Project Communications

How to Apply Seminar16th February 2011 – Copenhagen

Kirsti Mijnhijmer

Overview

Project Role NPP expectations for project communication strategies

Internal communication External communication Target audiences Professional standard Benefits of a solid communication Strategy

Publicity Requirements European Commission NPP 2007-2013

Next Steps For more information

Project Role

NPP communication strategy: cooperative effort Projects form the link between the programme and citizens in the area The programme needs to demonstrate tangible outcomes for the future Programme communication resources limited

For this reason projects are expected to: Promote products and services Feedback (expected) outcomes to the programme level: indicators, examples of

promotional materials, success stories, case study Develop mandatory communication tools within first 6 months Budget for attending programme events Follow EU & NPP publicity requirements

NPP expectations for project communication strategies

Internal communication External communication Target audiences A professional standard Benefits of a solid communication strategy

Internal Communication

Consider the information flow within the partnership Develop a routine/model for keeping track of progress How do you involve associated partners/stakeholders What is the decision making structure

Especially important for Lead Partners: responsible for monitoring Information structure can be part of Partnership Agreement For example, agreement on how to deal with conflicts, delays, etc. Detailed division of tasks and responsibilities.

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External Communication

Projects have a communication strategy, which forms an integral part of project implementation: the communication strategy at the centre.

It is essential for the viability of project outcomes that projects can communicate their products and services to the relevant target audiences (end users/financiers). A business perspective Attributes are clearly defined (marketing arguments) The operation/cooperation is of secondary importance Project communication measures demonstrate what is under development Project communication measures demonstrate the business potential of

products/services and by that demonstrate their viability

A communication strategy should be in place from the start of the project to reach self sufficiency at the end of the project (exit strategy)

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Target Audiences

It is essential for the viability of project outcomes that projects can communicate their products and services to the relevant target audiences (end users/financiers).

Define your target audiences Be realistic Define their goals Adjust your communication to meet their expectations and your objectives

Brand, layout, language, information, etc.

Potential target audiences: End users Other stakeholders Policy makers General public Financiers Own organisation

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A Professional Standard

Your project communication measures should demonstrate your project’s right to exist Justify use of tax payers’ money Value for money and ROI: for general public but also for investors such as the

PMC Transparency and accountability

Your project communication measures speak for the programme and for the EU (and Non Member States)

Communication measures are expected to meet a professional standard Similar to other parts of project implementation Get experts where needed Budget accordingly: approx. 5% of the project budget

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Expected outcomes of a successful communication strategy: Raised awareness with the general public Better project implementation and therefore better achievement of project

objectives Better viability of the project outcomes Better internal communication between project partners and better management Attracting more match funding and outside investments from participating

organisations and other stakeholders More political support and support from citizens to ensure a longer lasting impact

of the project and more future support.

Communication is not just a burden or an expense: it can add value

You do not need to be an expert: use your common sense

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Benefits of a Solid Communication Strategy

Publicity Requirements

European Commission NPP 2007-2013

Publicity Requirements – European Commission

European Information & publicity requirements for projects: Commission Regulation No 1828/2006, Articles 8 and 9 (and Annex 1)

Requirements: Lead Partners are responsible for informing the public and partnership about

assistance received from ERDF

All information and publicity measures must include: The European flag (emblem) and a reference to the European Union A reference to the fund: “European Regional Development Fund” Programme statement: “Innovatively investing in Europe’s Northern Periphery for a

sustainable and prosperous future”

Small promotional objects only need to have the EU flag and reference to the European Union

Failure to comply can lead to grant cuts!

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Publicity Requirements – European Commission

European Flag Guidance in Annex 1 of Regulation 1828/2006 Official colours: Pantone Reflex Blue and Pantone

Yellow 2C Do not place it upside down! Reproduction:

Preferably in colour On a colour background: white rectangular

border White and blue: Reflex blue and stars in white Black and white: black stars on white

background

More information and downloads on: http://europa.eu/abc/symbols/emblem/index_en.htm

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Publicity Requirements – NPP 2007-2013

Programme logo To be included on all publications together with EU flag Visual Guidelines

Mandatory communication tools within first 6 months: Project website Project logo Promotional material for conferences, seminars, exhibitions, etc. Project presentation in PowerPoint format outlining the project’s objectives Completion of a brief project case study based on an NPP template Submission of small collection of photos relevant to the project

Expected attendance at joint activities such as (should be budgeted for): Lead Partner and partner seminars One thematic seminar One additional training seminar

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Publicity Requirements – Graphical Elements

Example of correct use of the mandatory graphical elements:

Graphical elements available on the NPP website.

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Next Steps

Assessment of the communication plan for Annual Report 2010 Website survey

New web platform for visualising project outcomes

For more information

Websites Programme website, www.northernperiphery.eu

Downloadable graphical elements: flag and logo Presentations previous events (InfoComm training, project websites

workshop) LinkedIn Group “European Project Communications”,

http://www.linkedin.com/groups?mostPopular=&gid=1984695

Documents Programme Manual “Part 1: How to Apply” – communication strategy Programme Manual “Part 2: How to Apply an NPP Project” – requirements Commission Regulation (EC) No. 1828/2006, articles 8 and 9 and annex 1

Contact details

Kirsti Mijnhijmer, Programme Manager for Information & Communication

Tel.: +45 3283 3784, E-mail: kirsti.mijnhijmer@northernperiphery.eu16

Thank you for listening!