time management for phd

Productivity and Time Management Tips for PhD Students

One of the things that PhD students across the globe struggle with is productivity and time management. And this struggle is even more profound for PhD students who are also working and have a young family.

I am one of those juggling PhD studies with family, work and other ventures.

So, how should one manage all these conflicting responsibilities without losing their sanity?

The answer lies in effective productivity and time management practices.

In this post, I share a few tips on how to enhance productivity and manage time well that I have learnt along the way.

Enemies of productivity and time management

Before I give tips for time management and productivity, it is important to understand what the barriers are:

1. The need for perfection

If you are like me, then you must have suffered from this illness called perfectionism in any area of your life. In PhD, especially, perfectionism manifests in various ways: wanting to submit a perfect assignment, wanting your proposal to be perfect, wanting your thesis draft to be 100% error-free, etc. Perfectionism holds you back because you keep on doing the same thing over and over again with the hope that the end result will be excellent. As a result, other important tasks suffer and delay in the process. Whereas it is noble to strive for excellence, it is important to understand that a good assignment or proposal is one that has been submitted.

PhD students should therefore give their assignments and writings the best they can give and submit them in good time. This helps them receive feedback on their work in good time, and subsequently they can revise and submit an improved version within a shorter timeframe than if they were striving for perfection.

2. Social media

Social media is all around us, and the platforms keep increasing and becoming more interesting as the years go by. Whereas social media platforms have pros, such as helping us connect with our loved ones and peers, the main downside to them is that they can be such time wasters. The temptation to keep scrolling when you open your Facebook page or when you log in to your Instagram account is too great that it takes such a strong resolve to exit. In most cases, by the time one exits their social media account, two or even three hours are already lost.

Besides social media, email is another great time waster. This is made worse if you have turned on notifications for email and if your email tab is open. It is impossible to avoid the temptation to check an email that has just come into your inbox and to respond to it.

4. Multi-tasking

Multi-tasking entails doing more than one thing at the same time. This is an enemy of productivity and time management because your attention will be divided between the various tasks at hand and will end up either doing a shoddy job on them or failing to complete them within their deadlines.

5. Lack of a plan

A big enemy to productivity and time management is the lack of a plan. Some people go to bed not having a clear plan on how their next day will run. They wake up in the morning and still have no agenda for the day. They operate on “whatever comes my way” basis. The lack of a daily plan holds people back because they will not know how to allocate time to important and non-important tasks, and will therefore end up wasting time in the process.

With this understanding of the greatest enemies of productivity and time management, I next discuss some great tips for boosting productivity and managing one’s time in the most effective and efficient manner.  

Top 10 productivity and time management tips

1. prioritise.

We all have competing tasks, some important, some urgent. To boost one’s productivity and manage time well, PhD students should create a list of their priority tasks, on a monthly, weekly, and daily basis. The good thing with priorities is that they are fluid, and keep changing by the day, week, or month.

Creating a list of priorities can help PhD students focus on what’s most important at that particular time, and dedicate less time to other tasks that are not important or urgent.

An example: assuming a full-time PhD student struggling with allocating his time between his various tasks such as reading, writing, taking classes, submitting assignments. If the coursework is the first year of the PhD programme, then his priorities during the first year of his programme should be taking classes, and working on assignments. This does not mean that he will not read papers or write his proposal; he will do them but will not dedicate much time to those tasks in the first year because they are not the most important or urgent tasks. Come second year, the student will now have completed his coursework and can now re-focus his effort and time to proposal writing, which would entail reading many papers and writing out his proposal drafts until he submits and fends his proposal. Come third year, and the focus for the student would now be data collection, analysis and report writing. This example is a clear indication of the fluidity of priorities and the need to focus on what’s important and urgent in any particular season of the PhD journey.

The same applies to PhD students with other competing interests as well such as work and family. They need to know when they should focus on their work, when to focus on their families and when to focus on their studies. This clarity of priorities makes all the conflicting responsibilities a little bit easier to manage.

2. Always start your day right

There is power in completing the most important task first. The task you do first when you wake up should be one that is most important and that brings you the highest value, and sets the right pace for the rest of your day. If you start your day by checking and responding to emails, you are in essence dedicating your most precious time to other people’s agenda, rather than your own. The most important, highest value task will vary by individuals and by the season the individual is in.

For PhD students working on their proposals, the most important and highest value task could be reading journal papers or writing our portions of the proposal. Starting the day with these tasks will not only give the student a sense of accomplishment but it will also clear the way for the student and makes the remaining tasks easier to do.

Tackling the most important, highest value task first thing in the morning should be done consistently until it becomes a habit.

Not only is it important to tackle the most important, highest value task first thing in the morning, it is equally important to work deep.

In the book Deep Work by Cal Newport, he defines deep work as “professional activities performed in a state of distraction-free concentration that push your cognitive capabilities to their limits” (p.3).

The concept of working deep is highly applicable to PhD studies, where students are expected to make contributions to the body of knowledge. But how does a student make original intellectual contributions when he is working with social media on and in the midst of distractions? This is impossible.

Going deep means locking yourself in a room away from other people, and turning off technological distractions such as mobile phones and just focusing on your work for a given amount of time; this can be as short as 1 hour or as long as an individual’s brain can take it.

Going deep enables a PhD student to have laser focus on the task at hand, be it reading papers or writing bits of a thesis.

4. Set aggressive deadlines for yourself

In my PhD program, it is the norm for students to be given a month to complete coursework assignments. What I have observed is that majority of the students are adrenaline junkies and wait until the very last minute to submit their assignments. An assignment that can be completed in two weeks at most ends up taking a whole month.

What I have found to be useful is to set for myself aggressive deadlines and work with those deadlines. So for a one-month assignment, I set a week or at most two weeks’ deadline to research on it, work on it and upload it on our platform. There is nothing as liberating as completing tasks way ahead of their deadlines. You not only set your mind free from always reminding you subconsciously about the pending assignment but you also free your time to do other important things.

Setting yourself aggressive deadlines forces you to be laser-focused on those tasks and to make better use of your time than more lenient deadlines.

Aggressive deadlines can also be applied to other tasks such as proposal writing, whose timeframe provided by the institution may be as long as one or two years. Be intentional to cut down this time by half or even more, then set to work on the proposal as if your life depends on (and indeed it does). Same case for data collection, writing journal papers, and writing the thesis itself, among other tasks that seem like a mountain for most PhD students.

Setting aggressive deadlines is one of the reasons why some students take 3 years to complete their PhDs while their classmates end up taking even 5 years to complete the same program, yet they started on the same day.

5. Create a to-do list

Keeping your to-do tasks in your head makes one prone to forget some important and not-so important tasks. Your mind will also feel congested with pending tasks.

Free your mind! Jot it all down.

You can use the good old pen and paper method to create your to-do list or you can go the digital way. It does not matter as long as you have one.

A to-do list creates a visual picture of what you are supposed to do each month, week, and day. It’s therefore important to have a to-do list for the month, then break it down into weekly to-do lists and further into daily to-do lists.

This way, your tasks become clearer and less mind boggling.

6. Schedule your tasks

It is one thing to create a to-do list but another thing all together to schedule those tasks.

Use a calendar to schedule your tasks.

It is easy to work on something that has been scheduled than one that does not appear in the calendar.

Use your daily to-do lists to schedule the tasks according to their importance. When you go to bed each night, be clear on what you will do the next day and what time you will do them.

This saves one time that is spent in trying to find what you will do at any particular time.

It will also prevent you from finding and doing less important tasks throughout the day.

7. Use themes to schedule tasks

One strategy that works for some people is the use of themes to compartmentalise tasks and group similar tasks together.

One can use daily themes or time themes.

For daily themes, you can allocate each day of the week for specific tasks e.g. Mondays for reading journal papers only, Tuesdays for writing, Wednesdays for working on references, Thursdays for short courses etc.

For time themes, you can allocate times of the day for specific tasks e.g early mornings for reading, mid-mornings for writing, after lunch for data analysis, early evenings for communication etc.

This strategy reduces distractions and helps one to stay focused on one task on any given day and at any given time.

8. Use dead time to your advantage

Everyone has dead time, which is the time that is lost during the day.

Dead time can be the time we use when we take a shower, when we commute to and from work/school, when we take meals by ourselves etc.

One can use dead time to be more productive by engaging in activities that enhance our productivity.

For instance, rather than scrolling the social media while taking lunch, one can decide to listen to a podcast or an audiobook, practice public speaking, do some stretching exercises etc.

One can also use shower time to meditate, plan for the next day or unwind so as to rejuvenate oneself.

You can also use commute time to read a book (if not driving) or to listen to a motivational speech or audiobook etc.

Dead time is often underestimated but those few minutes each day can add up to hours, days and weeks as the days go by.

9. Consistency is key

You can become better at anything by doing it repeatedly every day.

Same applies to PhD. Many PhD students struggle especially with writing. But you can only become a good writer if you write something every single day.

The more you write, the better you become at it, and the less time it will take you to write in future. This is true for other tasks as well.

PhD students should therefore get in the habit of creating a daily routine for tasks such as reading and writing.

An example that is too common among students is putting off some tasks such as referencing until the last couple of months to dissertation defense. This is a huge mistake and ends up being time-consuming and prone to errors when done this way. It is recommended that referencing (inserting in-text citations and building the reference list) should be done regularly each time a source is read and referenced.

A little each day goes a long way!

10. Take breaks

Your mind, body and soul need breaks throughout the day to rejuvenate.

After every 90-120 minutes, take a short good break.

There are breaks that will boost your productivity and breaks that will dampen it. Learn the difference.

Examples of a good break include: drinking water, eating a fruit, walking around, stretching a bit, taking a power nap etc. These are breaks that build you.

An example of a bad break includes surfing the internet aimlessly, logging into your social media accounts etc. These are breaks that will waste your time and further drain you.

A good break should re-energise you, reset your mind and make you more or as productive as you were before.

Don’t push your body and brain without giving them time to recover; they will not serve you as efficiently as you would like.

Schedule your breaks regularly throughout the day and you will be amazed at how much you will be able to accomplish each day.

It is said that time is a great equaliser; we all have 24 hours in a day.

The difference between successful and unsuccessful people lies mostly in how they utilise their 24 hours.

On the same note, the difference between a productive and an unproductive PhD student is how they use each second, each minute and each hour of their day. If you are a PhD student, implement the strategies and systems highlighted above and you will find your journey to be a bit more manageable.

Related post

How to Create and Use a Gantt Chart for PhD Studies

Grace Njeri-Otieno

Grace Njeri-Otieno is a Kenyan, a wife, a mom, and currently a PhD student, among many other balls she juggles. She holds a Bachelors' and Masters' degrees in Economics and has more than 7 years' experience with an INGO. She was inspired to start this site so as to share the lessons learned throughout her PhD journey with other PhD students. Her vision for this site is "to become a go-to resource center for PhD students in all their spheres of learning."

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Time management tips for PhD students

• by James Hayton, PhD
• April 16th, 2024

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What makes a good phd research project, should you quit your phd.

Here’s a situation you might find familiar:

You feel like you’re not getting enough done, so you decide you need to get organised and manage your time better. You sit down and make a timeline with key deadlines, then you set yourself a timetable for the week, perhaps even planning to wake up earlier to achieve something early.

This always feels good… it gives you the reassuring feeling you’re in control… and maybe it works for a day or two if you’re lucky… but then you fall behind.

The routine and the deadlines start to slip, and that detailed plan starts to become more of a burden… a demotivating reminder of the standards you’re failing to live up to… rather than a useful tool.

So in this video I’m going to share some thoughts and tips on time management for PhD students, but with the caveat that it’s really complicated. It’s not just about setting up a plan or a system and following it, because there are so many complicating factors in PhD research and in life. There are no universal easy fixes, and different people might have different circumstances that affect their ability manage time effectively.

For example, someone who has ADHD might face different challenges to someone who someone who’s doing a PhD while working a full time job and raising kids, who might face different challenges from someone who has no other major commitments, but has just been ground down by the PhD and has had their confidence drained.

So I’m not going to pretend I have perfect solutions, and I’m not going to pretend that I’ve mastered my own time management, but there are some principles you can work with and adapt to your own needs.

Why time management is so difficult for PhD stduents

One of the reasons why plans often fall apart is that, in research, it’s often impossible to predict how long something will take. As a PhD student, you’re probably learning new techniques, meaning you’re unlikely to do it perfectly first time. And then of course there are other factors like equipment breaking down or administrative delays that are outside your control and can delay progress for months

But even when you have everything you need, including a lot of skill and experience, experiments rarely work first time around. And some experiments, even if you do everything right, never work at all. This is just what happens when you push at the boundaries of knowledge.

But when planning, we tend to guess the minimum amount of time; assuming a perfect version of the future where everything goes smoothly.

While some tasks (routine procedures that you’ve done many times before) might be predictable, many of the most important research tasks (the ones that lead to new breakthroughs in your research) simply aren’t.

These two types of tasks need to be treated differently. For the routine tasks you can just make a checklist and follow the steps. Once you’ve done it a few times you’ll know how long it takes, and you might get quicker with practice.

But not everything is routine, and we also have to allow for the inherently unpredictable, chaotic, messy nature of research. We have to allow for mistakes, delays and dead-ends and let go of the idea that we can make a perfect plan and stick to it.

We also need to let go of the idea of doing everything as fast as we can, because you’re never going to be able to do your best work this way (and things often end up taking longer when you rush them).

So instead of thinking in terms of a to-do list where you aim to complete a task within a set time, it might be better to plan for problems to work on.

When you do this, the goal isn’t necessarily to solve the problem straight away, or guess how long it will take. Instead, it might be better to simply try to understand the problem, because it’s often only when we start work on something that we begin to appreciate what’s required.

You can then think about different approaches and try different ways to solve the problem, accepting that some of the things you try might not work, and that you might have to go through several false starts before you can make real progress.

It’s not always about productivity

If we accept that many of the things we try won’t work, that mistakes and dead ends are necessary and unavoidable, then we also have to accept that much of the time we spend working won’t be measurably productive or produce immediate results; and that’s OK.

The goal should be to spend time on a problem, whether or not it’s productive, focusing on the process and doing the work to the best of your ability, without overly worrying about the end result.

No matter how carefully you work, you will face problems, but what matters is how you react to them.

You might be tempted to switch to work on something else in order to stay productive. This might work in the short term, but what happens when you face another block in that other task?

Do you switch to something else again? This guarantees that you’ll stay busy, but without actually solving any of the problems that you face. It’s a guaranteed recipe for overwhelm.

Or maybe, instead of switching tasks, you go online because you aren’t sure what to do. This was my habit… my coping mechanism… through most of my PhD, but checking email (no matter how I justified it at the time) was just a way of avoiding the issue.

But towards the end of my PhD, I started taking walks around the university campus whenever I faced a problem in the lab, just to give myself time to think. This wasn’t productive time in the traditional sense, but was one of the key habits that ultimately saved my PhD; staying engaged with the problem, but in a relaxed way that allowed me to slow down and think calmly and creatively.

You don’t have to go for a walk, but I do think it’s important to slow down and give yourself time to think instead of rushing on to the next task or distracting yourself online.

So if you set aside time to work on something, just try to stay with it. Even if you’re not being productive, you’re giving yourself a chance to figure it out.

Staying focused

Slowing down to think about a specific problem in your research means temporarily shutting out all the other things you could be doing .

You’ll always have competing demands on your time, and you’ll always have other things you could be working on, but you can only ever really work on one at a time.

But as you work on one task, whatever you’ve decided to prioritise, your brain will probably try to divert you to something else (especially in those moments when you’re not sure what to do).

One trick I’ve found useful is to keep a notepad next to the computer and make note of all the times I’m tempted to do something else.

So let’s say I start working at 9, and by 9:01 my brain wants to check email, I’ll write down; “9:01, tempted to check email” and then turn my attention back to the work. Then at 9:02 my brain will tell me I urgently need to go online and look up how to make sourdough bread.

But then some of the things I think of might actually be important, but I can just write them down and tell myself, it’s OK, I’ll deal with that later. And then, gradually, my brain settles, the self-distraction gets less frequent and I can relax into the work.

Dealing with urgent tasks

But what if you suddenly realise there’s something you have to do right now?

Well then maybe you have to do it… but it’s also a sign that something’s gone wrong if you’ve forgotten about it until the last minute. If you find yourself in this situation all the time, constantly putting out fires, it’s going to be even harder to manage your time and attention.

The simplest thing you can do to avoid this is to take time at the end of each day to plan and prepare for the next . This means you always start each day knowing what your priorities and commitments are and there are no surprises.

This alone can make a big difference, but it also helps to think on a slightly longer-term basis too, and deal with at least some tasks before they become urgent.

Now I fully acknowledge that this is one of those things that’s easy to say, much harder to do. If you’re anything like me, you’ll want to put things off until the last minute… Because why would you do something now if you don’t have to?

When there’s no immediate reward for doing something, and no immediate consequences to putting to putting it off, it can be hard to get motivated.

But the longer you put something off, the heavier it gets… so by the time something becomes urgent you’ve trained your brain not to do it and it’s even harder to overcome the resitsance

So one of the best habits you can adopt is to recognise when you’re putting something off, something you keep meaning to do, and make it an absolute priority before it’s urgent. If it’s a single task or decision you’re putting off then you can just do it. Or make a list of tasks you’ve been putting off and work your way through them. You might have to fight a bit of resistance, but you’ll probably find they get easier the more you do, and it’ll feel really good to take those tasks off your mind.

For more complex tasks or longer term projects you’re putting off, you might have to set aside some regular time, and make it part of your routine

When setting up a routine, the most common mistake is to lay out a plan for the whole week, where every hour of every day is mapped out. This gives you very little flexibility to cope with the unexpected, and is also really difficult to stick to.

So it might be better to establish a foundation by focusing on just one point in the day, preferably the morning because what you do early sets the tone for the rest of that day.

For example, right now I’m trying to get some writing done every day, because I want to publish YouTube videos more often. Now I could say I’ll set the routine of publishing a video every Friday, for example, but it’s often better to focus on the process, not the outcome, and the critical part of the process limiting factor is the time taken to write the scripts.

Now I could say I’ll take time on a Thursday afternoon to write, but I want to give priority to the task I’m putting off.

So the routine I’m establishing is to dedicate an hour and a half to writing first thing in the morning, focusing on the process and the time spent engaging in the problem, rather than the result. I get up, make coffee and start writing.

If I make that a non-negotiable commitment and follow through on the plan early, then I find that I’m much more motivated and disciplined throughout the rest of the day because I’m building on a win.

So instead of having a rigid plan for the whole week, I’m creating a simple routine for the start of the day. From there I can add others… for example, I could say that after writing for 90 minutes I’ll go through my emails… but I want to establish that one habitual routine first before adding more complexity.

And if I slip up in my routine, or if it’s disrupted, I have a simple, clearly defined routine to go back to.

A few quick notes here.

• I’m not strict about the start time. So if I get up 15 minutes later, I’m not going to beat myself up about it. I just start as soon as I can.
• Second, even though I start working on writing straight away, I never, ever, just write as fast as I can just to get words down. I take my time to think about what I want to say and how I want to say it, and most of the time when I’m writing I’m not actually typing. The time I spend thinking isn’t measurably productive, but it’s essential to solve the problems that arise.
• I’d also say that this is just an example of setting up a simple regular routine as a foundation. Not everybody has to write every day… and for you the foundational routine might be that you arrive at the lab and take 15 minutes to go over your plan for the day and gather what you need (ideally away from the computer so you don’t immediately distract yourself with email).

What if there’s just too much to do?

All this might sound good in principle, but what if there’s just too much to do? Or what if you have constantly changing demands on your time, making it impossible to establish your own routine?

I’d say the best thing to try to do would be to carve out a little bit of time somehow. This will often mean communicating with others and rearranging or renegotiating some of your commitments.

So if, for example, you’re doing a PhD while working a part-time job , what I’d try to do is set clear boundaries where you have clearly defined and protected time when you’re unavailable; when your phone is off and you’re not reachable by email, so you can focus on your PhD work.

If that’s not possible on a regular basis, something has to give, whether that’s changing jobs to one where you have fewer hours or more flexibility, or just not doing the PhD (which is also fine as an option, and a lot of people are are a lot happier not doing a PhD).

If you’re doing a PhD while raising kids it’s more difficult, because, especially when they’re very young, sometimes you might have to drop everything, and it might be hard to carve out that protected time on a regular basis.

In this case, if you have to just work when you find the time, then it’s important to have a very clear priority. You’ve got to know that if you get an uninterrupted 30 minutes today, THIS is what you’re going to work on. This will be easier if you’ve taken a little time at the end of each day to plan and prepare for tomorrow, because if you sit down and then try to figure out what to do, especially if you’re sleep deprived, it’s going to be impossible.

Self-care, social contact and sleep

And speaking of sleep deprivation, this brings us to the issue of self-care during your PhD .

When the work piles up and you’re struggling to make progress, you might be tempted to work longer hours and cut back on sleep and social contact.

And, to be honest, sometimes that’s necessary just to get something done— but it just isn’t sustainable as a long term strategy.

Sleep and social contact are fundamental to good mental and physical health, which are also important if you want to do good work.

PhD research is cognitively demanding, and if you’re exhausted and miserable then it’s going to be extremely difficult to think clearly and solve the problems that arise, meaning everything takes longer, which, in turn, might tempt you to work longer hours.

But sacrificing more of yourself doesn’t always increase your chances of success, so I think an important aspect of time management is also protecting some time for self care, social contact, and, above all, sleep.

Throughout this video, I’ve talked about how it’s hard to predict how long things will take and how we need to slow down and think and try things that might not work.

But what if you have a deadline and have to deliver work on time?

The only way to meet deadlines is to narrow your focus and make clear decisions about what you’re going to do and how.

So I’m talking about two different ways of working. One being very open and exploratory and creative, staying focused on problems without worrying too much about immediate results, the other being very decisive and prioritising getting things done on time.

This decisive mode also means deciding what not to do. This can be challenging because you’ll probably want your project to be as impressive as possible, but sometimes you have to let go of some ideas simply because of practicality.

And this can, potentially, make your project stronger, because it frees up time and energy to do a better job on the essentials.

But sometimes, even if you simplify, it’s just not possible to get it done in time.

If this is happening, you’ll usually know before the deadline arrives, in which case it’s best to communicate with others and renegotiate any deadlines or request extensions in advance, rather than leaving it until the deadline has passed.

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PhD: An uncommon guide to research, writing & PhD life

By james hayton (2015).

PhD: an uncommon guide to research, writing & PhD life is your essential guide to the basic principles every PhD student needs to know.

Applicable to virtually any field of study, it covers everything from finding a research topic, getting to grips with the literature, planning and executing research and coping with the inevitable problems that arise, through to writing, submitting and successfully defending your thesis.

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All the text on this site (and every word of every video script) is written by me, personally, because I enjoy writing. I enjoy the challenges of thinking deeply and finding the right words to express my ideas. I do not advocate for the use of AI in academic research and writing, except for very limited use cases.

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10 Essential Time Management Strategies for PhD Students

As a PhD student, juggling research, coursework, teaching responsibilities, and personal life can be overwhelming. Effective time management is crucial for maintaining a healthy work-life balance and achieving your academic goals. In this article, we'll explore ten essential strategies to help you make the most of your time and navigate your PhD journey with greater ease.

1. Prioritize tasks: Begin by identifying and prioritizing your tasks based on their importance and urgency. Use the Eisenhower Matrix to categorize tasks into four quadrants: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important. Focus on tasks in the first two quadrants to ensure you're making progress on your most critical responsibilities.

2. Create a schedule: Develop a daily or weekly schedule that allocates specific time blocks for various activities, such as research, writing, attending classes, and personal commitments. Be sure to include buffer time for unexpected tasks or emergencies. Stick to your schedule as much as possible, but remain flexible when necessary.

3. Break down large tasks: Large, complex tasks can be daunting and lead to procrastination. Break them down into smaller, manageable sub-tasks with specific deadlines. This approach makes it easier to start and maintain momentum, as you can celebrate small victories along the way.

4. Use the Pomodoro Technique: The Pomodoro Technique involves working in 25-minute intervals, followed by a 5-minute break. After completing four Pomodoros, take a longer break of 15-30 minutes. This technique helps maintain focus, reduces burnout, and provides a sense of accomplishment throughout the day.

5. Minimize distractions: Identify and eliminate distractions that hinder your productivity. Find a quiet workspace, turn off notifications on your devices, and use website blockers to limit access to time-consuming websites during work hours. Remember, multitasking is a myth; focus on one task at a time for optimal efficiency.

6. Leverage technology: Utilize productivity tools and apps to streamline your workflow and stay organized. Tools like Trello, Asana, or Todoist can help you manage projects, set reminders, and collaborate with others. Reference management software, such as Zotero or Mendeley, can save time when organizing and citing sources.

7. Learn to say no: As a PhD student, you may be presented with numerous opportunities, from collaborations to extra projects. While it's tempting to say yes to everything, overcommitting can lead to burnout and decreased productivity. Learn to politely decline opportunities that don't align with your primary goals or current capacity.

8. Practice self-care: Your physical and mental well-being are essential for sustained productivity. Prioritize self-care activities, such as regular exercise, healthy eating, sufficient sleep, and stress-management techniques like meditation or deep breathing. Taking care of yourself will help you maintain focus and resilience throughout your PhD journey.

9. Collaborate and delegate: Foster relationships with your peers and colleagues to create a supportive network. Collaborate on projects when possible, and don't hesitate to ask for help when needed. If you have teaching or research assistants, learn to delegate tasks effectively to lighten your workload and provide growth opportunities for others.

10. Regularly review and adjust: Periodically assess your progress and the effectiveness of your time management strategies. Be open to making adjustments as needed to optimize your productivity and maintain a healthy work-life balance. Celebrate your successes, learn from your challenges, and continuously refine your approach to time management.

By implementing these ten essential time management strategies, you'll be better equipped to navigate the demands of your PhD program, achieve your academic goals, and maintain a sense of well-being. Remember, developing effective time management skills is an ongoing process, so be patient with yourself and remain committed to your personal and professional growth.

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Wharton Stories

How to maximize and adjust to a phd schedule.

A PhD schedule takes adjustment, but the strategies that work for doctoral studies carry throughout an academic career.

Adjusting to a PhD schedule can be a challenge. Classes will take up a decent amount of your time for the first few years of a program. After completing the required courses, independent research becomes the main focus. 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.

Here are a few tips from current doctoral students and professors at Wharton on how to transition into this new lifestyle:

Brush Up on Your Time Management Skills

Learning how to manage your time more effectively can help you get your schedule under control as well as stay on task and reduce stress. Prof. Wayne Guay , the doctoral coordinator for the Accounting program, said, “Effective time management is crucial to success, progress and sanity. First, students should know they are not alone, as it is something that many — perhaps most — graduate students struggle with from time to time.”

Time management allows you to maximize your day. If you find yourself struggling to effectively manage your time, click here for helpful tips .

Ask for Help

Completing a PhD is not an easy task. There will be times when you’re struggling and may be feel unsure or overwhelmed. Prof. Fernando Ferreira , the doctoral coordinator for the Business Economics and Public Policy and Real Estate programs, suggested that students reach out for help. He said, “It’s always much better to talk people. Share the experience that’s happening and share the problem, usually that’s the best way to overcome that struggle. It’s much easier once you’re able to communicate what exactly is happening.”

Professors are there to guide you when you need, so take advantage of their expertise. If you don’t feel comfortable talking to a professor, talk to a peer. There’s a chance that others have experienced similar issues and can lend some helpful advice. Prof. Ferreira also suggested seeking help sooner rather than later as putting off a problem can cause further issues down the line.

Take a Break

From going to class, completing homework, and conducting research, your days can be jam-packed. Although it is important to focus on your work, it is also important to take time for yourself. Karren Knowlton , a third year Management student, said, “It’s super easy to feel like school is your life, but you won’t be able to bring your best self here if you don’t round yourself out in other ways. I would say maybe two nights a week try to see other people and do something outside of school even if it’s just for an hour.”

Whether grabbing dinner with a friend or joining on a club on campus, there is plenty to do in and around Philadelphia. Karren chooses to spend her free time volunteering with the Science Education Academy in West Philly. Karren said, “ It’s a fun and rewarding way to give something back to the local community that’s easy to work into a PhD student schedule.”

Don’t Compare Yourself to Others

Not comparing yourself to others is easier said than done. It’s important to remember a PhD program is not one size fits all. What works for one person may not necessarily work for you. Prof. Deborah Small , the doctoral coordinator for the Marketing program, said, “Of course it’s impossible to not compare yourself to others, but there’s not one right way to become an academic other than getting that degree.”

Comparing yourself to others can cause you to lose sight of the goal you’re working towards. Focus on what you personally need to do to be successful. Karren said, “Figure out what your priorities are and don’t let looking at other people and how much they seem to be working or not working affect that.”

Having tips to adjust to a PhD schedule is only helpful if you know what to expect. Get an inside look at the schedule of a PhD student .

Posted: August 4, 2017

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• CAREER COLUMN
• 05 December 2022

How to manage your time as a researcher

• Maya Gosztyla 0

Maya Gosztyla is a PhD student in biomedical sciences at the University of California, San Diego.

You can also search for this author in PubMed   Google Scholar

It took less than two years in graduate school for me to burn out. I was spending long hours in the laboratory, yet I worried that I wasn’t making satisfactory progress. Overwork-induced exhaustion made me sloppy and impaired my productivity, creating a vicious cycle.

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Time Mastery Guide: 7 Game-Changing Hacks for Clinical Research PhD Students

Blog Summary

Curious about improving your productivity in clinical research, introduction .

Embarking on a Clinical Research PhD journey is a commendable pursuit, but it has unique challenges. PhD students in clinical research often navigate a demanding academic landscape, balancing rigorous coursework, research commitments, and personal responsibilities. In this context, mastering effective time management becomes paramount. As the demands of a PhD program intensify, students must efficiently allocate their time to meet research milestones, attend classes, and maintain a semblance of work-life balance. 

Discover seven essential time management hacks designed for Clinical Research PhD students, providing practical strategies to boost productivity and overcome challenges in pursuing an advanced degree in the field. 

1. The Pomodoro Technique: Boosting Productivity 

Mastering time management is crucial in the demanding realm of clinical research PhD programs . One effective strategy that can significantly boost productivity is the Pomodoro Technique. 

Pomodoro Technique:  Using the Pomodoro Technique, work is divided into intervals, each lasting 25 minutes and interspersed with quick pauses. This method enhances focus and productivity by creating a sense of urgency within a defined timeframe. 

Benefits of using the Pomodoro Technique:  Clinical Research PhD students can benefit from increased concentration, improved task completion, and reduced mental fatigue. The structured intervals help maintain motivation, making the workload more manageable. 

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Quinnipiac Today

Time management strategies for graduate students

May 16, 2019

As the marketplace demands continuous learning for employees, many professionals are faced with the decision of returning to school to earn a graduate degree.

This poses a challenge for people who are already balancing work and home responsibilities. Learning effective time management strategies will help organize your life across work, home and school to create the time needed to succeed in your graduate degree program.

Graduate school typically requires 15-20 hours of work per week. For on-campus students, this includes time in the classroom, completing external reading assignments, meeting for group projects, preparing for exams and traveling to and from campus.

Online students have the luxury of completing coursework asynchronously at a time that is convenient for their schedules, but will still need to allocate time to write papers, participate in discussion boards, complete research and participate in other activities like virtual group meetings.

No matter what format you choose for your graduate courses, you will need to approach each week with a careful plan to fit into your schedule.

Many successful graduate students use time management strategies to organize their week so they are in control of their calendar throughout their studies.

Tools and Techniques

Quadrant system.

Dr. Stephen Covey, the author of The 7 Habits of Highly Effective People , states, “To live a more balanced existence, you have to recognize that not doing everything that comes along is okay.”

When we focus on our highest priorities, we work on achieving our goals. In his book, Covey introduces the use of a quadrant system that teaches us personal time management. It is a tool that helps you organize and manage your time and events according to the importance and urgency of each task.

Covey says that most people who live in Quadrant I are “crisis managers, problem-minded people, [and] deadline-driven producers.” These people live in crisis mode, which leads to stress and burn-out.

They will pull an all-nighter or wait until the last minute to write a paper. They react to problems, and when they need a break, they escape “to the not important, not urgent activities of Quadrant IV.”

Quadrant IV is for activities that are “trivial, busywork” and have no impact on getting your tasks completed. People avoid what needs to get done and concentrate on time-wasting activities such as binge watching their favorite TV show, instead of writing their paper or reading a case study.

This is time that could be better spent elsewhere.

Those that spend their time in Quadrant III urgent, but not important “react to things that are urgent, assuming they are also important.” According to Covey, “the urgency of these matters are often based on the priorities and expectations of others.”

A classmate may text you an urgent message that you have to meet about your group project today. Even though it is important to meet, it may not be urgent that you meet today.

If we want to be the most efficient, Quadrant II, not urgent but important, will be where you spend the majority of your time. Covey says Quadrant II is the “heart of effective personal management.”

These tasks will prove to be your most important drivers in reaching your balance among school, work and home. This is where you plan for your term paper, prepare for your presentation, and outline your capstone project.

Building relationships with like-minded people such as your professors and classmates falls in this quadrant as well. Your professional and academic career will benefit from these relationships.

The activities in this quadrant will “make a tremendous positive difference in your life.”

In Quadrant II, planning is an important, though not urgent task — this includes making your schedule.

Each week brings new deadlines at work, due dates at school and scheduled activities for your family events. Practice effective time management techniques each week to optimize the time you are spending on your tasks that will help you reach your goals.

Create a Schedule

Now that you know how to focus on the most important tasks, let’s get to work on planning your calendar so that you find dedicated time for your graduate studies.

"One of the biggest myths when it comes to time management is that next week always looks free," psychology professor Timothy A. Pychyl, PhD says in the article, Where Do the Hours Go? The article goes on to say that once you see where your time is going, you can better control it and “build a more accurate schedule for yourself.”

Put everything you do into a calendar, whether online or in a physical planner. Add your work hours, weekend activities, sporting events, even gym time. Once everything is accounted for, you will have a good idea of where you can add your study time.

If your calendar looks busy, get creative to find time. Ask friends, family and spouse to share responsibilities. For example, carpool for kids’ activities and order your groceries online.

We have provided a sample calendar that a graduate student may create.

Let’s take a look at where you can fit in time to study: early in the morning, later at night and during the day. Once it is laid out, it is not so difficult to see where you can carve out these hours:

This sample schedule allows 20 hours of dedicated time to your studies. Carving out time, like at lunch time, is a great way to find chunks of time that add up to meaningful work.

You can complete short assignments like answering a discussion board, proofreading an assignment or beginning a brainstorm for you paper. The longer periods of time are dedicated for the assignments that require more attention, for example, critical thinking activities, studying for an exam or working on a project.

This type of time management strategy allows you to move your schedule around easily as each week will bring new tasks and commitments.

You may find that dedicating the longer study times to certain days throughout the semester, like every Saturday or Sunday will create consistency and predictability in your schedule; but don’t fall into the trap of expecting to complete everything in a single weekend.

Find what works best for you as you continually improve your time management techniques throughout graduate school.

Get Started

Begin to put your time management tools and techniques into practice as you prepare for graduate school. Use this quadrant worksheet to plan each week to keep you organized and on track: Quadrant Worksheet

Remember that you can succeed if you practice the techniques outlined above. The time you invest in your education now will pay significant dividends throughout your career and life.

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Cover Story

Where do the hours go?

Graduate students and procrastination experts share their best time-management tips.

By Amy Novotney

Print version: page 26

April Krowel cringes every time she recalls it. It was early December and she had planned to decorate her home for Christmas with her husband and 2-year-old daughter. But she still hadn't started her 30-page practicum paper, which was due the following week.

"I really thought it would be no big deal," says Krowel, a counseling psychology doctoral student at Ball State University. "But it literally took all weekend to complete. I ended up getting it done and got a good grade, but it was at the expense of spending time with my family."

After that weekend, she made a promise to herself never to let it happen again. Now, she uses Apple's iCal calendar program to keep better track of upcoming assignments and schedules time for working on them weeks before they're due. She also sets reminders to avoid forgetting anything.

"It's very important to me that my family doesn't suffer while I'm pursuing my PhD," she says.

Krowel's ruined weekend was the result of an all-too-common phenomenon known as the planning fallacy, says procrastination researcher and Carleton University psychology professor Timothy A. Pychyl, PhD. He and other researchers have found that people tend to overestimate how long it will take to complete short tasks and underestimate the time longer projects will take. Then there's the fact that we forget to schedule time for the basics, says Pychyl.

"One of the biggest myths when it comes to time management is that next week always looks free," Pychyl says. "But if you put everything into the calendar that you have to do before you do anything else — things like eating, sleeping, buying groceries — you see right away that you really don't have a lot of time."

Time management is especially important for graduate students because they have so many concurrent projects, and that is likely to continue throughout their careers, Pychyl says. Get your schedule under control with these tips from several time management mavens:

Audit your time

Take a week to keep track of exactly how you spend your time, Pychyl suggests. Be it showering, eating or doing laundry, every activity should be tracked.

Nicholas Scheidt, for example, uses Google Calendar to schedule and color-code every single thing he does, from driving to sleeping, to going out to brunch on Sunday mornings.

"Every single hour on my calendar is accounted for, so that I have a very clear view of what I'm doing," says Scheidt, a clinical psychology graduate student at Carlos Albizu University in Miami. Then, when he needs to find extra time to study for exams or write a paper, he just looks at the calendar and reprioritizes.

"It's just so helpful to know where every hour is going because then you can really control your time better," he says. Even just tracking your schedule for a week gives you a much better sense of how you are spending your time, how long certain tasks such as grocery shopping or reading email really take. You can then build a more accurate schedule for yourself.

Find what works best for you

Experiment with a few different schedules, suggests Cady Block, a medical-clinical psychology doctoral student at the University of Alabama at Birmingham. If you're a morning person, set aside a couple of hours in the morning to study. Block says she tends to work best by doing what she calls "chunking," where she does certain tasks on certain days.

"I found that shifting my mindset too many times during the day — between conducting research, attending practicum for a few hours, and then visiting another site to see patients, for example — made me inefficient," she says. "But if I lump all research into one day, and practica into another, I am able to concentrate all of my attention on what I'm doing."

She also chooses not to work on weeknights, reserving that time for relaxation, and then spends a portion of her weekend on coursework and research activities that can be done outside the lab, such as writing manuscripts.

"I know other students who do the opposite, and that works for them," she says.

Establish bright lines

Leave little room for negotiation once you put something on your agenda, Pychyl says. "There's no starting the task at 10:15 a.m. if you said you're going to start it at 10 a.m.," he says. "You have to honor your schedule as if it's set in stone, because otherwise you're setting the precedent that these things don't matter." If you must give yourself any leeway on this, plan two options for the time chunk — for example, either read studies or write a section of a paper. This strategy should apply to both work time and personal time, Pychyl says: "There needs to be a point in the day where you say, OK, I'm going to do some recreation now."

Just get started

So much of good time management is getting past the "I don't feel like it" mentality, Pychyl says. "The truth is that your motivational state does not have to match the task at hand," he says. "Very often, attitudes follow behavior, so just get started." You'll likely be surprised by your renewed interest in the task once you make a little progress.

Get (a little) help from friends

Block suggests enlisting another student in your cohort to help keep you accountable and meeting with him or her often to review progress. "I know of students who put together ‘dissertation groups' where they met once per month and reviewed progress on their dissertations," she says. "Your peers can often be your key to success in graduate school, as long as you choose them well."

Use small chunks of time

How often do you think to yourself, "I only have 15 minutes before my next appointment — that's not enough time to write that memo/read that article/type up those client notes. I'll just surf the Web instead"? Pychyl suggests using that time to get started on the task. "You might be surprised at how much you can get done in a day by just using those small chunks of time to make progress on something," he says.

Use technology to avoid distraction

Social networking and email checking are a procrastinator's best friend. To help you stay on task, download a productivity tool that allows you to block certain sites on certain days and times of the week, such as Leech Block , Google's StayFocused or Apple's Focusbar app .

"If you know that Facebook or YouTube consumes a good amount of your time, these apps can help eliminate those distractors," says Sheila Modir, a clinical psychology doctoral student at the University of California, Santa Barbara.

Abandon perfection

As a busy graduate student, you don't have the time and energy to give every project your all, says Aileen Chang, a school psychology doctoral student at the University of California, Santa Barbara. If there's an assignment that's not crucial to your realm of study, but that you're required to complete, Chang recommends giving yourself only a set amount of time to do it. "Once that time limit is up, consider the product ‘good enough' and move on to the next task," she says.

Reward yourself

It's important to plan breaks — and even an occasional vacation — to refresh your mind and spirit, Scheidt says. While he was writing his dissertation last year, Scheidt took day trips to the botanical gardens to clear his mind. As a bigger reward — and an impetus to stay on task — he scheduled a trip to Argentina for after the project was completed.

"You really need to have incentives like that to stay motivated," he says.

Amy Novotney is a writer in Chicago.

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Five Time Management Tips for PhD Students

16 th August 2022

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Due to the limited contact time you’ll receive during your PhD, you’ll need to motivate yourself and organise your own time efficiently – that is if you don’t want to end up going into your final year with an entire thesis still to write. Time management isn’t easy. This little fact is probably something you learned while studying for your undergrad, and it will almost certainly have been reinforced over the course of your Master’s degree. When you’re studying for a PhD, time management is crucial. However, the good news is that there are plenty of effective time management techniques you can use to keep you on the right track. Have a read through the following to get you started… 

Time management tips

Find a routine.

If you don’t have a daily routine, it may be all too tempting to get into bad habits (like staying up until the early hours and then sleeping in until midday). Set yourself a time to wake up each day, and then do your best to stick to it. This will help you to save time when you might be tempted to dither around in the morning.

Keep a diary

Having a place where you can organise your thoughts, jot down to-do lists and keep a track of upcoming dates is always handy – buy yourself a diary and get into the habit of using it on a daily basis. Having a documented account of your goals can help to make you like you've steadily been achieving milestones, and we all know how satisfying it is to tick things off a list.

Create a 'work space'

Working and not working in the exact same space can make it difficult to disconnect when the time comes to relax, or make it hard to focus when you need to get back to studying. Whether it’s a desk in your room or your university’s library, having a designated place where you can go to work will help you separate your work time from your leisure time.

Setting yourself goals (such completing a chapter of your thesis or organising an academic conference by a certain date) is a great way to organise your time and keep motivated. If you're able to do so, allocate time to certain tasks so you don't get lost in a certain subject or cut short your time on an important assignment.

Give yourself a break

It’s also possible to overwork yourself. If you give yourself a start time of 9 o’clock each day, make sure you also have an end time. That way you’ll have something to work towards and a well-deserved break to look forward to at the end of the day. This is something you can also apply to your year as a whole – don’t be afraid to give yourself a week off every now and then!

Next: Read more about How to Manage Your Time As a Postgraduate Student

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Managing your time as a researcher

By charlesworth author services.

• Charlesworth Author Services
• 27 April, 2021

The demands of a PhD can often feel overwhelming, and it is not uncommon to hear of doctoral students being stressed and overworked. However, this does not have to be your experience. The PhD journey can also be an entirely manageable and pleasurable one if you plan well ahead of time.  

Below are six key steps for ensuring you get everything done on time, while enjoying your PhD.  

1. Accept that you cannot do everything

The first step is to understand and accept that there is no way you can possibly read everything you think you need to read, or do every experiment or piece of fieldwork that you think is essential. A PhD is a finite piece of work and you are not expected to create whole, perfect knowledge that will account for every eventuality. When you accept this and clearly define the parameters of your research, you will find that your reading list and research goals become much more manageable.

2. Establish key milestones  

Some universities schedule assessments (sometimes called progression points) for their doctoral students at specific times in their programme, for example at the end of each year or midway through the PhD. Speak to your supervisor or senior PhD colleagues in your department to find out approximately what needs to be done at each stage.  

For example, find out when you should be doing your fieldwork/data collection, performing analysis or writing your first chapter. Finding out these key points will clarify where you should be at each stage. You can then work backwards to decide what you need to be doing, and when, to meet those milestones.  

3. Break down your to-do list

Technically, what is expected of you in your PhD can be accomplished within the timeframe that you have. It seems like a huge amount of work, but you can begin to lighten the load for yourself by breaking down what needs to be done into smaller manageable chunks.  

Deal with tasks one stage at a time. For example, determine the tasks you need to do for your data collection/fieldwork and allocate specific periods of time for each task. You can then break down these tasks further into a monthly or weekly schedule. By doing this, you’ll feel more confident about what you can practically achieve on a day-to-day basis.

4. Steady wins the race

Know that you do not necessarily have to be working a crazy number of hours, all day every day, to do good research. Some academics recommend working approximately 40 hours a week, as you would for a normal job, but understand that each person has their own way of working and may require slightly more or less at different stages of the PhD.  

More important than trying to clock in a set number of working hours is to work steadily at a pace that suits you best. For example, you may accomplish more by working only four focused hours every weekday, than by trying to do everything at once or forcing yourself to work long hours at the last minute to meet a deadline.  

5. Be realistic

To ensure that you are able to work at a consistent, steady pace, be honest and realistic about your working habits and pace. If you know that it takes you a full day to write 500 words, don’t aim to write a 3000-word essay in two days! You will not only set yourself up to fail but will also create a tremendous amount of pressure on yourself. Your mental health will suffer and the PhD will become something you dread.  

Instead, when planning your working schedule, always give yourself more time than you think you need. This extra time can cover any unexpected issues that may arise and give you more space to work peacefully and steadily. If you finish ahead of time, give yourself some well-deserved time off!  

6. Find time for rest

Although this can often feel counterintuitive, taking time off is one of the best things you can do for yourself in the long term. Forcing yourself to keep working – whether it’s reading another journal or writing another few hundred words – may seem like you’re making progress, but if you are tired and burnt out, you may end up making mistakes or having to redo the work.  

Take a full, regular break from your PhD every evening or weekend to rest and recharge. You’ll find that when you’re rested, you will return to your work with clearer perspectives, more energy and ultimately will be able to accomplish more in less time.

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Time Management Mastery: Essential Tools and Tips for PhD Students

Navigating the demanding journey of a doctorate or postdoctorate program requires more than just academic prowess; it demands exceptional time management skills. In today’s fast-paced educational landscape, effectively managing your time is crucial for success. This blog post aims to equip aspiring PhD students with practical tools and tips to enhance their study efficiency and productivity. Let's dive into strategies that can transform your academic journey. PhD and postdoctorate studies are marathons, not sprints. They require long-term commitment and consistent effort. According to a study by the Council of Graduate Schools, the average time to complete a PhD is 5.8 years. This duration can be overwhelming without effective time management strategies. Efficient time management not only helps you meet deadlines but also ensures a balanced lifestyle, reducing stress and burnout. What tools can we use to Improve Time Management? 1. Digital Planners and Calendars: Tools like Google Calendar or Microsoft Outlook can help you organize your schedule, set reminders for deadlines, and plan your study sessions effectively. 2. Project Management Software: Platforms like Trello, Asana, or Monday.com enable you to break down your research into manageable tasks, track progress, and prioritize activities. 3. Pomodoro Technique Apps: Apps like Focus Booster or Tomato Timer incorporate the Pomodoro Technique, encouraging focused study sessions interspersed with short breaks to boost productivity. 4. Time Tracking Tools: Apps like RescueTime or Toggl track how much time you spend on various activities, providing insights into where your time goes and how you can optimize it. Some strategies that will help you achieve effective time management are: Set Clear Goals: Begin by setting specific, measurable, achievable, relevant, and time-bound (SMART) goals for your research and studies. Prioritize Tasks: Use the Eisenhower Box method to differentiate between urgent and important tasks, focusing on what contributes most to your academic progress. Create a Structured Daily Routine: Establish a daily routine that allocates specific times for study, research, breaks, and leisure activities. Stick to this routine as closely as possible. Avoid Multitasking: Focus on one task at a time. Multitasking can reduce the quality of work and increase time spent on tasks, as per a study by the American Psychological Association. Take Regular Breaks: Short, regular breaks help maintain consistent performance. Techniques like the Pomodoro Technique (25 minutes of work followed by a 5-minute break) are highly effective. Set Realistic Deadlines: Set achievable deadlines for each task, considering potential obstacles and allowing some buffer time. Seek Feedback Regularly: Regular feedback from supervisors can help you stay on track and make necessary adjustments to your plan. Stay Physically and Mentally Healthy: Regular exercise, a healthy diet, and sufficient sleep are essential for maintaining focus and energy levels. Use Technology Wisely: Leverage digital tools for research, organization, and communication, but avoid digital distractions like social media during study hours. The Impact of Good Time Management Effective time management in PhD studies leads to better research quality, timely completion, and an overall satisfying academic experience. It also prepares you for future professional roles, where these skills are highly valued. A survey by the Graduate Management Admission Council (GMAC) indicated that time management is one of the top soft skills sought by employers in business school graduates.

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Time Management Tips for PhD Students

This blog post needs no introduction. If you are a grad student, time always feels scarce . I often feel like I don’t have enough time. My only option then is to make the most efficient and effective use of what I do have. Here are my top ten tips for making the most out of my time.

1: Set up an online to do list

There are many online to do lists available these days that can help keep you organize. Todist , Wunderlist and Trello are a few examples. My go to is Trello and I have written a  post about how I use it to organize my time, you can read about it here.   I also have an instagram video (IGTV) on it here

2: Brain dump

Is it just me or does anyone else have about a million thoughts per second? The app, Trello, allows me to brain dump all of the things running through my mind (don’t forget to call my sister back, get milk and eggs from the store tomorrow, don’t forget to read more about Bourdieu..). Each day, I make a list where I dump this information so that I can leave it and come back to it at the end of the day. This way I feel a sense of freedom throughout the day and a sense of calm after I have organized all the information. It takes the pressure off me needing to remember everything.

3: Constantly prioritize 

I make a to do list every day for the week ahead. I am constantly reassessing the urgency of each task and prioritizing the most important. Trello allows these tasks to be flexible so I can easily move them around day to day, week to week or month to month. By prioritizing items, I am able to assess where I need to give my full attention and where I can give less energy. I have learned that I do my best work in the morning, therefore my hardest, most important tasks are completed at the beginning of the day.

4: Batch your work 

I am currently working on two major tasks; my qualifying exams (QE’s) and a major research project. I find that batching my work allows me to focus more intently on the larger goal. Therefore, specific days will be designated to either my QE’s, the research project, admin work or meetings. If possible, I will try and batch these days back to back in order to continue any flow from the day before.

5: Utilize calendars

I utilize all my calendars to their  full potential. I like to use these large stick on calendars in my office (easy to peel on and off) to give me a quick visual. However, I also use iCal for more specific details and that is linked to my mac and iPhone. It allows me to colour coordinate by tasks. It also allows me to share specific calendars with my loved ones. I have one with my partner, as well as another one with my mom, sister and best friend. You can read more about how to sync this calendar on my blog post  here

6: Pomodoro Technique 

For those who know me, know that I love using the pomodoro technique. I have written all about this technique here  . The two products that help me stick to this method are my productivity planner and my timer .

7: Non-distracting environment 

All these organization tools are excellent, however when it comes down to the work if I am distracted, I am not going to get the work done. I make sure that I turn off notifications on my phone and e-mail. And sometimes go as far as putting my phone in another room. Grab a tea, put some essential oils in your diffuser, whatever you need to do to create a calm and non distracting environment.

8: Schedule time off 

This may seem contradictory, how does taking time off help you be productive? Firstly, the idea of knowing I have some time off in my future gives me an instant relief. Secondly, when I make a conscious effort to  take time off (and I mean actual time off, stepping away from e-mail completely) I notice a huge difference in my thought process, creativity and productivity.

9: Create routines

What are the things that make you feel your best? For me, that is exercise, sleep and eating healthy. So it’s simple, I include them in my daily routines. I need these things in order to do my best work and in order to enjoy my work. Prioritize your health, prioritize YOU.

Lastly, let’s not take our calendar and to do lists too seriously. It is easy to get wrapped up on  being productive but don’t forget to enjoy these moments when you are in them.  How can you enjoy these tasks more?

Now, I’m curious to hear what are your time management techqniues?

Were there any similar to mine?

Comment below! I would love to hear them.

Until next time,

P.S Don’t forget to use  #ScholarCulture #ScholarSquad   to keep me updated on your experiences as grad students.

P.P.S Applying to grad school for the 2020/21 school year? Check out  this FREE eBook  on 5 steps to a successful grad school application. Are you in grad school and struggling to find easy lunches to bring to campus? Check out three FREE recipes and full nutritional information  here .

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5 responses to “Time Management Tips for PhD Students”

I really enjoyed reading this blog. I too also use the Pomodoro technique when I need to focus on the task at hand. It has been extremely helpful. I have never used nor heard of Trello before. I began using an app on my computer as a to do list for things non-school and non-work related. But it only helps to a certain extent as far as organizing goes. But after looking at the link you posted to learn more about Trello, I’m going to start using it for everything. Like you though, I do still plan to use my written planner and calendar on my phone to make sure that I’m on task while away from my computer.

I am so glad you enjoyed reading the blog and learned more about how to utilize Trello! I hope it helps you in all your tasks. Thanks so much for sharing what helps you in your time management. It is so interesting to hear what others do to organize their time.

Thank you so much for taking the time to provide time management tips. This was so helpful!!!

So glad it is helpful! All the best with your studies.

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Time management tips for PhD students

By Federico Pinna

“Tempus Fugit, Time Matters”

Every time i meet phd students at the beginning of their career, i’m always asking them: are you seriously taking into consideration the “time” parameter in your work sadly, the answer in most of the cases is “what” or “no”..

In some ways I feel this is normal. Even if we deal with time daily, we need experience to efficiently handle it. I’m focusing on this aspect because by understanding and improving your use of time, you will see a big improvement and more happiness in your work.

Organising your time

Experienced scientists recognize that every week often has the same structure.

In general, time can be managed at different levels: daily, weekly, monthly and yearly. Normally, PhD students have a weekly plan with a list of experiments that must be performed. Knowing that on Monday you need to run a specific experiment is not a good plan itself. Experiments have a specific execution time with many “incubation” points.

The first rule is: Start every day with a “to do” list! The list should include as many details as possible, including the precise time required for a specific experimental protocol. Work on your experimental plan and precisely define the time based on your experience.

If you are aware that certain methods or protocols require hours instead of days, more time can be used to perform other tasks. Use this information to fill in your daily “to do” list with the right experiment timeline. Fill in the remaining time with all the other scientific activities (meetings, reading articles, analyzing data) .

Experienced scientists recognize that every week often has the same structure. For example, cell culture on Monday and Friday, lab meeting on Wednesday, data analysis on Thursday and so on. My suggestion is to create your own weekly plan . It does not have to be completely fixed. It can be a structured time schedule with degrees of freedom. With this solution you are more organized. I find it is much easier to fill in my daily “to do” list with a structured weekly plan.

Planning further ahead

Healthy time pressure is good for your work

Moving the arrow of time further ahead, you also have to think about the coming months. Normally, during your PhD, you have a detailed scientific project. Well-structured projects always have goals or milestones, which might include packages of data that allow you to move to the next level of your project. It is important to set up a deadline for your milestones. The easiest way is to use your weekly plan as tool for time estimation. Fill in in the weekly plan with every experiment you need to reach your milestone based precisely on the time required.

Healthy time pressure is good for your work. If you feel that every day is like another day,  then you won’t realise deadlines are approaching. Similarly, you may feel more like you are in a public office than a scientific lab. You should be able instantly recognize that you are possibly losing direction.

Finally, take this last concept into consideration:

During the years, the time you dedicate to specific activities changes. In the beginning, you are more focused on setting up experiments and techniques. At the end, the time you need for implementation of your scientific knowledge or simply writing your thesis increases greatly with increased stress.

A good way to avoid this problem is to initiate your knowledge enrichment and your thesis writing from the beginning . Clearly, it is not easy to write a thesis without data. However it is possible to efficiently create a structure of your manuscript to update day by day. Working with your daily and weekly plan gives you the chance to efficiently organize your time.

About the author

Federico is a senior scientist with a great passion in mentoring and scientific project management. For several years, he has been dedicated to basic and systemic mechanisms in liver cancer progression, focussing on NFkB, microenvironment and cell polarity. He is also interested in scientific implementation and innovation, and is currently looking for special and creative ideas to develop. Federico is an EACR Ambassador.

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Grad Student How-To: Time Management & Juggling It all

As a grad student juggling work, school, and serving as co-president of my student organization, I often get asked, “how do you do it?” To be honest, I’m never quite sure how to answer, so I decided to really dig deep and figure out how I am able to survive grad school while still managing to get 7 hours of sleep a night and eat three meals a day. I came up with these five effective ways I manage grad school, and how you can too!

Step 1: Treat It Like a Job

One of the pitfalls many graduate students get trapped in is having large amounts of free time and not managing that time properly. Many students may also work a part time job (like me), but still have days where they only have one class. One of the things that has helped me the most to succeed is to treat graduate school like a job, and stick to a schedule. Even on the days I’m not working in the office 9-5, I keep to the same schedule. I wake up every morning at the same time, and head to school even if I don’t have work or class. I use that time to get my readings and school work done, so that I am not stuck reading until 12 a.m. By keeping to a regular schedule, I avoid sleeping in and losing out on time I could be working.

Step 2: Get a Planner

This may sound like something I shouldn’t have to say, but having a planner is seriously so important! Find a planner that will work well for you. I use a planner that breaks my day down hour by hour.

 I sit down at the beginning of the week and look at what I have coming up. Once I have blocked off time for work, school, and other meetings and events, I am able to see where I can schedule in study time. Organization helps to reduce my anxiety about the things I need to get done, and helps me set the pace for each week.

Step 3: Break It Down

If you are in the humanities, like I am, you probably have loads of reading for each class. I get assigned around 500 pages + of reading a week. Instead of saving all of my readings for the day or two before class, I try and do a little bit each day. If I know I have 200 pages to read, I’ll read 50 pages over four days. This can be applied to other disciplines as well! By setting smaller goals, the task at hand seems (and is) more manageable.

Step 4: Smarter Not Harder

Everyone studies differently, figure out what works best for you! If you know you don’t study well with friends, try and set boundaries for when and where you study. Learn what note taking system and reading strategies work best for you, and stick to it!

I also keep my work easily accessible on my iPad so that I can do readings on my lunch break or on the subway. The cloud is your best friend! This also goes for tasks outside of school! Don’t head to Trader Joe’s after work at the busiest time and waste two hours grocery shopping. Know when the best time for laundry, grocery shopping, etc. is, so that you can maximize your time!

Step 5: Self Care

Last but certainly not least, self care is key!! If you aren’t taking care of yourself, you will not have enough energy for any other part of your life. I make sure to plan one super fun thing at least every other week, which helps get my mind out of school and work mode. I’ve done things around the city like attending a taping of The Late Show with Stephen Colbert and Jimmy Kimmel Live, seen a broadway play, and had game nights with friends. I also make sure to give myself a little time at home to catch up on my favorite shows and have a cup of tea!

It’s so easy to get caught up in the chaos of graduate school and forget to breathe, take it easy, and take some time for yourself.

There you have it! By following these five steps you can both survive and thrive through graduate school!

• Taking Control of Your PhD: Time Management

Ania Gruszczynska holds a PhD in Sociology from Aston University and currently works in both project management and personal coaching. She knows what it takes to complete a PhD and is actively involved in supporting others to do so. In this series she’ll be explaining how new students can take control of their PhD projects.

So you may be considering a PhD. Or maybe you were recently successful in getting a place. Perhaps you’re now a couple of weeks or months in and trying to make sense of the experience, feeling both excited and overwhelmed.

This series of posts will look at ways in which you can ensure that you do get the best experience possible as a PhD student: taking immediate control of areas of key importance such as time management, supervision, your career and overall wellbeing.

We’ll kick off by looking at time management.

I must admit this was something really important for me, both during my time as a PhD student almost a decade ago, and when I started working with PhD students as a coach. In fact, time management is probably one of the key reasons why people decide to contact me, either to fix or improve their skills in that area.

So, in this post I’m going to outline six tools and techniques that you can apply and put into practice immediately to help you thrive rather than merely survive through the daily PhD grind.

Time management as a PhD student - typical problems

First of all, let’s think about the typical time management problems a PhD student might face.

You may have already experienced those really long days – or weeks! - where it seems you are incredibly busy, but don’t seem to have much to show for it. If you were to be completely honest, a lot of that work probably involves what we might call ‘PhD-lite’ tasks: some admin, some web-based research, somehow failing to make any progress on that piece of writing that you need to submit to your supervisor.

Cue another long day and some frantic last-minute catching up, until, very late in the evening, the writing gets done. You look at it and have to admit this might not be your finest work - and more time could yet be required for redrafting. Most importantly, it feels like the PhD is taking over your life and there is never enough time to get everything done.

Or maybe you haven’t started yet but find yourself wondering how on earth you’re going to juggle your PhD, part-time work and any family or caring responsibilities you may have?

Where do you start?

Obviously, it depends on your situation and your unique needs: whether your PhD is full or part-time; whether you have family or work obligations that weigh heavily on your time.

However, regardless of your situation you’ll face the same problems as every other PhD student: you have a finite amount of time available and you need to ‘budget it’ accordingly.

The following steps aim to address some key principles for good time management which you can then adapt to your situation.

Before you start, it is worth remembering that the key principle of time management isn’t to fill your day to the brim with PhD-related activities.

Think of it more as creating space and focus for the tasks you need to prioritise. That way you can devote quality time to your thesis and your research but maintain a good balance between that work and the rest of your life.

Step 1: assess your current situation and audit your working week

How are you spending your time at the moment?

You may be convinced that you spend 12 hours every day working, but, if you were to really track what happens in the course of those twelve hours, what would you find?

You might discover a number of distractions: social media, chatting to your fellow PhD students and so on - you know what your vices are!

Undertaking an audit of your working week can feel like a painful exercise- a bit like looking at your spending at the end of the week, pulling all those receipts together in one place and discovering that you are bleeding money on things that you don’t need or don’t even really enjoy that much.

But this doesn’t have to be the case – particularly if you go about things in the right way and it will be a really worthwhile use of your time.

I would really encourage you to spend at least 2-3 days tracking what you do. It doesn’t really matter whether you use a pen and paper template or an app, the aim of the exercise is to become aware of where your time goes and how much you devote to your key priorities.

Step 2: identify your priorities and map your way to them

Speaking of priorities, what are yours? What should you be focusing on?

Should the focus now be on producing your PhD applications to make sure you get a place by say January next year? Do you need to produce a draft of your literature review by the end of your first six months?

Time management is all about focus and investing your time where it matters.

An exercise I find really useful with my coachees, regardless of where they are in their PhD journey, is to get them to produce a long-term plan and plot out the entire three years (or six years for part-time students) of their PhD.

In the process they identify key milestones and work back from them. This plan will obviously need to be adapted later, but time management that starts without a plan is destined to fail.

Step 3: budget your time

Once you know what your current patterns and priorities are, now is the time to design a time budget that is realistic and takes into account your personal working preferences.

It may be worth revisiting what worked for you during previous degrees, but don’t be afraid to change things up. A PhD is a different challenge to a Bachelors degree – or even a Masters – and your own circumstances may well have changed.

Your goal is to identify the time you have available to work and to ensure that this is sufficient to meet your goals.

Step 4: identify distractions – and avoid them!

Remember, the key point is not to squeeze in as much as possible into your day, it is to ring-fence the time for the activities that matter and perhaps drop ones that stop you from achieving your goals (Facebook, looking right at you!).

Protect your uninterrupted time for focused work - research suggests that many people are unlikely to engage in highly complex, intellectual tasks (such as academic writing) for more than four hours per day, so make that time count.

Constant interruptions in the form of email notifications, social media etc. are also detrimental to your focus. Try to ring-fence your time for work related to your key priorities and do it in blocks of uninterrupted time of at least 60 to 90 minutes.

Once you completed your block of focused work for the day, you may now want to switch to tasks which are less demanding but still need doing, such as PhD-related admin and this is where it’s best to batch tasks rather than respond to them in an ad-hoc manner.

Step 5: be reflective and reward your own success

Remember the end-game, but don’t forget to reward yourself frequently and acknowledge the progress you are making.

If you do find yourself drifting off the schedule you created at the beginning of the week and succumbing to disruptions, gently bring yourself back on track and reflect on what may be stopping you from sticking to that schedule.

Are there things going on in your personal life that leave you overwhelmed? Do you need to start paying more attention to your health and wellbeing? Knowing that you do have a plan and are steadily working towards accomplishing your goals will help you regain momentum and will also help to silence that inner critic shouting that you must spend all your awake time working.

Step 6: know when you’re going to take a break

Make sure you build in the time for non-PhD related activities that will help re-energise you and give you a bit of time away from the screen.

Ideally, these should provide a chance for your body to move around, whether that involves yoga, running or just a walk in nature. Your brain and body will thank you for it and you may find yourself even more productive and able to do the work when you’re supposed to.

After all, a PhD is a marathon, not a sprint and anything the will help you maintain a healthy mind and body in the long run will pay off by allowing you to recharge your batteries and operate at your best.

Want More Updates & Advice?

Got questions about time management as a PhD student? You can keep up with Ania Gruszczynska on twitter . See our advice section for more information on an average PhD week and the typical stages of a doctorate .

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Time Management & Productivity Tools For PhD Students : “What works for you?”

Here are a few possible time management and productivity tools for PhD students:

• Task management software (e.g. Trello, Asana)
• To-do list apps (e.g. Todoist, Any.do)
• Pomodoro technique apps (e.g. Focus To-Do, Tomato Timer)
• Calendar and scheduling tools (e.g. Google Calendar, Fantastical)
• Mind mapping and brainstorming software (e.g. MindNode, XMind)
• Time tracking software (e.g. Toggl, RescueTime)
• Distraction-blocking apps (e.g. Freedom, StayFocusd)
• Goal setting and habit tracking apps (e.g. Strides, Habits)

These tools can help PhD students stay organized, focused, and productive as they navigate their studies and research. By using a combination of these tools, PhD students can create a personalized workflow that helps them manage their time effectively and achieve their goals.

Useful Task management Software PhD student

Task Management Software: Streamlining Your To-Do List

As a PhD student, managing multiple projects and tasks can be overwhelming. From conducting research, to writing papers, to participating in class, there’s always something on your plate. To stay organized and productive, it’s crucial to have a system for managing your tasks. And that’s where task management software comes in.

Task management software, such as Trello and Asana, provide a simple and efficient way to keep track of your to-do list and keep your projects organized. Whether you’re working on a team or just trying to stay on top of your personal tasks, these tools are essential for staying productive and getting things done.

Trello is a visual task management tool that allows you to create boards for different projects and organize tasks into cards. You can add due dates, labels, attachments, and even collaborate with team members in real-time. The drag-and-drop interface makes it easy to rearrange tasks and prioritize your work.

Asana, on the other hand, is a more comprehensive task management platform that also allows you to manage projects and collaborate with team members. You can create tasks, set due dates, assign tasks to team members, and track the progress of your projects. With Asana, you can also create custom workflows and integrate with other productivity tools, such as Google Drive and Slack.

Whether you’re using Trello or Asana, task management software offers a range of benefits for PhD students:

• Keep track of your tasks: No more losing track of what you need to do! With task management software, you can see all of your tasks in one place, making it easy to prioritize and stay on top of your work.
• Collaborate with team members: If you’re working on a project with others, task management software makes it easy to collaborate and share updates.
• Set deadlines and reminders: Keep your projects on track by setting deadlines and reminders. You can also set recurring tasks to help you stay on top of your work.
• Prioritize your work: With task management software, you can see all of your tasks in one place and prioritize your work based on importance and deadline.
• Track your progress: Seeing the progress you’ve made on a task or project can be motivating and help you stay on track. With task management software, you can see what you’ve accomplished and what still needs to be done.

In conclusion, task management software is a crucial tool for PhD students looking to stay organized and productive. Whether you’re working on a team or just trying to manage your personal tasks, Trello and Asana offer an easy and efficient way to keep your projects organized and get things done.

Top 10 task management softwares

Here are the top 10 task management software:

• Asana – a comprehensive task management platform that allows you to manage projects, collaborate with team members, and set deadlines.
• Trello – a visual task management tool that allows you to organize tasks into cards and boards.
• Todoist – a to-do list app that allows you to manage your tasks and projects, set deadlines, and collaborate with team members.
• Wunderlist – a to-do list app that allows you to create tasks, set reminders, and collaborate with team members.
• Any.do – a to-do list app that allows you to manage your tasks, set reminders, and prioritize your work.
• ClickUp – a task management tool that allows you to manage tasks, projects, and team work in one place.
• Monday.com – a project management tool that allows you to manage tasks, projects, and team work, and visualize progress.
• Smartsheet – a task management and collaboration tool that allows you to manage tasks, projects, and team work in a spreadsheet-like interface.
• Todo Cloud – a to-do list app that allows you to manage your tasks, set reminders, and prioritize your work.
• Airtable – a task management tool that combines the features of a spreadsheet with a database to allow you to manage tasks, projects, and team work.

These task management software tools can help you stay organized, prioritize your work, and manage projects effectively. By using a combination of these tools, you can create a personalized workflow that helps you get things done and achieve your goals.

Top 10 Time Management Tools

Here are the top 10 time management software:

• Toggl – a simple time tracking tool that allows you to track time spent on tasks, projects, and clients.
• RescueTime – a time management software that tracks the time you spend on different applications and websites to help you understand how you’re using your time.
• Focus To-Do – a Pomodoro technique app that helps you stay focused and get things done.
• Google Calendar – a calendar and scheduling tool that integrates with other Google apps, such as Gmail and Google Drive.
• Remember the Milk – a to-do list app that allows you to manage your tasks and projects, set reminders, and prioritize your work.

These time management software tools can help you stay organized, prioritize your work, and get things done. By using a combination of these tools, you can create a personalized workflow that helps you manage your time effectively and achieve your goals.

Top 10 Pomodoro technique apps

Here are the top 10 Pomodoro technique apps:

• Forest – a gamified Pomodoro technique app that allows you to track your focus and grow virtual trees.
• PomoDone – a Pomodoro technique app that integrates with other task management tools, such as Trello and Todoist.
• Tomato Timer – a simple Pomodoro technique app that allows you to set timers for focus and breaks.
• Toggl Focus – a Pomodoro technique app that helps you stay focused and track your time spent on different tasks.
• Be Focused – a Pomodoro technique app that allows you to set timers for focus and breaks, and track your progress.
• Pomodoro Time Pro – a Pomodoro technique app that allows you to set timers for focus and breaks, and track your progress.
• Focus Keeper – a Pomodoro technique app that allows you to set timers for focus and breaks, and track your progress.
• Focus – a Pomodoro technique app that allows you to set timers for focus and breaks, and track your progress.
• Marinara Timer – a simple Pomodoro technique app that allows you to set timers for focus and breaks.

These Pomodoro technique apps can help you stay focused and get things done, by using the Pomodoro technique to break your work into focused work sessions and breaks. By using a combination of these apps, you can create a personalized Pomodoro technique workflow that helps you achieve your goals.

Top 10 Calendar and scheduling tools

Here are the top 10 calendar and scheduling tools:

• Google Calendar – a free online calendar that allows you to schedule appointments, set reminders, and share calendars with others.
• Microsoft Outlook Calendar – an email and calendar app that allows you to schedule appointments, set reminders, and view multiple calendars.
• Apple Calendar – a free calendar app that comes pre-installed on Apple devices and allows you to schedule appointments, set reminders, and view multiple calendars.
• Fantastical – a paid calendar app for Apple devices that allows you to schedule appointments, set reminders, and view multiple calendars.
• Calendly – a scheduling tool that allows you to schedule appointments and meetings with others, and integrates with other tools such as Google Calendar and Microsoft Outlook Calendar.
• Acuity Scheduling – an appointment scheduling tool that allows you to schedule appointments, set reminders, and manage your calendar.
• Simplybook.me – an appointment scheduling tool that allows you to schedule appointments, set reminders, and manage your calendar.
• ScheduleOnce – an appointment scheduling tool that allows you to schedule appointments, set reminders, and manage your calendar.
• Setmore – an appointment scheduling tool that allows you to schedule appointments, set reminders, and manage your calendar.
• Square Appointments – an appointment scheduling tool that allows you to schedule appointments, set reminders, and manage your calendar.

These calendar and scheduling tools can help you stay organized and manage your schedule effectively. By using a combination of these tools, you can create a personalized calendar and scheduling workflow that helps you achieve your goals.

Top 10 Mind Mapping and Brainstorming Software

Here are the top 10 mind mapping and brainstorming software:

• Xmind – a mind mapping tool that allows you to create and share mind maps, brainstorm ideas, and manage projects.
• MindNode – a mind mapping tool that allows you to create and share mind maps, brainstorm ideas, and manage projects.
• Coggle – a collaborative mind mapping tool that allows you to create and share mind maps, brainstorm ideas, and manage projects with others.
• MindMeister – a collaborative mind mapping tool that allows you to create and share mind maps, brainstorm ideas, and manage projects with others.
• Ayoa – a mind mapping tool that allows you to create and share mind maps, brainstorm ideas, and manage projects, and also includes a task management feature.
• MindMup – a free mind mapping tool that allows you to create and share mind maps, brainstorm ideas, and manage projects.
• Scapple – a mind mapping tool that allows you to create and share mind maps, brainstorm ideas, and manage projects.
• iMindMap – a mind mapping tool that allows you to create and share mind maps, brainstorm ideas, and manage projects.
• The Brain – a mind mapping tool that allows you to create and share mind maps, brainstorm ideas, and manage projects.
• Bubbl.us – a free mind mapping tool that allows you to create and share mind maps, brainstorm ideas, and manage projects.

These mind mapping and brainstorming software can help you generate ideas, organize your thoughts, and manage projects effectively. By using a combination of these software, you can create a personalized mind mapping and brainstorming workflow that helps you achieve your goals.

Top 10 Time Tracking Software

Here are the top 10 time tracking software:

• Toggl – a simple time tracking tool that allows you to track time on projects and tasks, generate reports, and integrate with other tools.
• Harvest – a time tracking and invoicing tool that allows you to track time on projects and tasks, generate invoices, and integrate with other tools.
• Clockify – a free time tracking tool that allows you to track time on projects and tasks, generate reports, and integrate with other tools.
• RescueTime – a time tracking tool that runs in the background of your computer and tracks your productivity, helping you understand how you spend your time.
• Everhour – a time tracking tool that allows you to track time on projects and tasks, generate reports, and integrate with other tools.
• TimeCamp – a time tracking tool that allows you to track time on projects and tasks, generate reports, and integrate with other tools.
• Time Doctor – a time tracking tool that allows you to track time on projects and tasks, generate reports, and integrate with other tools.
• Paymo – a time tracking and project management tool that allows you to track time on projects and tasks, manage projects, and generate invoices.
• Tick – a time tracking tool that allows you to track time on projects and tasks, generate reports, and integrate with other tools.
• Hours – a time tracking tool that allows you to track time on projects and tasks, generate reports, and integrate with other tools.

These time tracking software can help you manage your time effectively, understand how you spend your time, and improve your productivity. By using a combination of these software, you can create a personalized time tracking workflow that helps you achieve your goals.

Top 10 Distraction-Blocking Apps

Here are the top 10 distraction-blocking apps:

• Forest – an app that allows you to plant virtual trees, which grow over time as you stay focused, and help you build a forest of your achievements.
• Cold Turkey – an app that blocks distractions for a set amount of time, helping you focus and get more done.
• Freedom – an app that blocks distractions for a set amount of time, helping you focus and get more done.
• StayFocusd – a browser extension that blocks distracting websites, allowing you to stay focused on your work.
• Cold Turkey Blocker – an app that blocks distractions for a set amount of time, helping you focus and get more done.
• SelfControl – a Mac app that blocks distracting websites, allowing you to stay focused on your work.
• Anti-Social – an app that blocks social media websites, allowing you to stay focused on your work.
• RescueTime – an app that tracks your activity, giving you insights into how you spend your time and helps you limit distractions.
• Hocus Focus – a Mac app that hides inactive windows, allowing you to stay focused on your work.
• Focus To-Do – an app that combines the Pomodoro Technique with task management, helping you stay focused and get more done.

These distraction-blocking apps can help you stay focused, limit distractions, and improve your productivity. By using a combination of these apps, you can create a personalized distraction-blocking workflow that helps you achieve your goals.

Top 10 Goal Setting and Habit Tracking Apps

Here are the top 10 goal setting and habit tracking apps:

• Strides – a goal tracking app that helps you set and track your goals, habits, and to-dos, with detailed reports and charts.
• Goals.com – an app that helps you set and track your goals, with detailed reports and charts, and a focus on goal setting as a process.
• Coach.me – an app that helps you set and track your habits, with a focus on community and coaching, and a database of over 300 habits.
• Habitica – a gamified habit tracking app that helps you set and track your habits, with a focus on gamification and a database of over 750 habits.
• Todoist – a task management app that helps you set and track your goals and tasks, with a focus on project and task management.
• Asana – a project management app that helps you set and track your goals and tasks, with a focus on project and task management.
• Evernote – a note taking app that helps you set and track your goals and tasks, with a focus on note taking and organization.
• Google Keep – a note taking app that helps you set and track your goals and tasks, with a focus on note taking and organization.
• Wunderlist – a task management app that helps you set and track your goals and tasks, with a focus on project and task management.
• Trello – a project management app that helps you set and track your goals and tasks, with a focus on project and task management.

These goal setting and habit tracking apps can help you set and track your goals and habits, improve your productivity, and build better habits. By using a combination of these apps, you can create a personalized goal setting and habit tracking workflow that helps you achieve your goals and build better habits.

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Time management tools for PhD students

Dealing with stress is a natural part of completing a PhD. There are lots of deadlines to meet and exams to take. The final year of a PhD can be incredibly challenging in terms of time management.

You may be trying to cram in more and more activities into your packed academic schedule. You may want to get through your tasks faster so that you can do even more. You may have been to time management courses before, listened to YouTube videos, and read a few books on the topic. There is no one-size-fits-all approach when it comes to managing time effectively and being productive. In this article, I have tried and tested time management tools to help you navigate your PhD.

Many people would agree that we waste lots of time without being consciously aware of it. You may fight your way through congested traffic commuting to face-to-face coffee meetings which could easily be done via Zoom. You may set yourself some fluffy action points or goals and have vague intentions to follow up on them. You may spend hours every day catching up on the news or browsing social media sites.

Ask yourself: What are the three activities you do on a regular basis that lead to wasting time? Which one would you like to eliminate in the next seven days? What could stop you from succeeding? How would you know when you have made some significant progress?

Think batches

Task batching can contribute to accomplishing more in less time. It is the opposite of multi-tasking. Batching your tasks means that you group together similar tasks within a given period of time. You may batch similar writing tasks or research, the phone calls you need to make, the e-mails to answer, etc. You will be able to focus more on the tasks and increase the quality of your work.

The key is to minimise distractions. Disable e-mail alerts, avoid regularly checking social media posts, and turn off your phone if you need to. Think of time management as focus management. When you feel disoriented, you feel out of control. When you are distracted, your mind gets cluttered.

Plan each day

At the end of each day, take a few minutes to make a plan for your next day. Grab a pen and a piece of paper and create two columns: one for the morning and one for the afternoon. List the tasks you would like to complete as well as how much time you would expect these to take. Human nature is to underestimate how long tasks would take. Build in some extra time to avoid making impossible plans.

You will save mental energy the following day because you will be able to get started straight away. Your brain will be going through your planned tasks while you sleep and it may churn out surprising solutions to problems. Your problem-solving will improve. You will feel more motivated in the morning to jump in.

Set SMART goals

Throughout your academic studies, you may have been asked to set some SMART goals. SMART will help you to become more clear on your objectives and will increase the likelihood of achieving them. If you have not used this tool for a while, you may find it helpful to revisit it.

S- Specific. Is your goal focused and clear? If it is a big goal, do you need to break it down into small segments? Have you written it down?

M – Measurable. How would you know that you have achieved it? How would you know that you are making progress? What would be the sign of success?

A – Action. What steps do you need to take to accomplish your goal? Are these steps clear and specific?

R – Realistic. How feasible is it for you to achieve this? Would you need to adjust the time frame to make it more realistic? Do you believe that you can accomplish this objective, given your skills, knowledge, and the resources available to you? How do you feel about this goal? Do you feel excitement, overwhelm, anxiety, or any other emotions?

T – Time bound. Have you set a clear deadline for accomplishing it? Do you need to set any further milestones?

Find an accountability buddy

When you talk about your goal and your intention to achieve it, you become accountable. Can you think of any other PhD students who might be interested in becoming your accountability buddy? You could agree to get in touch with each other at least for a few minutes each week to see how much progress you have made on your objectives. When you set clear goals and consistently take steps towards achieving them, you are more likely to succeed.

Try the Pomodoro technique

Many people would agree that the Pomodoro technique is a very effective tool to increase your productivity. It could help you to eliminate distractions and focus more on the task at hand. You would divide your time into a 25-minute working time and a 5-minute break.  If you prefer using applications, do try the free Pomofocus app .

Project manage your time

There is a wide range of applications that could help you to structure your time more effectively. Here are some apps that you might like to try:

• Trello – this tool would help you to divide your tasks into 3 categories: to-do, doing, and done. If you prefer a kanban-style format and being able to visually track your actions, this may be an excellent option for you.
• Passion Planner – this app offers a calendar so that you will be able to schedule some of your activities and track your progress. This is a great tool for becoming more productive.
• Evernote – are you looking for a note taking app which you could use while completing research or meeting with your peers? This app will help you to keep your notes in one place and develop a more organised study approach.

Further PhD and time management tips:

Transferable skills from your PhD

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Henrietta Nagy

Henrietta Nagy is a seasoned portfolio worker with over 10 years’ experience in the UK education sector. Henrietta writes educational content, designs academic courses, delivers university lectures, mentors entrepreneurs, and provides career development coaching. One of Henrietta's recent organisational clients is the Oxford University where she has facilitated over 100 hours of learning events. With 9 years of higher education studies internationally (including an MBA), she has worked with CEOs, academics, scholars, managers, women entrepreneurs, academic administrators and other consultants.

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Time Mastery: 6 Proven Time Management Tips for PhD Students

Pursuing a PhD is a significant academic decision in one’s life. A student has to do many important academic work in this journey. The tasks are very hard and complex for the students. Hence it is essential to follow time management tips for PhD students.

In particular, the student has to perform research, writing, and other duties. Hence, it becomes a challenge for him to manage his time effectively. For time management, the student has to follow some tips and techniques during this time. 

Time management is an important issue while doing a Ph.D., and so, in this article, I will share some of the techniques I follow that have helped me and helped you. So, let’s get started.

Page Contents

Time management tips for PhD students

Many experts say that time management is a continuous practice. You have to practice this regularly, and then you will become an expert in time management.

It has been found that those who manage their time well during their PhD have continued to do so later in their careers. Develop this good habit while you are doing your PhD. Keep the following suggestions and tips in mind and continue practicing.

1. Prioritise your tasks

A PhD student has many important tasks. He must make a list based on the priority of his daily tasks. Remember to increase productivity and ensure good time management. Priority tasks should be divided into weeks, months, and years.

Now, the question is, why would you do it? It’s very simple: You will have a fixed time during your PhD to complete it. If you do haphazard work or overdo unnecessary work, then your studies, report writing, assignments, etc., will be disturbed.

How do you prioritize work during PhD? To do this, you need to think about your core courses. For example, the first year of PhD will focus more on assignments, the second year will focus more on proposal writing and coursework, and the third year will focus on data collection, analysis, and report writing.

Based on these focusing tasks, you need to create a prioritized task list. But if you talk openly with your professor here, he will surely help you.

2. Set Personal Deadlines

You may have noticed that we do a lot of jobs that have to be completed within a certain time frame. Similarly, when a PhD student sets a specific deadline for his scheduled work, it forces him to work from within. As a result, the work will be completed on time, whether it’s reading, report writing, or analysis.

As a PhD student, your work will have deadlines, and it is better if it is written. It will also include work reminders and create a workforce. So, make a deadline for each task. It will make your long PhD journey easier.

3. Schedule your tasks

Having a schedule for your work is essential. Many students create to-do lists, but that is not a schedule. Creating a structured schedule is essential for effective time management for a PhD student. Allocating specific time slots for various activities, including research, writing, attending classes or meetings, and personal commitments, would help. 

Use tools like calendars or productivity apps like Google Calendar and Google Keep to organize your schedule and appointments. Stick to your schedule as much as possible, but allow flexibility for unexpected events or revisions.

4. Make your to-do list

For a PhD student, a to-do list is an easy-to-use yet effective tool for managing assignments and remembering what has to be done. Start each day by making a list of the tasks you want to accomplish, prioritizing them based on their importance and time frame.

You can prepare this daily list before going to bed. To keep yourself motivated and focused, cross off tasks as you finish them on your list. Review and update your to-do list frequently to accommodate new chores and shifting priorities.

5. Maintain Consistency

Consistency is the key to effective time management for a PhD student. Preserving and adhering to a daily regimen helps build good habits and ensures steady progress toward your research goals.

If you want to stay ahead, set aside time each day for research, writing, and other academic activities. Avoid the temptation to procrastinate or overcommit, and try to balance productivity and self-care to prevent burnout. Although this may be difficult for you as a PhD student, it will be easy for you.

6. Eliminate Social Media Distractions

Social media is a major source of distraction nowadays. It consumes your valuable time, which can be better spent on academic pursuits. Consider implementing strategies to limit your social media use during dedicated study sessions when you are a PhD student.

Whether you use website blockers or set specific times to check social media accounts, remember that reducing distractions allows you to focus more effectively and make the most of your study time.

You must acquire time management skills while you are pursuing a PhD because failing to do so will make your degree time-consuming. I know many people who have been pursuing their PhD for a long time but have yet to complete it. One reason for this is a need for more time management skills. For that, follow the above time management tips for PhD students.

So, by prioritizing tasks, setting personal deadlines, scheduling activities, creating to-do lists, maintaining consistency, and eliminating distractions, you should maximize your productivity. As a PhD student, it will help you achieve your PhD goals more efficiently. Thank you, and good luck with your PhD journey.

Frequently Asked Questions (FAQ)

Developing good study habits, setting realistic goals, and asking for feedback are also key factors in achieving efficiency and success as an efficient PhD student. It is also important to seek help from colleagues in managing time effectively and maintaining a healthy work-life balance.

PhD students engage in various activities related to their research, coursework, teaching responsibilities, professional development, and personal interests. It may include conducting experiments, analyzing data, writing papers, attending classes or seminars, preparing presentations, teaching graduate students, networking with colleagues, and participating in extracurricular activities or hobbies.

Suggested read:

• How can you increase your memory power?
• How do you manage your study time when you have a job.
• How To Increase Your CGPA.
• How To Prepare Your Homework.