The Horizon Europe Grant Agreement, as outlined in Article No. 17. Communication, Dissemination, Open Science and Visibility, mandates that all project partners possess a legal obligation to inform, disseminate, promote, and communicate project activities and results to a diverse array of audiences in a strategic and effective manner, including the public. This eases the transfer of project results and their usage by a wider audience. The emphasis on communication stems from a recognition that sending the right message to the right people at the right time is paramount in achieving project objectives. 

Who should you communicate with in EU projects?

Stakeholders including the scientific community, policy makers, authorities, relevant business sector, citizens, and the media are at the forefront of the target audience for communication efforts. Engaging these key groups serves multiple purposes: it fosters collaboration with stakeholders, attracts top experts, highlights how public funds are allocated, and showcases the successes of European cooperation.

What should you communicate?

Clear messages that convey the results of the project are crucial. From the project's inception to its conclusion, disseminating key messages in a well-designed strategy is vital. Utilizing the right channels is equally important to ensure the messages reach their intended recipients.

Objectives of communication activities

Communication activities within EU projects should aim to raise public awareness, engaging stakeholders, ensuring maximum visibility of the project's objectives, activities, and findings among target audiences. Additionally, these activities should serve to announce and promote project-related events and support dissemination objectives.

Internal communication: The Glue to Successful Projects

Internal communication within the consortium is everything! If one fails in this, the chances that the project will not achieve expected results is very high. Thus, specific attention should be paid to internal communication culture in every project. Usually, the cooperation within the consortium develops as the project progresses and different teams welds together. But it is important to clarify the meaning and direction to your project team: What is the ultimate goal of the project? Who are our main clients? What have we promised to deliver?

Communication should be as open as possible; all project people should be kept informed and included right from the project planning till the end and beyond the project. People should be also encouraged to exchange views on possible problems and difficult issues and include them in finding the solutions.

External communication: A Multifaceted Approach

External communication in EU projects encompasses various stakeholders, each with distinct interests and needs. Effective communication is about delivering the right message to the right audience in the right way and at the right time. These stakeholders may include policy clients at EU and national levels, data and information repository clients, technical users, capacity builders, and the wider society.

The Impact of Poor Communication

According to the Project Management Institute (PMI), poor communication is the leading cause of project failure. Ineffective communication lies at the core of most project management problems. Language barriers, cultural differences, failures to listen, lack of trust, and attitude conflicts can all lead to communication failures. To mitigate these issues, encouraging to open communication, prioritizing messages, maintaining a common project vision, selecting the appropriate communication channels, and actively following up on important emails can make a significant difference.

Breaking Bad Communication Habits

Eliminating bad communication habits is a crucial step toward successful project communication. Avoiding pitfalls like a lack of empathy, rapid but shallow responses, email overload, and interruptions are essential for maintaining a positive communication environment. It's equally important to recognize and respect cultural differences and engage in in-person communication, not just relying on emails. Active listening and meaningful connections can foster effective communication.

Project Manager’s Role in Facilitating Communication

Project managers play a pivotal role in enhancing communication within the project. They clarify project goals, responsibilities, and tasks, and encourage open dialogue. They ensure everyone is included, help resolve conflicts with honesty and neutrality, and monitor performance and progress. Celebrating successes and promoting ethical communication and cooperation principles are all part of their responsibilities.

External Communication: Ethical and Effective Engagement

Ethical scientific communication principles should be adhered to in external communication, ensuring honesty, transparency, and accuracy in the dissemination of results. Stakeholder engagement should be proactive, keeping them informed about project activities. Experts working in projects should actively participate in media and social media to bring evidence-based perspectives to public debates.

EU Rules for Communication and Dissemination

The communication and dissemination activities must be effective, strategic, and coherent, addressing multiple audiences beyond the project's immediate community. It is crucial to highlight the project's goals, results, and incorporate a public policy perspective.

Best Practices in Internal Communication

To facilitate internal communication, regular face-to-face consortium, and management team meetings, are important. An active approach to internal communication, along with transparency and open discussions, fosters trust and teamwork. Everyone involved should be aware of the project's progress, and WP leaders should help identify and address problems, with the final responsibility resting with the project manager and scientific coordinator.

In conclusion, effective communication is the linchpin of success in EU projects. By communicating clearly, ethically, and proactively with various stakeholders, both internally and externally, projects can thrive and deliver on their objectives. Embracing best practices and breaking bad communication habits can significantly enhance the outcomes of these crucial endeavours, ensuring that they meet their goals and contribute to a stronger, more connected Europe.