Project Communications How to Apply Seminar 29th February 2012 – 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 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. 5

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) 6

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 7

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 8

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 9 Benefits of a Solid Communication Strategy

Publicity Requirements European Commission NPP

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! 11

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: 12

Publicity Requirements – NPP 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 13

Publicity Requirements – Graphical Elements Example of correct use of the mandatory graphical elements: Graphical elements available on the NPP website. 14

Next steps NPP proactive external communication strategy More frequent news flashes (events, achievements, etc.) Promotion of project outcomes on Wordpress platformWordpress platform Map feature for NPP events (projects, RCPs, programme bodies) Concept paper (projects, RCPs, programme bodies) NPP messages Communication toolkits (projects, RCPs, programme bodies) Easier access to information, including website review NPP Annual Conference 2012 When: 15 th November, back-to-back with LP seminar on 14th November Where: Derry, Northern Ireland Working title: “Transformation Forum: Creating a Vibrant Northern Periphery” 15

For more information Websites Programme website, Downloadable graphical elements: flag and logo Presentations previous events (InfoComm training, project websites workshop) LinkedIn Group “European Project Communications”, 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.: , 16

Thank you for listening!