Multitasking Among Competing Responsibilities: A Guide for Dissertation Students

Photo Credit: Pexels, Ketut Subiyanto

 

 

By Lilian H. Hill

 

The journey of completing a dissertation can feel overwhelming. Balancing coursework, assistantship responsibilities, research, and personal commitments like family responsibilities requires careful navigation. With strategic planning and effective time management, it’s possible to maintain productivity and make steady progress toward your goals. Below are professional tips and practical strategies for graduate students, especially those writing dissertations.

 

Understand Program Requirements

From the beginning of your program, learning about your program’s expectations for completing your dissertation is important. Identify what is most valued—publishing articles, conducting original research, applying to professional practice, contributing to policy, or creating interdisciplinary work—and structure your efforts accordingly. Being clear on requirements helps you prioritize effectively and avoid spending time on activities that do not directly advance your goals.

 

Professional Tip: If you have a general idea of your dissertation topic early in your program, try using coursework assignments to familiarize yourself with relevant literature.

 

Graduate School Expectations

It is your responsibility to become informed about the graduate school requirements that influence your ability to graduate. You should not rely on your dissertation chair for this information. Learning about the required coursework, milestones, and expected deadlines for completion in advance can prevent graduation delays and reduce your anxiety. Identify proposal and final defense deadlines early so that you can plan. In advance, find out about the graduate school expectations for formatting, manuscript style (such as APA, MLA, Chicago Style), and submission requirements. This will prevent needing to reformat your document at the last minute when you may be on a very tight timeline.

 

Professional Tip: Be aware that graduate school requirements tend to change over time, so you cannot rely on previous graduates to tell you. It is important to verify this information as you progress in your program.

 

Set Priorities and Manage Goals

Once you understand the expectations, outline your primary goals for your dissertation. Choose a focused research agenda to streamline your efforts and maximize impact. Divide your larger goals into smaller, manageable tasks with clear deadlines. Use tools like whiteboards, digital planners, or project management apps to keep track of your priorities. Tools like Notion or Trello can help you track progress and deadlines.

 

Professional Tip: Many project management apps are free to use, and you can select one that meets your preferences and needs (Abbamonte, 2024).

 

Use Technology to Stay Organized

Take advantage of digital tools to streamline your work:

• Citation Managers: Tools like Zotero, EndNote, or Mendeley help organize references efficiently.
• Collaboration Platforms: Google Docs or Overleaf simplify real-time collaboration and feedback.
• Statistical and Thematic Analysis software: Some research software packages, such as SPSS, R, JMP, or NVivo, have a cost; however, many universities provide students with free or subsidized access. Some research software has a version specifically designed for graduate students; its cost may be lower or it may even be free.

 

Professional Tip: Once you identify which technology tools will help you to complete your work, check whether your university provides free or subsidized access through their Information Technology department, library, or graduate school.

 

Time Management: The Key to Success

Effective time management can make the dissertation process more manageable. Dedicate uninterrupted blocks of time to your research and treat these as non-negotiable appointments. Avoid multitasking by focusing on one task at a time. Switching between tasks reduces productivity and increases errors (Pace, 2017). Even brief, consistent writing sessions can keep you stay engaged with your work. Keep a notebook handy to capture ideas as they arise.

 

Professional Tips:

·      Identify when you are most productive and schedule writing during those hours.

·      If possible, limit distractions by turning off notifications and working in quiet spaces like a library or café.

 

Learn to Work in Short Sessions

Many students believe meaningful progress requires hours of uninterrupted focus, and this kind of time may be difficult to access. Fortunately, short, focused sessions can also be effective. In 15–20 minutes, you can refine a section of your dissertation, draft questions, or review data. Once immersed in a project, you’ll find it easier to make the most of these smaller time windows.

 

Apply Efficient Writing Strategies

Almost all writers begin with lousy first drafts, then revise and revise as many times as needed to create a quality product (Lamott, 1995). Consider:

• Starting with an Outline: Organize your thoughts and structure the writing before diving in.
• Drafting Freely: Focus on getting ideas down without worrying about perfection. Revisions come later.
• Scheduling Revisions: Dedicate specific time to revising and polishing your work to improve clarity and coherence.

 

Professional Tip: Always Have a notebook or technology tools available. Ideas for your dissertation may come to you while you are doing other things, and the potential for losing notes written on random pieces of paper on cafeteria/restaurant napkins, shopping lists, and grocery receipts is high.

 

Build a Support Network

Collaborating with peers or mentors can provide fresh perspectives and distribute your workload. Consider joining writing groups or research communities for accountability and encouragement. If possible, delegate tasks like data entry or transcription to free up time for deeper analysis and writing.

 

Professional Tip: Many graduate students and academics use tools like Zoom or Microsoft Teams to host writing groups and accountability meetings. This strategy eliminates travel costs, geographic distance, and family responsibilities as barriers to meeting with a supportive network. Using these tools also means that once you have graduated, you can continue to meet with your support network.

 

When You Have Young Children

Being a doctoral student while managing parenting responsibilities is a challenging experience. Mason et al. (2013) commented that the academic world is less family-friendly than other sectors of society. Childcare is costly and may not be available when needed. Here are strategies to build a support system:

·      When working from home, communicate boundaries to your family members to reduce or avoid interruptions.

• Involve your partner (if applicable) in planning schedules and sharing parenting responsibilities.
• Access university resources such as family-friendly policies, childcare services, or financial assistance for student-parents, if available.

 

Professional Tip: Connect with other parent-students for advice, mutual support, or even shared childcare. You may even arrange to exchange childcare services.

 

Seek Mentorship

Mentors can provide invaluable guidance on research strategies, writing processes, and navigating academic challenges. Choose mentors who align with your needs and interests, but remember that mentorship is a two-way relationship. Be mindful of how you can support your mentor in return.

 

Practice Self-Care

Balancing academic demands with personal well-being is crucial. Separate work and personal time to avoid burnout. Incorporate physical activity, mindfulness, and hobbies into your routine. Regular pauses can boost focus and productivity.

 

Consider Professional Coaching

Professional coaches can provide a neutral, supportive environment to help clarify your goals and plan actionable steps. Unlike mentors, coaches are not invested in specific academic outcomes, allowing them to focus entirely on your personal and professional growth. When choosing a coach, look for certified professionals with relevant experience. For the most benefit, choose a coach with experience in the academic setting.

 

Professional Tip: SCOC Consulting offers Coaching for Graduate Students at https://scoc-consulting.com/getting-it-done

 

By implementing these strategies, dissertation students can stay organized, manage competing priorities, and make steady progress toward completing their research. Strategic planning, clear boundaries, and consistent effort can turn the daunting task of a dissertation into a manageable—and even rewarding—experience.

 

 

References

Abbamonte, K. (2024, November 6). The best free project management software in 2025. Retrieved https://zapier.com/blog/free-project-management-software/

Lamott, A. (1995). Bird by bird: Some instructions on writing and life. Anchor Books.

Mason, M. A., Wolfinger, N. H., & Goulden, M. (2013). Do babies matter? Gender and family in the ivory tower. Rutgers University Press.

Pace, K. L. (2017). The myth of multitasking: Research says it makes us less productive and increases mistakes. https://www.canr.msu.edu/news/the_myth_of_multitasking_research_says_it_makes_us_less_productive_and_incr

 

The Dissertation Completion Timeline: Answers to “Are you still writing that paper”?

 

By Lilian H. Hill

 

The holidays are here, and it’s time to visit family. You know the dreaded question will arise: “Are you still writing that paper?” Whether the question comes from your parent(s) or your most critical uncle, the tone may differ, but the question is the same. Your parent(s)’ questions are probably motivated by concern for your well-being, while your critical uncle (or sibling, aunt, neighbor—you choose) is saying, “What is taking you so long? Why can’t you get on with it?” Another relative (neighbor, friend, etc.) may say they know someone who completed their dissertation much more quickly than you.

 

Most relatives, friends, and neighbors don’t understand the dissertation process. Describing the specifics of your dissertation won’t help, often because the topic is unfamiliar to most people. For example, my cousin, whose doctorate was in organic chemistry, would say his dissertation topic concerned sulfur reactions. Most of us replied, “Oh,” because we barely knew what sulfur reactions were. So, what can you tell the people in your circle to help them understand?

 

A General Response

Dissertations often take a long time to write because they require in-depth exploration of a topic, extensive research, data collection, analysis, and synthesis of information. The complexity of the topic influences the length of time, the methodological rigor required, and the nature of the discipline.

 

Your relatives may be making unfair comparisons based on disciplinary differences. You can explain that using the following information:

 

·      The Sciences. Dissertations often involve experiments, hypothesis testing, and data collection, which can be time-consuming. The work may depend on the availability of lab equipment, extensive travel, grant funding, or other resources. Unexpected setbacks, such as failed experiments or equipment malfunctions, can extend timelines. Scientific writing is concise and heavily data driven. The dissertation requires detailed explanation of methodologies, results, and statistical analyses, which must be clearly presented.

·      Social Sciences. The social sciences frequently integrate theory and data from multiple disciplines, requiring a deep dive into literature review and conceptual analysis. Dissertations may involve qualitative methods like interviews, ethnographies, or surveys. They may also involve instrument development which requires repeated testing to ascertain reliability and validity. These methods require a significant amount of time. Social science dissertations balance empirical findings with theoretical frameworks, necessitating thoughtful interpretation and contextualization of results.

·      Arts and Humanities. Dissertations in the arts and humanities are typically argument-based rather than hypothesis-driven. They often involve extensive critical analysis of texts, artworks, or cultural phenomena, which can require years of immersion in primary and secondary sources. In some cases, dissertations include creative works or practice-led research, which require iterative processes of creation and reflection, adding to the timeline. Writing is more exploratory and interpretive, often involving complex argumentation and nuanced use of language, making revisions particularly intensive.

 

Type of Doctoral Program

Some doctoral programs have moved to a capstone project or publication requirements instead of a dissertation as the culminating product. For example,

 

·      PhD Dissertations focus on theoretical knowledge and the advancement of academic disciplines, aim to contribute new knowledge to the field, often through original research, and emphasize theoretical frameworks, hypothesis testing, and implications for academia. Students in these programs may be aiming for an academic career. The dissertation is typically longer than a capstone project, depending on the discipline.

 

·      Capstone Projects involve practical applications in professional settings, aim to address real-world problems and improve practice, and often involve applied research that informs policy or enhances organizational effectiveness. Students in these programs usually head for a leadership role, and the capstone may be a shorter document than a typical dissertation.

 

·      Publication-Based Dissertation Format: Instead of one long dissertation, students must publish multiple peer-reviewed articles (typically 2–5) that collectively form their doctoral thesis. The articles are accompanied by an introductory chapter that describes the context, research questions, and objectives. A concluding chapter presents a synthesis of ideas, implications, and future directions for research. Some programs use a hybrid model, which requires at least one peer-reviewed publication before graduation. The difficulty with the publication-based models is that the publication process is impossible to control; there is no certainty that your research will be accepted for publication, and the duration of the process is unpredictable.

 

Practical Obstacles

Completing a dissertation can be challenging due to funding and practical obstacles. Difficulty accessing research funding, data collection costs (for software, lab materials, access to specialized tools), and limited institutional support present barriers to dissertation completion. Practical obstacles include limited access to resources, administrative delays, lack of mentorship, and technological barriers. Balancing the cost of tuition, housing, and daily expenses while dedicating time to research can be difficult, especially for students who need stable institutional support. Doctoral programs tend to discourage outside employment because it detracts from a student’s ability to focus on the dissertation. Employment outside the university is prohibited for international students which makes them dependent on university assistantships and mentor support.

 

Family Responsibilities

The traditional doctoral education model was designed with a specific archetypal student in mind: a young, single male student with no family or caregiving responsibilities. This model assumed a student's full-time, uninterrupted dedication to their studies, unencumbered by external obligations. By contrast, the current reality of doctoral students reflects a much more diverse and complex demographic. Today, doctoral students represent all genders, ages, marital statuses, and parental statuses. For example, a friend of mine gave birth twice during her doctoral program, divorced, and lost grant funding for her research. Many people would have given up, but she completed her dissertation with determination and time.

 

Many doctoral students are mid-career professionals, caregivers, and individuals who balance complex personal lives. Some students return to school later in life, often while maintaining full-time or part-time jobs, and have significant professional experience before starting their doctoral journey. Students usually enroll part-time or take breaks to accommodate work, family, or health needs. Many students juggle substantial financial responsibilities, including family support, mortgages, or student debt. For this reason, dissertation completion is only one life goal among many rather than a sole focus in life.

 

Being able to communicate about the dissertation as a valuable but laborious, time-consuming, and resource-intensive process will help you explain why you are taking so long to complete that “paper” to family, friends, and neighbors. Preparing to answer the dreaded question in advance will help you do so calmly without feeling defensive.

 

If you need help in completing a dissertation, consider hiring a coach. SCOC Consulting offers various coaching services designed to help graduate students succeed.

 

 

Coaching for Graduate Students | Coaching for Academics

 

Open Accessing Publishing: Benefits, Challenges, and Cautions

 

 

By Lilian H. Hill

Open access (OA) publishing is a scholarly publishing model that enables research products to be distributed online, free of cost or other access barriers. Open-access publishing represents a significant shift in disseminating academic research, aiming to remove the obstacles to access and improve the visibility and impact of scholarly work. While it presents some challenges, the benefits of enhanced accessibility and dissemination are driving its continued adoption and evolution. If you have ever wished to download an article only to learn that the publisher requires you to pay $36.00, you can appreciate the benefits of open-access publishing.

 

Springer Nature (2024), an international research, educational, and professional publisher, describes OA as the free and immediate online availability of research products like journal articles or books and the right to fully utilize these outputs in a digital context. OA content is accessible to everyone without any access fees. Open research extends beyond publications to include all research outputs, such as data, code, and open peer reviews. Ensuring all research outputs are as open and accessible as possible can enhance the impact of research and contribute to solving some of the world's most significant challenges.

 

Researchers, students, and the public worldwide can access scientific literature without the barrier of subscription fees, leading to a more equitable distribution of knowledge.  Educational institutions, especially in developing countries, can access up-to-date research materials, enhancing the quality of education and research. OA is increasingly supported by governments, funding agencies, and academic institutions worldwide, recognizing its critical role in advancing science and society.

 

OA publishing has evolved from a niche movement to a significant force in academic publishing, driven by the principles of accessibility, equity, and transparency. While challenges remain, the ongoing development of policies, technologies, and collaborative efforts continues to shape the future of scholarly communication.

U.S. Federal Expectations for Open Access

The U.S. federal government is taking substantial steps to promote OA in research. In the summer of 2022, the White House Office of Science and Technology Policy (OSTP) attracted national attention with its new directive that, by 2026, research funded by all federal agencies must be made freely and immediately available to the public without any embargo (Brainard & Kaiser, 2022). Ultimately, this research is funded by the taxpayers.

 

The new directive will introduce three significant changes:

·      Eliminating the 12-month delay before research publications funded by the largest federal agencies are accessible to the public,

·      Mandating that both federally funded research publications and their underlying data be publicly accessible at the time of publication and

·      Ensuring all federal agencies adhere to this open-access publishing policy.

 

In addition to federal funding, many research-funding organizations, such as foundations, now require grant recipients to make their published research results openly accessible. In some instances, they provide specific guidelines for implementing this mandate. Additionally, many of these organizations offer financial support to cover the publication costs associated with open access (Dreher, 2020).

 

Key Features of OA Publishing

Features to look for in OA publishing include free accessibility, licensing, open-access types, and the major platforms and initiatives. These are described below.

 

Free Accessibility

·      Research articles, data, and other scholarly outputs are freely available to anyone with an internet connection.

·      This contrasts with traditional publishing models, where access is restricted to subscribers or those who pay for individual articles.

Licensing

·      Open-access works are often published under Creative Commons licenses, allowing varying degrees of reuse and redistribution. Creative Commons (2024) is an international nonprofit organization that supports a global movement built on a belief in the power of open access to knowledge and creativity. 

·      A Creative Commons (CC) license is a public copyright license that allows for the free distribution of a copyrighted work. Authors use CC licenses to grant others the right to share, use, and build upon their creations.

·      CC licenses offer authors flexibility in how their work can be used (for example, they may permit only non-commercial uses) and protect those who use or redistribute the work from copyright infringement, provided they adhere to the conditions outlined in the license.

 Types of Open Access

·      Gold Open Access: Articles are freely available on the publisher's website immediately upon publication. The author or their institution often pays an article processing charge (APC).

·      Green Open Access: Authors self-archive a version of their manuscript in an institutional or subject repository. This version is often a preprint or the accepted manuscript after peer review but before the publisher's typesetting.

·      Hybrid Open Access: Traditional subscription-based journals offer authors the option of making their individual articles open access by paying an APC.

Major Platforms and Initiatives

·      Directory of Open Access Journals (DOAJ): This is a comprehensive directory that indexes high-quality, peer-reviewed open access journals.

·      arXiv is a preprint repository for physics, mathematics, computer science, quantitative biology, quantitative finance, and statistics.

·      PubMed Central (PMC): A free biomedical and life sciences journal literature archive.

Reasons to Publish Open Access
Choosing to publish OA offers several benefits that can significantly impact researchers, their work, and the broader scientific community. Here are seven key reasons why one might opt for OA publishing:

 

1.    Increased Visibility and Reach

OA publications are freely accessible to anyone with internet access, not just those affiliated with institutions that can afford subscription fees. This broadens the potential audience to include researchers from underfunded institutions, policymakers, practitioners, educators, and the public. Studies have shown that OA articles tend to be cited more frequently than those behind paywalls, as they are more readily available to many readers.

 

2.    Enhanced Impact

Making research findings freely available ensures that they can be quickly and easily accessed and used by practitioners, educators, and policymakers, potentially leading to faster application of research to real-world problems. OA allows the general public to access scholarly work, fostering greater public understanding and engagement with science.

 

3.    Compliance with Funding Requirements

Many funding agencies and institutions require that research funded by them be made openly accessible. Publishing OA helps researchers comply with these mandates and avoid potential conflicts or delays in funding.

 

4.    Ethical Considerations

OA promotes equity by ensuring researchers and readers from low- and middle-income countries access the same information as wealthier institutions. This can help bridge the knowledge gap and foster more inclusive and diverse scientific dialogue. The ethos of OA aligns with the principle that publicly funded research should be a public good, accessible to all without barriers.

 

5.    Control and Flexibility

OA publishing often involves Creative Commons licenses, allowing authors to retain more control over their work than traditional publishing. Authors can specify how others can use their work, enabling broader dissemination and reuse while maintaining attribution. OA works are often deposited in repositories that ensure long-term preservation and accessibility, safeguarding the research against loss or obsolescence.

 

6.    Collaboration and Innovation

Freely accessible research can foster collaboration across disciplines and geographical boundaries, leading to more interdisciplinary and innovative research. OA accelerates the pace of scientific discovery by removing barriers to access, allowing researchers to build on each other's work more rapidly and efficiently.

 

7.    Professional Advancement

Increasingly, institutions and peers recognize the value of OA publications. Publishing OA can enhance a researcher’s visibility and reputation within their field. OA journals often provide detailed metrics on article views, downloads, and citations, which can be useful for career progression, grant applications, and performance reviews.

 

Challenges in OA Publishing

While there are many advantages, it's also essential to consider the potential challenges associated with OA publishing. The cost of APCs can be a barrier for researchers, particularly those who need more institutional support or from low-income regions.  An ongoing debate exists about funding open-access publishing sustainably without compromising quality or access. The rise of predatory journals, which exploit the open-access model without providing rigorous peer review, has raised concerns about the quality and credibility of some open-access publications. It’s crucial to choose reputable OA journals to ensure quality and credibility.

 

OA publishing can offer substantial benefits regarding visibility, impact, and compliance with funding requirements while also aligning with ethical principles of equity and accessibility. Researchers should weigh these advantages against potential challenges and make informed decisions based on their specific circumstances and goals.

 

References

Brainard, J., & Kaiser, J. (2022, August). White House requires immediate public access to all U.S.-funded research papers by 2025: Policy is a blow to journal paywalls, but its impact on publishing is unclear. https://www.science.org/content/article/white-house requires-immediate-public-access-all-u-s--funded-research-papers-2025

Creative Commons (2024), Better sharing, brighter future. https://creativecommons.org/

Dreher, L. (2020). Open-Access-Vorgaben in EU-Projekten, open-access.network. https://doi.org/10.5446/48698

Springer Nature (2024). The fundamentals of open access and open research. https://www.springernature.com/gp/open-research/about/the-fundamentals-of-open-access-and-open-research