Coordinating a Horizon Europe (HE) proposal is an undertaking that requires meticulous planning, strong organizational skills, and a deep understanding of all the aspects of the proposal process. This article will guide you through the essentials needed to successfully coordinate a HE proposal, including on common pitfalls and how to handle conflicts within your team. As someone who is an experienced HE project coordinator, I’d like to share my greatest lessons learned and valuable insights on how to lead a multicultural team to a winning project consortium.
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Assembling Your Team
The first step in coordinating a HE proposal is to gather a dedicated and skilled team around you. The core team typically includes a Responsible Coordinator, a Project Manager, a Substance Expert, a Grant Writer, a Financial Officer, and additional support staff. It is crucial to clearly define the roles and responsibilities of each team member and ensure everyone is committed to the project timeline.
When building your consortium and looking for new partners to your consortium, you should take into consideration the following (Karvonen, Mattila & Talvinen 2024):
- Ask yourself if there is a concrete role for the partner in the project?
- Remember that end-users, to which the substance is of outmost importance, are especially important for your proposal and you should keep spots open for late add-ons.
- Look at the partner countries, there should be a max. of 2-3 partners per EU-country and there should be a good geographical spread throughout the EU.
- Ask your trusted partners if they are now this proposed new partner – reputation is everything!
- A partner that makes trouble during the proposal stage will most likely also be a problem during the project
- Organize a telco with the proposed partner and ask for a presentation of knowledge, skills and interests.
- Ask the partner to fill in a partner information document, which lists relevant experience and knowledge in the substance
According to the findings of these above-mentioned questions and actions you should decide whether or not the partner is suitable for your consortium. When accepting a new partner into your consortium, please remember to brief them immediately of consortium meetings, general protocol and what is expected from them. Remember that an inactive partner can always be kicked out from the consortium if they do not deliver what has been promised and agreed upon.
Practical advice for the proposal coordination
Regular meetings with your consortium are vital for progress tracking. Initially, meetings can be less frequent, but as the proposal deadline approaches, weekly meetings are recommended. It is also beneficial to schedule separate meetings between the Coordinator and Work Package (WP) leaders, internal WP meetings, and bilateral meetings between partners to resolve specific issues.
Create a detailed timetable for the proposal writing process, and stick to it. The timetable should include deadlines for all sections of the proposal. It is important to communicate these deadlines to all team members and consortium partners, emphasizing the importance of meeting these deadlines to avoid last-minute rushes.
Select a secure working platform for collaboration. Avoid using email for document sharing to prevent security risks and version control issues. Platforms like Eduuni or MS Project Online are recommended for their collaborative features and security. Ensure all consortium members have access to the platform and understand how to use it effectively.
Even though you are Coordinating the proposal it is important to remind all partners that the proposal writing process is a common endeavour, and all partners need to take an active part in it. It is NOT the Coordinator’s role to write the whole proposal, but more so to lead and coordinate the work. It is crucial to carefully plan how to communicate which parts each partner is expected to write or participate in. It is also a good idea to have a core team for the writing – a natural team could be the coordinator and all the WP leaders. This way the writing can be naturally divided into the technical part, written by the leaders of the technical work packages; the dissemination, written by the leader of the dissemination WP and the management part, written by the administrative leader, usually the coordinator. It is also beneficial to ask your consortium partners what their strengths are and let them work on what they know best (Karvonen, Mattila & Talvinen 2024).
Common Pitfalls for Coordinators
Coordinating a Horizon Europe proposal comes with its own set of challenges. Here are some common pitfalls to avoid, according to Europa Media Trainings (2024):
Coordinating a Horizon Europe proposal comes with its own set of challenges, and avoiding common pitfalls is crucial for success (Europa Media Trainings 2024). One major mistake is failing to align with the call objectives, which can derail your proposal. It’s essential to ensure your proposal clearly connects with the call’s requirements and to refer back to the call text frequently during the writing process. Another common error is starting with a vague project concept. Instead, begin with a strong, well-defined idea and clearly articulate how your project breaks new ground.
Horizon Europe places a high priority on impact, so neglecting this aspect can be a significant pitfall. Make sure to thoroughly address expected impacts, as well as dissemination and exploitation plans. Additionally, choosing the wrong partners can be detrimental. It’s important to assemble a consortium with the right skills and expertise to meet the call’s objectives. A diverse range of partners is crucial, and you should avoid including ”hang around” partners who do not contribute meaningfully to the proposal. By being mindful of these potential pitfalls, you can enhance the chances of your proposal’s success.
Handling Conflicts Within the Team
Team conflicts can pop up for all sorts of reasons—different opinions, working styles, or just plain misunderstandings. When you’re coordinating a Horizon Europe proposal, it’s crucial to understand the diverse working cultures across Europe (Skillpacks 2024).
Keep an eye out for early signs of conflict, like changes in tone or someone going silent. Encourage everyone to talk openly and give feedback, but make sure to focus on the outcomes rather than making it personal. If a conflict does arise, stay calm and have a private chat about it. Acknowledge there’s an issue and work together to find a solution (Indeed 2024). Communicate, communicate, communicate. And if you cannot solve the conflict, try taking in a third party, either from your internal team or someone else from the consortium who knows the other party, to mitigate and find a solution.
Conclusion
Coordinating a HE proposal involves meticulous planning, strong organizational skills, and effective communication. By understanding and addressing the administrative and practical aspects, avoiding common pitfalls, and handling conflicts within the team, you can enhance the quality of your proposal and increase your chances of success.
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