This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 1 Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik Yardım Technical Assistance on Institutional Building for the Implementation of RCOP in Turkey This project is co-financed by the European Union and the Republic of Turkey COMMUNICATION AND VISIBILITY Beyza COŞKUN

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Topics Why visibility? What is visibility? Communication Strategy Communication tools and channels Communication Networks Best Practices 2

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Why visibility? According to the Operational Aggrement, Article 11 says that: “ERA will comply with the rules and principles that are stated in the “COMMUNICATION AND VISIBILITY MANUAL FOR EUROPEAN UNION EXTERNAL ACTIONS” in all written/printed/visual materials related to its operation.” 3

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 4 NOBODY WILL KNOW UNLESS YOU TELL THEM! THE WORK DONE IS REMEMBERED DIFFERENCE MADE/ ACHIEVED IS KNOWN WHO DOES THE WORK IS REMEMBERED THE WORK DONE IS REMEMBERED DIFFERENCE MADE/ ACHIEVED IS KNOWN WHO DOES THE WORK IS REMEMBERED OUR WORK IS KNOWN OUR WORK IS UNDERSTOOD WHO DOES THE WORK IS KNOWN OUR WORK IS KNOWN OUR WORK IS UNDERSTOOD WHO DOES THE WORK IS KNOWN Why visibility?

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY COMMUNICATIONVISIBILITY RULES 5 What is visibility?

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY VisibilityRules Visibility Rules What is visibility?

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 1. EU Communication & Visibility Manual (revised version, 2010) k/visibility/documents/communicat ion_and_visibility_manual_en.pdf Former version, EU Visibility Guidelines y_Guidelines.pdf 2. Complement to the Communication and Visibility Manual for European Union External Actions - EU-funded Projects in Turkey under the Decentralised Implementation System (DIS) funding-in-turkey/visibility- guidelines.html ab-iletisim-ve-gorunurluk- rehberi/72 7 What is visibility?

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Name of the Training 8 All communication activities will be closely coordinated with the stakeholders and jointly executed. Therefore, it requires a STRATEGY and a PLAN to implement. It is also important to discuss the development of a communication strategy thoroughly with the related parties, consultant, ERA, CA, EUD and other stakeholders allowing to pool all necessary information about their purposes, goals, ideas, human resources, plans, critiques and suggestions. Communication Strategy

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY APPROPRITE FOR AUDIENCE TIMELY FOCUS ON CORRECT INFORMATION INPUT(FINANCIAL AND HR) OUTPUT (IMPACT) BALANCE APPROPRITE FOR AUDIENCE TIMELY FOCUS ON CORRECT INFORMATION INPUT(FINANCIAL AND HR) OUTPUT (IMPACT) BALANCE HOW DO YOU DECIDE ON THE APPROPRIATE VISIBILITY ? Communication Strategy WHICH MESSAGE  WHOM

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY PEOPLE WHO ARE IN THE FIELD OF PROJECT DECISION MAKERS IN THE FIELD OF PROJECT INFLUENTIAL PEOPLE IN THE FIELD OF PROJECT INFLUENTIAL PEOPLE IN THE REGION OF PROJECT MEDIA END BENEFICIARIES GENERAL PUBLIC IN THE PROJECT REGION PEOPLE WHO ARE IN THE FIELD OF PROJECT DECISION MAKERS IN THE FIELD OF PROJECT INFLUENTIAL PEOPLE IN THE FIELD OF PROJECT INFLUENTIAL PEOPLE IN THE REGION OF PROJECT MEDIA END BENEFICIARIES GENERAL PUBLIC IN THE PROJECT REGION TARGET AUDIENCE Communication Strategy PROJECT, REGION, TARGET GROUP : NOBODY KNOWS BETTER THAN YOU DO !

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY OBJECTIVE TARGET AUDIENCE KEY MESSAGES ACTIVITIES COMMUNICATION TOOLS AND CHANNELS EVALUATION RESOURCES FINANCIAL HUMAN RESOURCES OBJECTIVE TARGET AUDIENCE KEY MESSAGES ACTIVITIES COMMUNICATION TOOLS AND CHANNELS EVALUATION RESOURCES FINANCIAL HUMAN RESOURCES COMMUNICATION AND VISIBILITY PLAN Communication Strategy An annual activity plan for the project can be made !

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY COMMUNICATION TOOLS AND CHANNELS TYPESDETAILS OFFLINEBrochures, flyers, information packs, posters, books/booklets, guidelines, bulletins, other printed materials, spot films, reports, research findings, invitations ONLINEWebsites, networking platforms, portals, blogs, social media tools, spot films, e-bulletins, EVENTS/PUBLIC RELATIONSTrainings, seminars, conferences, launches, closing activities, info days, information campaigns, road shows, sponsorship, success stories, exhibitions, MEDIAPress bulletins, press conferences, press visits, exclusive interviews, press packs, press pages on website, PAIDOutdoor, TV spots, radio spots, newspaper/ magazine adds, guerrilla marketing, direct marketing, impressions,

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY TYPESDETAILS EVENTSPromotion/ display panels, banner, flags, table flags, stage/ podium decors/ signage/ nametags/ programmes/ event kits, presentations, promotional films PERMANENTCommemorative Plaques, supply, vehicle and equipment labels, PROMOTIONAL MATERIALS Pen, notebook, t-shirt- caps, bags, mugs, calendar, folders, COMMUNICATION TOOLS AND CHANNELS  Please see the Templates for «Communication Products» in Communication and Visibility Manual, Annex 3, starts at page 33.

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY QUESTIONS? 14

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Who is responsible for publicity issues? Close coordinadination with CA (Implementation Division+ Publicity Division) Increase capacity of this team with Technical Assistance Use communication channels for keeping information up- to-date YOUR SUCCESS IS OP’S SUCCESS! 15 Communication Networks COMMUNICATION TEAM

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Establishing a netwotk between similar projects Establishing a network in the same region Close coordination with Govenors, NGOs,SMEs, wide public in the region 16 NOBODY WILL KNOW UNLESS YOU TELL THEM! Communication Networks COMMUNICATION TEAM

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY EU Information Network (Totally 39 provinces) EU Info Centers EU Documentation Centers EU Info corners 17 Communication Networks

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY BEST PRACTICES Try to obey Public Relations tricks as much as possible Do not use too technical titles for the visibility materials Use nicknames for projects if possible “ARIM BALIM PETEĞİM” Visibility materials are not technical progress reports 18 PROMOTING YOUR PROJECT “AYŞE TEYZE” AND “MEHMET AMCA” COULD UNDERSTAND WHAT YOU’RE TRYING TO SAY!

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY BEST PRACTICES Higlight the sucess stories Human perspective of the project What changes are expexted with the project? 19 PROMOTING YOUR PROJECT “WHAT IS THE USE OF THE PROJECT TO ME?

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY BEST PRACTICES Prepare and distribute comprehensive information and working materials for the seminar participants. Prepare the venue (banner, posters, etc) according to the format of sessions. Provide professional translators (English-Turkish, Turkish-English). Provide a conference secretariat that will and provide logistical and organizational support to speakers and participants from registration till departure. 20 EVENT MANAGEMENT OUTSOURCE TO PROFESSIONALS BUT COORDINATE EACH STEP YOURSELF !

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY BEST PRACTICES Ensure availability and distribution of promotion materials from the overall project (brochures, leaflets, posters, DVD etc.). Provide support to media contacts and co-operation partners. Contact the Implementation Division of the RCP-CID before the event. Get the approval of any material that will be used in the event. 21 EVENT MANAGEMENT CLOSE COORDINATION WITH CONTRACTING AUTHORITY IS A MUST

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY BEST PRACTICES Keep informed the members of the Parliaments of your region Try to involve well-known people, Politicals, celebrities to your events Pay attention to national protocol rules 22 EVENT MANAGEMENT INFORM THE INVITEES BEFOREHAND !

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Promoting the upcoming event and reporting on its outcomes on the project website, social media, through the networks of the beneficiaries (e.g. newsletters). Liaising with media representatives, arranging a press conference, radio or TV interviews. Preparing and providing the media with a press package before the seminar and press release afterwards. Prepare a documentation to be shared with participants and media and the public via the webpage and mailings. 23 BEST PRACTICES RELATION WITH PUBLIC AND MEDIA CONDUCT GOOD RELATIONS WITH LOCAL MEDIA !

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY Using the website as an information platform with special media section to: publishing announcements/news via the website uploading press releases on the website uploading press packages creation of a series of “invited columns” as blogs from opinion leaders, etc. 24 BEST PRACTICES RELATION WITH PUBLIC AND MEDIA ESTABLISH A WEBSITE IF YOU’LL KEEP IT UP TO DATE!

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 25 BEST PRACTICES SAMPLES

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 26 BEST PRACTICES SAMPLES

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 27 BEST PRACTICES SAMPLES

This project is co-financed by the European Union and the Republic of Turkey REPUBLIC OF TURKEY MINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY 28 Wish you Success ! For further information: Beyza COŞKUN Publicity Division