Overall Biomedicum research group allocation plan completed

Published 2016-12-20 14:27. Updated 2017-04-26 17:04

The allocation of research groups has been modified during the fall and has now reached a stage where the overall plan has been completed. However, some changes will most likely occur from now until the actual move into Biomedicum. Jonas Fuxe, Chairman of the Researchers' team, and Kerstin Lundin, Project Leader, summarize the process during the fall and what's the next step.

1. What is the current status of the allocation process?

Jonas Fuxe, Karolinska InstitutetJonas Fuxe: The allocation of research groups has been modified during the fall and has now reached a stage where the overall plan has been completed and will be distributed to all research groups in January 2017. However, some changes will most likely occur from now until we actually move into Biomedicum. Among other things, this is influenced by the normal fluctuation in the size and composition of research groups and the recruitment of new research groups.



Kerstin LundinKerstin Lundin: We have an agreed allocation and I am very pleased with the process and the engagement. Everyone should be aware that what we have been through during this year has not been easy. A jigsaw puzzle with > 1000 pieces and all fit in more than one place. However, personally I enjoy challenges and puzzles! Some project decisions can be made quickly other needs more time. The research allocation is of a kind that needs time and reflection. Making decision too early or quick can be satisfying but often result in a revision and change later. Many alternatives have been discussed and many opinions have been raised. The discussions have been necessary. This discussion surrounding the establishment of key issues has been crucial to the entire process.

2. What issues were most discussed during the workshops?

Jonas Fuxe: In September 2016, we invited all group leaders for quarter-based workshops to plan and discuss the usage of space and functionalities within each research quarter. Important aims of these workshops were to identify; 

i) special needs and 
ii) potential problems, such as lack of office or laboratory space, cell culture and imaging rooms etc. 

The results varied to a great extent. In some quarters, there was a good match between the needs of the researchers and the available facilities. In other quarters, problems were identified, which resulted in several modifications of the allocation plan during the fall. 

In December 2016, the coordinators for each of the quarters were invited to a second workshop. The focus of this workshop was to identify further needs for changes in offices and/or laboratories. Several common issues were raised including needs for additional

  • single person offices
  • writing desks
  • shelves 

3. How will the Chairmen’s team/Researchers’ team address the issues?

Jonas Fuxe: The coordinators have been asked to discuss the issues with their quarter colleagues and to send in a report to the Researchers' team. The reports will then be used as a fundament for discussions with the Facilities Office and the Chairmen’s team, who will decide on whether further adjustments of offices and laboratories will be made.

Kerstin Lundin: There are issues of different kinds and we are looking into by who, how and when they will have to be addressed. It is clear that the research group leaders and the quarter coordinators will be key contributors.

4. What happens now?

Jonas Fuxe: The reports have been submitted and are currently being compiled into a summary document by Jonas Fuxe. Meetings with the Facilities Office and the Chairmen’s team are planned for early January.

Kerstin Lundin: Important is to share information across the organization. Then there are many aspects that need to be discussed and solved by the research group leaders in close interaction with experts and with project teams. We should plan the work to ensure that the right people are involve at the right time. As project leader I will plan, facilitate, engage and support the work – making it happen. As we now have a final allocation, or as close to final as can be expected, for example the discussions will start regarding equipment to bring or not to bring. That discussion will be guided by, and happen in collaboration with, the relocation team members.  Other examples are clarifying expectations and way of working with Facility management and work environment. We intend to build on what works well today but Biomedicum is in many aspects very different.

5. What are the challenges ahead?

Jonas Fuxe: The Biomedicum is a large-scale project and there are many great opportunities, and of course challenges. Obviously, moving more than one thousand people from 5 separate departments into one building is a challenge in itself, which requires a lot of planning and work. 

But moving into Biomedicum is not simply about packing, unpacking and to continue with your research as before. Biomedicum will offer possibilities to create a new type of research environment. Open areas are built to support interaction between researchers. Core and shared facilities are placed throughout the building to support the researcher’s needs. Many researchers will find that they will spend a lot of time outside of their laboratory quarters. Supply centers and storage rooms in the building may reduce the needs for researchers to keep a lot of storage within the laboratory quarters. 

An inspiring challenge is to get people onboard and involved in the process. And to see the opportunities for change.

6. Will everyone have access to relevant information?

Jonas Fuxe: Yes, information about the process is continuously shared on the KI internal website. However, I would really like to take the opportunity to encourage people to talk to your colleagues.

Kerstin Lundin: It has been recognized that the available information wasn’t shared consistently resulting in uncertainties and unnecessary rumors or misinterpretations. Therefore we aim to improve communication using various channels. Together with the communications officer I will actively look into how information can be effectively shared, be consistent and kept up to date.