The Grant

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

Episode site

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

Link to the episode website

Link to Marie's LinkedIn post

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

Episode notes

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

Episode site

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

Episode site

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

Episode site

In this episode I have Stephanie Fulda, Head of Communication at the RTO nova-Institut, to explore the RTO perspective of communication and dissemination in EU-funded projects. Stephanie shares how her team supports Horizon Europe consortia through tailored dissemination strategies, impactful engagement, and creative content development. With decades of experience and a strong track record in bioeconomy-focused initiatives, nova-Institut’s communication team plays a key role in ensuring project results are not just published—but understood, shared, and used.

In the discussion we cover both the proposal and implementation phases, highlighting challenges such as copy-paste dissemination plans, the need for stronger internal collaboration, and effective engagement through channels like LinkedIn. Stephanie emphasizes the importance of working closely with partners, maintaining flexibility, and continuously learning from data-driven social media monitoring. We add some practical examples and thoughtful insights to give some essential takeaways for communication professionals and coordinators alike striving to increase project impact in EU research and innovation.

Time codes:

00:01:58 Introduction

00:04:20 Fly in

00:07:22 About Nova Institute

00:13:50 Proposal development phase

00:31:30 Implementation phase

01:01:00 Tips, tricks, do's and don't's

01:05:52 The toughest challenge

Episode site

In episode #178 of The Grant, we continue the Research Management Shorts series by focusing on how to build an effective organizational framework for research management teams. Niels is joined again by Stefanie, who walks us through the process of shaping team roles, navigating silos, and building strong internal collaboration. The episode underscores the importance of strategic role distribution, complementarity, and allowing space for new team members to co-develop work dynamics organically.

The conversation also dives into timeline development, the value of agile methods, and how to create quick wins without losing sight of long-term goals. Stefanie shares how breaking down strategy into manageable projects and involving wider institutional resources can ease implementation. Internal communication and inclusive processes are key, with real-world examples of using feedback loops, Teams channels, and collaborative knowledge systems. The episode is packed with hands-on lessons for small, evolving teams working to structure research support from scratch.

Time codes:

00:00:36 The Grant Meet-Up sound bite

00:04:25 Introduction

00:05:30 Who's doing what?

00:13:39 Working with a timeline

00:27:18 Frame for internal communication