GENERALASSEMBLYAND NETWORK DEVELOPMENT EVENT
GOOD PRACTICES ON BOOSTING INVOLVEMENT IN EU PROGRAMS
TRANSNATIONAL UNITED NETWORK IN EUROPE [TUNE] PROPOSAL ID: 1011211984
CALL: [ERASMUS-YOUTH-2023-CSC-OG-SGA] [CIVIL SOCIETY COOPERATION IN THE FIELDS OF YOUTH, EDUCATION AND TRAINING (SGA)
INTRODUCTION
This document presents a comprehensive overview of the methodologies and outcomes derived from the General Assembly and Network Development Event held in Thessaloniki, Greece, for the TUNE project within an informal European network. Focused on strengthening participation and fostering civil society engagement in EU projects, the network employed the innovative World Café Method as its strategic framework. This structured conversational process aimed to harness collective intelligence, generate innovative ideas, and instill a sense of commitment among participants. Three key thematic fields – dissemination, stakeholder engagement, and sustainability – were explored through dynamic discussions, each contributing to the overarching goal of advancing civil society within European programs.
METHODOLOGY
The World Café methodology was employed during the General Assembly of the TUNE network with the aim of strengthening its members and generating fresh ideas and recommendations that would bolster the network and foster a sense of ownership among them The World Cafe methodology is based on the belief that 'we are wiser together' and that the future can be shaped 'through conversations that matter'. It is a method that is therefore best used for: gathering collective intelligence on experiences or ideas around an issue generating new ideas.
More specifically, the network members were grouped into three teams, each consisting of six individuals. In each group, one person assumed the role of a facilitator, tasked with recording the suggestions put forth by the members. The groups collectively focused on three distinct themes, with participants engaging in discussions and generating proposals within their respective thematic areas.
Each table was dedicated to a specific theme. Members were allocated twenty minutes to collaboratively brainstorm and formulate ideas and proposals within the context of dialogue and co-design related to the designated theme. Following each twenty-minute interval, members rotated tables, ensuring that every participant had the opportunity to contribute to and develop proposals for all three topics.
The thematic fields were dissemination, stakeholder engagement and sustainability. The thematic fields assigned for discussion were dissemination, stakeholder engagement, and sustainability. Each group delved into their designated theme, exploring ideas, strategies, and recommendations related to the specific focus area. The dissemination group examined ways to effectively spread information and engage the target audience. In the stakeholder engagement group, discussions centered around identifying and involving key stakeholders to ensure meaningful collaboration. Meanwhile, the sustainability group focused on developing strategies for the long-term viability and impact of the network's initiatives.
This thematic division allowed for in-depth exploration and generation of insights within each aspect, encouraging a comprehensive and strategic approach to the network's goals and objectives. The general aim of this method was to consolidate best practices within these three central themes, ultimately contributing to the network's growth and, subsequently, the advancement of civil society within European programs.
THEMATIC FIELDS
During the General Assembly and the Networking Event that took place in Thessaloniki, Greece, many inputs were given by all the participants, on various topics. More specifically, through a specific methodology, all participants had the opportunity to discuss the sustainability and the continuity of the TUNE Project.
Different approaches were mentioned by the participants, regarding what would be the best practices to follow after the end of the program. Three different groups were created and each one had its time to briefly suggest their ideas and thoughts on the matter
Stakeholder Engagement
Group 1:
The first group delved into the critical aspect of stakeholder engagement, concentrating on various actors with a particular emphasis on the local level and its significance. The group's
discussion highlighted the strategic importance of understanding and involving local stakeholders in shaping and implementing initiatives at the grassroots level.
They emphasized that local authorities serve as a crucial interface between a diverse range of local stakeholders and play a significant role in facilitating connections between actors at both the local and national levels. The members noted that local authorities contribute by providing valuable insights into local priorities and effectively linking civil society to existing local development plans, services, and resources.
Furthermore, they emphasized the importance of local universities and schools as pivotal contributors to civic engagement. The group members highlighted that these institutions serve as hubs for knowledge dissemination and community interaction. By involving local universities, there is an opportunity to tap into the energy and enthusiasm of students, fostering a culture of active participation in EU programs. Similarly, engaging schools can lay the foundation for building awareness and involvement from a young age, contributing to a more informed and engaged citizenry. The group acknowledged the potential ripple effect, as students and young individuals become advocates for civic participation, creating a sustainable and dynamic connection between educational institutions and civil society within the local context.
Last but not least, the group emphasized the significance of engaging sport associations and art associations, along with individual artists. They noted that sport associations contribute not only to physical well-being but also act as community-building platforms. Involving them in EU programs could leverage the passion for sports to instigate discussions and activities that promote civic participation. Similarly, by collaborating with art associations and individual artists, the group sees an avenue for creative expression as a powerful tool for engagement. The arts can be employed to convey important messages, stimulate dialogue, and bring diverse perspectives to the forefront. Engaging artists ensures a dynamic and culturally rich approach to civic involvement, enhancing the overall impact of EU initiatives within the local community.
Group 2:
The second group had a straightforward approach to engaging stakeholders: they aimed to connect with social entities based on shared interests. Their focus was on tapping into the private sector, particularly through small sponsorships. They highlighted how aligning common interests
with businesses can lead to meaningful collaborations. By emphasizing the potential of small sponsorships, the group recognized the valuable role that local businesses can play in supporting community engagement. In essence, their strategy revolved around building partnerships that benefit both sides, making it a win-win for EU initiatives and the local community.
Group 3:
The third group had a youth-centric focus for stakeholder engagement. They suggested teaming up with networks of youth organizations, The group considered youth networks as important allies in EU initiatives, recognizing their potential to bring energy, diverse perspectives, and outreach capabilities to EU initiatives. By collaborating with these networks, the group saw a chance to amplify the visibility and relevance of EU programs among a wider audience of young people, creating a shared sense of purpose and enthusiasm within the community.
The group emphasized that media plays a crucial role in expanding the reach of EU initiatives to a broader youth audience. They proposed the idea of actively sharing results and learnings with media stakeholders. The suggestion involved maintaining open communication with the media, offering insights into the impact and outcomes of network’s initiatives. The group recommended also seeking feedback from media stakeholders, creating a collaborative space for improvement.
Sustainability
Group 1:
The first group mentioned that since there is already a network created, it could be used in the long run as a medium to form youth councils within the municipalities, and connect the results of the project with other projects of every organization, if suitable. Something that was strongly suggested was to “take advantage” of the interpersonal relations that have been created, in order to form new collaborations, which is what TUNE project is all about anyway. Peer education was also raised as a subject, through local ambassadors who could raise awareness on a local level regarding Erasmus+ opportunities and other relevant information that could benefit the local youth. Interactive discussions could take place, engaging the participants’ peers to the process and including them in the decision making.
The usage of social media came up during the brainstorming. The participants from group 1 shared that in order to ensure the continuity and sustainability of the project, different content could be created for the project's results and vision to be projected publicly. This will also result in different participants to be able to follow up on various issues, since the content will be more or less flexible. The main goal is to get the community involved and connected to the things that affect them, and encourage the youth to take political and social responsibility and realize their privileges and duties.
Group 2:
The second group noticed that it would be of great importance to use some concrete results, such as a manual or a toolkit, with specific activities, techniques and methodologies of the project, to leave behind for different partners and organizations. Once again, the significance of the cooperation that is created through TUNE was brought up, and how this could result in new projects and initiatives; creating a new “Ecosystem” on an international but also on a local level was mentioned.
One of the main topics discussed within this group regarding sustainability was the need for Multiplier events after the end of the project, with the possibility of raising a small budget for it. An idea was to gather young activists that will be trained about advocacy, networking and lobbying, in regards to the TUNE’s priorities and visions, that could later on pass and share the information. An important aspect raised was the fact that sharing actual, real examples of people participating in exchanges, study visits, job shadowing opportunities etc can be proven to be very effective in engaging more people to this “world”.
Group 3:
The third group discussed the impact that the TUNE project will have on the staff participating in it, and how the members of the network will gain knowledge to implement. An interesting idea suggested was the creation of annual meetings with all the networks’ members in order to continue the efficient cooperation. As stated, a long-term view is needed, that could be better developed and enriched in the following years of the project.
The significance to keep the network alive was strongly raised, though different platforms and other ongoing entities designed and created by the organizations. Group 3 mentioned the vital
role of the continuity of the network and suggested a possible membership procedure that could be created. More specifically, they proposed that interested organizations that wish to join the network, after its completion, could somehow become new members that will benefit from the network but also will benefit the network in return.
Dissemination
Group 1:
Regarding dissemination the first group provided a plethora of ideas. The first suggestion is to implement in the website a plugin that would allow the projection of Instagram posts directly on TUNE’s webpage. Additionally, it was suggested that there should be centralized channels of communication (TUNE FB page, Instagram page, LinkedIn etc.) and define hashtags, provide post templates and the language tone of the posts.
Another way to promote the network is to plan and develop common activities such as videos saying merry xmas or easter, EU election or doing an awareness activity for woman’s day etc. Evaluations from participants of these common activities could be also used themselves as dissemination content. A way to make all the partners known in the network is to create posts that showcase each partner, giving information like location, field of work, day of founding etc. Utilization of existing content and consistency of uploads is necessary according to partners. Lastly, it was discussed to share responsibilities of dissemination to partners and have one or two partners remind the others of the schedule that they agreed upon.
Group 2:
The second group discussed some similar topics along with new topics regarding youth participation in the network’s activities. One of the topics was to agree on the language to be used during our communication with young audiences and keep it as simple as possible. Also, it was suggested that the network's activities be relevant in the present, branded, compact, youthled and for youth. One idea was prior to creating any activities that have focus groups in order to brainstorm and gain input from young people for such activities and how it would be best to involve them in them. A new idea was to introduce an ambassador of TUNE that would be the
face and spokesperson for the network in our social media. A trip to Brussels to involve young people with the European ideals and engage them in activities. Offline dissemination was also suggested in places like schools, youth centers and local stakeholders.
Group 3:
The third and last group proceeded to provide some more ingenious ideas. The first is to decide on thematic fields and topics that will be used in order to create content. Second one was to create a sort of calendar or guide to be used for dissemination through the year. Another was to use project management tools like trelo, basecamp asana for better communication and organization, in addition to that 2 people per organization will be responsible for communication and management of TUNE. Also, have in each post specific call to action for the one who reads. Lasty, it was suggested to create subgroups within the network that will be responsible for different tasks.
CONCLUSIONS
The General Assembly aimed to develop good practices for enhancing involvement and civil society in EU projects, particularly focusing on the sustainability of the network and generating new project ideas related to youth engagement in democratic life. In evaluating the outcomes, it can be concluded that the assembly has made significant strides in achieving its objectives.
The discussions on sustainability reflected a forward-thinking approach. Ideas such as forming youth councils, leveraging existing networks, and instituting a membership procedure demonstrate a commitment to ensuring the longevity and impact of the TUNE project. The proposal for annual meetings to facilitate efficient cooperation further reinforces the intent to sustain the network beyond its initial stages. These strategies indicate a comprehensive and wellthought-out plan for maintaining the network's vitality.
The emphasis on stakeholder engagement, particularly with local authorities, educational institutions, youth networks, and media stakeholders, signifies a robust strategy for fostering civil society cooperation. By recognizing the importance of diverse partnerships and aligning with shared interests, the network aims to build a collaborative environment that resonates with
various segments of society. The intention to create an inclusive space for dialogue and cooperation aligns with the overarching goals of civil society engagement.
The assembly's focus on generating new project ideas related to youth engagement in democratic life is evident in recommendations like forming youth councils, involving young activists, and utilizing social media for awareness. These ideas not only cater to the interests and needs of the youth but also aim to empower them to actively participate in democratic processes. The emphasis on tangible outcomes, such as manuals and toolkits, further strengthens the potential impact of these initiatives.
In conclusion, the General Assembly has succeeded in advancing the objectives it set out to achieve. The outlined strategies for sustainability, civil society cooperation, and new project ideas demonstrate a concerted effort to create a lasting and impactful network that actively engages the youth in democratic processes. The assembly's outcomes position the TUNE project for continued success in promoting civil society involvement within the realm of EU projects.
DISCLAIMER
Funded by the European Union. Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or the European Education and Culture Executive Agency (EACEA). Neither the European Union nor EACEA can be held responsible for them.