Collaborative grant writing: distributing tasks for the success of your Horizon Europe health resesarch application

As a seasoned grant writer working with health and biomedical researchers, I have seen a common challenge arise time and time again in the grant writing process - the assignment of writing tasks among grant participants. Oftentimes, main applicants have the tendency to take on the entire burden of writing the grant application alone, even though collaborative grants are intended to bring together individuals from a variety of disciplines. This not only puts a significant amount of pressure on the main applicants, leading to burnout and discouragement, but also fails to fully reflect the breadth of expertise and perspectives required for a comprehensive grant application.

In this blog post, I will explore the importance of shared writing responsibilities and provide actionable strategies to overcome this challenge.

Recognizing the challenge

Collaborative grants are designed to promote interdisciplinary research and foster innovation by bringing together experts from various fields. Each discipline contributes unique perspectives, knowledge, and skills that collectively enhance the quality and impact of the proposed research. However, when one individual takes on the responsibility of writing the entire application, this collaborative potential is diminished.

Effective distribution of tasks among partners ensures that each team member contributes meaningfully to the proposal, making it more compelling and competitive in the eyes of grant reviewers. It also fosters a sense of teamwork and shared responsibility, strengthening the overall collaboration.

Acknowledging the value of collaboration is the first step towards ensuring a well-rounded grant application.

If we recognise this fact, why researchers are often taking the responsibility of writing the entire grant?

Being a main applicant in a research grant proposal comes with a mix of emotions. On one hand, there is excitement and pride in the project that you are proposing, and the potential impact it could have on the field of health and biomedical research. On the other hand, there is also a sense of pressure and responsibility to ensure that the proposal is well-written and competitive and that we get enough credit or recognition for our work.

This pressure may lead to the fear of letting others down, the desire for perfection and, ultimately, the fear of relinquishing control over the writing process.

Overcoming the challenge

So, how can researchers distribute the writing tasks among grant participants to ensure a successful application?

Here are some actionable strategies:

1. Establish a writing team

At the outset of the grant application process, form a writing team consisting of key participants from different disciplines. This team should include individuals who possess strong writing skills and a deep understanding of their respective fields. By distributing the writing workload across team members, you can tap into their collective knowledge and expertise.

2. Define clear roles and responsibilities

Before starting the writing process, it's important to define who is responsible for what. Assign specific sections or components of the application to different individuals based on their areas of expertise. This ensures that each section receives the necessary attention and incorporates diverse perspectives.

3. Provide clear instructions

Make sure that each team member knows exactly what is expected of them. Provide clear instructions and guidelines for each section of the application, and make sure that everyone understands the overall goals and objectives of the grant.

4. Create a timeline and deadlines

A collaborative grant application can take a significant amount of time to complete. To ensure that everyone stays on track, create a timeline with specific deadlines for each section of the application.

This will help to prevent last-minute rushes and ensure that everyone has enough time to complete their assigned tasks.

5. Schedule regular check-ins and meetings

Set up regular check-in meetings with all grant participants to discuss progress, share updates, and address any challenges or concerns. This will help keep everyone accountable and on track with their assigned tasks, while also providing an opportunity for collaboration and discussion of key ideas.

6. Use collaborative tools

Leverage technological tools and resources to facilitate collaboration among team members. Online document sharing platforms, project management software, and collaborative writing tools can streamline the writing process, enhance productivity, and ensure seamless integration of contributions from multiple authors.

7. Encourage open communication

Create a supportive and inclusive environment where all grant participants feel comfortable sharing their ideas, providing feedback, and raising any concerns they may have.

8. Review and edit as a team

Once the application is complete, review and edit it as a team. This helps in refining the overall coherence of the grant application. It can also provide an opportunity for team members to provide feedback and suggestions for improvement.

9. Seeking external expertise

In some cases, it may be beneficial to involve an experienced grant writer or editor who can provide a fresh perspective and ensure the application meets the requirements and standards set by funding agencies. Their fresh perspective and critical insights can help identify any gaps or weaknesses in the proposal and suggest improvements to refine the application and maximize its potential for success.

Also Grant Offices and Research Offices may assist in the writing process, not only for the collection of the administrative and financial part, but also in increasing the efficacy of some specific sections.

Conclusions

By implementing these strategies, grant applicants can maximize the potential of their collaborative teams and produce high-quality grant applications that showcase the full breadth of expertise within the team. Remember, successful grant writing is a team effort, and by leveraging the diverse skills and knowledge of all team members, you can increase your chances of securing funding for your research endeavors.

Image by Hannah Busing on Unsplash