The Grant

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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