Surviving the Horizon Europe deadline pressure

The writing process for an Horizon Europe application has a variable duration. In the most fortunate cases it can last more than three months, in less fortunate ones a month and a half. When you start writing, the deadline is a distant, unthreatening presence. You discuss, you write, you start putting the pieces together, then one day suddenly you have a kind of revelation: oh my God, there are only two weeks left!

When health researchers realise that the deadline is approaching and that they have little time to put the work of the previous weeks to good use, they begin to fret. They start thinking that they will never make it, that their health research project is hopeless, that there are too many things they still have to write, revise, fix, rework.

But fretting in the last weeks before the deadline can be counterproductive.

This is no longer the time to invent new things, to twist and turn, it is the time to make everything previously written effective and well connected. And this requires a good degree of concentration and the ability to focus on the really important elements, without wasting energy (the remaining ones) on aspects that have no bearing on the evaluation.

Understanding the pressure

Each researcher obviously reacts in their own way, but if I had to find a common thread, I would group the reactions to pressure from the researchers I have helped into these categories: control mania, perfectionism and impostor syndrome.

Some researchers become manic about bold type in the text, hyphens in compound words, italics on in vivo and in vitro, others about title formatting, others about spell-checking, others about English revision.

Some researchers are beginning to have a thousand doubts about the eligibility conditions and have repeatedly asked me over the past few days to look for answers to their questions in official documents.

One of them questioned the project acronym four hours before the deadline and was about to initiate an automatic replacement throughout the document, not thinking that in fact the acronym he had chosen would unintentionally change other words in the text. We stopped him in time, before he created a disaster in the document!

Another left a laptop on his desk with a countdown with the time remaining to the deadline on full screen, while he, next to it, red pen in hand, patiently scrolled through all the pages, one by one. And I swear I saw that count-down drop below 30 minutes. The worst delivery of my career!

Yet another one even took it out on me. I had advised him to submit the project the day before the deadline, to avoid any problems on the date of the submission (wise advice, to take note of). This did not allow him to spend the night proof-reading. He accused me that because of this, he would have made a fool of himself in front of the entire scientific community in his field.

Coping strategies

Assuming that reacting to deadline pressure is absolutely normal and that most researchers experience this condition, how do you handle the resulting stress and anxiety?

Here are some of the strategies that can help you:

1) Start as early as possible

One of the most effective ways to manage the stress and pressure of a grant deadline is to start working on your proposal as early as possible. This means beginning the planning and preparation process as soon as the call announcement is published.

By starting early, you can avoid the stress and pressure that comes with rushing to meet a deadline.

Instead, you can work at a more manageable pace, and ensure that you're submitting the best possible proposal.

Starting early gives you more time to develop a strong proposal, and allows you to address any challenges or issues that arise along the way. As the application preparation is a collaborative effort, starting early also gives you more time to collaborate with your consortium partners, pool ideas, discuss and confront with them, and ensure that you're meeting all of the requirements of the call.

That is why I usually say no to researchers who ask for my support a month before the deadline.

Give yourself the best chance of success and do not risk to waste your opportunity due to lack of time!

It should be also mentioned that the Horizon Europe work programmes are biennial. This implies that once published, the Work programme will outline the deadlines for the forthcoming two years. Except for the first deadlines of the biennium, that are generally placed 3 months after the publication of the Work programme, for all the others deadline you will have an advance notice at least 9 months before, if not a year and a half before.

So, why wait until the last minute?

2) Develop a work plan

Having a work plan is essential for managing the stress and pressure of a research grant deadline. A work plan is essentially a roadmap that outlines the tasks, milestones, and deadlines associated with the grant application process. It helps you stay organized, focused, and on track, and ensures that you are making progress towards your goal.

To develop a work plan, start by breaking down the grant application process into smaller, more manageable tasks. Then, assign each task to a specific team member or consortium partner, and set deadlines for each task. Make sure to build in some flexibility to account for unexpected delays or challenges.

Once you have a work plan in place, make sure to review and update it regularly to ensure that you are staying on track. And don't be afraid to adjust the plan if necessary – sometimes unexpected issues arise that require you to shift your priorities or adjust your timeline.

3) Collaborate with the consortium partners

If you are working on a research application that requires to create a partnership, as in the majority of the calls in the Horizon Europe programme, it's important to collaborate with your partners throughout the process. This means communicating regularly, sharing ideas and resources, and working together to address any challenges that arise.

By collaborating with your consortium partners, you can leverage each other's strengths and expertise, and increase the overall quality of the proposal. You'll also be able to divide the workload more effectively, reducing the stress and pressure on the Coordinator.

Make sure to establish clear lines of communication and set expectations early on in the process. This will help you avoid misunderstandings and ensure that everyone is on the same page. And don't be afraid to ask for help or support from your consortium partners when you need it – after all, you're all in this together!

4) Take care of yourself and take some time to rest

Remember to take care of yourself during the application process (even in the last days before the submission deadline). This means getting enough sleep, eating well, and engaging in activities that bring you joy and relaxation. By taking care of yourself, you will be better equipped to handle the stress and pressure of the grant deadline, and increase your chances of submitting a successful proposal.

And I know (because unfortunately I have done it too!) that the temptation would be to work day and night in the last days before the deadline, taking advantage of the non-working hours to produce a draft to be sent in the early hours of the next morning.

It's easy to get caught up in the pressure of an Horizon Europe deadline and forget to take breaks. But taking regular breaks is essential for maintaining your focus and productivity. Try to take a break regularly, and use that time to do something relaxing or enjoyable, like taking a walk or listening to music.

5) Resign yourself to a sacred truth: 'What is done is done'.

This is not an invitation to drop everything and stop acting, but rather an invitation to put things into perspective.

The title in white font on a blue background, the logo on the front page, or the bold acronym throughout the document will not change the fate of the project. So there is no need for you to put your energy into this in the last two days.

And I know that in all the courses you have attended on European funded programmes it is always said that the application form layout is important, but this is only true when all other aspects are covered, and covered well.

If, a few days before the deadline, the project is still not clear, convincing and flowing, it will not be a sleepless night that will produce the miracle.

Identify the elements that will be more effective and will make the difference for the evaluators and try to concentrate on these in the last few days.