Here in the second half of the episode on collaboration architecture, Monica Exposito-Glasco looks ahead: as AI tools make “near-perfect” proposals commonplace, the real competitive edge shifts from what you promise on paper to how your consortium proves it delivers together. We discuss why evaluator attention will increasingly gravitate to team track record, collaboration culture and evidence that a consortium can execute complex plans, adapt, and still land results. The message: the “soft” side—social architecture—becomes the hardest differentiator.
We then get hands-on with practical tools and the principles behind them. Monica walks through dynamic kick-off designs (gallery walks, “cross-WP speed-dating” with three clarifying questions), flipping monthly calls from update theatre to problem-solving, and building a single source of truth with a lightweight project hub and task-oriented channels. We cover weekly asynchronous “last week I / this week I” updates, rigorous agendas framed as questions, and the core principles that make it all work: design before you build, make the implicit explicit (via a team playbook), engineer serendipity, and move from contract to commitment.
Time codes (part 2):
The future: collaboration as a competitive advantage
Practical tools and why they work
Reflections and advice
The toughest challenge
Building a strong connection - at the social level - is one of the most important things in the implementation of an EU project. Mónica Expositor Blasco is an expert on this and therefor a natural expert guest for my episode on social elements when implementing EU projects in my Implementation Series. There were many things to discuss, so this episode is divided into two episodes.
In this first half, we examine the human side of EU project delivery - how teams actually work together once the grant is awarded. We map the “typical consortium story”: euphoric kick-off, then a slide into silent struggle - passive meetings, free-riding perceptions, unclear roles, and coordination teams forced into “babysitting”. Monica’s point is blunt: these aren’t just people problems; they’re architecture problems. Most projects rely on informal habits and administrative project management, but rarely design how collaboration should function. Rhythms, roles, rules, spaces, and norms that help a set of entities act like a team.
Monica introduces the role of a collaboration architect - not just facilitating one good meeting, but blueprinting the whole system. We have a look at the symptoms of weak architecture (information-dump kick-offs, passive observers, “update theatre”), then get concrete about solutions: phased kick-offs with online onboarding before the room, interactive formats instead of slide marathons, and a light playbook that sets communication norms, decision paths and “speak-up-early” principles. We close with practical examples like speed-dating across work packages, movement and micro-rituals to get voices in the room, and agenda designs that prioritise sense-making and decisions over presentations.
Time codes:
00:01:41 Introduction
00:03:59 Fly in
00:06:52 A consortium's "typical story"
00:17:33 The diagnosis: Symptoms of a weak architecture
00:30:36 The solution: Designing the system for success
Episode site
In this sixth episode in the Research Management Shorts Series, that I do together with Stephanie Harfensteller, EU Research Coordinator at FIR an der RWTH Aachen, we explore how you sustain a research management strategy once the initial build is done. We get concrete about monitoring and evaluation: tracking the smooth handling of proposals and projects through trained admin capacity; improving research quality in reporting and deliverables; and smart consortium management to maximise impact while projects run (linking to other initiatives, presenting at conferences, building networks).
Further, we look at pitfalls and behavioural change. How do you protect the function when budgets tighten or momentum fades? Stephanie explains diversifying support so parts of research management are funded from projects, clarifying roles between researchers and RM staff, and embedding RM inside proposal teams to keep oversight and pace. Finally, we discuss de-risking the system: moving from person-based know-how to institutional knowledge management, training researchers to handle basics (budgets, gender & ethics blocks) so RM can lift its value add, and cultivating a culture where continuous improvement outlives individuals.
Time codes:
00:02:00 Introduction
00:05:22 Fly in
00:06:40 Monitoring and evaluation
00:16:15 Pitfalls
00:25:03 Behavioral change and management
In this episode I bring together two vantage points on EU proposal writing: exprienced grant proposal writer Diana Huber and expert evaluator Christine Cieslak. We explore the permanent tension for a proposal writer: focus on creative storytelling or technical aspects - and why the answer isn’t either/or but a disciplined both/and. Diana argues that strong proposals begin before writing with ecosystem scanning, coalition building, and policy alignment, then translate end-user needs into a narrative evaluators can actually follow. She stresses reading the EU policy backbone (from the Lisbon Treaty onwards) and co-creating with stakeholders so the story is recognisable, relevant, and implementable - rather than buzzword-heavy fiction.
From the evaluator’s chair, Christine underlines how evaluators look for clarity, truthfulness, and fit: answer what is asked, avoid empty jargon, don’t “fake it”, and choose the right funding line. We discuss Erasmus+ complexity (centralised vs. decentralised lines, word-count limits), myths about “secret tricks”, and the risk of AI-generated prose that can’t be implemented or may breach GDPR. The practical bottom line: define what you will do, why it matters, how you’ll deliver it with your partners—and write so an informed non-specialist can see the logic in limited space.
Time codes:
00:01:50 Introduction
00:05:26 Fly in
00:08:30 From the proposal writer’s view
00:23:26 From the evaluator’s view
00:37:33 The middle ground
01:16:01 Advice
01:26:28 The tougest challenge
In episode #2 of this RM Framework Series, I have Anna Royon-Weigelt (ZWM - Center for Science and Research Management in Germany) in the virtual podcast studio to outline the current state-of-the-art in research management across Europe. We exchange on how research management roles differ widely between institutions and countries - pre-award vs. post-award boundaries, “third-space” identities, and the reality of leading laterally without formal authority. We also look at the training landscape: rich but fragmented, with overlapping offers, uneven quality signals, and a lack of shared terminology that makes recognition and mobility harder than they should be.
We discuss the practical anchors that help bring coherence without forcing uniformity using competence frameworks and learning outcomes to design modular, context-sensitive training; clarifying role profiles to match skills with tasks; and strengthening communities of practice so isolated research management professionals have peers to learn from. This podcast episode is focused on what already works in Europe and how institutions can use those elements now to professionalise research management in a way that fits their context.
Time codes:
00:02:42 Introduction
00:07:07 Fly in
00:14:02 Defining the profession
00:19:01 Current training landscape
00:29:47 Challenges and gaps - RM Framework contribution
00:45:03 Towards a common framework
00:51:19 Reflections
In this episode, I sit down with Viltaré Platzner, Head of the Centre of EU Projects at the Slovak University of Technology in Bratislava, to talk about the human side of research management. We unpack the real day-to-day: reading people, building trust with PIs and partners, handling silence and conflict in consortia, and staying resilient when Horizon proposals miss by a whisker. Viltaré shares her route into RM, the reality of covering the full project life cycle in a small team, and why empathy, curiosity and boundary-setting matter as much as technical skills.
We also take a frank look at professionalisation: how the European competence framework for research managers helps map skills—but can feel abstract or “de-humanised” compared with lived practice. From hiring (often juniors) and mentoring under tight resources, to retaining talent that private consultancies try to poach, Viltaré lays out the Eastern/Central European context, the role of supportive leadership, and why community (EARMA, peer networks) is a lifeline. The episode ends with practical advice: make time for reflection, keep learning, and find your people
Time codes:
00:01:41 Introduction
00: 04:10 Fly in
00:06:40 Personal skills in practice
00:24:25 The competence framework
00:43:37 Hiring and training challenges
01:01:25 Reflections and advice
01:06:22 The toughest challenge
Episode site
It is time for another episode in The Widening Series where I have science journalist Thomas Brent as co-host. For this one we have invited Katarzyna Walczyk-Matuszyk - coordinator of the wideraAdvance Facility and long-time advocate for widening participation in EU research - into the virtual podcast studio. Together we zoom in on what dissemination and exploitation (D&E) really look like in the context of widening countries, where visibility, reputation, and research impact are often still being established. We discuss why D&E strategies can’t be one-size-fits-all and how adapting them to the national and institutional context is vital.
We also of course have a look at the wideraAdvance Facility project, which supports organisations in strengthening their proposal quality and post-grant impact activities. Thomas shares insights into storytelling and audience targeting, while Katarzyna speaks to the importance of building local ecosystems that can sustain EU-funded innovations. Whether you’re a new institution trying to get into Horizon Europe or a coordinator wondering how to bring your Widening partners into the spotlight, this episode offers concrete tools and reflections to help you get D&E right.
Time codes:
00:01:50 Introduction
00:05:38 Fly in
00:06:43 Project introduction, background and motivation
00:21:53 Core activities and services
00:49:53 Structural challenges in Widening countries
01:01:28 Outcomes, policy impact and future potential
01:13:39 Outro
In this fifth episode of the Research Management Shorts Series, I continue my conversation with Stephanie Harfensteller, EU Research Coordinator at FIR an der RWTH Aachen, to explore how you embed sustainability and impact thinking in research strategy. Stephanie shares how her institute aligns all EU funding efforts with a long-term goal: enabling value-creating circular economy systems. She unpacks how impact isn’t just a requirement from the EU, but a guiding compass for institutional strategy, shaping everything from project selection to researcher engagement.
We talk about how FIR an der RWTH Aachen incorporates social and environmental dimensions into seemingly technical projects - like finding gender impacts in multimodal transport - and how research managers can act as translators between policy and science. Stephanie also shares concrete strategies for research intelligence: how to identify calls with higher success rates, how to balance strategic fit with academic freedom, and how long-term impact grows from well-aligned project portfolios. It’s a must-listen for research managers aiming to move from compliance to purpose-driven impact.
Time codes:
00:02:00 Introduction
00:04:23 Incorporating impact goals
00:13:31 Strategies for outcomes
00: 25:15 Strategies for outcomes
In this episode of The Grant, I’m joined by Juan Luis Rodrigues Quintero from RTDS Group to dive into a sometimes underestimated element of EU proposals: intellectual property (IP). Juan brings practical insights from years of proposal writing and implementation support, showing how IP is about much more than legal jargon - it’s about safeguarding your innovation and ensuring your consortium has a clear, credible plan for results exploitation. We explore why so many IP sections fall flat and how to make sure yours doesn't.
We also reflect on how freedom to operate, access rights, and foreground/background IP must be considered from the start and not just when the grant is secured. Juan shares the kind of red flags evaluators notice in poorly written IP sections and how strategic thinking here can support your impact narrative. Whether you're an SME, coordinator, or support team, this episode will help you move beyond templates and think IP from a real implementation perspective.
Time codes:
00:01:57 Introduction
00:03:16 Fly in
00:05:52 Why IP matters at the proposal stage
00:13:40 When and how to start the IP conversation
00:32:41 Building a robust IP strategy for your proposal
01:02:32 Key lessons and recommendations
01:09:30 The toughest challenge
Episode site
In this new episode in The Implementation Series, I have invited in Nicole Schmidt from EUTEMA to share her insights on consortium meetings. These meetings are rarely just about reporting—they’re where the real dynamics of a project come into play. Nicole brings her long-standing experience in proposal writing and project implementation to the table, reflecting on how roles are clarified (or blurred), how partners position themselves, and how the soft skills of coordination make all the difference.
Our conversation highlights that consortium meetings are human systems in action: they are where trust is built, conflicts surface, and alignment is forged. Nicole shares practical tips on structuring agendas, reading the room, and balancing technical content with relational dynamics. For anyone who has ever wondered why some meetings feel energising and others draining, this episode offers both insights and strategies to make consortium meetings a real driver of collaboration.
Time codes:
00:01:33 Introduction
00:05:29 Fly in
00:09:53 What a consortium meeting looks like
00:20:31 Planning
00:37:56 The formal agenda: key elements
01:10:29 Involving external stakeholders
01:21:26 Project culture starts here
01:28:22 Advice
01:30:51 The toughest challenge
In this third episode of our SME Series, I speak with Alicja Grzegorzek Carrascosa, an experienced EU funding professional and consultant, about one of the most complex and under-discussed topics in implementation: financial rules, and especially the lump sum model. We unpack how the lump sum rules - designed to simplify - can have the opposite effect for beneficiaries, particularly SMEs and newcomers trying to find their footing in Horizon Europe.
Alicja shares real-world examples of how lump sum reporting affects project planning, flexibility, and internal budgeting. We talk about the administrative burden, the risk of rigid work plan structures, and how a lack of clarity from the Commission can leave even experienced coordinators confused. This episode is an honest, practical conversation about what happens after you win the grant - and why we need to speak more openly about implementation bottlenecks and financial stress points in EU projects.
Time codes:
00:02:14 Introduction
00:05:45 Fly in
00:12:23 Understanding the shift to lump sum funding
00:33:43 Project implementation pitfalls
00:42:51 Best practices & workarounds
00:49:08 The toughest challenge
The Grant and the RM Framework project funded under Horizon Europe has joined a partnership. Over the next 1½ The Grant will support the consortium developing 15 podcast episodes in its own dedicated series exploring and sharing project activities.
This episode kicks off the collaboration series. I of course have the project coordinator Nik Claesen, Managing Director of EARMA, in for this introductory episode to the project. He shares the background of the project and where this project fits into the work consolidating the research manager position across Europe. The project will develop guidelines and a handbook for trainings and capacity building within research management and we have a conversation about the elements that the project covers.
The aim with this series is to demystify what it means to professionalise research management. It’s not just about systems and templates - it’s about aligning values, roles, and ambitions across the entire institution. Whether you’re setting up your first project support team or rethinking an existing structure, this series will seek a shared language and practical entry points. Over the project period I will be inviting in consortium members and stakeholders to explore the project activities and give an insight into the results.
Time codes:
00:02:35 Introduction
00:07:45 Fly in
00:12:14 Background and former projects
00:22:18 Introduction to the project
00:49:40 Expectations
Episode site
In this fourth episode of the Research Management Shorts Series, I continue my conversation with with Stephanie Hafensteller, EU Research Coordinator at FIR an der RWTH Aachen, to dive into capacity building and training in EU research management. Stephanie shares how FIR’s model, where PhD candidates leave after four-and-a-half years, has sparked the need to preserve and structure institutional knowledge around EU funding. Instead of relying on person-based, peer-to-peer learning, the institute is building modular training approaches that include video guides, best practice repositories, peer coaching, and one-to-one support - ensuring continuity and growing strategic capacity within the institute.
We also discuss the value of investing in both researchers and administrative staff. Stephanie makes a strong case for continuous learning as an organisational strategy - arguing that EU funding requires more than ad-hoc solutions. From internal toolkits and knowledge management platforms to partnerships with training providers like the national contact points, the institute now offers tailored training options to match different learning styles. Finally, Stephanie outlines how fostering entrepreneurial skills supports spin-outs and start-ups, making the institute a launchpad for both excellent research and real-world innovation.
Time codes:
00:02:09 Introduction
00:07:32 Training modules
00:21:50 Investing in training
00:28:58 Entrepreneurial skills
In this second half of the episode "How to Fail a Proposal" together freelance consultant Marie Prouteau. Last week we talked about the conditions as a proposal writer. Here we dig into what it really means to fail an EU funding proposal. Departing from a fantastic viral LinkedIn post Marie made on failing proposals, we go beyond the emotional rollercoaster of proposal writing and into the weeds of technical, structural, and strategic mistakes that can derail even the strongest ideas. From overlooking the call text to forgetting to prioritise impact, we exchange the classic slip-ups we’ve all seen – and made – in our careers. We talk about the seductive pull of buzzwords, the misuse of jargon, and how poor storytelling often breaks a proposal long before the submission button is hit.
But we also offer ways forward. We talk evaluators, partner dynamics, and how trust, motivation, and timing can make or break the proposal process. Marie explains how visual clarity, positioning, and attention to small originalities – like interdisciplinary links or citizen science – can elevate your application when competition is fierce. Most importantly, we reflect on how the consultant’s job often becomes one of people management: aligning egos, calming nerves, and keeping the team moving toward a common goal.Time codes:
00:02:06 How to fail perfectly at EU proposals
00:28:27 How to not fail — practical tips
00:36:49 The toughest challenge
In this episode, I have the great freelance EU grant consultant Marie Prouteau in the virtual podcast studio, who was one of my first guests. Some time ago she made a popular LinkedIn post on how to utterly fail a proposal inspired - this inspired the theme of our discussion. We use her post as a starting point to explore the emotional rollercoaster of writing EU funding proposals - from the buzz of securing a new assignment to the inevitable panic that sets in two weeks before submission. Marie shares honest reflections on physical and mental exhaustion, the rush of adrenaline, and the unglamorous reality of managing late-stage chaos, unclear partner responsibilities, and acronym-heavy titles. We exchange on how even experienced grants consultants get caught up in the same traps.
But this isn’t just a technical conversation - it’s a human one. We dig into the toll this work takes on our well-being: the burnout, the solitude, and the pressure of being solely accountable for a proposal’s quality. Marie talks about the post-submission crash, the difficulty of setting boundaries, and why deadlines just after the holidays feel particularly cruel. This episode is both a warning and a comfort: a reminder that if you’ve ever found yourself writing from a hut in Sri Lanka or frantically formatting at 2 am, you’re not alone.
Time codes:
00:02:06 Introduction
00:08:29 Fly in
00:14:39 The life of a proposal writer
In this episode of The Grant Podcast, I sit down with three inspiring guests - Christina Achilleos (Founder & Director, InnoEUsphere), Alessandro Carbone (Owner, T-Hap), and Andreas Stefanidis (President, Academy of Entrepreneurship & Educational Association of Athens) - to talk about PM Agora, a grassroots initiative created by and for EU project managers. PM Agora isn’t funded. It’s not tied to an institution. It’s a voluntary community that exists because these three persons saw the need to connect, support each other, and improve how we manage EU projects in practice.
They share how PM Agora grew from a common interest and care for EU project managers into a structured initiative that gathers and facilitates in-depth exchange and knowledge-sharing. From templates and training to safe spaces for open discussion, the initiative is redefining how professional development can happen in the project world - especially in regions where institutional support is limited or missing entirely. We dig into the upcoming event in October, how it is structured and what is the added value.
Time codes:
00:01:58 Introduction
00:04:20 Fly in
00:06:43 Motivation and background
00:13:56 The initiative in a nutshell
00:21:22 What happens at PM Agora?
00:43:03 Why this matters now
01:00:06 Reflections, future vision and call to action
01:04:52 The toughest challenge
In this solo episode, I dive deep into one of the most challenging yet crucial parts of proposal development: finding a coordinator. After years of working across EU R&D funding as an NCP, proposal consultant, and industry representative, I’ve realized that identifying and securing the right coordinator can make or break a project. Whether you're early in your planning phase or already knee-deep in writing, if you don’t have someone ready to lead, your proposal risks falling apart. I share typical scenarios and the types of organisations (like universities, RTOs, or SMEs) that often hesitate to take on this role—and what you can do about it.
I walk you through the intelligence work needed to identify experienced coordinators: how I use CORDIS, LinkedIn, Google, old contacts, and even ChatGPT to build leads. You’ll hear about mapping projects, digging through call topics, and finding patterns among recurring consortium players. I also talk candidly about what to do when you do find someone—how to reach out, what to say, and how to prepare. And finally, I stress the importance of collecting and structuring your own data (in GDPR-compliant ways) so you don’t start from scratch next time. It’s a practical, battle-tested roadmap that I use daily—and now it’s yours.
Time codes:
00:01:41 Introduction
00:05:03 Fly in
00:07:06 Setting the scene
00:09:30 What can you do?
00:16:15 How to identify projects
00:25:47 Identify the contacts
00:30:28 Getting in contact
00:37:23 Your own data
00:42:26 The toughest challenge
Episode site
In this episode of The Grant Podcast, I continue the Research Management Shorts Series together with Stephanie Harfensteller from FIR an der RWTH Aachen. This time we zoom in on networking. We are sharing the lessons we have both learned the hard way - how years of info-meetings and matchmaking event attendance and unstructured contacts eventually shaped a more structured approach to building networks that actually made sence to our organisations research ambitions. We discuss the importance of conceptualizing your network strategy, mapping different types of networks (thematic, organizational, and influence-based), and identifying the roles that connectors, policy insiders, and topic experts play.
We also break down the practicalities: where to be present, how to be resource-efficient, and what signals tell you if an event is worth your time. From brokerage events and working groups to leveraging your partner network and tapping into the growing European community of research managers (EARMA), this episode offers a guidance for turning networking from an activity into a strategic asset. Whether you're new to the Brussels scene or an experienced research manager, this conversation helps clarify what networking is really about - and how to get better at it.
Time codes:
00:01:51 Introduction
00:03:08 Conceptualizing your network approach
00:23:56 Connecting with funding agencies
00:27:31 Research management networks
00:32:09 Content network
In this episode I have a talk with Erik Eklund from the Strategic Department of the Municipality of Umeå to explore how a local government can work strategically with EU funding. Erik shares how his team approaches EU projects not just as funding opportunities, but as tools for building long-term local capacity and driving political and organisational development. We dig into how Umeå aligns its project portfolio with actual needs, strengthens cross-sector collaboration, and avoids the trap of disconnected, one-off applications.
In our conversation Erik shares how they have managed to build an approach with ecosystem thinking - bringing in universities, regional actors, and municipal departments around shared agendas. He also gives an honest view of the challenges: working across silos, maintaining internal momentum, and connecting projects to the bigger picture. This episode is for anyone in the public sector who wants to move from reactive grant writing to proactive, mission-driven funding strategies.
Time codes:
00:01:42 Introduction
00:03:49 Fly in
00:06:33 Background
00:14:00 Strategy
00:24:17 Industrial symbiosis initiatives
00:50:45 Lessons and reflections
01:01:25 The toughest challenge
In this episode I am joined by Director Ana-Marija Špicnagel to unpack the dynamic between consultants and clients in the EU proposal space. From proposal writing to project management and reporting, consultants play a vital role - but the relationship can be delicate. Ana-Marija offers an honest and reflective take on how trust is built, how expectations are managed, and why good consulting is as much about chemistry and timing as it is about technical expertise.
The episode covers the full consultant lifecycle: identifying the right fit, setting clear scopes, managing feedback loops, and navigating tensions between control and support. We reflect on the value of long-term collaboration over one-off contracts. This is a great episode for grants consultants with a thoughtful conversation on how to create healthier, more productive partnerships in the world of EU-funded projects.
Time codes:
00:01:58 Introduction
00:08:02 Fly in
00:14:05 Consultant-client relationship
00:40:48 Translation as a core competency
00:52:03 Ana-Marija's three pillars
01:13:32 Final reflections and advice
01:22:14 The toughest challenge
