Clear and effective communication, both internal and external, is crucial for keeping an EU‑funded project on track and ensuring its success. In EU-funded projects, it is advisable to have an agreed strategy on how to communicate for the project. Below, we share our key tips to support smooth, consistent and well‑coordinated project communication.
For starters, it is good to have detailed guidance in place on how communication should be conducted within the project. This will mitigate confusion among partners and facilitate communication in general throughout the project. It will also help the project run smoothly and ease the fulfilment of communication KPIs, as well as facilitate the fulfilment of both dissemination and exploitation activities and other KPIs later on in the project.
By sharing the strategy for communication activities internally, it will be ensured that the external communication aligns with EU requirements, project governance and best practices for visibility and accuracy. One way of making all partners aware of the strategy and the importance of following it, is to present it in a common meeting where questions and unclarities can be raised.
According to our experience, it can be highly valuable to have a communication plan ready before making one of the first project deliverables such as a Project Handbook (e.g. in Horizon Europe and Chips JU projects) to avoid multiple update rounds.
The strategy for the communication activities could lay out internal procedures for project management, sharing administrative information, meeting practices, reporting instructions, approval processes of external communication and contact structures so that all partners operate consistently.
It is also important to include rules for external communication such as information sharing, approval processes and how consortium members should use templates, logos and communication channels created for the project. In addition, all communication must cite the correct funding sources and relevant national/regional funders, if any.
| Prepare communication guidance from the start | This helps mitigate confusion and ensures smooth collaboration throughout the project. |
| Develop a communication plan early | Ideally, the communication plan is ready before producing foundational documents such as the Project Handbook. This will reduce the amount of subsequent updates. |
| Present the strategy for communication activities in a joint meeting | This way, partners can ask questions, clarify any uncertainties and align on expectations. |
| Ensure internal communication supports external communication | For example, make sure that before certain texts or documents are shared externally, they are first communicated internally. |
| Provide partners with easy access to materials | Guidelines, templates and contact lists help partners follow the agreed processes consistently. |
| Establish clear internal procedures | • project management routines • administrative information sharing • meeting practices • reporting structures • internal approval and sign‑off processes |
| Define and communicate rules for external outputs | • what can be shared • how it can be shared • by whom it can be shared • when it is shared |
| Set a clear approval process | News releases, web content, social media posts, marketing materials, conference presentations and public statements. |
| Use a coordinated visual identity and messaging across all channels | These include logos and templates. Also prepare joint presentation materials such as a joint public project presentation should be coordinated. |
| Follow strict EU visibility and funding requirements | This ensures all materials cite the correct funding sources and include any relevant national/regional funders. |
| Promote consistency across partners | Make sure consortium members use approved templates and follow agreed messaging. |
| Support professionalism and credibility | Ensure that all external communication is accurate, aligned and visually cohesive. |
Would you like to learn more about our EU project management services and how we could help you run your EU project smoothly? Get in touch with us today!
John Sperryn
Director and Team Leader for Innovation Project Services
john.sperryn@spinverse.com