Effective time management strategies to achieve your research goals

Starting your journey as a researcher is exhilarating—but also overwhelming. I recall walking into the lab on my first day as a graduate student, feeling a mix of excitement and panic. The lab was bustling with activity: postgraduate students going about their elaborate experiments on their workbenches or in the cell culture hood, timers beeping, undergraduate students performing multiple RNA extractions on their benches with centrifuges humming, and the PI waving goodbye as he headed off to yet another lecture.

There I stood—holding a freshly printed lab notebook and a head full of theoretical knowledge but very little idea of how I would juggle experiments, classes, seminars, data analysis, and manuscript writing without dropping the ball.

If you're reading this as a new researcher, know this: you're not alone. Effective time management is a skill, not an innate talent. And like all skills, it can be learned—with practice, patience, and a few practical strategies.

Here’s what I’ve learned along the way, broken down into key time management skills that truly helped me (and many others) balance life and lab.

1. Prioritization: The Art of Doing What Matters Most

During my second semester, I had a moment of crisis. My experiment had failed (again), my coursework was piling up, and I was already two weeks behind on my literature review. I was busy, day after day (including weekends) —but not productive.

That’s when my mentor introduced me to the Eisenhower Matrix, a simple framework to categorize tasks into four groups: 

1. Urgent and important, 

2. Important but not urgent, 

3. urgent but not important, and

4. neither. 

Once I started using this, I realized I was spending too much time putting out fires (urgent but not important tasks) and not enough on long-term goals like writing or optimizing protocols.

Lesson learned? I started making a list of weekly tasks at the beginning of the week and prioritized them with research goals. Critical experiments and deadlines get top priority. Everything else had to wait.

2. Structured Scheduling: Discipline with a Dash of Flexibility

I used to think I could “just go with the flow.” That illusion shattered when I forgot to set up an experiment that required an overnight incubation—losing two days of work. That’s when I discovered time blocking.

I then started blocking my day into chunks: mornings for benchwork, afternoons for data analysis or writing, and early evenings (if needed) for reading or meetings. I scheduled buffer time—those magical gaps for fixing unexpected mishaps like broken centrifuges or contaminated cultures.

More recently (I learnt this from a colleague), I took it a step further. Similar to how meetings or lectures are scheduled in our calendar, or how our school timetable was completely planned out for us, I now schedule experiments and tasks such as data analysis, drafting or reviewing manuscripts, etc., into my workday as much as possible. For instance, if I dedicate 2 hours to set up a qPCR reaction, the one hour that it is running could be my lunch break or set aside for reading, and the 30 minutes afterwards would be scheduled for analysis of the qPCR results. 

Another option is to set up the reaction before a lecture (including a 30-minute, buffer time, of course), allowing the PCR to run during my lecture and performing the analysis after class. This helps me have a structured day with all tasks planned to a tee, keeping the bigger picture of the manuscript and my workload in mind so that balls are not dropped due to multiple priorities.

Thereafter, at the beginning of the week, I would sit down with a cup of tea and mapped out the week with my list of weekly tasks (from point 1 above). Did I stick to it 100%? No. But having a roadmap saved me from falling into a black hole of disorganization. 

Do bear in mind that this is a dynamic process. There were many instances when I was adjusting the current week's schedule or populating the following week's schedule based on the results I had obtained from the most recent experiment. 

Do not forget to do the same for days you have off or are unable to come into the lab. Those days can be set aside for data analysis or manuscript writing based on your schedule. Just being able to see your schedule and populating it as things come up keeps it current without having to set aside time to generate your timetable for the week.

3. SMART Goals: From Chaos to Clarity

In my first year, I made grand to-do lists like “Finish all cloning experiments” or “Write literature review.” Unsurprisingly, I finished none.

Then I learned about SMART goals—

Specific: Create a clear, concise goal

Measurable: Ensure you can measure progress

Achievable: Ensure you can achieve the goal

Relevant: Ensure the goal aligns with your project

Time-bound: Have a deadline for the goal

Instead of “Write literature review,” I wrote “Summarize 5 recent papers on CRISPR by Friday.” Breaking big projects into bite-sized chunks made progress visible and far less stressful.

It was a game-changer. I no longer felt like I was drowning in a sea of endless tasks. Instead, I was crossing off achievable milestones—and celebrating small wins.

4. Tracking Progress: Know Where You're Going

A turning point came when my PI asked, “So where are you with your project?” and I blanked. I knew I had been busy, but I couldn’t articulate my progress.

From that day on, I started keeping a research log. Each day, I jotted down what I did, what worked, and what didn’t. I also started using tools like Trello and Microsoft To Do to visualize tasks and deadlines. After this point, when someone asked for a project update, I had a clear timeline—plus, it helped me see patterns in my productivity and catch bottlenecks early.

This was especially useful in the latter half of my graduate studies when I had multiple projects in the pipeline. I generated a working outline in manuscript style (introduction, methods, results, discussion) for each project, which I populated as I obtained new results. 

This way, I didn't have to recall the bits and pieces of the story, including important references and discussion points, each time I took a step back to look at the bigger picture of the project. And, it made so much easier to start on my manuscript with all the data in one place.

5. Avoiding Multitasking: Focus Is a Superpower

I once tried to read a paper while waiting for a gel to run, reply to emails during a seminar, and prep reagents while listening to a podcast. Result? Misread the paper, forgot half the seminar, and ruined the buffer.

Learning from my lesson, I changed my strategy to focus only on one task at a time. I began grouping similar tasks—like reading papers or analyzing data—into focused sessions. Distraction-free deep work beats frantic multitasking every time.

6. Effective Time Management in the Lab: Working Smart, Not Just Hard

One day, I had three separate 1-hour incubations across two experiments. Instead of wasting three hours scrolling Twitter between them, I started stacking tasks. With (tons of) planning, I learned to set up multiple experiments that could run in parallel or in sequence.

I also created a master protocol binder—standardized, optimized, and annotated—so I didn’t waste time re-Googling reagent concentrations or run times. This cut setup time by half and reduced mistakes.

7. Reading Efficiently: Don't Drown in the Literature

As a new student, I thought I had to read everything. I printed dozens of papers and highlighted furiously—only to forget most of it.

Eventually, I learned to skim strategically: abstract, figures, and conclusion. I used Zotero to manage references and tag papers by theme or technique. I also scheduled specific times in my week for reading, so it doesn’t interrupt lab time.

Reading smart, not more, is the key.

8. Collaboration: You Don't Have to Do It All Alone

Early on, I hesitated to ask for help. I didn’t want to “bother” anyone. But I soon realized science is a team sport.

When I was troubleshooting a stubborn PCR, I finally asked a postdoc who had done similar work. She spotted my error in five minutes. With this, I learnt to be more proactive; if someone was good at microscopy and I was struggling, I asked them for tips—or even to collaborate. Teaming up saves time and improves quality.

My supervisor used this strategy extensively in his lab to publish papers quickly. A fellow graduate student trained extensively in the rat stroke model to perfect it, as it formed the basis of her research project. Instead of every individual having to master the rat stroke model, she was our go-to person to perform proof-of-concept experiments in the animal model for our projects. 

This was a win-win for everyone as everyone helped each other by providing their expert skills for others' projects and vice-versa, adding publications to everyone's names. This was one of the most valuable collaborative experiences I learnt in my graduate lab, something that is very hard to come by in some cut-throat labs.

9. Managing Distractions: Guarding Your Focus

Phones. Email. Slack. They’re all productivity killers if left unchecked. There were times when I was deeply engrossed in writing a manuscript, going on autopilot with all the creative juices flowing, and I was in a world of my own. But voila, a vibration would break the flow of deep, intellectual thought, and I would gullibly pick up the phone to check what caused the vibration, only to find myself furiously texting in my friend's group chat for the next 10 minutes. Refocusing after this interruption was a nightmare and disappointing.

I then made it a point to silence my phone, shut down email, and put up a “do not disturb” sign at my bench. Even one hour of undistracted work often produces more than three hours of fragmented multitasking!

10. Work-Life Balance: Productivity Without Burnout

In my first year, I believed in the “always working” myth. I stayed late, worked weekends, skipped lunch, to the point where I couldn't remember the day of the week. I also hit burnout—hard.

A kind postdoc once said, “You can’t pour from an empty flask.” It stuck with me. I set out clear boundaries after that: no lab work past 7 p.m., and at least one full day off each week.

I also scheduled mini-breaks during the day: a walk outside, coffee with a friend, or even a 10-minute meditation. Rest is not laziness; it's recharging your mental lab bench.

11. Using Tools Wisely: Do Not be Afraid and Let Tech Do the Heavy Lifting

I used to manually calculate all data stats—until I learned to write simple R scripts that automated most of it. Similarly, using Google Calendar with color-coded blocks helped me track meetings, experiments, and deadlines. And the best part is, if your lab uses Google Calendar to manage scheduling of shared equipment and resources, you can view multiple calendars at a time to manage your own schedule. The same applies to numerous other apps and software out there, such as Microsoft Outlook.

If a tool saves you time, learn it. I understand the inertia to learn complex-sounding language and software, but remember, you are where you are because of your capabilities to take on any challenge! Do not be afraid, muster your courage to master those tools. The initial time investment pays off tenfold.

12. Contingency Planning: Expect the Unexpected

Research is unpredictable. Machines break. Cells die. Reagents run out. I used to spiral when experiments failed.

I learnt not to let myself break. I learnt to be prepared for the worst and always have a backup task—editing figures, reviewing a paper, or prepping materials. Having a plan B turns frustrating downtime into productive hours.

Effective time management isn’t about cramming more into your day. It’s about making sure your time reflects your priorities to achieve your research goals. As a new or seasoned researcher, give yourself grace. You won’t get everything perfect, ever.

But with a bit of planning, the right time management strategies and tools, and a mindset of continuous improvement, you can balance your workload, stay sane, and make real progress.

And one day, you’ll be the postdoc helping a panicked first-year with their first failed PCR—and smiling, because you’ve been there.

What strategies have helped you manage your time in the lab?