PhDLife. Staying Organised & Learning to Juggle.

Doing a PhD is tough! Embarking on a journey that is going to consume the next three or four years of your life at least can be daunting. With only the finishing line as any sort of measurement of how you’re doing & because a PhD largely involves self directed learning – self management is critical! Especially so we don’t compare our own PhD progress to others around us as everyone’s PhD is different and unique – my PhD lesson of the day there!


Doing a PhD for me is not about intelligence, but resilience. It will push you to your limits, but you will learn so much more than just why the amount of sugar and low oxygen helps a stem cell to stay pluripotent! If you can’t juggle at the start of your PhD, then by the end you’re going to be an expert at it! If you’re not super organised at the start of your PhD, then you will be an expert by the end! If you’re not self-motivated by the start of your PhD, you definitely will be by the end! You kind of get where I’m going with this….

But getting motivated in the first place – especially in January – and then keeping track of your different projects can be difficult, so I thought I would share how I have organised my last few months of PhD life to hopefully give you some inspiration and a boost to get to that next stage after receiving a few questions and messages about the topic.

So, how do I do it?

I use MOPS!

No I haven’t gone crazy! My four key tips for staying on top of things and making PhD progress are:

Managing Tasks



Setting Goals



These might seem like obvious and straight forward things to do – and they are – which means anybody can achieve them! It’s sticking to your methods and working out how is best for you to implement M.O.P.S that is the more tricky bit and the part will help you through. I’m in my fourth and final year of PhD now and have tried a lot of different methods that haven’t worked for me! I’ve tried having one notebook for everything I do from blogging, to PhD work, to meetings, to scicomm and it left my head fried! I’ve tried working from one long To Do list – and while it works for some – it left me feeling like I was never getting anywhere. So, after some trial and error I have finally found a system that works for me, and I want to share with you how I do that in case it, or parts of it, works for you too!


What is your end goal?

For me, I have to start with the big picture. I have to set my end goal for the year and then set smaller goals that are going to help me reach my target. So, this year I am finishing my PhD! I have to submit my thesis at the end of September and hopefully I can do my PhD viva before the year is out and start 2019 as Dr. Arthur!

So, working backwards, I know I need to give myself 3 months to write up my thesis with editing and formatting and so on! That means lab work has to finish at the latest end of June! So, in my last few months, I need to define what I have to achieve and then what I want to achieve and prioritise accordingly!

Always having the end goal in the back of your mind gives you something to judge your own progress on and gauge whether you need to adjust your plans, deadlines and priorities! So, I have my whiteboard with my monthly goals for 2018! This allows me to set the end goal and how I’m going to reach it – plus I can rub it out and change it if I need to!

But the most important thing I want to share with you, and what I think is one of the first things you should put into your monthly goals after your end goal is when you’re going to take a break! A PhD is grueling and can really take it out of you, especially when you’re coming towards the end. I’ve found that any more than 3 months of constant lab work without a break drives me a bit mad. So, I try to schedule a break every 3 months and then set end goals for each of those sectors!



Start BIG, and keep breaking it down

End goals are set! January and February – tie up loose ends, start experiments for final chapter, draft paper number 2! March – holiday! April-June – finish all lab work and finish paper number 2! Short break! July-September – thesis writing & job applications!

The next question I ask myself – what do I need to do to achieve those goals?

What do I need to do to tie up those loose ends in my experiments? What will I need to do to finish my lab work and get out of the lab on time? What can I do now to help the thesis writing process?

Working out what I need to do to achieve these goals is how I’m going to reach them! Cue the project notebooks and monthly To Do lists! I find it so much easier to have one notebook per project I’m doing. At the start of each month I set myself a monthly To Do list for each project. This gives me the satisfaction of physically ticking things off once I’ve completed them, and also allows me to monitor if I’m spending too much or too little time on specific projects.


Keeping each project separate in one note allows me to think clearly about it when planning my monthly goals and all the tips, tricks and information I need is all there in my hand. With your monthly goals set, it is time to break them down again and ask myself what thinks I need to do to reach them! Now while this might sound familiar and repetitive – which I suppose it is – I find that it makes everything into those manageable chunks of tasks that I don’t find overwhelming. For example, thinking that I have to write an entire PhD thesis is terrifying, but breaking it up into goals such as complete Chapter 3 or even Chapter 3.2 makes me feel I can achieve it!


Getting the most out of your time

Now I’ve got my lists of small tasks that I need to do to achieve my end goals! I got to work out some sort of schedule that allows me carry out all these tasks! I usually sit down at the start of the month and plan the next four weeks or so, and revise anything at the start of each week – because you never know when things might crop up! So, here is a typical week for me!


I am one of those people that as soon as they get home will switch off from everything, so in order to combat that with my endless To Do lists, I am perfectly happy to sit at my desk in work until I have achieved all I need to achieve that day. When that’s done, I can head home to actually relax and do things I want to do rather than things I need to do – plus I can’t concentrate at home either!

I’ve recently found that using Google Calendar is much better for me than a paper diary because it would drive me mad when meetings got rescheduled and I had to cross it out and write it in elsewhere. So using an app on my phone, I always have my schedule with me and it is easy to reschedule and colour coordinate – which again let’s me assess whether I’m spending enough time on certain projects.

I am super guilty of forgetting that there are only 24 hours in a day though, and with some many passions and goals that I want to achieve, making sure I don’t completely burn out is super important! Hence, why scheduling in time for me and time to socialise with friends is again just as important as putting in the time to do all my lab work.


So, my top tips for self-management in your PhD are:

♥ Set your end goals

♥ Plan in blocks, but around breaks

♥ Keep breaking things down into manageable chunks

♥ Manage your projects seperately

♥ Don’t try to do too much

♥ But don’t beat yourself up, if you didn’t achieve one of your tasks for today

♥ Scheduling in personal time is just as important as scheduling PhD work


What tips and strategies do you use to help manage yourself and all your projects so you feel like you’re making progress? Share them in the comments as someone might benefit from them 🙂


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29 thoughts on “PhDLife. Staying Organised & Learning to Juggle.

  1. Thanks for sharing your tips and a snapshot of your typical week with us!! One question though – WHEN DO YOU EAT!? there is no scheduled time there for dinner! 🙂


  2. This is a great post! I really need to start planning my weeks properly in this way – think I’ll try it out this week – although I always get frustrated when I’m programming and can’t get something to work and it runs over into other plans haha. Thanks for sharing your tips! 🙂


    1. No problem. I hope they can help some people. I am the same, I try to cram too much into one day. So, I would start by not trying to do too much in one day or schedule in a break after something so it gives you a time cushion then too.


    1. Dont get me wrong I love a good diary. Some of the ones from Paperchase are sooo pretty! But because they are so pretty I dont want to be crossing things out in them all the time. So using Google Calendar for my schedule is just easier 🙂 thank you for the feedback. I hope some of it is useful for you 🙂


      1. I have endless to-do lists with high priority at the top. Every couple of days I re-write my lists changing the order of the list depending on what’s priority at that time. Probably not the most organised method and I go through so many notebooks… but definitely stops me from forgetting things 😛


          1. It does work really well 🙂 I’ve only just started my PhD so for the moment my paper to-do lists work fine. But I agree that doing it electronically is a good idea and I will probably change to electronic as I go through my PhD. Especially when my to-do lists get longer and things start moving around a lot 🙂


  3. Amazing blogpost! I will start my PhD next month and I am a little bit nervous. I never thought I would do a PhD and the idea sounds so exciting. But I also like to do a lot of things and I am afraid of having too much planned and not so much time :S but this post made me relax.. I am reading all your posts now 😀 big inspiration! thanks.

    Liked by 1 person

    1. Thank you so much. Congratulations on getting your PhD place first of all. Thats amazing. Im so happy that reading my ramblings has helped your nerves. It is such an exciting thing even if it is tough at times. You will learn to manage everything you want to do and prioritise and then know when to stop certain things when you have to. Its all a learning curve and Im just trying to share what Ive learnt with the new PhD students. Just know you can always reach out to me or anyone in this amazing online community and youre never alone. What will your PhD be on?

      Liked by 1 person

      1. Thank you 🙂 I will be working on reducing the allergens of pea protein isolates using different thermal and non-thermal processes 😀 At the same time I will work in a New Technology-Healthy-Snack project for the same company (this project makes me even more excited … *cover my eyes*)

        Liked by 1 person

  4. You go girl! A PhD, wow!! I can’t imagine. Just thinking about writing another thesis makes me cringe! I do love your calendar though. Haven’t thought about using a google calendar on my phone. Seems so practical and then I have less to carry. Thanks for sharing!

    Liked by 1 person

    1. Thank you. What did you write your thesis on? I just think we always have our phones with us and so its easy to check and update as and when. Plus using Google calendars means you can access it on your computer too. But I have to admit I do have a paper diary too but thats mainly my To Do list for each day. Im much more productive knowing exactly what I need to achieve that day. Have you got any tips of your own to add?

      Liked by 1 person

        1. Well I think as long as you are taking time for yourself and doing what you need to – youre winging it well :p oh wow! That sounds interesting and far too mathematical for me 🙈 what did you find?


          1. A short warm up jog produced the best speed and velocity, dynamic stretching was next, then no warm up, and static stretching came in last. This followed most of my findings that static stretching hinders performance and should be used after activity to increase range of motion. A warm up that involves moment works best to improve performance because we don’t reach our contract and relax thresholds as quicky.

            Liked by 1 person

          2. This is super interesting. Im assuming this would apply to most sports then? Not just softball. And finally one more question – sorry – what would you class as a dynamic stretch and a static stretch?


          3. No need to apologize. Yes the studies I found showed the same result for power of a squat, sprint work and jumping. A static stretch is when you hold a stretch for 30 seconds like legs apart touch the ground or arm across body and hold to stretch your scapula. A dynamic stretch entails movement like high knees, skipping, arm swings etc. Hope that makes sense!

            Liked by 1 person

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