Stop disseminating and start communicating - Applicable in european funded Projects

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It is an extract from my long awaiting ebook that is due to be published shortly. It contains useful hints, methods and tools on how to start a dialogue with the project beneficiaries (target groups, beneficiaries, end-users, etc) and engage them so that to directly or indirectly benefit from the project activities and results.

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Stop disseminating and start communicating - Applicable in european funded Projects

  1. 1. & Start Communicating! By Nikolaos Floratos Founder of learneasy.eu Familiarisation and tools on effective communication techniques of european funded projects from H2020, Erasmus+ and other programmes
  2. 2. Preface Have you realised why European Commission requires clear communication measures in your european funded project and what they mean with that? For years, european funded projects considered at the best case that having a website, a facebook page, publishing some press releases, distributing some leaflets and other promotion materials and organising a conference during the project duration was more than enough. The partners were happy, the EC evaluators and reviewers were happy, the European Commission was happy. But were your target group, stakeholders and your end-users happy? Not really! Since all the above measures mainly focus on promoting and raising some awareness on the project to its target group. However, the stakeholders and target group were not actually involved in the project, they were not engaged and they were not receiving the expected benefits as they should from the european projects that are funded from tax payers’ money European Commission has eventually realised that! Now in the new programming period from 2014-2020, EC actually requires all european funded projects as well as any proposals for funding to prepare and implement a strategy on communication, i.e. how to establish a dialogue with the project beneficiaries (target groups, stakeholders and end-users), engage them in the project and allow them to benefit from project results and achievements. Next slides are part of our training course on “Effective Dissemination and Exploitation of European Funded Projects” as well as part of my book “Stop disseminating and start Communicating!” that is to be published soon and I hope they will help you to start communicating effectively in your european funded project. Enjoy it! Nikolaos Floratos EC expert, Trainer and Consultant Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 2
  3. 3. Clarify the basics • Dissemination • Communication • Exploitation • Valorisation • Sustainability • Lobbying © NSF CYBERALL ACCESS 3Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo
  4. 4. Dissemination Promotion of project and highlighting the benefits for the end-users and project stakeholders © NSF CYBERALL ACCESS 4Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo
  5. 5. Communication •Engaging your target groups. i.e. establishing a dialogue with them and involving them in your project •Dissemination is a subset of Communication •In practice you disseminate alone (e.g. sending newsletters by email) but are you communicating? © NSF CYBERALL ACCESS 5Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo
  6. 6. Exploitation • All actions that allow the project participants to take advantage of project results • All actions that allow the replication of project activities for achieving similar achievements in different areas (other countries or sectors) Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 6
  7. 7. Valorisation • It includes any activities for both dissemination and exploitation • It is an EC jargon • One word to describe two together Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 7
  8. 8. Sustainability • All actions that allow and support the project to continue on its own after the funding period • All actions that allow the project to sustain itself Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 8
  9. 9. Dissemination, communication, openness, exploitation planning • Dissemination Action Plan: shall describe how to share the outcomes of the project within and outside the participating organisations • Communication Action Plan: Shall describe how to engage your target group (establishing a dialogue with the stakeholders) (Communication contains Dissemination) • Open Action Plan: shall describe how the project materials, documents and media produced will be made freely available and promoted through open licenses, and does not contain disproportionate limitations • Exploitation Action Plan: shall describe how a) participants and participating organisations will take advantage of project outcomes during and the project lifecycle and b) target groups (individuals, organisations) outside the project will be able to benefit from project outcomes Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 9
  10. 10. Lobbying Essentials • WP stands for the Workprogramme, the official documentation that specifies the activity priorities to be funded. WP is published normally either annually or every two years by the funding authority • Lobbying can take place only during the workprogramme preparation stage, i.e. before its publication • Lobbying can take the form of participation in public consultations, advisory groups or of f2f discussions with EC officials • Lobby: The open area inside a public building => Lobbying to influence transparently EC decisions that relate to a particular industry/issue, etc Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 10
  11. 11. What can be disseminated • Project Expectations • Project Achievements • Project Results • Lessons learnt (bad or good ones) Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 11
  12. 12. Dissemination of Project Expectations • What is expected by this project • It can be promoted at the very beginning of the project Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 12
  13. 13. Dissemination of Project Results • Are linked with the benefits for the end users and the project stakeholders • Good practices and methods applied for implementing and delivering project results Tip: Always deliver as one of the main project results a methodology (step by step guide) that will allow others to replicate similar results Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 13
  14. 14. Dissemination of Project Achievements • Anything that has been achieved and how it was achieved • Examples – Completion of project events (meetings, conferences, etc) – Completion of activities – Completion of workpackages – Completion of milestones – Completion of deliverables – Etc Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 14
  15. 15. Dissemination of Lessons Learnt • Anything related to the project that is useful for third parties to become aware and either endorse or avoid • You endorse anything that has positive impact to partners or to stakeholders • You avoid anything that has negative impact to partners or to stakeholders Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 15
  16. 16. Who shall disseminate • Everyone • I mean everyone • Yes, everyone • Watch this short video clip (only15 secs) to make sure you understand “Everyone” • Did I say everyone? Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 16
  17. 17. Who shall disseminate • Coordinator • WP leaders • Dissemination Manager • Consortium Partners • EC Funding Authority • Stakeholders/End-users (very extensive and critical group) I mean everyone! Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 17
  18. 18. Why shall we disseminate? • It is a contractual obligation for anyone (i.e. project partners) receiving funding (i.e. tax payers money) from the European Union • European Commission has to keep the EU citizens happy/satisfied that EU money are well-spent • In fact, it is essential that the public resources and efforts used in European Funded Programmes are converted into socio-economic benefits to the EU. i.e. Each programme establishes commitments from the participants in terms of dissemination and exploitation of the projects’ results. • Most of EC funding partially funds a project. The rest comes mainly from contributions from all partners. Only through dissemination and exploitation activities, partners can have a Return Of this Investment (ROI) and take advantage of the project Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 18
  19. 19. When shall we disseminate? • ASAP – As Soon As Possible • The latest by the first month of the project • It is essential that dissemination activities will go on also after the contractual completion of the project. Remember ROI! Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 19
  20. 20. Project/Lobbying Stages Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 20 Annual WP to address your proposal concept Get feedback from funders, Letters of Support from stakeholders and engage competent partners ActivityActivity OutputOutput InterrelationInterrelation Next Step/Actio n
  21. 21. How to influence the Workprogramme focus of H2020? • H2020 is the largest funding programme for research and innovation in Europe • The workprogramme priorities are formulated by the EC with the support of H2020 Advisory Groups • New Advisory Groups formed by EC in different areas • Make sure you contact the AGs or join them Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 21
  22. 22. To whom shall we disseminate • Stakeholders: The ones that have direct or indirect benefit from the project • End-users: The ones that direct benefit from the project results • Decision Makers/Replication Actors: Those that have the decision power for the adoption of project results • Funding Authority for showcasing the project as good practice and that public money are wellspent • Policy Makers: Those that integrate project results into policies Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 22
  23. 23. How shall we disseminate • Via website (to be online ASAP) • Via Newsletters (regularly issued or updated) • Via social media • Via traditional media (TV, radio, paid advertisement, leaflets, posters, gadgets, etc) • Publications such as with articles in scientific journals or with (e-)books with the project results (tip: Get an ISBN of your publication on that case) • Via Press Releases • Via events, conferences, workshops, interviews, exhibitions (check our checklist) • Via online conferences (Tip: Do you know you can broadcast live your event for free through googlehangout and youtube?) Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 23
  24. 24. Other dissemination methods? • I am sure you can think far more effective dissemination techniques, right? • In order to make your life easier, we have identified some more, check our good dissemination practices mindmap Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 24
  25. 25. How much shall we spend in dissemination? As a rule of thumb • 10%-15% for Project Management including Quality Assurance • 70% of the budget for Project Implementation (User Needs, State of the Art Analysis, Design and Development, Pilot Testing) • 15%-20% for Dissemination and Exploitation Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 25
  26. 26. Dissemination Plan/Strategy Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 26 • Plus how much? Plus how well? Everything, we discussed so far should be reflected in your dissemination strategy - DAP
  27. 27. Our dissemination tools/Templates In order to make your life easier, we have two very useful tools for preparing the dissemination strategy of your project: • Checklist of good dissemination practices • DAP - Dissemination Action Plan template They are very useful and you are advised to keep them online (e.g. in a google speadsheet) so that can be accessed from anywhere, anytime by all partners and can monitor the project status Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 27
  28. 28. Do you want more? In case you liked what you read and you wish more, you can pre-order my full ebook “Stop Disseminating and Start Communicating” Learn it easy moto: Balance your life as zen stones and then grow skills as fast as bamboo © NSF CYBERALL ACCESS 28 For more about our publications in proposal writing, project management, quality evaluation, dissemination and exploitation in European Projects please check our website www.cyberall-access.com

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