The paused project: When collaboration meets real life

The early days: hope, hype, and shared documents

There was energy. A topic we were excited about, shared Google Docs, a spreadsheet with tabs. We scoped a timeline, divided tasks, and created a working document. This was happening.

Until… it wasn’t.

What slowed us down?

Looking back, it’s clear that it wasn’t any one thing that slowed us down, but rather a combination of very human, very normal, and very avoidable missteps. Here’s what we learned.

1. When communication stops, so too does momentum

Even with group chats and recorded meetings, once regular check-ins stop, so does the flow of ideas. We lost the thread of our own project — forgot what we’d just discussed last week or what we were waiting on from each other. Without weekly nudges or updates, even small tasks grew fuzzy and distant. Silence isn’t neutral in group work; it’s a slow freeze.

2. No leader, no organization

Admittedly, this project was mine to lead—but I didn’t fully own that role. I hesitated to assign tasks, make decisions, or check in when things got quiet. Without someone steering, setting expectations, or sending reminders, we drifted into a fog of vague intentions. Everyone was technically in the group, but no one was fully in charge of the group.

3. Speaking of unclear goals, goal shifts!

In research, pivoting is normal. But too many pivots? That’s disorienting. We had a few too many changes in topic focus, each requiring a re-do of some kind—new searches, new inclusion criteria, new definitions. Each shift cost us time and drained motivation. By the time we felt clear again, we were already in crunch time elsewhere.

4. The dreaded month of April

If you've been a student during April, you already know: no project is safe. As finals approached, we each watched our attention rerouted to looming exams, final papers, and survival mode. The scoping review, understandably, took a back seat—then the trunk—then was left in the driveway. Even sending a message about the project felt like a lot.

5. Lack of accountability without deadlines

There’s something magical about real deadlines — especially when they’re external. We didn’t have any. Our timeline was self-imposed, which meant our “due soon” was always negotiable. With no conference submission, grant report, or professor waiting for results, it was too easy to say, “We’ll get to it later.” Later just never quite came.

What we could’ve done differently (or will next time🤞)

We don’t write this post to shame our past selves (they were tired and trying their best). But hindsight is a great teacher. Here's what might have kept us going:

• Set recurring check-ins, even short ones. A quick meeting or email can do wonders to maintain momentum—and shared memory.
• Be honest when things stall. Silence makes it harder to restart. A simple “I’m swamped this month; can we regroup in May?” would’ve kept the project emotionally ‘alive.’
• Document decisions in real time. Scope shifts happen but tracking them visibly avoids future confusion.
• Acknowledge seasons of life. Sometimes, the kindest thing a team can do is pause with intention—not by default.

The project isn’t dead, it’s dormant

This blog post isn’t a eulogy. It’s a field note.

Our scoping review still matters. We still care. But we now know that passion isn’t enough—it takes structure, sustained contact, and shared accountability to keep collaborative work moving.

So, if your project is paused… be kind to it. And to yourself. And when you’re ready, schedule that meeting. You might be surprised by what reawakens.