The Quest for the Perfect PM Tool: Lessons from EARMA Oslo (Two Years in the Making) - EU project management tools

It took us two years longer than expected to deliver this presentation. Originally scheduled for the EARMA Oslo 2020 conference, the global pandemic obviously had other plans. But when my brilliant co-presenter, Katrin Reschwamm (EU GrantsAccess, ETHZ), and I finally took the stage at EARMA Oslo 2022, our topic was arguably more relevant than ever: Tools for Project Management.

During the sudden shift to remote work, consortia across Europe were forced to digitize overnight. But as any Research Manager & Administrator (RMA) knows, managing an EU project isn't just about hopping on a video call. It is about taming chaos.

Here is a look back at our session, where we explored the evolution of project management software and shared our unapologetic, battle-tested recommendation for keeping your consortium aligned.

Finally taking the stage at EARMA Oslo 2022 with Katrin Reschwamm to talk Project Management tools

A Brief History of Managing Chaos

We kicked off the session with a quick history lesson to show that humans have been trying to organize complex work for over a century. From Karol Adamiecki's 1896 Harmonogram and the classic Gantt Chart in 1917, to the Agile and SCRUM movements of the late 90s and early 2000s, the goal has always been the same: keep the project on track.

Software eventually caught up. In the late 1990s, internet-based collaboration tools emerged (starting in the construction industry) driven by the need to reduce risk and increase efficiency. Today, we are surrounded by Cloud-based solutions, mobile apps, and even AI-powered project management.

But more tools don't always mean less stress.

The explosion of PM software over the last two decades has left RMAs spoiled for choice—and utterly overwhelmed

The "Pyramid" of EU Project Complexity

Why is finding the right tool so hard for RMAs? Because EU projects are uniquely complex. We are not just building a product; we are managing a multi-modal pyramid of stakeholders.

We juggle:

• People: Multiple international partners with different cultural and disciplinary backgrounds.

• Objectives: Endless Work Packages, Tasks, and Subtasks.

• Environment: The reality that most of us are operating in a multi-project environment.

  
  

As an EU project manager, how do you handle all the data? How do you separate different projects, keep track of follow-ups, and maintain transparent communication within the consortium? What we really need is integration, centralization, transparency, and effective communication.

The Quest for the All-Rounder (And Our Pick)

There are dozens of highly specialized tools out there for dashboards, timesheets, Agile methodology, and resource management. But we asked the audience: Is there a good all-round tool suited to satisfy all ends at a reasonable price that fits non-profit research management? 

For Katrin and me, the answer is Basecamp.

Why does it work so well for Horizon Europe projects?

• Simple structure: You can easily map the project by treating a "Work Package" as a Project in the software, and a "Partner" as a Team.

• Focus on communication: It keeps the consortium talking without burying them in complex PM jargon.

• Flat pricing: It has a simple, fixed-price business model, making it highly budget-friendly for grants.

Mapping a Work Package—like Admin, Legal & Finance—directly into a Basecamp team

Overcoming the "Not Another System!" Groan

The biggest hurdle to adopting any tool is user resistance. The moment you announce a new platform, researchers groan: "Yet another system? More logins? Too many emails!".

We shared several strategies to overcome this resistance:

• Pre-load the content: Don't invite partners to an empty room. Set up the WPs and Partner structures before they log in.

• Eliminate the email noise: Teach your partners how to adjust their notification settings immediately, or show them that they can actually receive and reply to Basecamp threads directly from their standard email inbox.

• Don't fight the cloud: If partners already use major cloud storage, just link to it rather than forcing them to re-upload everything.

The most important lesson: showing users how to turn off the notification avalanche

Final Lessons Learnt

Implementing a tool requires a human touch. Katrin and I left the audience with a few critical lessons learned from our own implementations:

• Introduce the tool after the Kick-off Meeting (KoM).

• The Coordinator must fully support and champion the tool.

• Provide responsive moderation, but do not force or "bend" the tool unnaturally.

• As the RMA, you must master the tool so you can be the first line of support.

  
  

Finding the right tool doesn't magically do the work for you, but it gives you the foundation to let excellent research happen.

Disclaimer: Please note that neither Katrin Reschwamm nor Yoram Lev Yehudi are affiliated with Basecamp or any other project management tool discussed in this session. We do not receive any commission or financial compensation from these software providers. All insights and recommendations shared are based entirely on our own professional experience and good will to support the RMA community.

The Quest for the Perfect PM Tool: Lessons from EARMA Oslo (Two Years in the Making) - EU project management tools

The Quest for the Perfect PM Tool: Lessons from EARMA Oslo (Two Years in the Making) - EU project management tools