In the fast-paced world of clinical research, study coordinators juggle multiple responsibilities—managing protocols, handling regulatory documents, overseeing patient visits, and ensuring timely data entry. With so many moving parts, time management is not just a skill; it’s a necessity.
At InFocus Clinical Research, we’ve gathered insights from some of the most efficient clinical research professionals in the field to understand how they optimize their time, stay organized, and keep trials running smoothly. Whether you’re a seasoned coordinator or new to the industry, these time management hacks will help you improve efficiency while maintaining the highest research standards.
Prioritize Tasks with the “3-Tier System”
Not all tasks carry the same level of urgency. Successful study coordinators use a structured prioritization system to ensure they focus on what matters most.
- Tier 1: Critical & Time-Sensitive (e.g., patient visits, safety reporting, IRB deadlines)
- Tier 2: Important but Flexible (e.g., query resolutions, investigator meetings, sponsor updates)
- Tier 3: Routine & Administrative (e.g., data entry, scheduling follow-ups, protocol review)
One experienced study coordinator shared, “At the start of each week, I categorize my tasks into three priority levels. This keeps me focused on what absolutely needs to get done first while ensuring nothing slips through the cracks.”
Best Practice: Use color-coded task lists or a digital project management tool like Asana or Trello to visually organize priorities.
Master the Art of Time Blocking
Multitasking often leads to mistakes, especially when handling regulatory documents, data entry, or patient care. Time blocking is a powerful technique that helps professionals focus on one task at a time while reducing distractions.
A structured schedule might look like this:
- Morning Focus (8–11 AM): Review urgent emails, address outstanding queries, and check visit schedules.
- Midday Patient Time (11 AM–3 PM): Handle patient visits, consent discussions, and data collection.
- Afternoon Deep Work (3–5 PM): Complete documentation, resolve queries, and prepare for the next day.
One clinical trial manager explained, “I dedicate specific blocks of time for regulatory work and patient interactions. That way, I’m fully engaged in each task without feeling overwhelmed.”
Best Practice: Turn off email and messaging notifications while working on high-priority tasks to minimize interruptions.
Leverage Templates & Automation
Repetitive documentation is one of the most time-consuming aspects of clinical trials. Study coordinators can save significant time by using templates and automation to streamline their work.
- Standardized Email Templates: Used for patient reminders, sponsor updates, and site communications.
- Pre-Filled Regulatory Forms: Minimize redundant data entry for IRB and sponsor submissions.
- E-Consent & Digital Signatures: Platforms like DocuSign reduce the need for in-person paperwork.
A clinical research associate shared, “Automating routine tasks, like pre-drafted patient emails, saves me hours each week. It allows me to focus on patient care instead of chasing paperwork.”
Best Practice: Implement email templates for frequently used communications and take advantage of digital signing platforms like DocuSign to reduce clutter and help organize.
Batch Similar Tasks to Maximize Efficiency
Instead of switching between unrelated tasks throughout the day, experienced study coordinators group similar activities together to improve workflow.
- Query Resolution: Address multiple queries in one session instead of handling them individually throughout the day.
- Patient Communication: Make follow-up calls and send emails in one block rather than spacing them out.
- Data Entry: Enter all patient data from visits at the end of the day rather than in multiple sessions.
One research coordinator noted, “I found that processing all my data entry and queries in one session reduced my error rate. It also made my workday feel more structured.”
Best Practice: Designate specific days for recurring tasks, such as setting aside Mondays for query resolution and Tuesdays for regulatory updates.
Maintain a “Next Day Prep” Routine
One of the best ways to stay ahead of deadlines is to prepare for the next day before leaving work. Study coordinators who follow this practice often find that their mornings run much smoother.
A strong “Next Day Prep” routine includes:
- Reviewing the next day’s schedule, including patient visits and investigator meetings.
- Preparing necessary regulatory documents or lab kits in advance.
- Identifying urgent action items to tackle first thing in the morning.
A study coordinator shared, “Before I leave for the day, I take five minutes to check my calendar and prep anything I might need. It makes my mornings much smoother.”
Best Practice: Keep a rolling “Next Day” checklist in a notebook or digital planner to stay organized.
Conclusion
Clinical research professionals operate in fast-paced, high-stakes environments, but effective time management is what allows them to maintain quality and efficiency. By prioritizing tasks, implementing time blocking, leveraging automation, batching work, and preparing for the next day, study coordinators can stay on top of their responsibilities without feeling overwhelmed.
Which time management strategy has worked best for you? Share your insights and stay tuned for more expert-driven strategies from InFocus Clinical Research.