Scaling pilot programs to high-impact global initiatives
Scaling pilot innovation programs into global initiatives by designing operational frameworks, structuring deliverables, and coordinating cross-functional scientific teams.
Supporting organisations navigating complex R&D collaborations, global programme rollout, and partnership operationalisation — enabling the successful delivery of 40+ initiatives and sustained partnerships over 10+ years.
Background
In mid-2020, a large, international seed organisation partnered with AbacusBio to enhance its plant breeding decision-making through the creation of decision-making tools and strategic support. The initial engagement involved a single pilot project. By October 2021, this had expanded to a minimum of 18 projects globally.
Megan Vasko was brought in to architect and run the programme structure that enabled multidisciplinary teams to scale delivery consistently for this client.
Challenge
The client's ambition was clear: scaling impact rapidly while maintaining scientific rigour and operational clarity. But the path was complex. Each "standard" project had unique scoping requirements, stakeholders, and timelines. Twenty-five percent of the multi-million-dollar budget was allocated as an Innovation Reserve to fund ideas or priorities that emerged during project delivery.
As the collaboration grew, there was an increasing need to complement AbacusBio's technical excellence with the systems and structures required to scale effectively. In the absence of dedicated roles for client management, project management, and governance, technical specialists often absorbed responsibilities outside their core areas of expertise, reducing the time available for high-quality scientific delivery.
Approach
1. Building the Operational Backbone
Megan authored a foundational guide, which became the programme's playbook. It defined:
Project Types
Key Deliverables
Effort-estimated task lists
Team skills matrix >>> upskilling guide
Process for scoping innovation opportunities
Roles and Responsibilities
Communication & governance guidance
This structure enabled repeatability and clarity across the growing portfolio of 18+ projects.
2. Strategic Planning and Timeline Management
Regular analysis of dynamic project timelines ensured dependencies were mapped, bottlenecks identified, and realistic timelines established. Megan proactively flagged clashes and resource constraints, facilitating project rescheduling and scope adjustment where required.
She helped protect team bandwidth by ringfencing unexpected work items and managing communications with the client around scope, priorities, and emerging opportunities, allowing technical teams to remain focused on delivery.
3. Team Enablement and Communication
Working alongside technical and leadership teams, Megan established:
Structured Team Rhythms: Weekly stand-ups to coordinate delivery, monthly Team Connects to align global teams and share learnings, and quarterly OMTs with senior management to ensure programme-level oversight and effective information flow.
Clear Governance Pathways: Defined escalation routes and consistent reporting lines, improving decision-making and reducing ambiguity across delivery teams.
Team Enablement Tools: Supported the growth of the technical team to meet increasing demand, developed onboarding materials, guidance on project roles, and programme and project-level templates that increased efficiency and consistency.
These structures helped provide teams with clarity and stability, enabling them to focus on high-quality scientific delivery while remaining aligned across the wider programme.
Outcomes
Stakeholder Confidence: The strength of the collaboration contributed to the client and AbacusBio entering a further multi-million-dollar collaboration agreement in 2025.
Scalability Achieved:
1 → 18+ projects, representing a 1,700% increase in programme scale.
Three-fold increase in team size and significant growth in project throughput.
Operational Clarity: Repeatable processes enabled technical teams to focus on delivering high-quality scientific outcomes.
Team Empowerment: Scalable operational support allowed scientists and project teams to focus on high-value work, fostering innovation and collaboration across the programme.
