Step-by-Step Dissertation Guide

Academically reviewed by Erika Prager, Senior Director, Office of Graduate Studies (Dissertation Completion Pathway), and Andy Riggle, PhD, Associate Vice-President, Educational Services and Assessment Support

Table of Contents

• Preparing for Dissertation or Applied Doctoral Project Work
• Topic Selection and Refinement
• Formulating Purpose and Research Questions
• Conducting a Comprehensive Literature Review
• Determining Your Research Methodology and Design
• Crafting the Dissertation Proposal
• Conducting Your Research and Data Collection
• Data Analysis and Interpretation
• Writing the Dissertation
• Editing, Formatting, and Finalizing the Dissertation
• Preparing for the Defense or Professional Presentation
• Post-Defense Steps and Dissemination of Research
• Essential Tools, Resources, and Tips
• Conclusion and Final Advice

Introduction to the Dissertation/Applied Doctoral Project Process

Purpose of the Guide

Completing your dissertation or applied doctoral project (ADP) is a significant milestone. Still, without a clear roadmap, it can quickly become overwhelming. This guide walks you through the entire process step-by-step, from choosing the perfect topic to preparing your defense or professional presentation and submitting your completed work. The process is extensive and requires sustained focus, but we’ll equip you with the knowledge, tools, and strategies needed to stay on track.

Overview of the Dissertation/Applied Doctoral Project Journey

Instead of viewing your dissertation as one large task, break it into smaller, manageable phases. Treat it as a series of stages to complete, each with its own set of challenges and milestones.

Typically, you’ll move through these key phases: topic exploration, topic selection, development of foundational components, review of literature, data collection and analysis, results and conclusions, and defense of your professional presentation. The final phase is completing your submission and archiving your work, marking the successful end of your doctoral journey.

Understanding Doctoral-Level Research

Doctoral research goes beyond just summarizing or reporting on the work of others. It’s about making an original contribution to your field. This could mean solving real-world problems in a brand new way, providing new insights into existing problems, developing a new theory, or filling a gap in the literature. When you start your doctoral journey, your mindset should switch from “what can I learn?” to “what can I contribute?”

Your research matters because it expands the boundaries of knowledge in your field. It also sets the stage for future scholars to build on your work. Isaac Newton described this idea with the phrase “standing on the shoulders of giants,” recognizing that every discovery builds on what came before. Your contribution could be the foundation that helps someone else reach even greater heights.

Setting Realistic Expectations

Starting your doctoral journey isn’t just adding one more project to your workload. It means rearranging your life for several years to accommodate the pursuit. Be realistic about the time and energy you can commit to this while still having room for family, friends, and other work. Burnout and isolation can happen quickly if you don’t plan for balance early.

A 2017 study found that almost one third of PhD students are at risk for common psychiatric disorders, with depression being the most common. You can mitigate this by setting firm work-life boundaries, building a support network, practicing self-care, and staying connected to people outside of academia. Prioritizing your well-being isn’t optional; it’s part of the success plan.

Preparing for Dissertation or Applied Doctoral Project Work

Before you start your dissertation or applied doctoral project, you’ll need to lay the groundwork for success. In this section, we’ll focus on assessing your readiness, working on your time management and planning skills, and building the support system needed to stay on track.

Assessing Readiness

Take an honest look at your readiness for independent research by evaluating your skills, interests, and areas that may need additional development. Recognize that independent research is different from coursework. You’ll be expected to set your own deadlines, manage your own goals, and engage in critical thinking to make an original contribution to your field.

Ask yourself: 

• Am I comfortable managing self-directed, long-term projects with constant deadlines?
• Can I work independently and stay focused for the duration of the research?
• Do I have strong research, analytical, and academic writing skills? Do I need to work on any of these areas?
• How well do I handle stress, setbacks, and critical feedback?
• Can I manage my time and create a healthy work-life balance?

Time Management and Planning

Depending on your program, research requirements, and pace of study, the typical doctoral journey usually takes between 3 to 7 years. Good planning and time management skills will be the difference between staying on top of things and feeling stressed and burnt out.

We recommend creating a long-term timeline and setting short-term goals and milestones to stay on track and keep up the momentum. This means outlining major phases like proposal writing, research and data collection, and other steps, then breaking them down into smaller weekly and monthly tasks. For example, try setting a goal for completing your literature review within three months and setting mini-deadlines each week to review a set number of articles and write a few pages.

When planning your timeline, be realistic when estimating how long a task will take and pad that time to accommodate unexpected delays or challenges. A good rule of thumb is adding 30% to your projected timeline to stay safe and have a little breathing room. Things won’t always go according to plan, but that’s okay because you’ll have it built into your timeline.

Doctoral work is demanding and benefits from a strong support system. As John Donne wrote in 1624, “no man is an island,” a poignant reminder that we all need strong support systems and networks to survive and thrive. This is especially true for doctoral students who need social support in different areas of their lives.

Building a Support System

Start by developing a working relationship with your Chair and committee members. Along with your advisor, these are the people who will guide and challenge you, ultimately leading to the approval of your work. Beyond that, take full advantage of institutional resources available to you, such as:

• Writing centers
• Student wellness support
• Dissertation boot camps
• Academic coaching
• Peer groups

Lastly, don’t underestimate the value of friends and family. Let them know what your academic commitment will demand and that you may need their support when things get challenging. 

Topic Selection and Refinement

Selecting your research topic is the first important decision you’ll make in your doctoral journey. We’ll review some strategies to help you identify your research interests, evaluate research gaps, narrow your topic, and define your research problem.

Identifying Your Research Interests

Having trouble coming up with your research topic? You’re not alone. Choosing a topic is a major decision because it will be your focus for the next few years. Most start by exploring their academic and professional interests by reading recent journal articles, books in their field, and preliminary literature reviews. 

There are many strategies available to help you through this process. For example, a 2020 study proposed a FRIENDS framework for selecting PhD research topics built around seven best practices:

• Feasible: Make sure the project is doable with your available time, money, skills, and resources
• Relevant: Choose a topic that’s practical and matters to your field and personal goals
• Interesting: Pick something that genuinely excites you and will keep you motivated throughout the project
• Ethical: Follow a code of ethics and ensure your research respects legal, cultural, and moral standards
• Narrow: Make the focus of your topic specific enough to allow for in-depth research within a manageable scope
• Discipline: Ensure the research is within your discipline or specialization
• Supervisor: Meet with your Chair, subject matter expert (SME), and academic reviewer (AR) to ensure you’re aligned on your topic

Identifying the interests that align with your goals is the first step. Once you have a general idea of this, your next move is to evaluate the existing research and identify gaps, unanswered questions, and unexplored areas. 

Evaluating Research Gaps

Identifying gaps is a foundational step for ensuring your research is original, impactful, and necessary. Once you have a general sense of where your interests lie, it’s time to pore through existing literature with a critical eye. 

Start by reading recent journal articles, books in your field, and preliminary literature reviews. Pay attention when researchers mention limitations in their studies or suggest areas for future research. You can also look for underexplored areas, outdated studies, or contradictions across sources. The goal here is to carve a researchable niche for yourself and make a unique contribution to your field.

Narrowing Down Your Topic

Balancing the scope of your research is essential. If your topic is too broad, you’ll only skim the surface with no room for deep analysis. If it’s too narrow, you may struggle to find enough background information or literature to identify a gap. The right balance ensures your topic is both manageable and substantial enough to do meaningful research.

Start by turning your broad interest into a focused research question. Choose an aspect you’d like to explore and then hone in on a particular population, dataset, timeframe, setting, etc. Then ask who, what, when, where, why, or how questions related to your topic. For example, you can take the broad category of “mental health in adolescence” and narrow that down to “How does social media use impact anxiety levels in high school students?“

Defining the Research Problem

Once you’ve narrowed your topic into a clear research question, the next step is to define the specific problem you will address. A strong research problem highlights a gap in the literature, a contradiction in existing findings, or an unresolved real-world challenge. 

With your problem clearly defined, explain why it matters and what impact your research could have, whether on your field, professional practice, or the communities affected by the issue. Articulating potential contributions justifies your research’s role within academic discourse. It shows how your work could influence future research and professional applications.

Formulating Purpose and Research Questions

With a clearly defined problem, you’ll establish the structure guiding your research project. This includes crafting a purpose statement, developing research questions, formulating hypotheses (if applicable), and selecting a theoretical or conceptual framework.

Developing a Purpose Statement

A clear purpose statement explains why you’re conducting the research, what makes it significant, and what questions you’re going to address. It builds on your problem statement and outlines your rationale, guiding the rest of your project. 

If you’re struggling with the purpose statement, this article suggests starting with two core questions:

• “Why does this topic warrant an investigation?”
• “What drives the investigation?”

Answering these questions will help you clarify your research focus, strengthen your rationale, and make a compelling case for why your study matters.

Developing Clear Research Questions

Good research questions are clear, focused, researchable, feasible, and specific. Typically, you’ll craft primary (and sometimes secondary) questions that serve different roles in your research. Here’s a quick breakdown of each:

• Primary question: This is the central question your study seeks to answer. It defines the study’s purpose and aligns with the research gap or your hypothesis. It’s usually introduced early, such as in the abstract. 
• Secondary questions: These are supporting questions that address particular aspects of the primary question. They might help you narrow the scope of the main question and break the topic down into manageable parts. They are often detailed in the introduction or methodology sections.  

Formulating Hypotheses (if applicable)

You’ll need a hypothesis section if you’re doing quantitative research that is: 

• Testing a relationship, difference, or effect
• Using statistical analysis to confirm or reject a prediction
• Following a deductive approach

A good hypothesis should be clear, unambiguous, testable, falsifiable, and linked to a theory or concept. It should also be aligned with your research questions, written as a statement, and use measurable terms. Here are two examples: 

• Weak: “Social media affects high school students.” (Too broad and vague)
• Strong: “High school students who use social media >2 hours/day report higher anxiety scores (GAD-7) than those who spend <1 hour/day, due to increased exposure to social comparison content.”

A well-formulated hypothesis isn’t a guess; it sets up your analysis and needs to be measurable and testable.

Establishing a Theoretical or Conceptual Framework

A theoretical framework draws from established theories to guide how you approach your research question and design your study. It shapes what you measure, how you define variables, and which methods you choose. Use this approach when your analysis is based on a specific, existing theory you want to test or refine (e.g., self-actualization theory or attachment theory). 

On the other hand, a conceptual framework is more flexible. It draws from multiple concepts, models, or ideas to help explain relationships between variables when no single theory exists that captures the scope of your research. Use this when your topic is more exploratory, based on observations and experiences, or pulls ideas from multiple models or disciplines.

Conducting a Comprehensive Literature Review

The literature review is often the most time-consuming part of a dissertation or applied doctoral project (ADP). You’ll review and critically evaluate relevant sources such as books, academic journals, and other scholarly materials. To help you through this, we’ll go over planning for your literature search, organizing and synthesizing literature, critical analysis and gap identification, and how to document the review.

Planning the Literature Search

Before diving deep into the research, you need to have a plan. A search strategy will save you time, keep you organized, and help you find relevant, credible sources. You’ll start by identifying key databases and resources in your field, which you can usually access through your school’s library. It will have research guides and access to curated databases, such as JSTOR, PubMed, PsycINFO, and ERIC. 

Next, you’ll work on developing your search terms based on your research question, key concepts, and relevant synonyms. Search tactics include:

• Boolean operators: Use AND/OR/NOT to combine or exclude terms 
• Phrase searching: Enclose phrases in quotation marks (e.g., “social media study”)
• Truncation: Use a wildcard symbol, like an asterisk (*), at the end of a root word to find all the variations (e.g., search for “product*” to find “production,” “productive,” “products,”etc.)

Finally, define your inclusion and exclusion criteria to help filter irrelevant results. Common limiting parameters include publication date, language, peer-review status, study population, and methodology. Document your search process to track databases, keywords, filters, and relevant papers you found. This will ensure your results are comprehensive and reproducible, strengthening the credibility of your review.

Organizing and Synthesizing Literature

Once you’ve collected your sources, start organizing your research in a way that’s easy to reference. Many students take advantage of digital tools like spreadsheets, reference managers (e.g., EndNote, Zotero, Mendeley), or annotated bibliographies to track details, such as author, publication year, methodology, findings, and how they relate to your research. 

Next, begin synthesizing literature by identifying patterns, common themes, disagreements, and connections across different studies. This will help you see where researchers agree, disagree, and what the gaps in the literature are. Group your sources by theme to build a stronger narrative for your argument.

Critical Analysis and Gap Identification

Now it’s time to evaluate your sources, which means critically analyzing their methodological strengths and weaknesses. Look at the studies you reviewed and ask:

• Did they use robust methodology? 
• Are the sample sizes large enough and representative?
• Were there any biases or limitations?
• Are there contradictory findings in existing literature?
• Were the tools used valid and reliable?
• Is any of the data outdated?

These questions help identify gaps that may exist in scope, methodology, perspective, or practical application. You’ll justify your research by clearly showing how your study addresses one or more of these voids. Based on a 2024 article on identifying research gaps, we’ve extrapolated a few useful strategies for research justification:

• Filling a theoretical gap by extending or modifying existing theories
• Addressing theoretical oversimplifications by integrating multiple variables or offering a more holistic view 
• Improving methodological limitations by positioning your design as more generalizable (e.g., by using larger, more diverse samples, using stronger analytical tools, etc.)
• Translating theory into action involves taking a theoretical model and testing it in a real-world application
• Resolving contradictions in findings by clarifying mixed results in prior studies
• Updating outdated research with newer technologies, methods, or data sources
• Drawing from future research suggestions in key studies from your literature review

Documenting the Review

Structure the literature review section as its own mini paper with an introduction, body, and conclusion. Choose an organizational approach that best supports your argument:

• Chronological: The simplest approach that traces how topics have developed over time
• Thematic: Groups literature by strong recurring themes, concepts, or patterns 
• Methodological: Organizes the studies by research methods used and their results and conclusions
• Theoretical: Compares key theories and how they’ve been used, challenged, or built upon

Use clear subheadings and transitions to guide your readers through the themes, trends and patterns, influential publications, and gaps. The goal is to build a compelling case that your research fills a meaningful gap and has earned its place as a valuable contribution to the field. 

Make explicit connections about how the literature directly supports the development of your study’s framework. Clarify key constructs, relationships, and assumptions that underpin your study. Highlight how your framework is informed by existing findings, models, and theories.

Determining Your Research Methodology and Design

This step outlines how you collect, analyze, and interpret data to answer your research questions. We’ll review how to choose the right methodological approach, research design, data collection methods, ethical considerations, assumptions, limitations, and delimitations. The goal is to ensure your methodology provides a structured data collection and analysis approach that will produce valid, meaningful results.

Choosing the Right Methodological Approach

Your methodological approach should align with your research goals, objectives, the type of data you need to collect, and how you plan to analyze it. Most studies fall into one of these three categories: 

• Quantitative methods: Uses numerical data and statistical analysis to test hypotheses, measure relationships between variables, identify patterns, and generalize findings.
  • Pros: Replicable, resistant to bias, strong statistical power, scalable insights
  • Cons: Cannot explore the “why” or “how” of results, limited flexibility disallows adapting questions mid-study, context can be lost
    
• Qualitative methods: Uses interviews, observations, and content analysis to explore meaning, experience, and complex social phenomena.
  • Pros: Captures the “why” and “how” in rich detail, allows for contextual understanding, and is flexible and adaptive during research
  • Cons: Subjectivity allows room for researcher bias, time-intensive, small sample sizes, and not generalizable because findings are context-specific
    
• Mixed-methods: Combines quantitative and qualitative methods for comprehensive analysis from multiple angles.
  • Pros: Combines narrative insight with statistical validation, validates findings through multiple data sources, and has flexibility to address complex questions
  • Cons: Complex, time-intensive, requires methodological expertise to synthesize two types of data

Research Design

Your research design is the blueprint outlining how you will collect, analyze, and interpret data. Choose a design that best aligns with your research questions, objectives, and methodology.

Quantitative Research

Quantitative methods focus on measuring variables and analyzing numerical data to identify patterns, relationships, or cause-and-effect.

• Experimental: Tests causal relationships by applying an intervention and randomly assigning participants to groups, allowing strong control over confounding factors
• Quasi-Experimental: Tests causal relationships using an intervention without random assignment to groups, offering less control over confounding factors than true experiments
• Non-Experimental: Investigates relationships between variables through observation, surveys, or archival data without interventions or manipulations

Qualitative Research

Qualitative methods focus on exploring experiences, meanings, and contexts in depth. They rely on rich, descriptive data rather than numerical measurements.

• Ethnography: In-depth study of people and cultures through direct observation and immersion in their environment, often over extended periods
• Phenomenology: Examines individuals’ lived experiences to understand the essence and meaning of a phenomenon
• Case Study: Detailed investigation of a single case or a small number of cases within their real-life context, often using multiple data sources
• Exploratory: Conducted to investigate little-known or poorly understood issues, generating insights, ideas, or hypotheses for future research
• Descriptive: Provides a detailed account of events, contexts, or experiences without manipulating variables, focusing on what is happening rather than why

Detail the research setting by stating where, when, and under what conditions data will be collected. Define your target population, clarifying how participants will be selected, how many will be included, and why this group is appropriate for your study. Specificity makes the evaluation of validity, feasibility, and relevance much easier.

Data Collection Methods

Using the right tools and instruments is essential for collecting data that is accurate and dependable. Common data collection methods include surveys, questionnaires, interviews, focus groups, observations, experiments, and tests.

Tools and instruments should be examined for:

• Reliability: They produce consistent, replicable results under the same conditions across time, settings, or researchers
• Validity: They accurately measure what they are intended to measure
• Trustworthiness (qualitative research only): They meet these four criteria—credibility, transferability, dependability, and confirmability

Ethical Considerations

Ethical considerations are critical in protecting the safety, rights, and dignity of participants and safeguarding the legitimacy of research results. Before any data collection, you must obtain Institutional Review Board (IRB) approval to ensure the study meets ethical standards.

Participants must be fully informed about the study’s purpose, risks, and their right to withdraw at any time. In order to secure this informed consent, it must be clearly documented. Researchers must also maintain confidentiality by anonymizing personal data and using secure storage (e.g., encrypted files).

Assumptions, Limitations, & Delimitations

All research has certain assumptions, limitations, and delimitations that require transparency. This openness strengthens your study’s credibility and helps readers put your findings in context. 

• Assumptions are things you accept as true without proof. For example, the questionnaire you’ve chosen is valid and reliable
• Limitations are potential weaknesses or things outside your control that may affect results. This includes small sample sizes or conflicts around cultural bias
• Delimitations are intentional study boundaries set to narrow the scope of the study. This includes limits in demographics, timeframe, or geography

Researchers should take steps to minimize their bias by using standardized protocols, triangulation, reflexivity journals, and member-checking. 

Crafting the Dissertation Proposal

A dissertation proposal is a structured, formal document that outlines the study’s objective, methods, expected outcomes, and significance. It’s a comprehensive plan for your dissertation or ADP that typically needs to be approved by a committee before any research begins. We’ll go over the purpose and importance of the proposal, how to structure a successful proposal, the timeline of feasibility, and how to craft a proposal presentation and defense.

Purpose and Importance of the Proposal

Your proposal serves two functions: It secures approval from your committee and it outlines the roadmap for your research. A well-crafted proposal demonstrates your study’s merit and feasibility by showing it is methodologically sound, ethically responsible, and based on theory. This roadmap should clearly communicate what you’re studying, why it matters, and how, where, and with whom you’ll conduct the research.

Structure of a Successful Proposal

Think of your proposal as an abridged version of your dissertation that doesn’t include the results, discussion, or conclusion sections. This mini paper will include:

• A brief introduction and background to establish context
• A focused literature review identifying what’s known and where gaps remain
• Clearly defined research questions or testable hypotheses
• An outline of your methodology and research design
• Discussion of expected contributions to your field and implications for future research
• A reference list of bibliographical information in proper citation style (NU uses APA style)

Timeline and Feasibility

Explain how your study is not only worthwhile but also feasible. Include a detailed work plan that considers practical factors like time, skill, resources, access to participants or data, ethics, and logistical challenges. Set realistic key milestones for completing each stage of the project, such as the literature review, data collection, and chapter writing, to show how you’ll manage your time and stay on track.

Proposal Presentation and Defense

A proposal defense is similar to a dissertation defense, except you present and defend your proposed dissertation plan or ADP (National University only requires a proposal presentation). The process includes presenting your proposal to a committee, having a Q&A session where you defend and justify your decisions, and then having an evaluation by the committee on the soundness and feasibility of your proposal. After the committee deliberates, they will come back with feedback and suggestions, which you will integrate into your submission for their final approval. You need the committee’s approval at this step before you can continue with your research.

When the time comes for your proposal presentation, be clear, confident, and prepared to explain your decisions. Repeated practice will save you a lot of stress and last-minute panic. The committee will want to know details about your research questions, methodology, and rationale, so anticipate these questions and practice answering them beforehand. Be open to the committee’s feedback, and treat the defense as an opportunity to improve your study before moving forward.

Conducting Your Research and Data Collection

Once your proposal is approved, it’s time to start collecting data according to your methodology. We’ll cover how to prepare for data collection, data collection techniques, and troubleshooting during data collection.

Preparing for Data Collection

At this stage, make sure all instruments are finalized, tested, and approved. This includes obtaining copyright permission to use any tools or measures, if necessary, to avoid legal consequences or article retraction. Consider conducting a small-scale pilot test to identify potential issues and make refinements. 

To keep data collection on track, coordinate scheduling, finalize recruitment, secure access to research sites, and set a clear timeline. Address logistical details such as equipment needs, permissions, backups, and contingency plans. Careful preparation will help prevent any delays and account for unexpected challenges.

Data Collection Techniques

Common data collection techniques and tools include surveys, experiments, interviews, focus groups, archival research, and observations. Choose a method that helps you directly answer your research questions and consider any logistical or methodological limitations. Develop a process for standardizing procedures and organizing raw data to ensure it’s complete, secure, and ready for analysis. 

Best practices for data quality control include:

• Recording all information at the point of data collection
• Double-checking manual data entries
• Using neutral wording in questions
• Implementing real-time validation checks
• Conducting random audit checks

Troubleshooting During Data Collection

Even with meticulous research design, things don’t always go according to plan. You must have a contingency plan ready to deal with unexpected challenges, such as participant dropouts, technical failures, data quality issues, or scheduling conflicts. Be prepared with remedies like extending recruitment timelines, switching to backup devices, re-contacting participants to fill in missing data, or adjusting your timeline.

Keeping a reflexivity journal during your research is a helpful way to track decisions, observations, thoughts, and any changes you make along the way. It adds transparency and gives helpful context when it’s time to interpret your results. Being able to anticipate challenges, stay flexible, and keep detailed notes will help you stay grounded and adjust your approach when needed.

Data Analysis and Interpretation

You’ve gathered your data, now you’ll need to organize, analyze, and interpret it. Your methods will depend on your research design and the type of data you’re working with. We’ll review preparing data for analysis, selecting appropriate analysis methods, interpreting results, and visualizing data.

Preparing Data for Analysis

The first step is to clean, organize, and format your data. In quantitative studies, this helps reduce the risk of research bias, like missing information or skewed variables. You’ll need to check for errors, gaps, or inconsistencies in your dataset and decide whether to fix, remove, or work around them.

In qualitative research, data preparation may include transcribing interviews or focus group recordings. Your choices for transcription methods include verbatim transcription, edited transcription, or the most commonly used intelligent verbatim transcription. Choose the method that aligns best with the level of detail you need. Thorough data preparation ensures accuracy and strengthens the credibility of your findings.

Selecting Appropriate Analysis Methods

Quantitative studies use statistical analysis tools to investigate patterns, trends, and relationships in your data. Statistical tests, such as T-tests, ANOVA, Chi-square tests, or regression analysis, are typically performed using software like SPSS, R, and Excel. The appropriate method will allow you to test your hypotheses and draw statistically valid conclusions from your findings.

Qualitative research, on the other hand, can be examined through content, discourse, thematic, or textual analysis. The appropriate choice depends on your research approach and the nature of your data. These methods help identify patterns, themes, and insights across your dataset. Coding software such as NVivo or MAXQDA supports these methods by helping organize, analyze, and visualize your data.

Interpreting Results

Interpret results by linking your findings back to your original research questions or hypotheses. You’ll also compare results with the reviewed literature and discuss whether your results agree, disagree, or expand upon existing theories, models, or studies. Address the significance of your findings and their practical or theoretical implications. Acknowledge any limitations or potential biases without undermining your results.

Conclude by proposing recommendations for future research directions or questions. Your interpretation is what makes your data meaningful and part of the larger conversation within your field.

Visualizing Data

Data visualization helps engage your audience to quickly and easily understand the patterns, trends, and relationships you’d like to highlight within your results. Use the visual format that best matches with the data you’re presenting. Here are a few example use cases: 

• Compare categories: Bar chart, column chart
• Show trends over time: Line chart
• Show frequency distributions: Histogram
• Present full distribution of raw data: Scatter plot
• Display variations in population samples: Box and whisker chart
• Display Proportions: Pie chart, donut chart
• Show relationships: Scatter plot, bubble chart

Writing the Dissertation/Applied Doctoral Project

With all your data and research in order, it’s time to get down to writing. We’ll go over how to structure your dissertation, a few writing strategies, and how to handle feedback and revisions.

Structuring Your Dissertation

Dissertations are typically broken down into six chapters (your program may require fewer). The goal is to help the reader understand the value and purpose of your research, walk them through your process, and prove why your work matters in your field. Standard chapters include:

• Introduction: Presents the research question, purpose, and significance of the study
• Literature Review: A critical analysis of existing research within your topic to contextualize the study
• Methodology: Describes your research design, data collection methods, and analytical approaches
• Results: Clearly and concisely present your findings, often with visuals like tables and charts
• Discussion: Interprets the results, relates them to the literature, and explores limitations and implications
• Conclusion: Summarizes key insights, discusses the broader impact of findings, and suggests future research directions

Aim to balance content and depth across the chapters. Each section should contain enough details to get your point across without overburdening the reader with excess information. Maintain a good narrative flow by avoiding padding and disruptive filler words. Focus on building each chapter upon the last to tell a compelling research story.

Writing Strategies

There’s no wrong way to approach writing your dissertation, but some ways are smarter than others. The following are a few tips and strategies to structure your process and get some words on the page.

Planning and Process:

• Before you begin, create a clear outline for each chapter or section
• Don’t be afraid to skip around sections (i.e., you don’t have to start with the Introduction)
• Set realistic writing goals and break large sections into manageable chunks with deadlines
• Maintain a consistent tone and style, and follow your school’s formatting guide (e.g., APA, MLA, Chicago) for citations, headings, and structure

Effective Writing Style:

• Effective academic writing is clear, concise, and evidence-based (avoid fluff and filler)
• Avoid jargon unless necessary and define key terms
• Support claims with credible sources and proper citations
• Use active voice when possible
• Vary sentence structure for flow (i.e., mix short and complex sentences)

Developing Arguments:

• PEEL structure for paragraphs
  • Point: State the main idea or argument of the paragraph in the topic sentence
  • Evidence: Provide supporting evidence to back up your point
  • Explanation: Explain how the evidence supports your point
  • Link: Transition to the next point or connect the paragraph’s argument back to the main thesis

• CER framework to structure paragraphs or sections
  • Claim: Make a clear statement of your argument or position
  • Evidence: Back up your claim with supporting evidence
  • Reasoning: Briefly explain how your evidence proves your claim 

Guide readers through your arguments with signposting (e.g., While previous studies focused on X, this section demonstrates that Y plays a critical role in Z.)

Revision and Feedback

Good dissertations and applied doctoral projects aren’t just written in a single draft. They go through a few rounds of revision and polish. That is where your ideas really take shape, your structure solidifies, and your arguments become airtight. The following strategies can help you through the revision and feedback process without getting overwhelmed.

Self-Editing Strategies:

• Step away from the work for a period of time before editing to see it with fresh eyes
• Focus each revision pass on a different element (e.g., grammar, clarity, content, etc.) instead of checking for all those things at once
• Read aloud to catch awkward phrasing or unclear transitions

Integrating Committee Feedback:

• Don’t take feedback personally; this is an opportunity to get advice from experts and make your research shine
• Categorize feedback by priority:
  • Major changes: Structural, methodological, or thematic changes
  • Minor changes: Grammar, citations, and phrasing clarity
• Clarify unclear comments with follow-up questions
• Use version control to track comments and revisions

Prioritize revisions by starting with the big picture issues, like logical flaws, unclear arguments, inconsistent methodology, or structural gaps. Then move on to polishing sentence-level writing, like grammar, word choice, and formatting.

Editing, Formatting, and Finalizing the Dissertation

This is the final stretch before submitting your dissertation to the committee. At this stage, your focus is to make sure your dissertation or applied doctoral project meets academic standards for clarity, structure, and presentation. This section will review academic style and formatting guidelines, proofreading and editing, final formatting, and submission preparation.

Academic Style and Formatting Guidelines

Make sure your dissertation or applied doctoral project meets your institution’s required formatting and style standards. The most common guidelines cover everything from font size and line spacing to citation style, reference formatting, table and figure placement, and title page and heading structure.

Ensure you’re being consistent in citations and references throughout your manuscript. If you have questions about formatting, refer to your institution’s dissertation handbook or style template, as well as books or websites for your style guide. National University uses APA formatting.

Proofreading and Editing

Proofreading is your last chance to catch errors and polish your writing. Use tools like spellcheck, Grammarly, and Zotero to catch issues you might overlook. Reading aloud or printing out your work can also help you spot awkward phrasing, missing words, and formatting inconsistencies.

If your draft is nearly complete and you’d benefit from expert feedback, don’t hesitate to have a professional review your manuscript. National University offers free personalized support to its students through the Academic Success Center, including writing coaching and editing services. These resources can help you strengthen clarity, fix lingering issues, and ensure your writing is tight and publication-ready.

Final Formatting

Give your dissertation or project one last formatting check to make sure it looks professional and meets institutional standards. You’ve spent years on this, so don’t let small oversights undermine the quality of your work. Review your entire manuscript for consistency and accuracy, and double-check the following elements:

• Pagination: Verify page numbers are correct and in the right location
• Figures and tables: Confirm they are correctly numbered, labeled, and referenced properly
• Appendices: Make sure all supplemental materials are formatted properly and consistently

Preparing for Submission

Before submitting, review the submission guidelines carefully. These guidelines outline required file formats, naming conventions, deadlines, and any final paperwork. Some universities require a digital submission using an institutional repository or a platform such as ProQuest. Other schools may request printed hard copies with specific binding and paper requirements. National only requires digital submission via ProQuest.

Make sure you know where to submit, what formats are required, and if any paperwork needs to accompany your dissertation or project. Be sure to follow your submission protocols exactly to avoid delays or rejections.

Preparing for the Defense or Professional Presentation

Reaching the defense or presentation stage of your doctoral journey is a huge milestone. This is the culmination of your years of research, critical thinking, hard work, and persistence. It may feel intimidating at first, but let’s walk you through how to prepare for it and approach this process confidently and strategically.

Understanding the Defense/Presentation Process

The defense or professional presentation is your opportunity to demonstrate expertise in your field and showcase everything you’ve worked for the past few years. From start to finish, this process may take around 2 or more hours (National’s are 90 minutes long). You’ll present your research, analysis, and contributions to the field to your committee of experts who will question and critique your work. 

First, there will be opening remarks from your committee chair or advisor, who will give a brief overview of the process. Next, you’ll give your presentation, which typically lasts 20–30 minutes. Throughout your presentation, speak clearly, make eye contact with your audience, and maintain confidence. Wrap up with a strong conclusion that reinforces your main findings and the significance of your work. 

After the presentation, the committee will engage you in a Q&A session. They will assess the validity of your research methods, the strength of your argument, and the impact of your findings on your field. This isn’t judgmental, but rather a Socratic form of questioning to push you and challenge your thinking. Be prepared to answer their questions, stay composed, and provide thoughtful responses with confidence. 

After the Q&A session, you will be asked to step out of the room while the committee deliberates on your presentation. The outcome will be one of four possibilities:

• Approved with no changes: Your dissertation is accepted as submitted
• Approved pending minor revisions: Small edits required before final approval
• Approved pending major revisions: Significant revisions are needed before approval
• Requires another defense: Rare, but occurs if substantial issues are identified

Keep in mind that while it is possible to fail a dissertation or presentation, it is exceedingly rare. Your advisor will not let you defend or present unless they are confident you will pass. Additionally, most issues with your research are often caught earlier in the process.

Crafting Your Presentation

Your defense or professional presentation isn’t just a summary of your work. You’ll need to craft a clear and compelling story about your research and why it matters. The presentation typically walks the audience through key sections, such as the: 

• Introduction: Clearly state your research question and its significance
• Literature Review: Briefly highlight your existing research and how your work contributes to the field
• Methodology: Explain your research design, data collection, and analysis process (don’t forget ethical considerations and potential biases) 
• Findings: Illustrate key results with clear visuals, such as charts and graphs
• Conclusion: Restate your main findings and suggest areas for future research

When creating your slides, opt for a minimalist design that is easy to read. You’ll want to keep the layout consistent and make sure every element supports your message instead of distracting from it. Here are a few recommendations for making your presentation look polished and professional: 

• Follow the 6×6 rule—no more than six bullets per slide and six words per bullet
• Choose a readable font and color palette that avoids harsh, high-contrast color combinations
• Use clear visuals and charts to support key points or illustrate complex data
• Minimize slide transitions and animations to avoid distractions
• Keep practicing aloud to sharpen delivery and timing

Practicing Your Defense/Presentation

Succeeding at your defense or presentation requires anticipating the right questions, practicing your presentation, and engaging with your committee thoughtfully and confidently. Follow these presentation tips to get yourself fully prepared: 

• Practice relentlessly: Rehearse your presentation several times, preferably in front of peers or advisors who can offer constructive feedback
• Anticipate potential questions: Hold mock Q&A sessions with a list of questions the committee may ask
• Stay composed and trust your expertise: Remember, you’ve spent years becoming the authority on your research
• Be receptive to feedback: Accept constructive feedback with grace and the understanding that this is an opportunity to strengthen and polish your work
• Be clear, not clever: Present complex ideas in a plain, straightforward manner and avoid jargon or flowery language

Managing Anxiety and Building Confidence

Feeling nervous before your defense or presentation is perfectly normal, even professional speakers occasionally get the jitters. The key isn’t eliminating anxiety, but reframing it as excitement and channeling that into focused energy. Nervous energy can propel you into action and prevent procrastination. Practice self-care with simple, stress-relieving habits like meditation, exercise, deep breathing, listening to uplifting music, or practicing positive self-talk.

Get plenty of rest the night before your defense or presentation. If anxiety hits while you’re presenting, breathe deeply, stay grounded, take a sip of water, and smile. This slows your system down and helps reset your energy.

Remember, you know your research better than anyone. Trust the preparation that brought you here. Present with clarity and confidence. Show your command of the research.

Post-Defense Steps and Dissemination of Research

After successfully defending your research, you’ll need to complete any revisions, submit your final manuscript, and share your research with a broader audience. This section outlines addressing committee revisions, final submission and archiving, publishing your research, and leveraging your research for future opportunities.

Addressing Committee Revisions

Your committee may have requested revisions before granting final approval. Organize the feedback into major and minor categories, prioritizing the major problems. These are the non-negotiable changes that must be addressed, such as methodological flaws, missing citations, or misaligned conclusions. Then, move on to minor changes, such as grammar and technical corrections. 

Create a revision timeline that aligns with your submission deadline and allocates enough time for committee members to review again. If you have questions about the feedback, speak with your advisor or reach out to the committee member for clarification. Staying organized will help you stay on track toward the final submission.

Final Submission and Archiving

Before you submit, carefully review your institution’s requirements for the final submission. Most institutions require a finalized digital version to be submitted through a designated platform. Follow all formatting, file naming, and documentation guidelines as required for archiving. 

You may also be asked to complete a submission checklist, copyright declaration, or embargo request form, so make sure you account for this when planning your timeline. This is the last step before your work officially enters the academic record.

Publishing Your Research

Use the completion of your research as an opportunity to publish a journal article, book chapter, or full-length book. Identify journals or conferences that align with your topic and check what their submission rules and expectations are. Don’t just publish for the prestige; this is how you contribute to your field and boost your academic credibility.

Leveraging Your Research for Future Opportunities

Use your research as a calling card to open doors. Connect with experts and potential collaborators by presenting your work at conferences, workshops, or industry events. Feature it on your CV and use it to land speaking engagements and future work opportunities. This is an opportunity to share your work with peers and professionals in your field as a thought leader.

Essential Tools, Resources, and Tips

Most students use software tools, templates, checklists, helpful books, workshops, and self-care strategies to manage all the moving parts involved in research and dissertation writing. We’ll go over some of our favorite tips and resources. 

Software and Technology

Organizing articles and citations will quickly become cumbersome. Reference management software will save you a lot of time and headaches. The top three tools students use—Zotero, EndNote, and Mendeley—offer the essentials for managing your research: PDF management, bibliography creation, citation automation, collaboration with other researchers, and word processor integration. Here’s a breakdown of what sets each apart:

Tool	What to Expect	Best For
Zotero	– Free – Very beginner user-friendly – Great for collaborative projects – Integrates with Google Docs, MS Word, and LibreOffice	Quick citation management for early drafts, literature reviews, or team-based applied projects
EndNote	– Paid (may be free or discounted depending on the school) – Robust features for managing large libraries – Powerful search and filtering features – Integrates with MS Word	Organizing hundreds of references for data-heavy dissertations or systematic reviews
Mendeley	– Free (with some limited features)  – Strong PDF management  – Moderate learning curve  – Integrates with MS Word – Great for collaborative work and sharing citations	Annotating research articles and sharing sources with advisors or committee members

Data analysis tools will be another time and sanity saver. The following tools will help you organize, analyze, and make sense of your research data, whether it’s numbers, interviews, or other data points. Here’s a list of the most popular tools students are using and the best use cases for each:

Tool	What to Expect	Best For
SPSS	– Paid (but often free through schools)  – User-friendly for common statistical tests (e.g., t-tests, regressions)  – Limited flexibility for complex custom analysis – Particularly useful for social science research	Running statistical tests for quantitative dissertations or ADPs in social sciences
R/RStudio	– Free to use  – Extremely powerful, but coding knowledge is necessary – Steep learning curve if you’re new to coding  – Ideal for custom statistical analysis and reproducible research	Custom statistical modeling or advanced data analysis involving large datasets or reproducible methods
NVivo	– Paid  – Industry standard for qualitative data (coding interviews, open responses)  – Allows advanced queries and thematic analysis	Coding and analyzing qualitative data from interviews, focus groups, or open-ended responses
MAXQDA	– Paid  – Alternative to NVivo and slightly more user-friendly  – Strong visualization features for qualitative research	Visualizing and organizing qualitative themes in practitioner-based or mixed-methods projects
Excel/ Google Sheets	– Free (Google Sheets) or paid (Excel)  – Good for basic data entry, organization, and simple calculations  – Limited for more complex statistical analysis	Organizing data, tracking progress, or performing simple descriptive analysis for small-scale studies
Tableau Public	– Free version available  – Best for creating interactive graphs, charts, and dashboards  – Limited in statistical analysis compared to SPSS or R/RStudio	Creating visual summaries of findings or presenting results in applied projects or defenses

Useful Templates and Checklists

A basic dissertation chapter and section outline will help keep you organized and your work neatly structured. A dissertation can be broken down into six main parts with subsections under each, plus references and appendices at the end. Here is a quick reference for the structure of a dissertation:

1. Introduction

• Purpose: Presents the foundational components of your dissertation and sets the overall tone and direction
• Key sections:
  • Background of your topic 
  • Problem and purpose statements
  • Research questions and applicable hypotheses
  • Significance of the study
  • Theoretical or conceptual framework

2. Literature Review

• Purpose: Present your analysis and evaluation of relevant research sources (books, academic journals, and other relevant materials)
• Key sections:
  • Overview of relevant research
  • Thematic or chronological organization of materials
  • Identification of literature gaps
  • How your study addresses these gaps
  • Summary

3. Methodology

• Purpose: Explain your research design and describe data collection methods
  Key sections :
  • Research design (qualitative, quantitative, or mixed methods)
  • Population and sample (who and what you’re studying)
  • Data collection methods (interviews, surveys, experiments, etc.)
  • Data analysis plan
  • Ethical considerations
  • Validity and reliability

4. Results

• Purpose: Clearly present the findings of your study without interpreting them
  Key sections:
  • Description of Sample (demographics, participation rates, etc.)
  • Presentation of Findings (organized by research question or themes)
  • Tables, Charts, Graphs (if applicable)

5. Discussion

• Purpose: Interpret the results of your study, why they matter, and highlight opportunities for future research
• Key sections to include:
  • Summary of key findings
  • Interpretation of  the results 
  • Implications for practice, policy, or future research
  • Limitations of the study
  • Share any recommendations

6. Conclusion

• Purpose: Summarize and reiterate your main findings, the study’s contributions and broader impacts, and your recommendations
• Key sections:
  • Restatement of the purpose and major findings
  • Contributions to your field
  • Recommendations for future research
  • Final thoughts

7. References

• Purpose: Cite sources you used in proper format (APA, MLA, Chicago, etc.)

8. Appendices (if needed)

• Purpose: Include extra materials that are too bulky for the main chapters, but necessary to support findings
• Example sections:
  • Survey instruments
  • Interview protocols
  • Tables, figures, and other graphics
  • Consent forms
  • Glossary

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Timeline and milestone checklists give you a realistic, flexible roadmap for your dissertation or professional project. They help you stay focused on the big picture while making steady progress toward each major goal.

Most dissertations and doctoral projects move through 11 main phases, each with critical milestones to guide your progress. The following is a sample you can use and edit for your needs. Treat it as a living document and update due dates as your timeline evolves. Don’t forget to build in extra time for unexpected delays, revision cycles, and mental recharge days. 

Key Milestones	Number of Days	Due Date
1. Preparation and Topic Selection
Identify research interests
Evaluate research gaps
Narrow down the topic
Define the research problem
2. Formulating Purpose and Research Questions
Develop a purpose statement
Develop clear research questions
Formulate hypotheses
Establish a theoretical or conceptual framework
3. Conducting a Comprehensive Literature Review
Plan the literature search
Organize and synthesize literature
Critical analysis and gap identification
Documenting the review
4. Determining Your Research Methodology and Design
Choose the right methodological approach
Outline research design
Decide data collection methods
Obtain Institutional Review Board (IRB) approval
Identify threats to reliability, validity, and trustworthiness
5. Crafting the Dissertation Proposal
Outline roadmap for your research
Secure approval from your committee
Explore feasibility of study
Proposal presentation and/or defense
6. Conducting Your Research and Data Collection
Prepare for data collection
Collect, record, and organize raw data
7. Data Analysis and Interpretation
Prepare data for analysis
Select appropriate analysis methods
Interpret the results
Create data visualizations
8. Writing the Dissertation
Structure your dissertation
Create an outline for each section
Complete introduction section
Complete literature review section
Complete methodology section
Complete results section
Complete discussion section
Complete conclusion section
Edit your work
Submit to committee for feedback
Integrate committee feedback
9. Editing, Formatting, and Finalizing the Dissertation
Proofread and edit
Do final formatting
Prepare for submission
10. Preparing for the Defense or Professional Presentation
Craft your presentation
Rehearse your defense or presentation
11. Post-Defense Steps and Dissemination of Research
Address committee revisions
Final submission and archiving

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Proposal and defense presentation templates give you a clear, professional framework and can ease presentation anxiety by providing structure and reducing uncertainty. They help you hit your points, keep your slides clean and concise, and deliver your research clearly and confidently. Save time by using customizable templates from sites like Canva, SlideTeam, or SlidesGo.

Recommended Readings and Workshops

Books and articles on doctoral research writing are valuable resources for strengthening your research and writing skills. Look for texts centered on dissertation structure, academic writing, and research methodology tailored to your field. We recommend:

• National University’s Academic Success Center Writing Resources
• Journal of Writing Research
• “Struggling with Your Academic Writing? Try These Experiments to Get the Words Flowing” – Science.org
• 265 Troubleshooting Strategies for Writing Nonfiction by Barbara Fine Clouse
• The Craft of Research by Wayne C. Booth, Gregory G. Colomb, & Joseph E. Williams
• The Elements of Style by William Strunk Jr. & E.B. White
• How to Write a Lot: A Practical Guide to Productive Academic Writing by Paul J. Silvia

In addition, take advantage of workshops, webinars, and online courses offered by your institution or professional organizations. These resources can give you hands-on practical guidance, peer support, and expert insights.

Self-Care and Work-Life Balance

Completing a dissertation or applied doctoral project is a long-term commitment that comes with many challenges. You need to prioritize your well-being to prevent burnout, depression, anxiety, or other mental or physical issues.

Here are a few tips for managing stress and avoiding burnout: 

• Recognize and address imposter syndrome
• Set boundaries to protect yourself and your time
• Structure your time and set daily routines 
• Make time for self-care: exercise, hobbies, eating well, and relaxation techniques
• Communicate openly with your advisor
• Break large tasks into manageable chunks

It’s normal for motivation and discipline to fluctuate. What matters is putting systems into place to help you when motivation dips. Set achievable goals, celebrate small wins, stay on schedule, and make doing the work a habit. And never hesitate to reach out for support when you need it.

Conclusion and Final Advice

Completing a dissertation or applied doctoral project is no small feat. It’s a complex process that demands persistence, focus, and resilience. From selecting your topic and developing clear research questions to collecting data and analyzing results, every step requires careful planning and commitment to your timeline and goals. With the right road map and support, you can confidently move through this process and find success.

Throughout this journey, you need to stay adaptable and open to change. Deadlines will shift. Data will surprise you. Feedback will push you to rethink and work harder. Embrace constructive criticism; it’s a chance to make your research stronger. 

Your dissertation represents an original contribution to your field. That’s a meaningful achievement, and it can keep you going when the work gets challenging. Ask for help when you need it and take breaks when you must. And when it’s finally done, you’ll be able to move forward confidently in your academic career.