This project is co-financed by the European Union and the Republic of Turkey

This project is co-financed by the European Union and the Republic of Turkey

REPUBLIC OF TURKEYMINISTRY OF SCIENCE, INDUSTRY AND TECHNOLOGY

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Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik YardımTechnical Assistance on Institutional Building for the Implementation of RCOP in Turkey


COMMUNICATION AND VISIBILITY

Beyza COŞKUN [email protected] 11.10.2012



Topics

Why visibility?What is visibility?Communication StrategyCommunication tools and channelsCommunication NetworksBest Practices

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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.”

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NOBODY WILL KNOW UNLESS YOU TELL THEM!

THE WORK DONE IS REMEMBEREDDIFFERENCE MADE/ ACHIEVED IS KNOWNWHO DOES THE WORK IS REMEMBERED

OUR WORK IS KNOWNOUR WORK IS UNDERSTOODWHO DOES THE WORK IS KNOWN

Why visibility?



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What is visibility?



VisibilityVisibility RulesRules

What is visibility?



1. EU Communication & Visibility Manual (revised version, 2010)

http://ec.europa.eu/europeaid/work/visibility/documents/communication_and_visibility_manual_en.pdf

Former version, EU Visibility Guidelines

http://www.cfcu.gov.tr/files/Visibility_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)

http://www.avrupa.info.tr/eu-funding-in-turkey/visibility-guidelines.html

http://ipa.sanayi.gov.tr/tr/document/ab-iletisim-ve-gorunurluk-rehberi/72

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What is visibility?



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



APPROPRITE FOR AUDIENCETIMELYFOCUS ON CORRECT INFORMATION INPUT(FINANCIAL AND HR) OUTPUT (IMPACT) BALANCE

HOW DO YOU DECIDE ON THE APPROPRIATE VISIBILITY ?HOW DO YOU DECIDE ON THE APPROPRIATE VISIBILITY ?


WHICH MESSAGE WHOM



PEOPLE WHO ARE IN THE FIELD OF PROJECTDECISION MAKERS IN THE FIELD OF PROJECTINFLUENTIAL PEOPLE IN THE FIELD OF PROJECTINFLUENTIAL PEOPLE IN THE REGION OF PROJECTMEDIAEND BENEFICIARIESGENERAL PUBLIC IN THE PROJECT REGION

TARGET AUDIENCE


PROJECT, REGION, TARGET GROUP : NOBODY KNOWS BETTER THAN YOU DO !



OBJECTIVETARGET AUDIENCEKEY MESSAGESACTIVITIESCOMMUNICATION TOOLS AND CHANNELSEVALUATIONRESOURCES

• FINANCIAL• HUMAN RESOURCES

COMMUNICATION AND VISIBILITY PLAN


An annual activity plan for the project can be made !



COMMUNICATION TOOLS AND CHANNELS

TYPES DETAILS

OFFLINE Brochures, flyers, information packs, posters, books/booklets, guidelines, bulletins, other printed materials, spot films, reports, research findings, invitations

ONLINE Websites, networking platforms, portals, blogs, social media tools, spot films, e-bulletins,

EVENTS/PUBLIC RELATIONS

Trainings, seminars, conferences, launches, closing activities, info days, information campaigns, road shows, sponsorship, success stories, exhibitions,

MEDIA Press bulletins, press conferences, press visits, exclusive interviews, press packs, press pages on website,

PAID Outdoor, TV spots, radio spots, newspaper/ magazine adds, guerrilla marketing, direct marketing, impressions,



TYPES DETAILS

EVENTS Promotion/ display panels, banner, flags, table flags, stage/ podium decors/ signage/ nametags/ programmes/ event kits, presentations, promotional films

PERMANENT Commemorative 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.



QUESTIONS?

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Who is responsible for publicity issues?Close coordinadination with CA (Implementation Division+

Publicity Division)Increase capacity of this team with Technical AssistanceUse communication channels for keeping information up-to-

dateYOUR SUCCESS IS OP’S SUCCESS!

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Communication Networks

COMMUNICATION TEAM



Establishing a netwotk between similar projectsEstablishing a network in the same regionClose coordination with Govenors, NGOs,SMEs, wide

public in the region

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NOBODY WILL KNOW UNLESS YOU TELL THEM!


COMMUNICATION TEAM



EU Information Network (Totally 39 provinces)EU Info CentersEU Documentation CentersEU Info corners

http://www.abbilgi.info.tr/tr/

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BEST PRACTICES

Try to obey Public Relations tricks as much as possibleDo not use too technical titles for the visibility materialsUse nicknames for projects if possible

“ARIM BALIM PETEĞİM” Visibility materials are not technical progress reports

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PROMOTING YOUR PROJECT

“AYŞE TEYZE” AND “MEHMET AMCA” COULD UNDERSTAND WHAT YOU’RE TRYING TO SAY!



BEST PRACTICES

Higlight the sucess stories Human perspective of the projectWhat changes are expexted with the project?

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PROMOTING YOUR PROJECT

“WHAT IS THE USE OF THE PROJECT TO ME?



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.

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EVENT MANAGEMENT

OUTSOURCE TO PROFESSIONALS BUT COORDINATE EACH STEP YOURSELF !



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.

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EVENT MANAGEMENT

CLOSE COORDINATION WITH CONTRACTING AUTHORITY IS A MUST



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

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EVENT MANAGEMENT

INFORM THE INVITEES BEFOREHAND !



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.

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BEST PRACTICES

RELATION WITH PUBLIC AND MEDIA

CONDUCT GOOD RELATIONS WITH LOCAL MEDIA !



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.

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BEST PRACTICES

RELATION WITH PUBLIC AND MEDIA

ESTABLISH A WEBSITE IF YOU’LL KEEP IT UP TO DATE!



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BEST PRACTICESSAMPLES



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Wish you Success !For further information:Beyza COŞKUNPublicity Division312-201 69 [email protected]

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This project is co-financed by the European Union and the Republic of Turkey

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