Summary of WP2 coordination meeting on communication activities

WP2 coordination meeting on communication activities was opened by professor Štimac Grbić who greeted all participants and announced JA ImpleMENTAL coordinator, Vasileia Konte, as the first speaker. Vasileia Konte stressed the importance of inside stories of participating countries and encouraged countries to share their stories. She highlighted the importance of using communication tools to promote practices and the importance of overall work and dedication of people across Europe. Implementation strategy that has been developed clearly defines steps to improve project-related activities and tasks. It’s important that WP2 disseminates the progress of countries as well as information about meetings across work packages. It would be useful to have a contact person in each of the countries who would be responsible for communication with advisory bodies and different stakeholders.

Danijela Štimac Grbić presented the main tasks of WP2 which were to develop a visual identity of the project and communication tools, and to organize EU Level Dissemination Events and Final Conference. The development of the visual identity was mostly based on the creation of project website, published in English, and of the project logo, templates for internal and public documents etc. Development of communication tools is mostly focused on tools such as newsletters, posters, press releases, presentations, blogs, and personal and/or online events (meetings, conferences, workshops, exhibitions), as well as press communication kits and various media platforms. Another deliverable that is expected at the end of the JA is the layman version of the final report. Furthermore, the General assembly meeting was held in Zagreb in October of 2022 and the next will be held in Budapest in October 2023.

In the next segment, Bernadett Bulyovszky presented the basics of dissemination strategy and stakeholder analysis. The topics included an introduction to dissemination strategy and a brief description of what it entails in regards to JA ImpleMENTAL, the main principles of dissemination strategy (openness and honesty, timeliness, accessibility, standardization), and communication objectives and evaluation, and target groups relevant to the JA. She stressed the importance of cooperation and coordination and analysed some key messages and opportunities for communication.

Lara Petković presented the communication tools in more detail, largely focusing on JA ImpleMENTAL’s social media presence. The active communication channels of the JA are, besides the website and EU Health Policy platform, Facebook, Instagram, LinkedIn and Twitter, and each of those was presented to the participants of the meeting. A significant part of the presentation was also dedicated to Canva and EMDESK, as tools which can and are used for creating content and materials for social media. Communication goals and standards (harmonized, integrated and sustainable communication) were also briefly touched upon.

Eva Grayne Karpati presented ideas for localized dissemination. Even though the main project language is English, she pointed out that translating communication materials is vital to reach local target groups, such as policy makers, media, patient groups etc. She suggested translating JA ImpleMENTAL website news, articles, LinkedIn, Twitter, Facebook posts and to localize them with relevant content for the local target groups. She also mentioned some tips for localized content, such as press releases, that should contain a section or a paragraph about the status and involvement of the organization or the institution in the JA, highlighting which WP/WPs they are involved in, what tasks the country is working on, what does the country implement, design, adapt, transfer and briefly sum up work results that they have accomplished so far. She suggested dissemination and tips for localized content that include each country creating a subpage/section for JA ImpleMENTAL on their webpage, which could be a good opportunity to share information about JA in country’s language. Furthermore, everybody should follow and share JA ImpleMENTAL on their social media such as Facebook, Twitter, Instagram and LinkedIn. Lastly, she presented ways how to improve dissemination by becoming a content provider and participating in local events commemorating World Mental Health Day and World Suicide Prevention Day.

Giulio Gallo, EU team leader from Health Policy Platform (EU HPP) team, presented overview of EU Health Policy Platform which includes three pillars: web platform, live webinars and joined statements. He stated that the working language is English, suggested that representation of an organization needs to be done with an operative and individual email. Registration to the platform is possible for European, national, regional or local entity, registered in an EU Member State, EEA-country or a country participating in the funding of the EU4Health program but also for organizations from third countries whose application on the EU Health Policy Platform will be considered on an ad hoc basis and at the discretion of the Commission. EU HPP has 5 766 platform members, 66 networks, 25 joint Statements produced in 7 Thematic Network cycles, around 60 live webinars organized annually, platform newsletter sent to all Platform members twice a week gathering the latest posts on EU Health Policy, trainings organized for Platform users and moderators twice per year and six types of networks. Giulio presented steps needed to register in the EU Health Policy Platform.

At the end of the first part of the meeting we started with the country presentations. In this first section countries that presented their overview on dissemination activities, experiences, positive outcomes were Austria, Bulgaria, Malta, Estonia. Finland, Greece, Sweden and Italy. Presenters enumerated events and activities they implemented. Every country named events and activities like congresses, conferences and workshops that were either organized online or live.

After Sweden, JADECARE (The Joint Action on implementation of digitally enabled integrated person-cantered care) representatives presented parts of the projects such as methods of co-creation, structure and importance of the dissemination strategy-key points, co-creation and stakeholder engagement and website and content creation. They presented online communication channels such as their website, Twitter, LinkedIn, YouTube (video campaigns, online recording videos, expert interviews), newsletters (3/project year) and offline communication channels – the leaflet (translated to 15 languages), flyer, promotional materials (rollups, posters, pen drive, bags, pens) and general presentation. They stated that WP management was conducted on WP2’s bi-weekly meetings, which included building up the workplan, delegating the tasks, task related bilateral meetings about the website, designing material, content creation and specified tasks within tasks meetings, and also editorial committee meetings. Lastly, they referred on the last two stakeholder forums and plans for the third stakeholder forum.

After the lunch break, in the second section of the workshop Italy, Germany, Iceland, Lithuania, Norway, Serbia, Slovenia, Spain, Hungary and Croatia presented their dissemination activities and expectations.

The meeting was concluded with the discussion what is to be done to better dissemination activities.