How do you manage expectations when timelines differ between you and your external research collaborators?

Start with an open and honest conversation about each other's timelines and constraints. Understanding each other's priorities and pressures helps in finding common ground.

Open dialogues is important but knowing the point of the open dialogue is pivotal. You want to have open dialogue to: 1) Clearly communicate and be transparent with timelines. 2) Identify risks and issues in the first instance and as they come up when the project progresses. 3) Regularly visit project plans and milestones in order to remind all parties what is possible when and manage their expectations as you go through the project. 4) Identify processes that are mandatory (i.e. sign-off/approvals)

Communicate clearly about your timelines, discuss the differences openly, and find a compromise that works for both parties while keeping the project on track.

Initiate honest and transparent communication with your collaborators from the outset. Discuss each party's timelines, constraints, and expectations to ensure everyone is on the same page. Open dialogue helps in identifying potential conflicts early and fosters a collaborative environment.

Setting milestones can be a challenge when the collaborative team comes from different background perspectives. Keeping a realistic timeline can mean the difference between a well thought out and systematically done research and a hasty project done halfway right because the team members felt overpressured and lost morale. It is wise to host open discussions right from the get go and arrive at a timeline that fits all the research goals in the project minding the fact that none of us live in isolated bubbles and that we all have a life outside this one specific project.

Break down the project into smaller, manageable milestones with clearly defined deadlines. Establishing intermediate goals allows for better tracking of progress and ensures that all parties remain aligned throughout the project. Milestones provide a structured framework that accommodates different timelines.

Remain adaptable and open to adjustments in the project schedule. Understand that unforeseen circumstances may arise, and being flexible helps in accommodating changes without compromising the overall objectives. Flexibility fosters a collaborative spirit and reduces stress.

According to my experience, it is absolutely necessary that, in each of the partners, project managers be designated, with or without a scientific function; who remain together in very frequent contact; who can take charge of the management of the project, prevent or manage unforeseen events; who can be a force proposal to adapt calendars and programs collectively; and on which other members of the team can rely.

Identify potential risks associated with differing timelines and develop contingency plans to mitigate them. Proactively managing risks ensures that you are prepared for any deviations from the original schedule and can address issues promptly.

Schedule regular check-ins and updates with your collaborators to review progress and address any concerns. Frequent communication ensures that any discrepancies in timelines are identified and resolved promptly, maintaining momentum and preventing misunderstandings.

Documenting is one of the best ways.Like there's a saying "if it's not documented it's not done" So having the roles well defined in the document form after discussing the timelines with open communication is a good way to ensure that there are no clashes in timelines and roles are well defined

Il s'agit de définir précisément les besoins des différents partenaires et concevoir un projet de recherche qui prévoit, dès l'origine, la production de livrables satisfaisant à ces différents besoins. Ainsi, lorsqu'un projet de recherche réunit un partenaire académique et un partenaire industriel, il faut concevoir un programme répondant à leurs attentes respectives et permettant de produire des données rapidement exploitables commercialement (dépôt de brevet, logiciel) et des données permettant une analyse plus fondamentale et de plus long terme. Dans ces conditions, les deux partenaires tirent profit de la collaboration.

Ensure that all agreements, including timelines, responsibilities, and expectations, are documented and shared with all parties. Clear documentation provides a reference point and helps in resolving any disputes that may arise. It ensures accountability and clarity.