for the day

9:15 am Get to PhD Offices, respond to emails, check philosophy blogs and read news

10:30 am Journal article readings

11:30 am Meet with advisor

12:00 pm Attend departmental seminar speaker and lunch

1:30 pm Attend Wharton Social Impact Doctoral Community meeting

3:00 pm Attend business ethics seminar

5:00 pm Read for class

7:00 pm Meet with nonparametric statistics study group

8:00 pm Complete homework

12:00 am Go home

1:00 am Bedtime

What is your favorite part about Wharton?

First, the faculty are excellent. They are often leading experts in their fields, and they can offer advice that would be hard to find elsewhere.

Second, the other PhD students are just as passionate about research as you would hope. A huge part of my scholarly development has been due to the discussions I have had with other graduate students.

Third, the Wharton name can offer you serious advantages. In the course of research, I think industry practitioners as well as other academics have been more willing to talk or correspond with me because I am a graduate student at Wharton.

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