Managing Multi-Partner Projects with EU Institutions

Our advice for effective coordination

Working with multiple partners on EU institutional projects presents a unique set of challenges. Whether collaborating within a formal consortium or coordinating with other suppliers, a clear governance model is essential for success. Without a strong framework, misaligned goals and communication breakdowns can affect the quality of work and strain the relationship with the EU institution.

A consortium is more than just a collection of companies; it's a living entity that requires a robust internal framework to succeed. While key business and financial terms are agreed upon during the tendering stage, many crucial details are left unaddressed.

Once the contract is won, it is vital for management to set aside time to define this governance. They must ensure clear roles and responsibilities are established, and escalation mechanisms are put in place. This can be achieved through dedicated workshops where key members from each partner company can align on how their team will operate. This proactive approach ensures the consortium presents a seamless service to the EU institution by ensuring its internal governance models align with the ways of working of the European institution.

The challenge of multi-partner projects extends to situations where the EU institution imposes a working relationship with other suppliers. The pitfall here is that the institution may leave the precise working relationship vague, creating gaps that must be addressed. A clear set of covenants is essential to avoid being stuck in a situation where a company's services, and therefore their payment, are dependent on a company over which they have no contractual power.

The core of this work is to clearly delineate where one company's responsibility ends and another’s begins. By spending the time to understand how all services are interconnected and establishing clear communication protocols and accountability, a team can prevent the "blame game" and ensure all parties are aligned on project objectives. This strategic coordination is what ensures the smooth and efficient delivery of a high-quality final product.

A proactive approach is essential for navigating multi-supplier relationships. We advise organisations to take the following steps to ensure a smooth partnership from the start:

• Clarify all interdependencies. At the contract kick-off, explicitly ask the EU institution to clarify any dependencies on other suppliers.

• Formalise the process. Ensure all agreements on workflows, approval processes, and responsibilities are put in writing. This creates a shared, accessible knowledge base that prevents misunderstandings and miscommunication.

• Establish a forum for review. Given that all dependencies cannot be foreseen, it is critical to sit down with the EU institution and other suppliers regularly. Use these meetings as an open forum to discuss the workings and provide feedback, ensuring the governance and workflows are aligned with everyone's expectations.