What I do when faced with a heavy semester

Fall 2025 is one heavy semester for me: between teaching at two universities (and taking on a fair number of BSc thesis students), applying for funding (every time more, because stuff is not coming through), deliverables of my big projects that ran for 5+ years, and paper deadlines and other things, this one is a challenge. So, I may be complaining on the internet, but in reality I knew what I signed up for this semester, and I also have my tools in place to withstand the storm.

Here’s what I do when faced with a heavy semester:

• I lean on my planning: Planning becomes my safety net. I revisit my semester overview, my weekly template, and my daily planner, and I make sure all deadlines and milestones are clearly mapped out. I use this structure not to add more pressure, but to reduce cognitive overload. Knowing what’s coming helps me prioritize and reduces the chance that something important slips through the cracks. I make sure I preserve large blocks of time for focused research.
• I prioritize, ruthlessly: Not everything can get done — and that’s okay. I take a hard look at my task list and ask: What actually needs to happen this week? What can wait until next month? During heavy semesters, I operate in “minimum viable productivity” mode: I focus on what moves the needle and give myself permission to let go of the rest. I put in blocks to catch up on pending service tasks after the funding deadlines.
• I put in extra work sessions — strategically: Sometimes, there’s no way around it: I need to put in a few extra hours. But instead of adding chaotic late nights, I schedule deliberately: a Saturday in the office, or staying late on day after fixing childcare. These focused sessions help me catch up without wiping me out completely.
• I use my checklists to keep everything in order: Checklists are my anchor. I have them for everything: setting up a course each semester, proposal tasks, travel checklists. There’s something deeply satisfying about checking things off, one by one, and I love the clarity of these checklists: I know already exactly which tasks repeat so I take away the mental load of figuring out what I have to do.

Heavy semesters are part of the academic journey because sometimes things just collide (especially at the end of a project cycle when you need to wrap up the project and apply for the next one to ensure a smooth transition): they’re not pleasant, but they’re also not permanent. By leaning into planning, prioritizing smartly, and staying consistent with small, manageable habits, I’ve learned to make it through these seasons without completely losing my mind.

If you’re in the middle of a heavy semester right now: I see you. Take a breath, make a plan, and take it one checklist at a time.