Terminology: In this resource, I use “PI” (principal investigator) and “supervisor” to refer to the person primarily responsible for guiding your PhD research. In some institutions, the PI is your direct supervisor, while in others you may have a different day-to-day supervisor (such as a senior researcher or co-supervisor).
Project
Research freedom
PhD positions vary in how much freedom you have in defining your research questions. Some positions are tied to a specific funded project with predefined goals and deliverables, while others provide only a broad research direction. Neither model is necessarily better; the important thing is to understand the level of flexibility in advance and choose a position aligned with your preferred working style.
Expected outcomes
Different projects have different expectations regarding publications, software, datasets, or other research outputs. Ask the supervisor what they consider a successful PhD project and what milestones they expect along the way. Make sure their expectations match your goals, interests, and career plans.
Funding
The source of the funding may have implications for the project duration and expected outcomes. If the funding is tied to a specific grant, you should know in advance how narrow the proposal was and whether there is an option to diverge from the original plan. In addition, if, for example, funding is only guaranteed for two years while the PhD program is four years, you should make sure there is a clear plan for funding the entire PhD. Ask what typically happens when the initial funding period ends. Are extensions common? Are students expected to find additional funding themselves? Is the funding attached to the project, the PI, or the department?
Your interest in the project
Your interest in the project can strongly affect your PhD experience and, for some people, is crucial for maintaining motivation. Ask the supervisor to share a written project description (if such exists), ask for related papers and read work from the research group or related researchers - would you enjoy writing these papers? A project can sound interesting because of the application area or buzzwords, but the day-to-day research matters more. Try to imagine spending several years reading papers, debugging experiments, and writing about this topic.
Supervisor interest in the project
While the supervisor is usually involved in defining the project, they are also busy with many other projects and may not allocate equal time to all of them. Like everyone, supervisors naturally tend to devote more attention and energy to projects they find particularly exciting. If close involvement from your supervisor is important to you, a supervisor who is genuinely excited about the project is more likely to provide sustained attention and support. To estimate this, ask the supervisor about this project, and also about other projects.
Ideation and independence
It is expected for you to become more independent over time, but different supervisors have different approaches. Some see themselves more as managers, providing ideas and tasks for you to execute. Others are more open to your ideas, while some leave the research direction almost completely up to you. A supervisor-driven project can benefit from the supervisor’s experience and existing ideas, which may lead to faster progress or publications. However, some people prefer to have more control over their research agenda. The right balance depends on your preferred working style.
Collaborators
Some PhD projects are part of larger projects involving other groups, which could provide opportunities to collaborate and extend your network. Collaborators can provide scientific feedback, new technical expertise, and future career connections. However, understand whether collaboration is a real component of the project or only mentioned as a possibility. Ask who the actual collaborators will be and how frequently you are expected to interact with them.
Supervisor (PI)
Effective communication
Effective communication with your supervisor plays a major role in your success as a PhD student. Is the communication clear and positive? Are you able to understand each other? Effective communication goes beyond discussing research ideas. It also includes setting expectations, discussing setbacks, resolving disagreements, and planning future work. Ask the PI to explain something to you (for example, from one of their papers). Was the supervisor able to understand your specific question? Did their explanation make the topic clearer? Try proposing a new idea as an extension. Did the supervisor understand your way of thinking? How did they respond to your proposal?
Feedback
Your ability to hone your skills relies heavily on the type, quality, and frequency of feedback you get from your supervisor. Try to understand what kind of feedback you are likely to receive - on ideas, experimental design, results, writing, presentations, and general progress. You can collect passive information by asking the supervisor and the students how feedback is usually given, but you can also actively state the type of feedback that is important to you (if any), and understand the willingness of the supervisor to provide it.
Involvement level
Some supervisors are highly involved in the day-to-day research, helping shape ideas, reviewing analyses, debugging experiments, or even contributing directly to the research. Others prefer to provide high-level guidance and let students drive the project independently. It can also change over time and from project to project. Neither a highly involved nor a hands-off supervisor is inherently better. The right level of involvement depends on how independently you prefer to work. If you have a preference for either style, ask about it in advance.
Meeting frequency
Meeting frequency varies considerably between supervisors. Some supervisors meet with their students several times a week (for example, once per project), while others meet only once every one or two months. Make sure the current frequency matches your needs. Also note that low meeting frequency might be compensated by high responsiveness (see next item).
Responsiveness
Other than meetings, you may want to have offline communication with the supervisor: emails, Slack messages, or even spontaneous chats at the office. Their responsiveness can make a significant difference, for instance, when requesting feedback before a paper submission deadline. In addition, knowing their responsiveness pattern in advance could help you plan your work better and prevent unfortunate outcomes due to misguided assumptions.
Deadlines
Research projects are planned according to some expected deadline, such as a conference deadline. Some people find externally imposed deadlines motivating, while others prefer to plan and set their own deadlines. If this matters to you, check the preferences of the supervisor and how strongly they encourage internal deadlines and how much structure they typically provide.
Conflict resolution
Most supervision relationships begin with the best intentions, but it is also worth considering what happens when things go wrong. For example, projects fail, papers get rejected, disagreements occur, progress is slower than expected. Some supervisors become supportive while others may become unavailable or overly critical. Try to understand how your supervisor typically responds when research does not go according to plan.
Research communities
Different supervisors primarily publish in different conferences, journals, and research communities. This influences how research questions are framed, what contributions are considered important, and which publication venues you are most likely to target. If your long-term goals involve different research communities, your supervisor may have less experience navigating their publication norms and expectations. Make sure your supervisor’s primary research communities align with your own research interests and long-term goals.
Professional network
As you are building a network, your supervisor’s connections could become your connections. Your supervisor may introduce you to collaborators, invite you to workshops, recommend you for internships, visiting positions, postdoctoral positions, and later write recommendation letters.
Reputation
A supervisor’s reputation can influence your visibility in the research community and may open opportunities for collaboration, invitations, and future positions. However, research reputation does not necessarily imply strong mentorship. Consider both the supervisor’s scientific impact and their track record of supervising students successfully. Citation metrics, such as h-index, can provide one perspective on research impact, but they should not be the only factor you consider.
Group
Size
Research groups vary considerably in size. Larger groups may offer more opportunities for collaboration, mentorship from senior students and postdocs, and a broader social environment. Smaller groups may provide closer interactions with the supervisor and a stronger sense of cohesion. Neither is inherently better - the right environment depends on your preferences.
Research interests and expertise
During the PhD, you will learn not only from your supervisor, but also from postdocs, senior PhD students, and other group members. Consider whether there are people working on similar topics who could become collaborators or mentors, as well as people with complementary expertise from whom you would like to learn.
Collaborations
Research groups differ in how collaborative they are. Some projects are primarily individual, while others involve close collaboration within the group or with external researchers. Collaborations may also extend to other departments, universities, industry, or international partners. If collaborative research is important to you, consider whether these opportunities are common within the group.
Knowledge sharing
In some groups, members frequently discuss technical problems, review each other’s work, and share code or research ideas. In others, students work almost entirely independently. Consider how much peer support you would like during your PhD.
Hybrid work
Some groups primarily work from the office, while others are largely remote or hybrid. If you enjoy spontaneous discussions and informal interactions, make sure people are regularly present in the office. Conversely, if flexible remote work is important to you, consider whether group practices allow remote members to remain fully included.
Group meetings
Group meetings can provide opportunities to learn from other group members, discuss papers, present your work, and receive feedback. It is useful to know how often they occur, and what is usually included in them. You can also ask to attend a group meeting before deciding whether to accept the position.
Social activities
Some research groups organize social activities within or outside working hours. While this may not matter to everyone, it can contribute to a stronger sense of community and make it easier to build relationships with colleagues. Note that if having social activities matters to you and they are not currently taking place, you could also be the one to initiate them after joining the group.
Atmosphere
Some people prefer an open, supportive, and collaborative atmosphere where group members feel comfortable asking one another for help. Others thrive in a more competitive environment that motivates them to perform at their best. Think about which environment suits you.
Diversity
The diversity of a research group may influence how comfortable and supported you feel. Some applicants value being around people with similar backgrounds, while others seek a highly diverse environment. Consider whether the composition of the group is important to you. For example, some women may prefer joining a group with other female researchers or role models.
University and PhD program
Courses
PhD programs vary considerably in their coursework requirements. Some require only a few courses, while others have a substantial coursework component. Some programs allow students to choose courses freely, while others have predefined requirements. Consider how much time will be devoted to courses, whether the available courses align with your interests, and how they fit into your research plans.
Teaching
Some positions require PhD students to teach, others offer teaching as an optional opportunity, while in some departments teaching opportunities are competitive or unavailable. Teaching can help you develop communication skills, deepen your understanding of the material, and strengthen your CV, particularly if you are considering an academic career. However, it also requires time that could otherwise be devoted to research. Consider whether the teaching expectations align with your goals and interests.
MSc and BSc supervision
In some universities and departments, PhD students are expected to supervise or co-supervise bachelor’s or master’s projects and theses. While this requires time that could otherwise be spent on research, it also provides valuable mentoring and supervision experience, particularly for those considering an academic career. Consider whether this expectation aligns with your goals.
Services to PhD students
Universities and departments may offer mentoring programs, writing courses, career development workshops, mental health support, grant-writing training, entrepreneurship programs, or opportunities for teaching development. These services can be particularly valuable when transitioning to a new research environment or preparing for future career steps. Consider whether the available support aligns with your needs and long-term goals.
Compute resources
Some research projects require substantial computational resources, specialized equipment, datasets, or software infrastructure. Make sure the university, department, or research group can provide access to the resources your project is likely to require.
Other research groups
The presence of other interesting or relevant groups in the department can provide opportunities for collaboration, but can also provide alternative supervision options if your supervision arrangement changes unexpectedly.
Reputation
The reputation of the university may influence future opportunities and the visibility of your degree. However, in many research fields, the supervisor, research group, and publication record have an even greater impact on your academic development and career prospects. Consider how much weight reputation deserves in your particular field.
Employment
Duration and extensions
PhD positions and programs vary considerably in their expected duration. Some programs are relatively short (for example, three years), while others may last five years or longer. Different students have different preferences: some would like to complete the PhD as quickly as possible, while others prefer having more time to develop research projects, publish papers, or gain additional teaching and supervision experience. In addition, make sure you understand what happens if you need more time than the planned duration. Is it possible to extend the position, and under what conditions?
Salary and employment conditions
Financial stability can significantly affect your PhD experience. Make sure you understand the exact salary, employment percentage, and benefits associated with the position. Sometimes a position is advertised with a salary range or a full-time equivalent salary, while the actual appointment may be less than full-time. In addition, check the monthly amount left after taxes, and make sure it is sufficient (see cost of living parameter under the location category). Moreover, PhD positions can differ in whether students are employed by the university, receive a scholarship, or have another funding arrangement. This can affect benefits such as health insurance, pension contributions, parental leave, sick leave, and unemployment benefits. Make sure you understand the employment conditions before accepting the position.
Research funding
In addition to your salary, research positions usually have budgets for conference attendance, travel, software, equipment, and other research expenses. Limited research funding may reduce opportunities to attend conferences, collaborate with external researchers, or acquire needed resources.
Vacation
Taking time off is important for maintaining wellbeing and avoiding burnout, and might even be beneficial for getting new perspectives and research ideas. Check how many vacation days you are entitled to, and how people actually use them (for example, is it acceptable to take two consecutive weeks off?).
Work hours
PhD positions may differ in their expected workload. Beyond the official working hours, the actual expectations can vary considerably between groups, including expectations regarding evenings or weekends. Try to understand both the formal requirements and the typical working culture.
Flexibility
Group culture and employment policies may differ regarding flexibility. If flexibility is important to you, verify whether remote work or flexible hours are formally allowed and how this is handled in practice.
Internships
If the option to do industry internships during your PhD is valuable to you, make sure they are permitted and supported by both your supervisor and the university.
Visa and relocation support
If you are moving to another country, find out whether the university provides assistance with visas, relocation, housing, or administrative procedures. Practical support during the transition can significantly reduce stress and help you settle into your new environment.
Location
Language
Consider whether you are comfortable living in a country where you may not speak the local language. Even if English is sufficient for your research, the local language can affect everyday life, administrative tasks, healthcare, social interactions, and long-term integration. If you plan to stay after your PhD, learning the local language may become even more important. You can also check if your university offers subsidized language courses to PhD students.
Cost of living
The same salary can provide very different standards of living depending on the city or country. Compare the expected salary with typical expenses such as housing, transportation, food, healthcare, and taxes to determine whether it will support the lifestyle you want. For example, you can compare cities using Numbeo or similar cost-of-living calculators.
Housing
In some cities, finding accommodation can be difficult or expensive even if your salary is sufficient. Investigate typical housing availability, commuting distances, and whether the university provides student or staff housing.
Transportation
Consider how easy it is to travel between your home, university, and other parts of the city. In some locations, public transportation is excellent, while in others a car is almost essential. Consider whether the available transportation options match your preferred lifestyle.
Weather
Climate and daylight hours can affect wellbeing, motivation, and daily routines. If you are moving to a very different climate, consider how this change might affect you. For example, long, dark winters or very hot summers may require an adjustment period.
Safety
Consider both objective safety and your own sense of safety in the new environment, particularly if you expect to work late, live alone, or regularly travel after dark. Perceptions of safety vary between individuals, so think about what is important to you.
Leisure activities
You will spend several years living in this location, and your life will extend beyond research. Consider whether the city offers activities, hobbies, cultural events, or outdoor opportunities that you enjoy.
Expat community
Moving to a new country can be challenging, particularly if you do not already know people there. A strong international or expat community may make it easier to build friendships, exchange practical advice, and adjust to your new environment. Others may prefer primarily integrating into the local community. Consider what would suit you best.
Distance from family and friends
Living far from your existing support network can affect your wellbeing, particularly during challenging periods. Consider how important it is for you to visit home regularly and how easy and affordable that will be.
Partner and family
If you are moving with a partner or family, consider factors such as employment opportunities for your partner, childcare, schools, healthcare, and the overall suitability of the location for your family’s needs.