Day with communication on the European Funds in the Leviathan Confederation

In 2 parts of the meeting, associate companies and Leviathan experts discussed this:

• how to compose simply and clearly about funds and
• how to effectively implement promotional responsibilities in projects.

Simple language – not a simple subject

We invited representatives of the European Fund Promotion Department in the Ministry of Funds and Regional Policy to show the principles and advantages of utilizing simple language. Anna Szybalska-Idzik showed the basic principles of simple language and the experience of the ministry in simplifying communication with beneficiaries. She noted that readable, accessible papers increase the effectiveness of applying for funds and limit the number of formal errors in projects.

Mrozek presented tools that can support beneficiaries in simpler and more transparent communication and applicable guidance on writing understandable messages and task documents. Many simple writing tips can be found on the portal of the Ministry of Funds and Regional Policy.

Voice of entrepreneurs and beneficiaries

The intent of the gathering was to show, how simple and understandable language affects the efficiency of communication between institutions and entrepreneurs and how it can facilitate the implementation of projects co-financed by the European Funds. The participants shared their experiences and difficulties in applying for backing and in implementing projects. They pointed out that the most problematic were complex competition rules, complicated instructions and ambiguous provisions in contracts or reports.

They stressed that language utilized in authoritative papers has a real impact on task effectiveness – its simplification allows entrepreneurs to better realize requirements and carry out investments. They highlighted the inequality of the parties to the process. Institutions require beneficiaries of EU projects to usage simple language in communication, while they do not always usage it.

The representatives of the Ministry noted that they are aware of this, but are making continuous efforts to guarantee that as many offices as possible implement simple communication. You gotta remember that simple language is not a simplification of content, but a way to communicate clearly, easy understood and effectively with beneficiaries of the European Funds.

Communication is besides a responsibility

Using a simple language is Recommendation. However, communication in EU projects besides means specific obligations resulting from guidelines and grant agreements. All beneficiaries of EU projects are obliged to supply adequate information on the receipt of grants and the marking of papers and materials. These requirements arise from Guidelines for information and promotion of the European Funds for the period 2021-2027. Although companies are full aware of these obligations, their implementation in practice sometimes raises doubts.

Participants discussed most common concerns and challenges related to the explanation of the existing guidelines. The papers clearly indicate work to inform about the received funding. However, not precisehow frequently and in what form specified information should appear during the implementation of the project.

Participants besides stressed the request to adapt communication requirements to the nature of the task and its audience, e.g. by enabling newsletters or interior communicators to be utilized alternatively of social media in closed-minded projects.

Doubts and hard requirements

Participants besides discussed the request to clarify the rules for the application of information and promotion obligations in grant projects and consortia, with different task numbers and titles and multi-level structure of beneficiaries. A request was made to enable information about all consortium members to be included in the task on promotional material, not just the main beneficiary.

Entrepreneurs besides highlighted the request for a realistic approach to marking of materials and products, including the introduction of a catalogue of components excluded from the labelling obligation, especially where this would be technically impossible (e.g. in the case of specialised medical equipment).

The issue was besides raised obligation to inform participants of the origin of funding. Participants indicated that beneficiaries should be required to supply information on the backing but that participants cannot be required to know the full names of programmes or task titles.

The participants besides highlighted the ambiguities regarding the application of the Council of Ministers Regulation of 7 May 2021 on information actions for projects financed by the state budget. Reported the request to clarify which projects are affected by this requirement, who is liable for its enforcement and what the consequences of its misuse may be.

The gathering showed that sefficient communication on the European Funds and information and promotion activities in projects requires a permanent dialog between administrations and beneficiaries. Participants agreed that clear principles, simple language and flexible approach to information obligations would aid to better meet the objectives of the Funds and improve their knowing among the recipients. The Leviathan Confederation announced the preparation of a advice to the Monitoring Committee for the method Assistance Programme for the European Funds 2021–2027, which will take into account the conclusions and requests raised during the discussion.

Meetings within the framework of the "Day with communication on the European Funds" were held on 5 November at the office of the Leviathan Confederation.