How to Create a Research Workflow

A research workflow is a repeatable way of organising a project so that tasks, files, decisions and responsibilities are clear from start to finish. It reduces lost files, rework and disputes, and is especially useful when you run several projects.

Components

1. Stages and checkpoints: question, literature review, protocol, approvals, data, analysis, writing, submission, revision.
2. Folder structure: a standard layout for every project (for example 01_protocol, 02_ethics, 03_data_raw, 04_data_clean, 05_analysis, 06_manuscript, 07_submission).
3. Naming rules: dates and versions in file names (for example 2026-03-12_protocol_v2.docx).
4. Version control: keep one master version; use track changes and keep dated copies.
5. Roles and tasks: who does what and by when.
6. Decisions log: date, decision, reason, people involved.
7. Data management: raw data are never edited; changes happen in copies with documentation.
8. Review points: mentor check-ins at set times.

A starter checklist for each project

• Protocol and ethics decision stored.
• Data dictionary created.
• Search log started.
• Authorship agreement drafted.
• Timeline set (see the free timeline template and Gantt template).

Illustrative example

Invented for teaching. A student uses the same folder template for three projects. When her supervisor asks for the latest protocol and the approval letter for one project, she finds them in a minute because they are in the expected folders and named by date.

Common pitfalls

• Creating a workflow so complicated that nobody uses it.
• Keeping versions on personal devices only.

Key takeaways

• Standard folders, names, versions, roles and a decisions log.
• Keep it simple and use it every time.

This page is general educational information about research methods. It is not medical, legal or regulatory advice; follow your institution's ethics board and your target journal's instructions.