Communicate your project Lessons learnt from Scaldit and Scaldwin

Lessons learnt from Scaldit and Scaldwin What was Scaldit about and how was this reflected on the Communication plan? What were the main success stories from Scaldit? What have we learnt from your experience at Scaldit and have done differently in ScaldWIN in terms of communication?

Scaldit : WFD-project for the Scheldt River Basin District Basis for the development of integrated water management in the Scheldt River basin District. Investigating the feasibility of the guidance documents WFD the project's actions are related to the implementation of the WFD Experiences: benefit for all international river basin districts

Scaldit: communication plan Website: Reports and brochures –linked with time-frame of work-packages Newsletters –real stories –focus also on partners and stakeholders Events –seminars –boat-trips

Succes stories from Scaldit Good organisational structure / management : International Scheldt Commission –Different working groups –Coordination group and management structure (incl. working plan) –Facilities Find and use your symbols: –Payment claims –Progress reports –Tangible results

Important lessons from Scaldit events Agreement on concept Concept –in application form –agreement by all partners –target group-oriented time location subject inter-activity The early bird catches the worm

Succesful event : Scaldit boat trips Mix of expert presentations and general interest information Casual / informal Outdoor activity in summer-time

Scaldit publications drafting procedure : in working groups text agreements : by coordination group politically strong reports / advices : by ‘board of directors’

Scaldit target group-database input by all partners updates by all partners regular analysis

Scaldit capacity-building by in-house experts In-house experts on: –Communication: technical & strategic –Project management –Public procurement  Capacity-building  Cost-reduction of communication products: better value for money  Better process-control  Planning: opportunities and difficulties

Good relationship with external contractors Vicinity Be a reliable client Start building expertise Raise level of understanding the project with external contractor –Translations –Corporate style

ScaldWIN: making the difference with Scaldit > How to communicate your messages Words Pictures People Objects Groups  The early bird catches the worm: start during negotiations AF

Target-groups and stakeholders Target-groups –Higher level of expertise –Dedicated communication –Searching for new target groups ?? Stakeholders –Inform them as soon as possible –Offer communication tools –User their communication tools

Find the right spot for your communication strategy Where is your project’s communication strategy in the overall communication strategy of your organisation and your partners’s organisations –In the centre / to the edge? –Common messages / common target groups

Focus more on online-communication Website –In-house –User of portlets –State-of-the-art design –Ask advice from experts E-newsletter –Involve partners –Stakeholders –2 types (general newsletters & flashes)

New way of communicating reports Final report –News item / news flash –Printed brochure sent to dedicated target group –Full report available as PDF

Communication management Involvement of communication partners –real meetings –get to know each other better –communication procedures Role of platform organisation –disadvantage : mixed meetings / mixed feelings –advantages document management facilities decision structure

Implementation of communication strategy First things first: prioritizing by criteria –Desired effect of communication product –Process-time of communication product –Analysis of application form Corporate style Find your external contractors Website Timing of public procurement

Translate your AF into a communication strategy Which actions may give a communication opportunity Who will be responsible Timing Possible messages