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How to Accelerate Study Start-up in Clinical Trials: From Feasibility to First Patient In

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Despite experienced teams and best intentions, many research networks find themselves stuck in the same cycle: late feasibility responses, fragmented communication, and missed activation milestones. The early stages of a trial – feasibility, site selection, and activation – are where timelines are won or lost. For large networks managing multiple locations and therapeutic areas, coordinating these steps can feel like a juggling act. And because each day of delay can cost sponsors hundreds of thousands in lost revenue, they’re more likely to prioritize sites with a proven track record of speed, predictability, and performance. In this post, we’ll explain how site networks can accelerate study start-up by streamlining feasibility, leveraging real-time performance data, and eliminating delays on the path to First Patient In. 

Common Bottlenecks in Study Start-up

The study start-up phase involves a series of rapid, high-stakes decisions and actions. Every delay during this phase can ripple through a trial’s entire lifecycle. Common challenges that multi-site organizations face include: 

  • Slow Feasibility Distribution and Response: Feasibility often starts with email chains, spreadsheets, and phone calls – making it difficult to get a timely and accurate snapshot of site capabilities. As a result, responses come in late, are inconsistent, or lack the necessary data to make confident site selections. 
  • Lack of Centralized Performance Data: Many research networks don’t have a clear view of how their sites have performed historically. Without real-time access to key metrics such as start-up timelines, enrollment rates, or therapeutic expertise, it can be difficult to match the right sites to the right trials or to present compelling evidence of performance to sponsors and CROs. 
  • Redundant and Manual Workflows: Even after site selection, slow-moving activation processes often result from redundant data entry, disconnected tools, and a lack of standardized workflows. Site teams end up reinventing the wheel with every new study. 
  • Limited Visibility Across the Network: With multiple departments and sites working in silos, it’s nearly impossible to monitor trial progress, performance benchmarks, or roadblocks in real time.  

These inefficiencies and a lack of full-network visibility impede decision making – delaying study start-up and potentially even negatively impacting sponsor confidence and site selection outcomes. 

RealTime-Devana: Built to Solve Start-up Slowdowns

The good news? These challenges are solvable. With the right technology, site networks can eliminate delays, improve coordination, and gain real-time oversight. That’s where RealTime-Devana comes in.  

Devana is a cloud-based platform, purpose built for clinical trials and designed to eliminate the inefficiencies that slow multi-site networks down. It connects teams, standardizes workflows, and provides real-time visibility from the moment a new study opportunity comes in – all the way to First Patient In.  

Here are 4 ways that Devana directly addresses the most pressing start-up pain points: 

1. Streamlined Feasibility Distribution and Collection

Feasibility is often the first impression a sponsor or CRO gets of a site network’s operational readiness and delays at this stage can derail timelines before a trial even begins. According to a Tufts CSDD study, site selection and study start-up account for up to 30% of total clinical trial timelines, with feasibility responses being one of the most cited bottlenecks. Devana eliminates that friction. With Devana’s centralized platform: 

  • Feasibility questionnaires can be created and distributed to all or selected sites in just a few clicks; no more juggling email threads or outdated spreadsheets. 
  • Each request is tailored to the trial’s specific criteria, including therapeutic area, equipment and staffing requirements, historical enrollment performance, and more. 
  • Sites respond directly within the platform, streamlining communication and ensuring data is captured in a consistent, structured format. 
  • Turnaround times are automatically tracked, giving network leaders visibility into which sites are most responsive and capable. 

This matters. Fast, complete, and accurate feasibility responses can increase your chances of selection.  

2. Data-Driven Site Selection

Site selection is one of the most resource-intensive and high-impact stages of a clinical trial. In another report by the Tufts Center for the Study of Drug Development (CSDD), nearly 40% of selected sites underperform and 11% fail to enroll a single patient, often due to poor upfront matching between trial requirements and site capabilities. Devana directly addresses this gap by enabling smarter, evidence-based site selection. With Devana, research networks can: 

  • Centralize and analyze historical performance data, including enrollment speed, start-up timelines, and past performance in specific therapeutic areas 
  • Filter sites based on trial-specific criteria, such as indication expertise, equipment availability, investigator credentials, and performance with similar protocols 
  • Surface high-performing sites instantly based on real-time, validated data—not gut instinct or anecdotal feedback 
  • Benchmark sites against each other across KPIs like contract turnaround time, FPI timelines, and enrollment rates 

Altogether, Devana empowers networks to present compelling, real-world evidence of readiness and specialization, improving the likelihood of site selection and repeat awards.  

3. Automated Project Management

Once sites are selected, the real coordination begins. This is where many site networks lose momentum. Manual tracking, scattered documents, and disconnected communication channels can stall even the most promising studies. However, site networks leveraging Devana can transform this phase into an automated engine for execution. 

  • Task templates ensure standardized workflows across studies and teams 
  • Automated reminders and milestone alerts keep everyone aligned and on schedule 
  • Real-time, threaded communication within the platform replaces messy email chains and stand-up meetings.  

4. Enterprise-Level Visibility

When you’re overseeing dozens, or even hundreds, of trials across multiple locations, real-time visibility is a necessity. Without it, delays, resource misalignment, and missed opportunities go unnoticed until it’s too late. However, with Devana, executives and operational leaders can: 

  • Access real-time dashboards that show start-up progress across all sites and studies 
  • Track KPIs at a glance, including feasibility response times, FPI timelines, contract status, and enrollment milestones 
  • Identify underperforming sites or bottlenecks early and take action before timelines slip 
  • View portfolio performance by sponsor, indication, or locations, supporting better resource allocation and strategic planning 
  • Generate executive-ready reports for internal reviews, board meetings, or sponsor communications in minutes, not days 

In short, Devana gives network leaders the enterprise-level oversight needed to run clinical trial operations like a well-oiled business.  

The Result: Faster Start-Up, More Wins

Site networks using Devana consistently report shorter start-up timelines, smoother site activation, and more strategic use of their resources. These operational efficiencies translate into a stronger reputation with sponsors and CROs, a better experience for sites, and ultimately, more awarded trials. 

Rather than juggling dozens of disconnected tools, Devana users work within a single source of truth to enable smarter decisions, improved collaboration, and faster trial delivery. 

Check out this real-world example of how Devana helped Helios Clinical Research centralize processes and drastically improve feasibility and activation times across their growing network, saving time and money: 

A Competitive Edge for Site Networks

The early stages of a clinical trial, from feasibility through site activation and First Patient In, are where the groundwork is laid for success or for costly delays. Moreover, the ability to move quickly, make data-driven decisions, and coordinate effectively across departments and locations is what sets top-performing research organizations apart. For large site networks, the challenge is scale. But with the right infrastructure, scaling becomes your strength. 

Ultimately, when you streamline your start-up process, you don’t just move faster; you position your network to win more trials and build stronger sponsor partnerships. Devana gives site network leaders the tools to centralize, standardize, and accelerate study start-up. From automated feasibility distribution to real-time performance tracking, Devana helps top-performing sites transform study start-up from a potential bottleneck into a competitive advantage. 

Talk to an expert to see Devana in action. 

About RealTime-Devana  

RealTime-Devana’s business intelligence platform transforms clinical trial operations by standardizing processes which helps reduce cycle times. Turn research into a profitable enterprise with improved project management across multiple teams and departments, automated study start-up workflows, and real-time data capture and analytics. 

FAQs: How to Accelerate Study Start-Up in Clinical Trials

1. What are the biggest bottlenecks in clinical trial study start-up? 
Site networks often face delays due to slow feasibility distribution, inconsistent site responses, lack of centralized performance data, and disjointed workflows. These delays during feasibility, site selection, and activation can ripple through the entire trial timeline and reduce competitiveness in the eyes of sponsors. 

2. Why is study start-up such a critical phase in the clinical trial process?
Study start-up is the foundation of clinical trial execution, encompassing key milestones such as feasibility, site selection, regulatory submissions, contract execution, and site activation. Delays during this phase directly impact First Patient In (FPI)—a critical marker tracked by sponsors to assess site performance.

Prolonged start-up timelines can: 

  • Delay overall study timelines and regulatory submissions 
  • Increase trial costs and resource utilization 
  • Undermine sponsor confidence and affect future study awards 
  • Lead to missed enrollment targets and revenue loss for sites 

Accelerating study start-up can improve site competitiveness. Sites that consistently deliver fast, compliant, and data-driven start-up processes are more likely to secure repeat business and preferred site status. 

 3. How can site networks improve feasibility processes with Devana?

With Devana, feasibility distribution is fast, targeted, and trackable:

  • Send feasibility requests to all or selected sites in just a few clicks 
  • Customize criteria based on therapeutic area, equipment availability, and enrollment history 
  • Collect responses directly within the platform—no emails or spreadsheets 
  • Track turnaround times in real time to evaluate site responsiveness and capacity 
  • Gain immediate insights into which sites are best positioned to take on new studies 

Result: Networks using Devana report a 14-hour reduction in study activation time and 76% faster contract and budget turnaround. 

4. What role does performance data play in faster study start-up?
Pharmaceutical sponsors want proof of site performance. Devana tracks key KPIs such as:

  • Study start-up timelines 
  • First Patient In (FPI) milestones 
  • Enrollment velocity 
  • Site responsiveness and capacity 

This visibility helps site networks make smarter site selections and present compelling performance data during feasibility and site qualification, increasing sponsor confidence and accelerating site awards. 

5. How does Devana impact a site’s operational efficiency?
Devana users report:

  • 29% time saved per week through workflow automation and real-time communication 
  • 59% return on investment (ROI) by reducing inefficiencies and speeding up decision-making 
  • 40% increase in revenue through faster study execution and stronger sponsor relationships 

These gains free up staff, reduce overhead, and improve site throughput across multiple trials. 

6. How does Devana support project and study management after site selection?
Once sites are selected, Devana transitions into a powerful project management hub. Features include:

  • Automated task templates and study-specific workflows 
  • Document tracking and milestone dashboards 
  • Real-time communication via threaded platform messaging 
  • Alerts and reminders that keep teams on schedule 

This automation ensures consistency across sites and studies, especially valuable for large networks managing complex protocols. 

7. How can research leaders monitor study start-up across a network?
Devana offers executive dashboards and real-time analytics that provide:

  • A centralized view of all study start-up activities 
  • Status tracking by site, study, or region 
  • Visibility into bottlenecks, delays, and team performance 

This level of oversight empowers leadership to make data-informed decisions, intervene early, and maintain momentum across multiple trials. 

8. How does Devana improve sponsor confidence and site selection outcomes? 
When sponsors see that a network can meet timelines, prove past performance, and coordinate seamlessly across sites, they take notice. Devana helps sites demonstrate real-world performance and readiness. 

9. What’s the bottom-line impact of using Devana for study start-up?
Sites using Devana accelerate feasibility, reduce activation timelines, and deliver more consistent performance. The result?

  • Faster FPI 
  • Higher sponsor satisfaction 
  • Streamlined pipeline management 
  • Better financial performance 
Request a Live Demo

 

Read More: How RealTime-Devana Aided Helios Clinical Research’s Rapid Growth 

Read More: Analyzing Start-up Efficiency in Clinical Trials: A Q&A with Barry Lake, Co-founder & President, Devana 

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