Checklist: Collaboration with Science

Would your company like to collaborate with scientific institutions? We have put together some tips to help you work together smoothly:

When initiating a project, we recommend that you present your idea in a project outline. This will structure your thoughts and provide a solid basis allow sufficient time for project initiation and, if possible, decouple the projects from your day-to-day business.

Make an early appointment to get to know your potential partners. This will allow you to assess at an early stage (also on a personal level) whether you are a suitable candidate for collaboration and to build mutual trust.
Before the first meeting, be aware that not every research question is suitable or interesting for science in general or for the researcher you are contacting.

Be aware that services provided by scientific institutions are rarely free of charge. Discuss the incentivisation and motivation of your counterpart. What is important to them? New employees, financial rewards, publications or simply interest in the topic?
Prepare for the meeting: What is your objective? What expertise do you need from your counterpart? What information do you need? What should the next steps be?

In addition to the domain experts, the decision-makers should also sit at the table during the discussions.
Conduct the exchange as equal dialogue partners.
Scientists may speak a different “language” – even when it comes to time frames, funding or billing. Ask and follow up!
Clarify mutual expectations at the beginning of the dialogue and make sure you know each other’s target systems. Consider the following questions: What is important to the university? Do their goals differ from yours? Are there any exclusion criteria? Where can you converge?
The more specific the project goal and its implementation, the better: What do we want? Where do we stand? What is the implementation like? How much time is needed? What human resources are needed? What are the costs? (e.g. draw up a requirement specification)
Which milestones need to be reached and by when?
Is there a regular way of exchanging information with the university? Designate fixed key contacts and responsibilities for the project, both within the company and at the university.
Be aware of project lead times and, if applicable, approval times (semester times, funding periods).

If you notice that problems or misunderstandings arise during the project, do not ignore them and address them immediately. Mediators can help.

Familiarise yourself with the legal framework and the situation regarding intellectual property rights (patents, trademarks, designs, etc.) in the collaboration project.
Discuss before the meeting whether a confidentiality agreement may be required. If students are involved in the project, they will have to sign confidentiality agreements just like the research assistants!
Clarify who is authorised to sign contracts. If supervisors have to sign contracts, note any lead times. Lead times are often longer in the case of interdepartmental signature requirements.
Do not rely on public funding for your financial planning! There is no legal right to financial support. Develop a plan B for financing your project.
Find out about the conditions of the funding you are considering at an early stage. It is often the case that the conditions (size of the company, number of employees, age of the company) are not suitable for your company. This will save you valuable time and manpower!