Navigating the challenges of timely completion in academia
One of the major concerns of PhD students is…
“Will I finish my PhD within my contract?” 😱
This concern is far more common than most academic institutions are willing to acknowledge – especially in the Netherlands. Yet we rarely discuss the structural issues that contribute to this pattern of delays and the significant impacts on researchers’ financial security and mental health.
My perspective on PhD completion shifted dramatically when I moved to the Netherlands for my postdoc. In Switzerland, PhD contracts range from three to five years, and PhD students must defend their thesis before their contract expires. I was genuinely surprised to discover how many Dutch PhD candidates were working as postdocs without having defended their thesis or struggling financially while writing their dissertation at home.
Continuing on my career as Assistant Professor, I saw that PhD students not graduating before the end of their contract was actually quite normal.
But it’s not normal!
This “it’s normal to graduate after the end of your contract” might seem acceptable – until you find yourself at the end of your contract with no income, mounting stress, and a dissertation still needing significant work.
That’s why I believe something needs to change.
As we know, academia is slow to change.
But as we also know, every step you can take as a PhD student can ultimately make a difference.
In this newsletter, I’m addressing the academic taboo around PhD delays to share practical strategies that can help both PhD students and supervisors working towards a timely completion of the PhD thesis.
I’ve included separate sections with advice for PhD students and for supervisors – so if you’re a supervisor reading this newsletter, there’s valuable guidance for you too! Rigorous planning doesn’t just belong in research proposals – it can transform your supervising experience too!
5 strategies for PhD students
#1 | Be proactive and set clear goals
Define your milestones from the start and check in regularly with your supervisor. Communicate your needs when it comes to feedback and make sure you know the official and unofficial expectations for graduation in your department. Taking ownership of your timeline is crucial for success.
#2 | Start writing early and plan for it
Writing is a major cause of delayed graduations. Do not assume you will have unlimited time post-contract, or during the last months of your PhD. Reserve dedicated time for writing throughout your PhD, not just at the end. In your final year, make a structured plan for thesis submission, including all necessary administrative steps.
#3 | Learn to say no (yes, again!)
Many supervisors will ask you to take on extra projects, tasks, or experiments. Be mindful of your workload and don’t hesitate to decline requests that may delay your graduation. Protect your time and prioritize your own PhD. Your primary responsibility is completing your dissertation within the contracted timeframe.
I know it’s easier said than done, but learning how to say no will also be a useful skills for your future career!
#4 | Seek support when needed
If communication with your supervisor is difficult or if you face challenges finishing on time, reach out for help. This could be another trusted faculty member, an advisor, a university counselor, or external mentors. International students and those with health conditions may face additional hurdles – getting support early can make a significant difference.
#5 | Balance research with career planning
Your PhD is a step in your career, not the final goal. Engage in professional development but remain strategic to avoid distractions that significantly delay your thesis. Make time for networking and skill-building that aligns with your post-PhD goals without compromising your completion timeline.
3 tips for supervisors
#1 | Plan realistically
A PhD is not four years of uninterrupted research. Account for startup time (6-12 months) and wrap-up time (3-6 months). When applying for grants, consider whether the project plan allows for training, writing, and potential setbacks. Are the work packages truly feasible within four years? Remember that PhD students are researchers in training, not expert technicians.
#2 | Ensure high-quality supervision
You agreed to supervise a PhD student, not an experienced researcher. This means providing mentorship, guidance, and timely feedback. Writing skills take time to develop, so constructive input on drafts is essential. Supporting PhD students benefits you too – when they publish and graduate on time, your metrics improve, your chances of securing grants increase, and your department benefits financially.
#3 | Set clear and realistic expectations
Define thesis requirements early. Avoid hidden workloads by being transparent about expectations, publications, and additional tasks. PhD students need time to write their thesis before their contract ends – do not expect them to conduct experiments until their final day. When students understand what success looks like, they can work systematically toward that goal.
📢 The Take-Home Message
💡Completing a PhD on time isn’t just about personal discipline – it requires mutual commitment from PhD students and supervisors to realistic planning and clear communication.
💡The current academic system (especially ion some countries, such as The Netherlands) often sets unrealistic expectations – recognizing this is the first step toward creating better PhD experiences.
💡Financial and mental wellbeing matter!! Timely completion helps prevent the stress and insecurity that come with extended, unfunded writing periods.
Interested in receiving insights, tips and tools directly in your inbox? Sign up for the NextMinds Newsletter!
