Learning to manage your PhD project time (2027)

Welcome to Learning to manage your PhD project time

What we have learned so far from supervising and following PhD students, is that it is difficult to manage the time given during the three years of the PhD program. Time is a scarce resource, and many PhD students are unable to finish within the three-year period. Typically, doctoral students apply for one or even two extensions, effectively spending more than a year above the planned period finalizing their thesis. This is burdensome for all parties involved and can affect the immersion and focus needed for research and writing a thesis that has the substantial contribution, you as a PhD student dream of.

A brief look into the applications for extension show us that the underlying reasons for extensions are multiple. They can be caused by external issues, such as delays in obtaining data, change of supervisors, trouble in raising sufficient funding and all kinds of family contingencies. Internal issues may be a change in research scope, ideas, lack of relevant courses, planning of external stays, etc. The process of building a professional identity as a researcher is necessary and an integrated part of writing a PhD, but it is also time consuming.

However, while these issues come as a surprise for the individual student, it is our assumption (backed by research) that the impact of them could have been less critical with a healthy dose of realistic project design and planning in advance. This PhD course tackles this challenge. Our aim is to offer tools and perspectives that will enable you as a PhD student to better manage your time and draw on the support of others in doing so.

We believe that a substantial part of the problems that causes delays are avoidable with careful project design, planning and early intervention. Self-management skills reportedly help doctoral students understand and navigate the perils causing delays and drop-outs (Patzak, et al, 2025; Kearns et al, 2008; Lahenius & Martinsuo, 2008). If PhDs can prepare, detect and accommodate for some of these issues and avoid a considerable part of the delays or at least reducing the impact of such events, they are likely to finalize their studies earlier, with positive impact for the students, the programs, supervisors and the school at large.

To assist PhD student and their supervisors in this, the purpose of this course is to provide PhD students with both insights and tools, that may help them set more realistic targets, manage their time better and prepare in advance for the unexpected.

Even though writing a PhD is an individual endeavor, we know that supervisors and mentors play a crucial role in offering the support that is needed to stay focused and motivated. During this course time will also be reserved for identifying and qualifying how you can use such resources in constructive and professional ways.

Structure & format

The PhD course consists of two full days with preparation for both days. As preparation for the first day, you need to bring a preliminary PhD plan that you have discussed with your supervisor. The first day will be spent on gaining perspectives on:

• How much time should I set aside for the different research activities?

• How do I find the relevant PhD courses and make sure I benefit from and integrate the learnings from these courses in my PhD?

• How do I plan to use my PhD supervisors?

• What kind of mentoring do I need?

• What does it mean to develop a professional identity as a researcher?

There will be articles to read prior to the first day and you will be asked to present your preliminary PhD to the other participants. The format for this presentation is provided on PhD moodle no later than two weeks prior to the first lecture day, Fellow PhD students will be asked to provide feedback with the purpose of sharing and generating new perspectives and possible also new ideas. Furthermore, the intention is also to strengthen the network between PhD students.

In between the first and second day of the course the PhD student is asked to work consistently with specific time management tools and report back on their ability to use them. During the second day, the following topics will be presented and discussed?

• How do I handle it, when parts of the plan start to fall apart?

• When will challenges occur and how do I develop the necessary coping mechanisms?

• How do I make the best use of my supervisors and colleagues in constructive and professional ways?

• How can I use my fellow PhD students along the way as partners in developing my professional identity as a researcher and in making sure I balance the professional and social aspects of being a PhD student?

You will be asked to discuss and present your developed PhD plan with fellow PhD students. Furthermore, you will get written feedback on the fully developed PhD plan from the teachers on the course. The course is given in English, and you are expected to be able to participate in English.

Program outline (time slots subject to change number of participants)

Schedule day 2 (4 weeks first seminar day)

Description of paper requirements

Students will be asked to develop and prepare a presentation in the format of a slide show or a brief essay about their experiences with implementing their chosen time management tool.

Key literature

Mandatory literature:

Bui, .T.M. (2014): Student-supervisor expectations in the doctoral supervision process for business and management students, Business and management education in HE, 1, 1, 12-27

Elliot, D. L. & Bengtsen, S. (2020): The hidden curriculum in Doctoral education, chapter 7: A doctoral learning ecology model

Finn, J. (2005): Getting a PhD: An action plan to help manage your research, your supervisor and your project, Taylor & Francis, chapter 3

Lahenius, K. & Martinsuo, M. (2011): Different types of Doctoral Study processes, Scandinavian Journal of Educational Research, 55, 6

Patzak, A., Zhang, X. & Vytasek, J. (2025): Boosting productivity and wellbeing through time management: evidence-based strategies for higher education and workforce development, Frontiers in Education, DOI: 103389/feduc.2025.1623228

Van Tienoven, Glorieux, A., Minnen, J. & Spruyt, B. (2024): Caught between academic calling and academic pressure? Working time characteristics, time pressure and time sovereignty predict PhD students' research engagement, Higher Education,87, 1885-1904

Organizer: Poul Houman Andersen & Mette Vinther Larsen, AAUBS, Inter-research group venture

Lecturers: Metter Vinther Larsen (AAUBS), Poul Houman Andersen (AAUBS) and one guest lecturer (former PhD student TBD)

ECTS: 2

Date: 22 April, and 21 May 2027

Place:

City: AAU Aalborg Campus

Number of seats: 16

Open for enrolment: 22 December 2026

Deadline for enrolment: 1 April 2027

Important information concerning PhD courses:

There is a no-show fee of DKK 3,000 for each course where the student does not show up. Cancellations are accepted no later than 2 weeks before the start of the course. Registered illness is of course an acceptable reason for not showing up on those days. Furthermore, all courses open for registration approximately four months before start of the course.

We cannot ensure any seats before the deadline for enrolment, all participants will be informed after the deadline, approximately 3 weeks before the start of the course.

You may find more information in our FAQ: https://phd.moodle.aau.dk/local/page/faq

For inquiries regarding registration, cancellation or waiting list, please contact the PhD administration at phdcourses@adm.aau.dk. When contacting us please state the course title and course period. Thank you.