A timetable that still holds true in the third year.
A timetable isn’t just a formality for the property description. It’s the tool that allows you to realise early on whether your project is viable, and to take corrective action whilst it’s still affordable.
A viable schedule consists of phases with monthly targets, verifiable interim results and clearly identified buffers. For working professionals, the rule is: be conservative in your estimates, factor in downtime, and review the plan against actual progress on a quarterly basis, rather than simply writing it once and filing it away.
The phases
Each phase ends with a result you can demonstrate. Otherwise, progress cannot be measured, and this is precisely where most plans fail.
Allow for sufficient buffers
Allow for downtime of several weeks per year due to project peaks, illness and family commitments. A plan that does not factor in these weeks will be worthless by the end of the first quarter, and that is more demotivating than any delay.
Allocate buffers to the areas where you have the least control: recruitment, approvals, ethics committee decisions, feedback from your supervisor, and peer review. You need fewer buffers for phases that depend solely on you than for those involving third parties.
The plan as a monitoring tool
Compare your plan with reality on a quarterly basis: what was planned, what actually happened, and when is the next verifiable milestone due? This quarter of an hour every three months replaces any vague sense of progress with concrete facts.
It has proved useful to send a written update on your progress to your supervisor regularly, even if no meeting is scheduled. This creates a sense of commitment and makes follow-up enquiries easier later on.
What to do in the event of a delay
Delays are normal. They become dangerous if they go unnoticed or are concealed. You have three options: reduce the scope, extend the timeframe, or reallocate resources, for example by temporarily reducing your working hours.
Discuss delays with your supervisor at an early stage. A delay that is announced costs nothing; one that is concealed costs trust. At the same time, check the deadlines set out in the doctoral regulations and submit applications for extensions in good time, not retrospectively.
A sample schedule for working students
Two fixed blocks during the week for literature and formalities, a longer block at the weekend for writing and analysis, a monthly meeting to check progress against the plan, and a quarterly meeting with your supervisor.
That amounts to around ten hours a week. Those who manage more build up a buffer. Those who manage less realise this early on and can make a decision, rather than suffering the consequences later.
Frequently asked questions.
How detailed does the timetable in the synopsis need to be?+
Phases with monthly targets and verifiable interim results are sufficient. Plans specified down to the day are not credible.
How much of a buffer is realistic?+
Several weeks per year, plus an additional buffer for phases that depend on third parties.
What should you do if the plan goes awry?+
Decide early: adjust the scope, extend the timeframe or reallocate resources. And inform your supervisor.
Are there university deadlines?+
Many PhD regulations set out standard deadlines and provisions for extensions. Check the rules for your faculty and submit your application in good time.
Does a writing retreat help?+
It often helps a great deal during the writing phase. A continuous block of time is more productive than lots of short sessions.
How often should I review the plan?+
Every quarter. Doing it more often creates extra work; doing it less often means you might notice deviations too late.
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