MOTIVATE XR is ambitious — It is not just about developing cutting-edge XR tools. It is about reshaping how industries train, operate, and solve challenges, empowering people and businesses across Europe. To succeed in such a multifaceted project, with 17 partners spread across 7 different countries, expertise, and industries, we need a shared framework to keep us aligned, proactive, and focused. That is exactly what this document provides. It is a dynamic guide that organises how we will manage our time, our resources, and our collective expertise.
Here, we unpack the highlights of this deliverable and explore its role in driving the project’s vision forward.
Key goals:
- Facilitating effective collaboration: Ensuring all partners, from large enterprises to research institutions, work cohesively.
- Maintaining quality standards: Providing tools and guidelines to produce high-impact results.
- Mitigating risks: Anticipating challenges and outlining mitigation strategies.
Governance and Decision-Making
MOTIVATE XR relies on a structured governance framework that ensures smooth decision-making, accountability, and responsiveness. At the top, we have the General Assembly, where all partners come together to make strategic decisions and align on the project’s direction. Supporting this is the Project Management Team, responsible for the day-to-day coordination and ensuring that work packages are progressing as planned.
Within this framework, we have also outlined key roles to keep everything running seamlessly. Maggioli (MAG) serves as the Project Coordinator, managing the overall effort and acting as the primary link to the European Commission. The Technical Manager from Universidad Politecnica de Madrid (UPM) ensures that we meet our technical objectives. And to safeguard the quality of our outputs, Maggioli also takes on the role of Quality and Risk Manager, ensuring every deliverable meets the highest standards and potential risks are addressed proactively. This three-layered governance structure enables us to move quickly when issues arise, ensuring that we maintain momentum throughout the project.
Meet the team:

Communication
MOTIVATE XR can only succeed if we stay connected. With partners spread across Europe, efficient communication is critical. That is why we have prioritised collaboration tools and protocols in this plan. Microsoft Teams serves as our hub for meetings, document sharing, and daily communication, while a shared repository ensures that everyone has access to the latest project materials.
Regular meetings are the heartbeat of this collaboration. Regular task related, technical and project management meetings keep us aligned, while standardised email protocols and document naming conventions add clarity and consistency to our interactions. These steps may seem small, but together they ensure that we avoid miscommunication and work together seamlessly as one team.
Quality and Risk Management
Delivering high-impact results means maintaining rigorous standards. For this, we have implemented a structured Quality Assurance process to ensure that all outputs meet the expectations of the European Commission and stakeholders.
Equally important is our proactive risk mitigation strategy. We have thought ahead about potential challenges—whether it is a technical issue, a performance problem, or even budget concerns. For example, the plan includes clear procedures for conflict resolution and budget redistribution, so that even if unforeseen issues arise, we can adapt and keep the project on track.
Conclusion
This management plan is our commitment to transparency, collaboration, and excellence. By putting this structure in place, we have ensured that:
- We can focus our energy on innovation without being bogged down by administrative hurdles.
- Every partner understands their role, promoting accountability and minimising delays.
- The plan is flexible enough to handle challenges, making it scalable as the project evolves.
As MOTIVATE XR progresses, this deliverable will continue to guide the consortium, ensuring that the transformative potential of XR is realised across industries.
Stay tuned, the deliverable will soon be available, detailing how it ensures we not only deliver on the promise of MOTIVATE XR but exceed expectations.