Time management for Horizon Europe applications: a guide for busy health researchers

Introduction

As a European health and biomedical researcher, you're likely juggling a demanding research schedule alongside the ever-present pressure of securing funding. Grant applications, especially those for the prestigious Horizon Europe program, can feel like an insurmountable mountain of paperwork. The fear of not having enough time to craft a compelling proposal is a common hurdle, but it doesn't have to be.

This blog post will equip you with practical strategies to manage your time effectively and conquer the grant writing process, allowing you to submit a strong application that reflects the true potential of your research. I will address the common concerns researchers face, such as:

Can I dedicate enough time to the application process alongside my ongoing research responsibilities?

Will I have enough time to gather all the necessary documents and information, write a persuasive proposal, and meet the submission deadline?

How can I ensure that the application process doesn't disrupt my research progress?

By the end of this post, you'll have a clear roadmap to navigate the Horizon Europe application process without sacrificing your research progress.

Practical tips for time management

Start early: Don't wait until the last minute. The earlier you start, the more time you have to thoroughly research the call, identify your strongest points, and craft a compelling narrative.

HOW TO DO IT: Often, draft Workprogrammes are available months before the call is officially published. Take advantage of this precious time, by starting to analyse the call text, outline your application, look for the most appropriate consortium partners and search for useful documents and information to support your research hypothesis and concepts.

Prioritize tasks: Identify which tasks are critical and must be completed first. Focus on these before moving on to less critical tasks. Make sure you will work in a logical sequence, on the basis of what gives input to something else.

HOW TO DO IT: Certain sections of the grant application provide the foundation for others. Think of it like building a house: you wouldn't start painting the walls before laying the foundation. Similarly, certain sections of the grant application provide the foundation for others. Start with the foundational elements that will inform the rest of your proposal. For instance, there's no point in starting the budget if you're not clear on the activities. Similarly, defining clear objectives is essential before you can outline your work packages. And without knowing what the outputs will be, you can't develop a dissemination strategy.

Set clear deadlines for each section: Break down the application process into smaller tasks, assigning realistic deadlines for each. This will provide a clear roadmap and help you stay on track.

HOW TO DO IT: Make a list of all the sections and sub-paragraph that you have to complete by the deadline and then count the months, weeks and days that you have in front of you. Evaluate the complexity of each item in your list and expected lenght of each paragraph and then distribute the tasks in the available time.

Block your time: Set aside specific periods in your day or week to focus exclusively on your Horizon Europe application. This will help you avoid distractions and maintain momentum.

HOW TO DO IT: block out time in your diary (paper or digital, depending on what you use most frequently) as if it were a doctor's appointment or a meeting, and make sure you safeguard that space by letting those who require your attention at that moment know that you are busy. You can block out larger spaces of time (2/3 hours) once or twice a week in order to be able to complete the paragraph, or you can devote less large spaces of time (half an hour or an hour, dividing the process into several parts (in the first space you make an outline of what you want to say, in the second you look for the information you need, in the third you create the first draft, in the fourth you revise the draft, etc....).

Collaborate wisely: Work with your team to divide tasks based on expertise. This can save time and ensure that each section is given the attention it deserves.

HOW TO DO IT: look at my dedicated blog post on Collaborative grant writing: distributing tasks for success.

Track your progress: Utilize spreadsheets and checklists to streamline the application process, visualize your progress and track deadlines. Organise regular meetings with your collaborators and partners to make sure that everyone is performing according to plans. This can help you ensure that you don't miss any important components and that you can redirect your focus and re-plan effectively.

HOW TO DO IT: there is no point in setting deadlines if you do not check your status regularly. You do not need anything fancy or complicated here. I am not asking you to use a project management software and become an expert in it: an excel sheet will be enough! Organise a weekly check-in to make sure that all deadlines for that week are met. If not, adjust the deadlines accordingly.

Seek feedback early: Don't wait until the last minute to get feedback on your proposal. Early feedback can help you identify areas that need more work and adjust your time allocation accordingly.

HOW TO DO IT: everytime you finish an important application section, circulate it among your collaborators or your close team, and make them review it, to make sure that the contents are complete, understandable and readable. Some of the comments you receive may have an impact on the overall project structure, so you want to implement this at an early stage in the proposal preparation

Avoid multitasking: While it may seem efficient, multitasking can actually reduce your productivity and increase the risk of errors. Focus on one task at a time to ensure quality and efficiency.

HOW TO DO IT: When working on your Horizon Europe application, close any unnecessary tabs or applications on your computer to minimize distractions. Set aside dedicated time for each specific task, rather than trying to juggle multiple components of the application simultaneously.

Take breaks: Taking short breaks throughout the day can help you stay refreshed and focused. Stepping away from your work can help you return with a fresh perspective and increased efficiency.

HOW TO DO IT: Set a timer to take a 5-10 minute break every 1-2 hours. Use this time to recharge, whether it's just getting up and move around, stretching or stepping outside for a few minutes. Returning to your work with renewed energy can boost your productivity.

Stay flexible: Be prepared to adjust your time management plan as needed. Unexpected challenges may (I would better say “will”) arise, and being flexible can help you navigate them without derailing your progress.

HOW TO DO IT: If you encounter a delay in gathering a key document or piece of information, be willing to shift your deadlines accordingly. By maintaining a flexible approach, you can avoid feeling overwhelmed and ensure that your application remains on track.

Conclusion

Don't let time management become a roadblock to your success! Time management is a skill that can be learned and honed. By adopting these strategies, you can confidently navigate the Horizon Europe application process and turn your research vision into a reality, without sacrificing your ongoing research responsibilities.

Remember, effective time management is not just about getting more done in less time; it's about working smarter, maintaining focus, and ensuring that your grant application efforts complement, rather than detract from, your valuable research work. With a clear plan and a proactive approach, you can submit a compelling Horizon Europe proposal that showcases the true potential of your work.