gantt chart for phd study

How to Create and Use a Gantt Chart for PhD Studies

A Gantt chart is a common tool used in the project management field. It is used for schedule planning of a project and its tasks and activities. It shows the tasks, their start and end dates, and the duration needed to complete them.

A PhD is a project and may last from as few as three years to as long as six years depending on the university and department a student is enrolled in.

In order to successfully complete a PhD program, one needs to plan when each of the tasks will be completed from the word go. A Gantt chart is very useful in doing this.

A PhD student can create one comprehensive Gantt chart or several smaller Gantt charts for each of the major deliverables.

This article discusses a Gantt chart for a general PhD program that has both coursework and dissertation components.

Benefits of a Gantt chart for planning PhD studies

Steps involved in creating a gantt chart for phd studies, how to effectively use the phd gantt chart, final thoughts on the phd gantt chart.

Creating a Gantt chart at the beginning of PhD studies has the following benefits:

• It is easy to create. A student can use the traditional pen-and-paper method or existing digital tools or softwares to create a Gantt chart.
• It is easy to read. The visual presentation of the Gantt chart makes it easy for the student to read and know what is expected of him at any point in time.
• A Gantt chart makes it easy to monitor progress of PhD studies. The user can choose to use different colors for tasks that have already been completed, tasks that are close to completion, and tasks that require more time and effort to complete.
• It forms the basis for monthly, weekly, and daily planning of the PhD studies. Depending on how detailed a student wants to go in terms of planning, the Gantt chart comes in handy when writing out the monthly, weekly and even daily plans.

Step 1: List all the deliverables expected of your PhD program. In this example, the PhD program has the following requirements:

• Coursework, divided into 4 modules each lasting 2 weeks. All 4 modules need to be completed within the first year of study.
• A comprehensive written exam at the end of the fourth module.
• An oral exam once a student passes the written exam.
• Submission of a concept note.
• Submission of a research proposal once a student passes the oral exam.
• Writing a business management case study.
• Three journal papers.
• At least two conference papers.
• A dissertation.

Step 2: For each of the requirements listed above, note the start and end dates. For the above example, the PhD program lasts a minimum of 3 years and a maximum of 6 years. Assuming the minimum of 3 years (beginning January 2021), the activities’ start and end dates are as follows:

Step 3: Using the above information, create the Gantt chart using Microsoft Word, Powerpoint or Excel.

The following are useful resources for creating a Gantt chart using:

• Microsoft Powerpoint: https://www.youtube.com/watch?v=wp0vr6OkW8Y
• Microsoft Excel: https://www.youtube.com/watch?v=00s5efQWrgU&t=10s
• Microsoft Word: https://www.youtube.com/watch?v=F90RdA5X4G0

The Gantt chart created from the above data is shown below. The chart was created using Microsoft Powerpoint.

Step 4: Once the Gantt chart is complete, print it out and hang it on the wall of your study room/area. This serves as a constant reminder of the tasks that need to be done at any point in time, as well as of the progress that has been made so far.

The greatest strength in using the Gantt chart for PhD studies lies in its ability to help one plan ahead. Using the Gantt chart above as an example, the user can plan as follows:

• At the beginning of every month, look at what is required of you. For instance, the student above needs to complete module one of the coursework and at the same time start working on proposal writing.

The student can plan for module one in advance by going through the course structure and expected readings, and reading in advance before the start of the module so that he is able to follow and understand what is being taught. If there are pre- and post-module exams, the student can also prepare for them in advance.

Preliminary tasks for proposal writing can include: discussing your proposed topic with your supervisor, and searching for and quick review of literature to identify the gap that your topic will be addressing. All these can be done in the first month before the actual proposal writing starts.

• The Gantt chart can help you identify the skills that are required for the successful completion of your dissertation. For instance, the student above is expected to write a Business Management case study by June of year 2.

If the student does not have case study writing skills, he can start looking for courses that teach case study writing and complete them way before the deadline for the case study. Same case for skills such as preparing and writing a journal paper, writing a conference paper, data analysis using softwares such as Stata, SPSS, NVivo etc.

• The Gantt chart can help you plan for academic-related events such as conferences.

In the example provided above, the student is expected to attend two scientific conferences (in November of year 2 and March of year 3) and make presentations.

The student can start looking for conferences related to his field that are held during the proposed times and mark the key dates and requirements of the conferences (for instance, abstract submission deadlines, abstract submission guidelines, registration deadlines etc).

• The Gantt chart can help you create monthly and weekly plans for longer tasks such as proposal writing.

In the above sample Gantt chart, proposal writing and defense spans a period of 15 months. By March of the second year, the student is expected to defend his proposal. This may seem like such a long period of time but in reality it is not. This is because it is not the only task that the student will undertake during this period. As a result, it is easier to focus on the tasks at hand and forget about the tasks that seem to have adequate time.

Proposal writing is a daunting task and requires constant reading and updating. To ensure that the student submits his proposal in time, he can create monthly and weekly plans for the task. An example of monthly planning for the proposal writing is provided in the table below:

The monthly plan is based on assumptions, for instance, that the supervisor will review the document within the scheduled timeframe. This may or may not hold, depending on the supervisor.

It is therefore important to allow ample time for such factors that are out of your own control in order to ensure that the task is completed by the deadline.

The monthly plans can further be broken down into weekly (and even daily) plans, for instance:

• Number of papers to read per week (day).
• Number of words to write per week (day).
• How many citations and bibliographies to insert (update) every week (day).
• Number of additional articles to search and add to your library each week etc.

Each of these tasks contributes to the overall proposal writing and make the task completion easier and faster than waiting for the last few months to do it all at once.

A PhD is a medium- to long-term project depending on how long it takes to finish. It therefore requires effective and careful planning from the start of the program to ensure that each deliverable is completed within the stipulated time. The Gantt chart is an easy-to-create, and easy-to-use planning tool that can be used by all PhD students. Not only does it save the student time but it also gives him peace of mind knowing the progress of each and every task required.

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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A PhD timeline for finishing quickly [Free Gantt Download]

Navigating the labyrinthine journey of a PhD program is no small feat.

From the day you step into your graduate program as a bright-eyed doctoral student, you’re immediately thrust into a complex weave of coursework, research, and milestones.

By the second year, you’ve transitioned from coursework to research, laying the groundwork for your dissertation—a pivotal component in your scholarly endeavour. 

Come the third year, you face the critical oral examination, a hurdle that could make or break years of hard work.

But how does one streamline this multifaceted journey? The answer lies in a well-planned PhD timeline.

This blog serves as an invaluable guide for any PhD student looking to complete their doctoral studies efficiently, walking you through each milestone from coursework to graduation.

How to Begin with the PhD Timeline Planning?

Planning your PhD timeline is an essential first step in your PhD program.

Success in any PhD program depends, to a large extent, on effective time management and keeping track of progress through a thoughtfully crafted PhD timeline. 

Start with outlining all your major requirements:

• coursework,
• dissertation,
• and the expected time needed for each task.

I also highly recommend factoring in failure time – give yourself a little bit of wiggle room for when things, invariably – go wrong. 

It’s crucial to remain realistic about the time you can commit daily or weekly while keeping long-term goals in mind.

Regular check-ins on your PhD timeline and supervisor will help you stay on track and allow you to adapt if necessary.

Adjustments may be needed as you progress through your PhD program, but having a timeline as a guide can make the journey less daunting and more achievable. 

Elements to include in a 3-year PhD timeline

The initial stage in this timeline typically involves coursework, often lasting one year, where the student engrosses themselves in advanced study in their chosen field.

Once the coursework is done (USA PhDs), they focus on proposing, conducting, and presenting their initial research.

By the end of the second year, most students should have a clear direction for their dissertation, a core component of the PhD process.

In this third and final year of the PhD timeline, the student focuses primarily on completing their dissertation, which involves collecting data, analyzing results, and organizing their research into a substantial, original, and cohesive document that contributes to contemporary knowledge in their field.

Regular reviews and modifications of the PhD timeline may also be necessary to accommodate various unpredictable circumstances, thus making this timeline both a guide and a flexible workplan.

It is a significant tool in successfully navigating the maze of becoming a PhD holder. 

Create Your PhD Timeline for a 3 year completion

Creating a timeline for a 3-year PhD program requires careful planning, as you’ll have multiple milestones and tasks to complete.

This timeline may vary depending on your specific field, institution, or country, but here is a general outline you can use as a starting point:

Free Gantt chart excel template

Here is a free template you can modify for your own research:

Example Gantt chart for a USA PhD

Here are some common steps involved in completing a PhD, which I’ll use to create the Gantt chart:

• Orientation and Coursework (Semester 1) : Familiarization with the university, department, and coursework.
• Coursework (Semester 2) : Continued coursework and possible teaching/research assistantships.
• Select Advisor and Research Topic : Usually done towards the end of the first year or the beginning of the second year.
• Preliminary Research : Initial research and literature review.
• Complete Coursework (Semester 3) : Wrap up any remaining required courses.
• Research Proposal : Develop a full research proposal including methodology.
• Qualifying Exams : Exams to transition from a Ph.D. student to a Ph.D. candidate.
• Begin Research : Start of actual research based on the approved proposal.
• Conduct Research : Data collection, experiments, and analysis.
• Intermediate Review : A review to assess the progress of the research.
• Write Papers : Start writing papers and possibly publishing in journals.
• Finalize Research : Final experiments and data analysis.
• Write Dissertation : Writing the actual Ph.D. dissertation.
• Dissertation Defense : Defending the dissertation before the committee.
• Graduation : Completing all requirements and graduating.

Example Gantt chart for a UK, European and Australian PhD

For Ph.D. programs outside the United States, especially in Europe and some other parts of the world, students often go straight into research without the need for coursework. Here are some common steps for such programs:

• Orientation : Familiarization with the university and department.
• Select Advisor and Research Topic : Usually done at the beginning of the program.

Wrapping up

The journey to earning a PhD is complex and demanding, filled with academic milestones from coursework to research to dissertation writing.

The key to a smooth and efficient doctoral journey lies in well-planned time management—a structured PhD timeline.

This blog serves as an invaluable guide, offering detailed tips for planning out each academic year in both U.S. and international PhD programs. It emphasizes the importance of starting with an outline of major requirements and factoring in “failure time” for unforeseen challenges.

For those looking to navigate their PhD journey in three years or beyond, having a flexible but comprehensive timeline can be the compass that guides them successfully through the academic labyrinth.

Whether you’re just starting out or already deep into your research, the principles and strategies outlined here can help streamline your path to that coveted doctoral hood.

Dr Andrew Stapleton has a Masters and PhD in Chemistry from the UK and Australia. He has many years of research experience and has worked as a Postdoctoral Fellow and Associate at a number of Universities. Although having secured funding for his own research, he left academia to help others with his YouTube channel all about the inner workings of academia and how to make it work for you.

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Planning the timeline and progress of your doctoral dissertation (or Masters/undergraduate thesis)

One of my PhD students lamented this week with me that she had a lot to juggle (taking children to and from schools and to and from activities, etc.) and that she needed a strategy to make her research move forward. I had been planning to write this blog post for a while, since this is the one question I get asked the most by doctoral students (“ how do I plan my unstructured time over the summer ” being the other one).

Do you have one like this but for dissertations? From how to pick your topic to how to plan your chapters or something similar? 🙂 — Mariana Miguélez (@Scherezadda) March 27, 2018

I had to rush to get this blog post done because my student is 2 years away from the deadline her university has imposed for her thesis defence, which is why I sat down with her last night to show her how I do things. I have two other PhD students at exactly the same stage (2 years to defense) so I figured I might as well finish this blog post.

While I’ve suggested that people read one (or more) of the books that I’ve digested myself (check my Writing a Doctoral Dissertation page), one of the main things I teach my students is how to apply backcasting techniques to develop a project plan . I was trained as a project manager, and I worked in that capacity for a number of years, so I understand exactly the kind of work that needs to be done to develop good project plans.

There are a few resources for students, which I mentioned on Twitter earlier today (October 5th, 2018), many of which are listed in the thread that will appear if you click anywhere on the tweet shown below. Thanks to everyone who responded to my query, though I think many of them were professors describing their own process, which is not the same as having a doctoral dissertation (ONE GOAL) to finish in X number of years. My students are doing theirs in the 3 papers’ model, which is a bit closer to the day-to-day life of a professor, but still, the trajectory is quite different. Anyhow, here are some recommendations (click on the tweet to expand the entire thread).

Everyone: one of my PhD students today asked me how to plan her day/week/month/time table. Can you tweet me your process before I tweet/thread mine? Thanks! (I'm off to dinner because I've already written 460 words). — Dr Raul Pacheco-Vega (@raulpacheco) October 3, 2018

The core planning strategy I would thus recommend doctoral, masters and undergraduate students is to engage in a combination of Gantt Chart Design and project backcasting techniques .

The Gantt chart is a technique I learned in graduate school when I took project management courses. This is a hypothetical Gantt chart for my doctoral student, covering about 15 months.

What I suggested to her was to use backcasting techniques to plan backwards from her goal (PhD thesis defense) to intermediate goals. This post explains how I backcast a project https://t.co/wAmyejeoa0 since her dissertation is a 3-papers one, I suggested she uses that model. — Dr Raul Pacheco-Vega (@raulpacheco) October 5, 2018

For Gantt Chart templates, you can see Dr. Emma Sheppard’s here.

Project planning for research students https://t.co/ku7shfB5uL excellent template by @DrESheppard which may be of interest to students from undergrad, Masters and PhD levels. pic.twitter.com/ujQVlYocH7 — Dr Raul Pacheco-Vega (@raulpacheco) September 3, 2018

Here is another resource that you can use to create Gantt Charts.

To do Gantt charts you can use Excel or Microsoft Project (which is how I learned to do them), or Visio (which has been bought by the evil company and is now Microsoft Visio). I liked this detailed approach that uses connectors between milestones and tasks https://t.co/xVjNmM1q7c — Dr Raul Pacheco-Vega (@raulpacheco) October 5, 2018

Hugh Kearns and Maria Gardiner have lots of resources on their site, and have published books on this as well.

I just realised @ithinkwell and @ithinkwellHugh have excellent FREE templates on their website https://t.co/Q859jNiM6Q for PhD students to plan their trajectories, etc. #PhDChat (thanks, Maria and Hugh!) — Dr Raul Pacheco-Vega (@raulpacheco) October 5, 2018

Dr. Patrick Dunleavy’s book “ Authoring a PhD ” is incredible and really does help students who are planning their PhD process. I recommend it to my own doctoral students.

And of course I would be remiss if I forgot to recommend Dr. Ellie Mackin Roberts (my coauthor for a forthcoming book on research planning) and her website. Ellie has A TON of downloadable printables for you to plan your own research. She is fantastic.

Both for doctoral students AND for post-PhD folks, my coauthor Dr. @EllieMackin has an entire website for research planning https://t.co/unXMqmaf2Z she offers FREE downloadable printable templates that you can use to plan your own research. — Dr Raul Pacheco-Vega (@raulpacheco) October 5, 2018

In the end, the process I recommended to my students and that I do myself is – set a target defense date and then work backwards and plan tasks, activities, and intermediate goals. For example, I have asked my students to plan submission dates for their 3 papers (to be sent to journals) and then schedule fieldwork and data analysis accordingly. This process has worked well, and I hope my description of the process will help my students and others!

In a subsequent blog post I’ll describe how to go from long-term goals (submit paper X by Y date) to daily tasks. That blog post will definitely apply to doctoral students and post-PhD folks.

If you liked this blog post, you may also be interested in my Resources for Graduate Students page, and on my reading notes of books I’ve read on how to do a doctoral degree.

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How to develop an awesome PhD timeline step-by-step

A successful PhD journey begins with a solid plan that includes a PhD timeline . A thought-through and well-designed PhD timeline requires some time but can be accomplished in a few simple steps.

Why a clear PhD research timeline matters

Step 1: decide what to include in your phd timeline, step 2: discuss your provisional phd timeline with your supervisor/s, step 3: design your phd timeline, step 4: regularly update your phd timeline.

Doing a PhD means committing to a challenging project that spans several years. Therefore, it is no surprise that doing a PhD can feel quite overwhelming. How do you even begin to tackle such a huge project?

A PhD timeline breaks down the daunting task of doing a PhD into an actionable plan with tasks and milestones along the way.

Even if not everything will go as planned (which is normal and no problem!), a PhD timeline can give PhD students peace of mind. A good plan, worked out in a PhD timeline, helps them to structure their time, communicate their goals and work toward specific targets.

Some PhD students are required to create a PhD timeline as part of their programme. Yet, even if PhD students are not required to do so, it is highly recommended to create a PhD timeline!

PhD timelines should be as diverse as PhD research projects: What you decide to include in your timeline should fit to your situation, goals and your programmes’ requirements.

Common elements included in a PhD timeline are the following:

• Data collection : How, when and where are you collecting your research data?
• Fieldwork : Is your data collection spread out or are you spending several weeks doing fieldwork? If so, when is this scheduled and how can you avoid overlaps with other requirements, such as coursework?
• Experiments : Are you running experiments for your PhD research? If so, when? And how long do you estimate this will take you?
• Data analysis : Once you have your data, be it quantitative or qualitative data, when and how do you analyse it? How much time do you block for this task?
• Writing plan : When are you writing down your results? How can you break down writing into different parts, for instance, writing goals per chapter or article?
• Publications : Publication requirements differ from PhD programme to programme. Even if you write your PhD as a monograph (instead of a selection of articles) , you should try to publish something during your PhD. When would you have an opportunity to do so, and how much time does it require?
• Conferences : Every PhD student should present at a conference during their PhD trajectory. Which conferences are you interested in? When do they take place, and when would you have findings to share at a conference?
• Coursework : What are your PhD programme’s coursework requirements? What courses are you interested in, and when are they offered?
• Other activities : Are there any other activities that are crucial for your PhD project? Think, for instance, about an extensive dissemination campaign, collaboration with external partners, internships, online activities etcetera.

Make a draft plan, including dates and times. Then move to Step 2: Discussing it with your supervisor/s!

Proactively creating your PhD timeline is a good step as a PhD student. However, you should share your thoughts and ideas with your PhD supervisor/s and get their input.

If possible, set up a meeting with your supervisor/s that is entirely dedicated to your PhD timeline. During this meeting, you can share what you created so far.

Then, you should discuss the following questions:

• Is there anything missing in the PhD timeline?
• Is the PhD timeline realistic?
• Should anything be removed from the PhD timeline to prioritise other tasks?
• Does the PhD timeline meet all the formal requirements to graduate within the designated amount of time?
• Is there institutional support and sufficient financial resources for activities such as fieldwork, conference attendance, etcetera?

Make sure to take notes during the meeting, as you will need the answers to these questions to edit your provisional PhD timeline.

Not only will this discussion help you to finalise your PhD timeline. It will also help you to get clarity on your supervisor/s’ expectations!

You may also like: Planning your PhD research: A 3-year PhD timeline example

Following the input of your supervisor/s, your PhD timeline will reach a more final stage. Now it is time to think about designing your PhD timeline:

A well-designed PhD timeline is not just pretty for the eyes, but it makes it much easier to have a good overview of all plans and milestones ahead.

Yet, it would be wrong to argue that there is a one-size-fits all solution to designing a perfect PhD timeline.

Maybe you are a very visual person and would prefer your timeline to illustrate a broad overview of the upcoming years. Maybe you are encouraged by checking things off your to-do list. In that case, a more detailed PhD timeline with many different tasks and milestones may be more suitable for you.

A common way to design PhD timelines is via Gantt charts. If you want to learn more about Gantt charts for your PhD timeline, check out my post on how to design Gantt charts in Microsoft Excel, Power Point and Word.

A PhD timeline is there to keep you on track and to showcase the milestones that you reached in your journey so far. However, while it is good to have a solid plan, the future is impossible to predict.

Your PhD timeline should be a living document or chart. Update it regularly!

For instance, a conference may be cancelled. You may have a period of sick leave. An experiment may not work out as planned. Or writing a paper takes longer than expected.

Successful PhD students remain flexible and don’t panic as soon as something does not work out as planned.

So, use your PhD timeline to regularly reflect on your progress and your current situation. Update your PhD timeline when needed, to prioritise tasks and set more concrete and achievable goals for the upcoming months.

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• Jul 29, 2020

How I Made My PhD Completion Plan on Excel (With Template)

Updated: Dec 12, 2023

For the last few weeks, I've been working on my PhD completion plan. It's basically an excel spreadsheet that I'm using to track my progress and plan my time for the remainder of my PhD. My thesis is due August of next year (with a 6 month extension) so the clock is definitely ticking. But what started as a quick and basic gantt chart has quickly turned into a more complicated excel spreadsheet - and I love it so much I thought I'd share it with you all!

If you want to skip to accessing the excel template click the link below. But if you want to see how I made the document and how to use it, then keep on reading!

Basically, to make the Gantt charts I followed this Youtube tutorial:

I really wanted a Gantt chart that showed percentage progress as well as a general timeline, so I thought this tutorial was really useful for showing me how to do this!

If you start playing around with the Gantt charts in the template I've provided and run into any difficulties, particularly with things like changing the dates displayed on each chart, this is a good reference point as to how to fix problems that may arise. But of course, if you reach out to me for assistance with editing the spreadsheet, I'll do my best to help too!

The basic set up is that I have a colour coded table to the left of each Gantt chart within my file, that lists off each task with both my planned dates and my actual dates of start and completion for each task. Therefore, as I go along, if the dates that I actually do things don't correlate with my planned timeline, then I have a space to put the new dates down without losing my originally planned timeline. Basically, this set up allows me to have two options for what my Gantt chart looks like, I have the "Plan" view and the "Actual" view. I also have a column for % completion, so that on the "Actual" Gantt chart, it'll show me how far through I am with each task with a dark bar.

As I said, this all allows me to have two options for what my Gantt chart looks like, with both a planned and an actual dates option, I can control what I'm seeing on the chart using this nifty little drop down box:

By picking either actual or plan from the drop down box, it changes the display of the Gantt chart and what values come up in the second table entitled "Data Prep". You don't need to enter anything in the Data Prep table or do anything to it, it's all set up to get all the information it needs from the colour-coded table.

Then the sheet is set up to automatically create a Gantt chart like this one:

I've colour coded the chart based on three PhD Aims and general thesis writing. You'll notice that the dark bars indicate my percentage progress like I mentioned earlier, so if a bar is half way across, then the task is 50% complete. However, this will only show on the actual view, not the plan view.

If you change the dates for any of the planned or actual dates, it'll automatically update the Data Prep table and the corresponding Gantt chart.

Within the document, I have an overall Gantt chart to chart the whole PhD, but then I've also made tabs for each aim, where you can break each task down into smaller more actionable tasks and have a Gantt chart that displays those in detail. I've personally found this really useful so that I can both get an overall picture of my PhD, but also go into more detail for each aim or project when I need it.

I've also included a "Calendar View" option tab in the document. I don't think there's a way to automatically import dates of all your various tasks into the calendar, so you'll have to do it manually if this is a set up that would be beneficial for you. But personally, I liked being able to plan my day to day out on a calendar in order to know when I could put down tasks as planning to be performed on my Gantt charts. So I filled this calendar view out before I did any date planning on the charts. I obviously colour code these tasks for each aim and then general thesis writing in the same colours I've used to make the overall Gantt chart to make things easier to navigate and know what's going on at first glance.

I haven't included this in the template, but in my personal PhD completion plan document, I also have more tabs with experimental information like my immunohistochemistry antibody panels, so that I can quickly refer back to them while I'm looking at the timelines of completing my lab work for each project.

To access the most up-to-date version of this template, head to my new website at:

This excel sheet looks incredible and I cannot wait to use it: thanks for creating and sharing it with us!

Hello Lily,

My name is Hida and I am thankful for your kind sharing of this template. You have done a good deed and I also hope I can enjoy sharing my knowledge with others too. Thanks 😘

Love from Malaysia,

Hello, thank you so much for sharing this! very beneficial indeed. I need a little help, in extending the timeline beyond December 2021. Can you help me with it? Thanks a lot!

Hi Siti, the date axis are simply the dates on the gantt chart (top of the chart). If you click on those, the date axis will be selected

Hi, thanks for sharing and providing resources. Now that you are using notion how does this planning fit with that software? Or are you still using the gantt chart as your overall planning tool. Many thanks

How to Prepare Actionable PhD Research Plan Template

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

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

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

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

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

How to prepare an actionable research plan? 

Importance of phd research plan , wrapping up.

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

 Understand the steps in the research and closely follow them. 

Define the objectives and scope of your study. 

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Wasted much time! 

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

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

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

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

Download a research plan template

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

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

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

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

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A Definite Research Process for PhD- What Students Should Know?

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Research projects & dissertations

Managing a research project.

The following guide has been created for you by the  Student Learning Advisory Service . For more detailed guidance and to speak to one of our advisers, please book an  appointment  or join one of our  workshops . Alternatively, have a look at our  SkillBuilder  skills videos.   

The stages of a research project

The basic stages involved in undertaking a university research project are as follows:

1. Choose your research area

Usually, it is best choose an area that you have already studied or are studying within your academic field. Not only will this help you identify potential research, but you can be confident in finding a suitable supervisor and reliable sources within the university. Choosing an area that you also find particularly interesting will help sustain your engagement. 

2. Conduct preliminary research (scope out the topic)

Survey current research surrounding your chosen subject area. Reflect on it carefully, and take advice from academic staff to establish what has already been written on your chosen subject area. This will enable you to identify what you can do that has not been done before.

3. Decide your research topic

Clearly define and delineate your research topic. The more clearly you do so the more confidence and clarity you will have in what you are trying to achieve, and the easier it will be for you to monitor your progress. If you’re uncertain what you’re trying to achieve, how will you know whether you’re on course or not?

At this stage you might also formulate a provisional research question – that is, the question your research will answer:

Research topic: Investigate ‘A’ and ‘B’ to see if/how they interrelate.

Research Question: ‘To what extent is A caused by B?’

4. Decide your methodology

As you are deciding your topic, you should be investigating and considering your research methodology – how you will conduct your research. Is it going to be experimental, observational, theoretical, textual, qualitative, quantitative? Will it involve human subjects? Are there ethical considerations – specific protocols, procedures or approaches to follow? Think about the research method you have chosen; what advantages does it give? What insights might it yield? What difficulties might it pose? How has it been used before in your field of study?

5. Submit/present your research proposal for approval

Most schools have a formal deadline for receiving research proposals/dissertation plans, and a formal approval process. In some cases this is an assessment stage – so make sure you know exactly what you need to submit, and when, in order to progress with your project. Your school will have given you guidance about what your proposal should include. Generally, the common elements are:

• Your main research question/problem/title
• Questions or concerns that will help you solve your main research problem
• A brief literature review or list of key texts/sources
• An overview of your methodology
• A timeline showing your main research project tasks

6. Finalise your topic and methodology

You may need to revise your research plan in the light of feedback you receive during the approval process. Many students are overambitious in their aims; academic staff have a much clearer idea of what is achievable and necessary in terms of a successful research project, so be guided by their advice. You may also need to modify your methodology in the light of your initial research, or a pilot study. It may be necessary, for example, to alter a questionnaire that isn’t generating the data you were expecting.

7. Conduct your research (fieldwork)

This might take place in a laboratory, in a library or archive, at a computer, on the streets or in a field. Whatever the location, this is the practical activity of collecting raw information or data. Be aware that what you think you are going to find out, and what you actually do find out, can often be very different, so be prepared to alter your research aims/question accordingly.

8. Analysis/data processing

Whatever your research topic, you will need to analyse and process the information you have collected in order to make sense of it. This might involve statistical analysis, generating graphs, charts or tables, organising information into categories, or critical appraisal of texts or events. As well as finding out something, you need to understand what it means within your academic field.

9. Writing up

This is the process of producing the written document – your dissertation or thesis – upon which your research project will be assessed. Allow enough time to improve and revise your work through a series of drafts, and to edit and proof-read the final document – including ensuring that any graphs/images referred to in the text are properly numbered and labelled, and that your referencing is error-free – before formatting and binding the finished document. Do not underestimate how long the writing up process will take.

10. Submission

All academic research projects are time constrained, so you will have a specific deadline for submitting your work. With longer research projects, you will also have intermediate deadlines (e.g. progress/upgrade boards). Consequently, you will need to time-manage each stage of your work to ensure that you complete the overall project on time.

Project managing your research

Any complex project involving multiple activities and deadlines requires some form of management. Using simple project management techniques will allow you to keep control of your research project – to schedule your work more effectively, to identify how much time you have to spend on each stage, to create intermediate milestones that will tell you if you’re on schedule or not (and allow you to respond accordingly) and give you a clear overview of your progress.

One simple but highly effective technique is to produce a Gantt chart. This provides you with a clear visual plan of your research project, based on scheduling the different stages involved against a time base. The example below (Figure 1) is based on the ten basic research project stages, scheduled against two (hypothetical) formal deadlines – submission of the proposal in week 10 and submission of the finished dissertation in week 24:  

Figure 1: Simple research project Gantt chart    

This example is typical of an undergraduate or taught Masters’ dissertation. Longer research projects (PhD, Masters by research, etc.) will generally have more activities spread over a longer timeframe (See below, Figure 2, for an example of a project plan for a humanities PhD).  

Figure 2: Humanities PhD example Gantt chart

In project management, the scheduling of individual activities is always worked backwards from the deadline. Thus, the amount of time that you have to complete each task is a function of the overall project schedule. As shown above, some tasks have to be carried out consecutively (i.e., you can’t start the next task until you’ve completed the previous one), but other tasks can be carried out at the same time, or started before the previous task has been completed, (e.g. you might be able to start analysing your data whilst you’re still collecting it). What you also need to bear in mind with undergraduate dissertations is that your research project constitutes only one part (25%) of your academic activities, and that you’ll be working on other assignments, reading, exam revision, etc, at the same time. As such, it is important that you make full use of the available time period and balance your priorities accordingly.

Tip: With longer-term projects such as these, it can be difficult to stay focused and motivated. Try to dedicate some time to your project every day/week (depending on your other academic commitments) and break your tasks down into smaller chunks so that they are more manageable. The Pomodoro technique can also be helpful for generating small bursts of concentration. If you are struggling, maybe read an article on your topic to remind yourself of your interest in the area, or talk to fellow students or your supervisor(s).    

• How it works

Dissertation Gantt Chart – A Visual Way to Track your Dissertation Progress

Published by Ellie Cross at January 26th, 2023 , Revised On October 9, 2023

A dissertation Gantt chart is an essential tool for any student completing a doctoral degree. The chart helps you to organise and track your progress, ensuring that you complete your dissertation on time and with the required quality. 

The Chart Includes the Following Key Elements: 

• Title of the Dissertation
• Target Date for Completion
• Estimated Time to Complete (ETC)
• Actual Time to Complete (ACT)
• Changes Made to ETC or ACT from the Original Plan
• Summary of Major Accomplishments or Difficulties encountered during the project

Features of Gantt Chart 

The following are the key features of a dissertation Gantt Chart:

• It has a timeline that shows the progress of the project.
• It contains tasks and deadlines for each phase of the project.
• It allows you to track resources and costs associated with the project.
• It provides an overview of how much work remains to be done in each project phase.
• It can help you to make informed decisions about when to take specific actions on the project.

How to Create a Custom Dissertation Gantt Chart?

When writing a dissertation , it is important to keep track of the progress and deadlines. One way to do this is to create a Gantt Chart. This guide will show you how to make a Gantt Chart for your dissertation. 

• Decide what tasks need to be completed and when they need to be completed. The goal is to have everything on the chart in order by the deadline.
• Start by creating a table or graph to represent your project’s timeline. This will help you to easily see where tasks are located and how much time they will take.
• Next, add in each task’s duration (in hours and minutes), as well as the associated resources that will be needed for completion (e.g., research materials, software).
• Finally, allocate specific days and times for each step of your project based on the information in your timeline table. This will help you stay organised and on track!
• Assign each task a colour based on its importance. For example, green tasks should take less than an hour, and blue tasks should take more than an hour but at most two hours.

Gantt Chart Templates

There are many different Gantt Chart templates available online, so choosing one that best suits your needs is important.

Some popular templates include the Pareto chart and the Venn diagram. Both of these charts offer a variety of options for customisation, so you can create charts that look exactly the way you want them to. Additionally, both charts can easily be converted into graphs using GraphPad Prism.

If simplicity is key, then the line graph may be a better option. This chart offers minimal customisation options but allows you to clearly see trends and patterns in your data.

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The Importance of the Gantt Chart

Gantt charts are valuable as a student, and even if you are a university graduate, they can help you. Along with making good grades, as recommended by the university, you have to strive to take full advantage of the use of your projects. Brainstorming with your classmates can be a productive way to accomplish this objective. You need to use Gantt charts for your projects for several reasons.

It Helps Provide a Visual Outlook 

A Gantt chart helps you handle your workflow by providing a detailed graphical representation. Gantt charts allow you to see all the tasks that must be completed, the amount of time needed, and task overlap. This will allow you to keep better track of goals and deadlines, which will be useful in ensuring you are on time to complete everything.

Solve Challenges Easily

A Gantt chart allows you to determine even better how to avoid issues and get the job done faster. You can see the result of the tasks that have been completed if you want to perceive the resources rightly to make the project run smoothly and quickly.

Evaluate Time

Effective task planning with the Gantt chart will help you organise and finish the projects efficiently. In addition, it will make it easier to see the actions you must complete before beginning others.

Ease of Communication

The Gantt chart will help you keep your group and sponsors notified of the modifications to your timetable. That’s why it’s crucial to have a regular update if your schedule changes. This means you can even use and provide available resources effectively.

Oversee a Project

The Gantt chart is crucial to the success of a project because that is how it assists in directing its activities through scheduling, assigning, and monitoring tasks. The horizontal chart makes it easy to see the projects’ progressions. You also always get to know what’s happening within any ongoing tasks.

Ease your Brain’s Memory

Gantt charts can help you reclaim your mind space by easing the selection of content you need to remember. Then, all you have to do is focus on accomplishing and acting on your current priorities. Team members can also see the course of the project’s tasks.

Reduces Cost

A Gantt chart is beneficial if you want to cut down on costs. Equipped with this, you can appreciate the tasks that have been carried out and stay up to date on what needs to be completed. As a result, you will remember essential deadlines and thus save more money on expenses.

The Benefits of Using a Dissertation Gantt Chart

No one knows the feeling of sitting in front of a blank whiteboard, trying to figure out how to write a dissertation . The process can seem daunting and overwhelming, but using a Gantt Chart can make the entire process much easier.  

A Gantt Chart is simply a chart that helps you plan and track your tasks. It can be used for any project but is especially helpful when writing a dissertation. You can track your progress by breaking down your work into specific dates and tasks. 

You will be able to see exactly where you are in progress. A Gantt Chart can provide a visual representation of your progress, which can help motivate you to complete your work on time.

Do you lack time and want someone to write your dissertation for you? Do you want to save money on your dissertation? Are you looking for someone to help with the grant chart process? Check out ResearchProspect! They can help you find the perfect person to create your dissertation.

 You can trust these professionals to deliver top-notch work. Moreover, they offer affordable rates and a range of customisation options. So if you’re looking for an affordable and reliable writing service, look no further than ResearchProspect.

Frequently Asked Questions

What is dissertation gantt chart.

A dissertation Gantt Chart is a visual timeline or project management tool that outlines key research tasks, deadlines, and dependencies to help plan, track, and manage the progress of a dissertation project efficiently.

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The amount of evidence in a thesis or dissertation varies based on field, topic, and standards, prioritising quality over quantity.

Greetings, esteemed panel member, chairperson, and fellow scholar. I am honoured to present my thesis and welcome your valuable feedback.

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Handbook for PhD Students

This PhD Handbook serves a dual purpose: it describes the research methodology of our group and gives general advice to students, and it sets out the standards and processes that all students in the group are expected to strive for.

Creating a timeline (Gantt chart) of your activities is a useful tool to keep track of your PhD work. Examples of activities include:

• Coursework (state course acronyms)
• Teaching (state course acronyms)
• Research (this could be further broken down, e.g. reading, implementation, evaluation, etc)
• Paper writing for conference X
• Internship at company Y
• Interruption (state reason)

Keeping track of your activities helps you reflect on how you use your time, and whether you may want to adjust your work plans/habits to make more efficient use of your time. One software option is GanttProject , but many other apps exist. You can use the software to export an image that you can share with me and use in your annual PhD review meetings.

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How to write a Research Proposal: Creating a Gantt chart

• Components of a research proposal
• Useful videos
• Common mistakes to avoid
• Sage Research Methods LibGuide This link opens in a new window
• Managing sources
• Request a literature search
• Research proposal - examples
• Creating a Gantt chart
• Free Apps for Research
• Academic writing

What is a Gantt chart

Some University departments require students to create a Gantt chart to represent a schedule for the research project. The Gantt chart shows the timelines of the various steps of the project including their dependencies and any  resources needed . In other words, the chart depicts when an event is supposed to take place in your project by providing an outline regarding the order in which the various tasks  need to be performed .

An example of a Gantt chart.

Gantt chart on Moodle

How to create a Gantt chart - videos

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• Last Updated: Dec 19, 2023 12:35 PM
• URL: https://libguides.unisa.ac.za/research_proposal

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• Typical timetable for full-time PhD student (3 ...

Typical timetable for full-time PhD student (3 Year)

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