Effective Tools and Methods

for Managing Team

Workload and Performance
in Research Grants

Welcome to this presentation on managing team workload and performance in research grants. I'm Iroh
Williams Okwara, Research Management Officer at the University of Port Harcourt. With extensive
experience in securing and managing multimillion-dollar research grants, I'll share insights on effective
tools and methods that have proven successful in navigating the complex world of research grant
management.

WI by Williams Iroh
Leadership and Vision in Research Grant Management

My experience encompasses leading successful grant applications and post-award administration for large-scale projects funded by global organizations such as the
World Bank. I've secured and managed multimillion-dollar research grants, including the World Bank Africa Centre of Excellence for Oilfield Chemicals Research and
Public Health and Toxicological Research. This experience has honed my skills in navigating complex regulatory requirements, financial reporting, and compliance.

Throughout my career, I've trained administrative and academic staff on research grant procedures, financial management, and best practices for compliance with
national and international regulations. Collaboration with Principal Investigators (PIs) and research teams has been a key focus, offering full support throughout the grant
lifecycle, from application development to final financial reporting.

Grant Application
1
Lead successful applications for large-scale projects

Post-Award Administration
2
Manage multimillion-dollar research grants

Training and Collaboration

3
Train staff and collaborate with PIs throughout grant lifecycle
Project Management Software: Trello
Trello has been an invaluable tool for organizing tasks, setting deadlines, and monitoring project progress. For the World Bank
Africa Centre of Excellence (ACE) projects, I utilized Trello boards to track grant application phases, compliance checks, and
reporting milestones. This approach significantly enhanced collaboration with Principal Investigators (PIs) by clearly delineating
responsibilities and deadlines.

The visual nature of Trello boards helped streamline communication across research teams, ensuring everyone was on the
same page regarding project status and upcoming tasks. This tool proved particularly effective in managing the complex,
multi-faceted nature of large-scale research grants.

Task Organization Progress Monitoring Team Collaboration

Create and assign tasks with clear Track project phases and milestones Enhance communication and
deadlines visually responsibility sharing
The Eisenhower Matrix for Task Prioritization

The Eisenhower Matrix has been a crucial method in my toolkit for effective task prioritization. This approach allowed me to prioritize critical
tasks such as timely preparation of compliance documents and handling donor-specific queries without neglecting long-term planning. By
categorizing tasks based on their urgency and importance, I could ensure that high-priority items received immediate attention while still
maintaining focus on strategic, long-term objectives.

Implementing this method significantly improved time management and reduced stress levels within the team, as it provided a clear
framework for decision-making in a fast-paced research environment.

Urgent and Important Important, Not Urgent

Immediate action required (e.g., compliance deadlines) Schedule for later (e.g., long-term planning)

Urgent, Not Important Neither Urgent Nor Important

Delegate if possible (e.g., routine queries) Eliminate or minimize (e.g., non-essential meetings)
Research Management Software: InfoEd
InfoEd played a crucial role in maintaining accurate records of grant proposals, updates, and communications during my work on the United
Nations University Regional Centre of Expertise (RCE Port-Harcourt) project. This software ensured seamless project monitoring and adherence
to the United Nations requirements. Its comprehensive features allowed for efficient tracking of all aspects of the grant lifecycle.

One of the key benefits of InfoEd was its ability to facilitate coordination across multiple research stakeholders. This enhanced transparency and
accountability throughout the project, ensuring that all team members had access to up-to-date information and could collaborate effectively.

Accurate Record Keeping Seamless Monitoring

1 2
Maintain detailed records of grant proposals and Track project progress and ensure adherence to requirements
communications

Enhanced Coordination Improved Transparency

3 4
Facilitate collaboration among multiple stakeholders Provide clear visibility into all aspects of grant management
Daily Stand-Up Meetings
Implementing daily check-ins during the ACE projects proved to be an effective method for keeping the team aligned and
motivated. These stand-up meetings provided a platform for team members to share their updates and challenges, encouraging
collaborative problem-solving and keeping the project on track. This approach was particularly beneficial in helping 37 PhD
candidates complete their programs efficiently.

The daily stand-ups fostered a sense of accountability and team spirit, allowing for quick identification and resolution of potential
roadblocks. This regular communication ensured that all team members were aware of the project's progress and could offer
support where needed.

Share Updates Identify Challenges Collaborate Align Goals

Team members report on Offer support and share Ensure team is working
progress and plans Discuss obstacles and seek resources towards common
solutions objectives
Financial Management and Reporting
A critical aspect of research grant management is ensuring robust financial management and accurate reporting. Throughout my
career, I've developed expertise in navigating complex financial requirements set by various funding bodies. This includes creating
detailed budgets, tracking expenses, and preparing comprehensive financial reports that meet both national and international
standards.

By implementing strict financial controls and regular audits, I've been able to maintain transparency and accountability in fund
utilization. This approach has been crucial in building trust with funding organizations and ensuring the smooth continuation of long-
term research projects.

Activity Frequency Outcome

Budget Creation Project Start Clear Financial Roadmap

Expense Tracking Ongoing Real-time Financial Status

Financial Reporting Quarterly/Annually Compliance and Transparency

Internal Audits Bi-annually Risk Mitigation

Compliance and Regulatory Navigation
Navigating the complex landscape of research grant compliance and regulations has been a key focus in my role. This involves staying up-to-date
with changing national and international regulations, ensuring all research activities adhere to ethical standards, and maintaining proper
documentation for audits and reviews.

I've developed a systematic approach to compliance management, which includes regular training sessions for staff, creation of comprehensive
compliance checklists, and implementation of internal review processes. This proactive stance has helped prevent compliance issues and ensured
smooth operations of research projects.

Regulatory Knowledge
Stay informed on latest regulations

Compliance Checklists
Develop comprehensive guidelines

Staff Training
Conduct regular compliance workshops

Internal Reviews
Implement periodic compliance checks
Interdisciplinary Project Management
Managing large, interdisciplinary research projects requires a unique set of skills and strategies. Throughout my career, I've successfully coordinated diverse
teams of researchers, administrators, and external partners to achieve project goals. This has involved creating clear communication channels, establishing
shared objectives, and fostering a collaborative environment that encourages innovation.

One key strategy I've employed is the use of cross-functional teams, bringing together experts from various disciplines to tackle complex research
challenges. This approach has not only led to more comprehensive research outcomes but has also promoted knowledge sharing and skill development
across the team.

Collaborative Research Effective Communication Innovation Through Diversity

Foster interdisciplinary teamwork Establish clear channels for information sharing
Leverage diverse expertise for breakthrough
results
Conclusion and Future Outlook
As we conclude this presentation, it's clear that effective management of team workload and performance in research grants requires a
combination of robust tools, strategic methods, and strong leadership. The experiences and strategies shared here have been
instrumental in successfully managing multimillion-dollar research grants and supporting the completion of numerous research
projects, including the guidance of 37 PhD candidates to program completion.

Looking ahead, I am excited about the opportunity to leverage these methods and tools to enhance research management capabilities
at Heriot-Watt University. By combining proven strategies with innovative approaches, we can create an environment that fosters
groundbreaking research while ensuring efficient and compliant grant management.

1 Proven Track Record 2 Comprehensive Toolkit

Successfully managed multimillion-dollar grants and Utilized a range of effective tools and methods for grant
supported 37 PhD completions management

3 Future Application 4 Continuous Improvement

Ready to enhance research management capabilities at Committed to innovating and adapting strategies for future
Heriot-Watt University challenges