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Meeting report


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Meeting report

  1. 1. Project no: 241325Project acronym: C-ENERGY +Project title: Connecting Energy NCPs PlusA Pro-Active Network of National Contact Points in the Seventh Framework Programme under theEnergy ThemeFunding scheme: Coordination ActionProgramme: FP7 Energy Deliverable 1.1 Meeting reportDue date of deliverable: Month 12Actual submission date: Month 15Start date of project: May 1st, 2010Duration: 3 yearsOrganisation name of lead contractor for this deliverable:Partner 1, APREDissemination level of this deliverable:Confidential
  2. 2. ContentAgenda and Minutes 3Pictures 7Participants list 9
  3. 3. IntroductionThe meeting took place in the Permanent Representation of Estonia where a room was dedicated. Between25 and 30 representatives of the Energy NCPs took part in the meeting.The objectives of the meeting were: • Review of the activities of the C-Energy + project • Reflection and first steps for the next actions • Reinforcement of the network dynamicEuracle conceived and structure the meeting with modules easing the cooperation between participants andenabling the cross-pollination.Euracle provided APRE with the following documents issued from discussion with APRE representatives: • Agenda, • Presentation • Follow up sheetThe meeting took place from 10.00 to 18.00 on July 6, 2011.II. AgendaTiming Session10.00 – 10.15 1. Welcome by EC and Apre Welcome by the EC – Martin Huemer and Apre – Chiara Pocaterra10.15 – 10.45 2. Introduction Description of the meeting development; objectives included10.45 – 11.15 3. Activity report presentation Main activities undertaken in previous years described by Apre Presentation by Chiara Pocaterra11.15 – 11.30 4. Icebreaker: Let’s investigate Icebreaker based on the search of personal properties of the participants – 8 questions to answer!11.30 – 11.45 5. Coffee break11.45 – 13.00 6. Awareness of the network The objective is to get the participants aware of the importance of the network for their activities and to identify what could be the obstacles and success factors to the development of the network. The participants are grouped into subgroups of 4 persons. 3 steps are used here: 1. Presentation: the participants present themselves and inform the 3 other participants on their objectives towards this meeting 2. Obstacles: participants list the serious obstacles that may destroy the network. Reporting of the obstacles! 3. Successes: participants list the crucial success factors to ensure the success of the network. Reporting of the success factors! The idea here is to make aware the participants of the importance of their contribution to ensure the success of the network and then of the project. The information will remain available to the participants for the rest of the day. It will
  4. 4. Timing Session be also used in the round tables module!13.00 – 14.00 7. Lunch14.00– 14.45 8. Round table discussions The discussion during the round tables will be based on the results of module 6 (meaning of the network) and should allow the participants to find possible solutions to the obstacles that can jeopardise the operations of the network. It will be also an occasion to share ideas in order to reach the success factors.14.45 – 15.15 9. Reporting on Round table discussions The work package leader will report the main highlights of the round table discussions.15.15 – 15.30 10. Coffee break15.30 – 16.45 11. Action plans Based on the action plans of C Energy +, the participants will be split in subgroups to define the action plans with the following information: • Title • Objectives • Steps • Owner • Deadline • Name of the reporter A process with individual brainstorming, categorisation and action plans will be implemented. A reporter for each action (work package coordinator) will be identified for the reporting session (Gallery Walk).16.45 – 18.00 12. Reporting session – Gallery Walk The room will be organised into a “gallery” visited by the participants. Each reporter will present his/her action to the other groups. Each visit will last 15 minutes and a shift rotation system will be implemented. In this session, the participants will have the opportunity to enrich the presented action plan and also to propose to be a mentor in case he/she thinks capable to assist the others in the implementation of the action.20.30 13. Working dinnerIII ResultsIII.1 Awareness of the networkObstacles1. Project • Involvement (different levels of members’ involvement in the network) • Decision-making process • Not enough meetings • Too many tasks • Lack of coordination overlap of events (meetings…) • More clarification on expected deliverables • High level of efforts to complete the project2. Human resources
  5. 5. • Turnover • Inexperience • Do not assume that people (members) know everything • More proactivity3. Communication • Lack of email communication • Communication with other networks • Communication with programme committee4. Budget/national support • Reform in national policies • National budget cuts • Participation of third countries should be foreseen in budget • Heavy workload at national levelSuccesses1. Networking • Exchange of experiences/practices • Personal contacts • Multi-cultural exchanges (meetings…) • Website – our communication platform • Informal information • Quality of staff (experiences, competences) guidance and assistance • Various choices of partners (associated partners…)2. Training • Positive impact of the mentoring • Positive impact of the training3. Coordination of the project • Project management • Overall performance of the project • Flexibility • Funding4. More information on EU policies5. Events • information on events • better coordination of the Brokerage Events with the InfodaysIII.2 The outputs of the meeting3 themes of actions were defined after the discussions of the group: 1. Communication a. Forum/ social network: which option? b. Email management: rules c. Code of conduct: structure 2. Training a. Matrix of competences: structure b. Mentoring: action plan 3. Networking a. Workshops: 5 W1. Communication (reporter: Julian)
  6. 6. To be completed by Julian:The subgroups proposed to use the Cordis Partner Search as it can be considered as a social network tool,it covers the email functionalities and then rules will have to be edited in this context.The Cordis Partner Search allows structuration of messages. In this context, the project can have differentgroups in relation with the project activities: project management, networking, communication, profilevalidation group…The decision of the subgroup is that every member of the project updates its profile at 90 % for mid-September.2. Training/mentoring (reporter: Borja) • Step 1: Questionnaire for a complete map of competences and needs (Bea from MCST) based on persons and organisation! every members should have filled in the questionnaire by mid-September • Step 2: Mapping of the capacities and needs based on questionnaire with the identification of mentees and mentors! • Step 3: identification of existing training/mentoring materials already existing in the networkFor the mentoring: • Identification of possible mentors during the meeting: Italy, Poland, Malta, Estonia, Portugal, Spain. • Identification of content and organisation (agenda, dates…)3. Networking (reporter: Mari)Application to a workshop to organise in Ispra: • Who: NCPs and researchers • What: workshop • When: Spring 2012 • Where: Ispra (Other option: Güssing, Wells…) • Why: JRC – new technologies…III Next meetingDate: end of October (to be confirmed)Location: BrusselsThemes: review of operations and reinforcement of the network
  7. 7. IV PicturesWelcome by EC and APREAwareness of the network
  8. 8. Working dinner