Event dates: October 3 and October 10, 2025

Event times:
   - Day 1 : 9:00 - 12:00 CEST 
   - Day 2 : 9:00 - 12:00 CEST

Location: Online to be accessed via the EARMA website 

Member participation fee: €450 + VAT

Non-member participation fee: €550 + VAT

Maximum capacity: 50 participants

Event Description

This webinar offers a step-by-step approach to integrating AI into research management, tailored specifically for research managers and administrators. You will learn to map your roles, implement best practices, and align with EU policies presented in a clear, actionable format.

Research managers are increasingly faced with rapidly evolving AI technologies that impact many aspects of their roles and offer exciting opportunities to boost efficiency and creativity. However, knowing where to start and how to use AI effectively and responsibly as a helpful tool can be daunting. This interactive webinar provides a solution built on insights from leading EU-funded projects that address the evolving role of research management, and the new skills required. AI is rapidly becoming a must-have skill in this field. By translating the latest AI trends into clear, practical strategies tailored to our profession, the session equips research managers and administrators with the essential knowledge and skills to use AI effectively, gain a competitive edge, and prepare for the future. Attendees will explore the core functions of their roles, gain a solid understanding of current AI trends, and learn how to incorporate AI into their daily work to meet future challenges.

Special emphasis will be placed on understanding the role of research management and leveraging state-of-the-art tools to map your functions and responsibilities while exploring how AI can be employed smartly across all aspects of your work to improve efficiency and unleash creativity.

The Main Objectives 

• A.   Understanding the Role of Research Management​
• Build a foundation for applying AI with a concise overview of the diverse roles and functions in research management, featuring key insights from the RM Roadmap, CARDEA, and other initiatives-and how these roles are affected by AI.
• B.   Examining Transformative AI Trends in Research and the Policy Landscape
• Explore the latest AI advancements and examine the EU’s strategic vision for AI along with its regulatory framework-including living guidelines for the responsible use of generative AI in research. Learn practical strategies to implement AI applications in your institution responsibly.
• C.   Developing Essential AI Skills
• Enhance your capabilities by building both foundational and advanced AI skills tailored to the unique challenges and opportunities in research management and administration, empowering you to be more effective, creative, and well-prepared to tackle future challenges.

Learning Outcomes

• - Map Your Role in the AI-Driven Research Landscape
• - Harness Transformative AI Trends
• - Align with EU Policy and Implement AI Responsibly
• - Develop Advanced AI Skills

Webinar Schedule DAY 1

Understanding the Role of Research Management in the Age of AI  (1 h)

• 1. Gain an overview of the diverse research management and administration roles and functions by exploring insights from EU-funded projects such as the RM Roadmap and CARDEA initiatives, and how these roles are affected by AI
• 2. Utilize a state-of-the-art visual tool to map your specificroles and tasks within your unit or institution.
• 3. Building on these insights, identify where to begin implementing AI and develop an individual roadmap for smart, efficient AI adoption.

Examining Transformative AI Trends  (30 min)

• 1. Receive a simplified and accessible introduction to AI technologies tailored for non-technical audiences.
• 2. Discuss real-world examples of groundbreaking AI innovations that are reshaping research, and consequently, research management and administration.
• 3. Discover practical strategies, tips, and tricks to stay updated on emerging trends and breakthroughs relevant to our profession.

The Policy Landscape and Responsible Use of AI  (45 min)

• 1. Delve into the EU’s strategic vision for AI and its comprehensive regulatory framework.
• 2. Understand how initiatives like the AI Act and the EU’s living guidelines for the responsible use of generative AI in research shape policy.
• 3. Learn to align your institutional strategies with evolving EU guidelines and initiatives.

Integrating AI in our Institutions  (45 min)

• 1. Learn how to develop a strategic roadmap for implementing AI tools at an organizational level. Explore options such as Copilot Chat, M365 and agents, ChatGPT, and other relevant open-source tools-positioning yourself as a frontrunner within your institution. 
• 2. Discuss best practices for assembling interdisciplinary teams and developing effective AI training programs. 
• 3. Examine real-world case studies that illustrate both successful integrations and valuable lessons from less successful implementations, driving positive and effective changes in research management.

Webinar Schedule DAY 2

• 1. Learn how AI tools are built and how they work, specifically tailored for non-technical research management roles.
• 2. Learn prompting techniques that span from beginner to advanced levels, enabling effective use of AI tools.
• 3. Discover simple and advanced methods for setting up AI pipelines to streamline tasks, build AI agents, and automate workflows.
• 4. Explore how to effectively use multipurpose AI tools-such as ChatGPT, Copilot Chat, M365 and agents-and specialized tools like Consensus, Scite, and Google Scholar. Additionally, learn how to use the extensive EU Commission data on funded projects (data.europa.eu) to fuel creative idea development, grant writing, targeted-networking, project management, innovation, communications, and more.

Trainer

Hiwa Målen’s career bridges research, industry, and research management. With a PhD and postdoctoral fellowship from the University of Bergen - where he currently serves as a senior research advisor - he made influential discoveries in molecular biology, particularly on tuberculosis. He also held senior engineering and project management roles in industry, where he trained project managers and optimized corporate processes.

A Certified Research Manager by EARMA, Hiwa plays an active role in shaping the profession through European and national initiatives, including ERA Action 17, EARMA’s AI and Digital Tools group, which he founded, and the Research Management Roadmap project as Norwegian Ambassador.

An experienced and engaging presenter, Hiwa has delivered AI-focused talks at NARMA, EARMA, and INORMS conferences and trained over 2,000 research professionals in the practical, responsible use of AI in research and research management. He also co-founded Norway’s national AI thematic group and coordinates NARMA’s national capacity-building program.

Any queries?

Don't hesitate to email earma@earma.org.