10 Keys to preparing for your PhD Viva: A comprehensive guide to a successful PhD Defense

The PhD viva, commonly referred to as the PhD defense in the USA, is an oral examination whereby a PhD candidate "defends their thesis".  A bit of background info: viva is short for viva voce, which is a Latin word that means “by live voice”.

The PhD viva is often considered one of the most daunting aspects of the doctoral journey. This final hurdle can induce anxiety and apprehension, even among the most confident candidates. The prospect of defending years of research in front of expert examiners is intimidating. Fear of facing challenging questions, potential gaps in knowledge, or critiques of methodology can contribute to pre-viva stress. Additionally, the high-stakes nature of the examination, where the culmination of extensive research efforts is scrutinised, adds to perceived pressure.

It is important to remember that reaching this stage is an achievement in itself, and thorough preparation can help alleviate much of the anxiety associated with the viva experience and is crucial for successfully defending your doctoral research.

Thorough preparation makes you more confident and shows your deep understanding of the subject matter and ability to articulate your research contributions effectively. Well-prepared candidates are better equipped to engage in meaningful academic discourse with their examiners, showcasing their critical thinking skills and ability to contribute to their field of study. Comprehensive preparation for the PhD defense serves a dual purpose: it not only boosts the probability of a favourable outcome but also facilitates individual and professional advancement.

Understanding the PhD Viva or PhD Defense Process

The format

The format of the PhD viva differs from institution to institution and country to country. The format of a PhD viva may be in-person or online, and it may be a public or private event. The duration of a PhD viva can vary significantly, ranging from 1-3 hours or more, depending on the institution and nature of the research. It typically involves two common approaches: the traditional question-and-answer session and presentations.

Traditional question-and-answer format

In the traditional question-and-answer format, examiners engage the candidate in a detailed discussion of their research, probing various aspects of the thesis. This format allows for an in-depth exploration of a candidate's work, methodology, and findings. Examiners may ask for clarifications, challenge assumptions, and assess candidates’ ability to defend their research choices.

Presentation format

Some institutions incorporate a presentation component into the viva. In this format, the candidate typically delivers a short presentation (usually 15-30 minutes) summarising their research, key findings, and contributions to the field. A question-and-answer session then follows this presentation. The presentation format allows candidates to showcase their communication skills and provides a structured overview of their work before delving into more specific questions.

After the viva

Regardless of the format, the viva typically concludes with examiners deliberating privately before informing the candidate of the outcome. There are six potential outcomes, although most people walk away with minor corrections.

The outcomes of a PhD viva typically fall into one of the following categories:

• Pass without corrections: This is the ideal outcome, where your thesis is deemed to be of doctoral standard without requiring any further modifications.

• Pass subject to minor corrections: Your thesis is considered to be of doctoral standard, but there are a few minor issues that need to be addressed, such as typos, formatting errors, or minor clarifications.

• Pass subject to major corrections: This means that your thesis requires significant revisions or additional work to meet the doctoral standard. These corrections may involve rewriting sections, adding new data or analysis, or addressing significant methodological or theoretical issues.

• Downgrade to MPhil with no amendments: In this case, your work is considered a good standard but not quite at the level required for a PhD. You may be offered an MPhil degree without any further corrections.

• Downgrade to MPhil subject to amendments: Similar to the previous outcome, but you may be required to make minor corrections to your work to be awarded an MPhil degree.

• Immediate fail: This is a rare outcome, usually reserved for cases of serious academic misconduct, such as plagiarism or falsification of data.
  1. 
     

A few days or weeks after the viva, you’ll get a written report of the corrections that need to be done. Work through this report, consult with your supervisor as needed, and get cracking as soon as your schedule allows.

The panel

The PhD viva is a critical examination where examiners rigorously evaluate the candidate's research, commonly one internal (from your university) and one external (from a different university) examiner and potentially a chairperson.

The chairperson

The chairperson is responsible for the structure of the oral exam and for ensuring that the process goes according to plan. The internal examiner may, at some institutions, take on this role.

The examiners

The examiners' primary responsibility is to determine whether the candidate's work meets the required standards for a doctoral degree in terms of quality, originality, and significance. They would have read your work beforehand and during the viva, examiners inquire about various aspects of the research, such as the theoretical framework, methodology, data analysis, findings, and implications. They may challenge your assumptions, probe the depth of your knowledge, and assess your ability to defend your research choices.

Examiners may also explore the broader context of the research, its contribution to the field, and potential future directions. Their questions are designed to evaluate not only the content of the thesis but also the candidate's critical thinking skills, research competence, and ability to engage in scholarly discourse. In essence, the objective is to verify that you have independently completed the work and possess a comprehensive understanding of the subject matter.

Your supervisor(s)

Your supervisor(s) may or may not be allowed to take part in the viva. In some cases, they may be allowed to observe.

10 key areas to focus on when preparing for your PhD viva

1. Take a guilt-free break

One’s viva is often a few months after you submit your written thesis for examination. Take time off without feeling guilty about doing so. Not thinking about your PhD for a month or two is not necessarily a bad thing. Depending on your time commitments, you can start preparing for your viva 4-6 weeks before the big day.

2. Read the guidance from your university

Have a good read through the guidance document from your university so that you know what to expect and that you follow the instructions. Just doing this will already give you a head start. If your university provides courses on how to prepare, tap in!

3. Know your thesis

Read through your thesis, be it in hard copy or digital format. Make notes of potential questions and criticisms of your work by thoroughly examining your research from various angles. You are allowed to have these notes with you during the viva. Keep the following in mind as you go through the thesis:

• Ensure you can explain your research question's significance and relevance to the field.
• A thorough understanding of the chosen methodologies is crucial, including explaining why it was chosen and discussing potential limitations.
• Familiarity with the study's findings is essential, as examiners will likely probe the interpretation and implications of the results.
• Know your research contributions to advances in the field, highlighting the originality and impact of the work.
• Be aware who the key researchers in the field are and who contributed what.

Developing robust counterarguments is crucial. Some of the decisions you made in your thesis were made years ago, so you need some time to remind yourself of why you decided what. Confidence in defending one's work comes from a deep understanding of the research and the ability to contextualise it within the broader field.

4. Be on top of the developments in your field

You submitted your thesis months ago and completed your literature review a month or three before that. There may be a new consensus statement or clinical practice guideline published since then. Do a quick search, download and read the latest key papers.

5. Know your examiners' work

Read the papers your examiners published; the ones you cited in your research, and especially their more recent ones. Familiarise yourself with their area of expertise, the arguments they make in their publications and their way of thinking.

6. Practice presentations and do mock vivas

If your institution requires you to do a presentation of your research, rehearse your presentation a few times, carefully timing yourself to ensure you stay within the allotted time frame. Practicing will boost your confidence.

Simulate the viva experience with fellow PhD students or your supervisor(s) to gain confidence and identify areas for improvement.

Hone your oral communication ability to present your research clearly and persuasively. This involves articulating complex ideas concisely and well-structured and using appropriate academic language and terminology. Equally important is active listening, which enables you to fully comprehend and respond to questions the examiners pose. Active listening involves hearing the words spoken and understanding the underlying intent and context of the questions to engage in meaningful academic discourse.

Avoid rambling and stick to the point. Sometimes, when we are stressed, we keep talking. Remind yourself to stop once you have given the examiners enough information to work with.

Also, although you’ll admit when something could have been done differently, don’t shoot holes in your research.

7. Prepare for common questions

As you read through your thesis, make notes of potential questions about your methodology, data analysis, and conclusions. Practise answering these questions out loud so that you hear yourself talking. Create a mind map or outline to structure your answers where relevant and appropriate.

Remember, it’s the examiners’ job to ask questions to test your critical thinking. These may come across as criticism; see it as constructive, and you won’t become defensive. Different humans also ask their questions differently – some are diplomatic, and others don’t know that word exists! Just embrace their questioning as part of the process and use the opportunity to show off what you know.

Also, sometimes, a question can appear quite loaded. Pause, take a deep breath, and if needed, ask for clarification. Don't rush your answers. If you don't know the answer, admit it and offer to look into it further.

Example questions

Your examiners can ask a variety of different questions. Here are 10 typical questions to help you get an idea of what to expect:

• Methodological Rigor: "How did you ensure the validity and reliability of your research instruments? Can you discuss any potential biases that might have influenced your findings?"

• Theoretical Framework:  "How does your theoretical framework contribute to existing knowledge in the field? Could you elaborate on the specific theoretical underpinnings of your research questions?"

• Data Analysis: "What alternative statistical methods could you have used to analyse your data? How would the results have differed, and why did you choose your current approach?"

• Ethical Considerations: "How did you address ethical concerns related to your research, particularly in terms of participant consent and data privacy?"

• Interdisciplinary Connections: "How does your research connect with other disciplines or fields? Could you discuss potential collaborations or interdisciplinary applications of your findings?"

• Limitations and Future Research: "What are the primary limitations of your study? How would you address these limitations in future research, and what new research questions could arise from your findings?"

• Policy Implications: "What are the potential policy implications of your research? How can your findings be used to inform decision-making and social change?"

• Critical Thinking: "If your main findings were contradicted by a subsequent study, how would you reconcile this discrepancy? What would it mean for your research?"

• Unanticipated Findings: "Did you encounter any unexpected findings during your research? How did you interpret these findings, and what implications do they have for your overall conclusions?"

• Personal Reflection: "How has your understanding of the research topic evolved throughout the process? What challenges did you face, and how did you overcome them?"

Come up with further questions as you read through your thesis. There will be loads more that you can dish up!

At the end of the viva, the examiners may give you a chance to ask a question, be ready with a question you’d like to ask your examiners. Some examples include asking where they see the development of the field is going or their thoughts about a certain aspect of your thesis.

8. Conquer the logistics

Do everything under your control to set yourself up for success. Find the room (or online link) and get the outfit ready beforehand. Arrange to be at a spot with reliable wifi if you are going online (and, of course, take your laptop’s power cable with you). Decide what you’ll take with you (or position close by in case of an online viva). I’d say your thesis with your notes, a functional pen and a bottle of water. Go to bed early the night before.

9. Decide on the best way to deal with anxiety

Feeling anxious during the viva is natural. Practice relaxation techniques to manage stress and anxiety before and during the viva. Breathing in for four seconds and out for five helps calm the nervous system. You can also try out a few visualisation skills, such as visualising how you respond to questions calmly and confidently.

10. Reframe it

See your viva in a positive light and try to make the most of it. See what you can learn and allow the experience to build your character. What does not kill us makes us stronger.

Conclusion

Thorough preparation is paramount for a successful PhD viva. Preparation involves mastering your research content, honing your presentation skills, anticipating potential questions, and cultivating confidence. Preparing for your viva may take a bit of time, but you’ll learn a whole lot from the process and will refine the ability to communicate complex ideas clearly and concisely – a skill that will become useful in many situations inside and outside academia.

As you approach your viva, maintain a positive mindset and trust in the depth of your knowledge and the strength of your research. Your dedication and hard work have brought you to this point, and with proper preparation, you are well-equipped to showcase your expertise and defend your thesis successfully.

Embrace the uncertainty, make the most of the opportunity and have fun!

We'd like to acknowledge RDNE Stock project for the image of the coffee cup and notebook used in this blog post.