Download BLAST Communication Plan

Draft BLAST Communication Plan
Version 2, April 2010
1. Background
All communication related to the BLAST project will be carried out in accordance with the Interreg
guidance for communication plans for projects and with the requirements of EC Regulation
1828/2006. We will work for ensuring that the project's objectives, results and outcomes are clearly
communicated and accessible to stakeholders and decision makers.
2. Aim and objectives
While emphasis is placed on ensuring that external parties are well-informed about the progress and
outcomes of the BLAST project, it is also important that a strong two-way communication within
the project is operative. The strong platform for internal project awareness will effectively broadcast
news and information among BLAST's many project participants. This will ensure that relevant
information from within the project is oriented to stakeholders and decision-makers that are
associated with the national governments, research institutions, private companies and specialists
that are directly engaged in achieving BLAST's end goals. Therefore, effective internal and external
communications are the central aim of this communications plan.
This communication plan also provides a framework for how effective communication will be
ensured during the project period, with assurance that precise and relevant information is available
within BLAST. This will further aid work package leaders and project partners in conducting
communications activities in a consistent, simple and targeted way.
The main objectives are to:
 Communicate the objectives and results of the BLAST project to stakeholders and decisionmakers, and to exchange results and lessons learned with stakeholders and other projects:
 Inform about events in the project: and
 Establish tools that will make internal project communications effective.
3. Strategy
Communications will be integrated into BLAST at all levels. One work package (WP2) will be
responsible for the project's overall communications and information. This will ensure that a
constant focus is held on communications throughout and beyond the project period. It will also
ensure consistency in the language, voice, approach and effect of the communications materials that
are released.
However, the communications conducted by Work Package 2 will be developed and carried out in
close cooperation with the BLAST project management from Work Package 1 and the leaders and
members of the additional four Work Packages within BLAST. This will ensure that the
communications materials that are produced are anchored in the practical implementation and the
specialist knowledge that are critical to the success of the individual Work Packages. This will also
ensure that expectations and results are communicated in a timely manner, and that the general
communications about BLAST are up-to-date, with cutting-edge findings being communicated
while they are still cutting-edge.
In general, the beginning of the project there will be focus on communicating objectives. Later in
the operational phase, results and outcomes will comprise the central communications theme. At the
time of project completion, once project evaluation and end user testing are completed, the
communications will emphasize the lessons learned and the resulting findings on best practice.
3.1 Actors
The following actors will play an active role in the delivery of the BLAST communication plan:
Work Package 2
The members of Work Package 2 will be responsible for carrying out the actions described in the
communication plan in cooperation with the Lead Partner, the respective Working Plan-leaders and
the project's partners. Work Package 2 will also be responsible for following up on the overall
communication plan and assisting Work Packages 1 and 3-6 in generating their own concrete lists
of communication activities. These lists should be very simple and will be reviewed annually. They
will be based on the results of concrete target group analyses and will consist of filling out the form
given in appendix 2:
Members from Work Package 2 will if needed participate in other Work Packages' meetings to
facilitate the work with target group analysis and communication list.
Work Package 2 will send out a registration form every quarter to all Work Package leaders and
partners to gain an overview of their respective communications achievements and their plans for
the following quarter. This will help Work Package 2 to plan stories for the project's newsletters and
to keep the BLAST website updated with latest news from across the BLAST activities. The
registration form is attached as Appendix 1.
The project management
The project management has the overall responsibility for implementing the communication plan
and for a constant focus on communication through the project period.
The Work Package leaders and partners
The Work Package leaders and partners must fill out and return the registration forms identified
above to Work Package 2. The Work Package leaders are responsible for leading their respective
target group analyses and communication lists throughout the project period, and for implementing
the actions described in the action list. Work Package 2 will be available to assist in these activities
as needed.
4. Target audiences
The BLAST project has multisector relevance; each work package addresses the unique needs of an
array of target groups. While each work package will identify its own specific and relevant
audiences as part of the implementation of this communications plan, it is possible at this
preliminary stage to identify the major target groups that transcend the working groups. While it is
recognised that the target groups may change over the course of the BLAST implementation, an
initial analysis has been conducted, and the following project-wide target groups have been
identified. These encompass relevant individuals and institutions both within and beyond the North
Sea region:
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Professionals in the maritime sector (in public, private, non-profit or academic positions)
Maritime organisations (International Hydrographic Organisation, International Marine
Organisation, etc.)
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National hydrographic offices
Public sector institutions (municipalities, public officers, etc.)
EU institutions (Interreg, etc.)
Decision makers (Elected officials, parliamentary interest groups, etc.)
NGOs
General public
Universities with programmes in climate change, maritime affairs and data management
Research institutes with programmes in climate change, maritime affairs and data
management
Private sector companies
This overall list of stakeholders will guide the general communications at the project-level of
BLAST. It will also provide a template for each work package to use in the process of identifying
their specific audience and target groups.
In order to make the communications as effective as possible without detracting attention from the
implementation of BLAST itself, each work package will be required to identify its two or three
most important target groups each year, and to ensure that successful communications are
conducted with at least these three target groups. At the beginning of each project year, the working
groups will be individually responsible for filling out the form given in appendix 1, as a guide to the
communications they intend to conduct either independently or in conjunction with WP2.
5. Methods and Measures
A graphical profile and a logo have been developed for the BLAST project as a whole. Along with
reference to the EU Interreg IVB programme, this logo should be visible on all BLAST materials
generated within all work packages. The graphical profile, the logo and different templates for
powerpoint presentations, agendas and minutes are available from the secure area of the project
website.
The project website is the main information channel, where information on the latest news and
events will be available. The website is envisioned as a primarily one-way communications tool,
though it does provide contact information for all parties with particular interest in the project.
To support strong two-way communications between BLAST and its audiences, a BLAST
Facebook profile has been created. This will provide an easy and informal tool to use in the
communication work. Depending on the success other social media will be considered (Twitter, for
instance).
The project will also use the following media and communications tools to extend information,
insight, awareness and engagement to its audiences:
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Leaflets
Newsletters
Articles (in relevant industry and management journals, academic publications etc)
Press releases
Flash elements on the internet
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Presentations
Conferences/seminars
All the BLAST communications materials will be available as downloads from the project website,
and the project newsletter will be open for subscription.
Merchandise and two banners have been made to promote and inform about the project.
6. Budget
7. Responsibilities
The responsible bodies will be:
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Communication work package leader:
National Survey and Cadastre in Denmark
Norwegian Coastal Administration will support the National Survey and Cadastre
Norwegian Hydrographic Service will, as the Lead Partner, have an overall responsibility
for the project and its communications
Work Package leaders and other beneficiaries will contribute and be responsible for local
publicity
8. Evaluation
The project management and the Work Package 2 Project Management Group will monitor the
progress and delivery of this Communications Plan. The progress will be on the agenda for the
meetings in the projects International Management Group at their meetings. A number of indicators
will be used to evaluate the progress of the communications.
Appendix 1. Targetgroup analysis
Name of target group
1
2
3
Why is it important for
BLAST to communicate with
this target group?
What is the target group's
interest in the project?
Appendix 2 Communication activities
Target group with Message we want to Media or tool we
which we want to communicate
want to use in the
communicate
communication
1.xxx
2. yyy
3. zzzz
Time of
communication
Indicator
(communication
activity and
outcome)