EASO Press, Communications and Stakeholders Relations Plan 2017

Transcription

1 European Asylum Support Office EASO Press, Communications and Stakeholders Relations Plan 2017 January 2017 SUPPORT IS OUR MISSION

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3 EASO COMMUNICATION PLAN EASO Press, Communications and Stakeholders Relations Plan 2016 Contents 1. Purpose and Scope Stocktaking EASO Communication Goals for External Communications Activities Press & Communications Press releases/ Interviews/ Press conferences Press field visits and press presence on the ground Annual Media Seminar EASO Info Days Migration Media Award Integrated Communication Campaigns On the EU Relocation programme On the EU Agency for Asylum Publications EASO publications EASO Monthly Newsletter Web and Social Media Online presence Social media Media monitoring Social Media Monitoring Stakeholders Relations Activities Enhancing cooperation with EU Institutions Enhancing cooperation with Member States Enhancing cooperation with other EU Agencies Enhancing cooperation with International and Intergovernmental Organisations Promoting our dialogue with Civil Society Expanding EASO cooperation with Third Countries under its External Dimension Enhancing the quality of our correspondence and interaction with all stakeholders... 29

4 4 EASO COMMUNICATION PLAN Events External Events (outside EASO) Internal Events (inside EASO) Horizontal issues Quality and communications Rebuttal / Right of reply Translations Visual identity and merchandise Communication workshop National Communication Multipliers Allocated budget and human resources Annex I: EASO Web and Social Media Monitoring Plan Annex II: Press, Communications and Stakeholders Relations Team Roles and Responsibilities Error! Bookmark not defined.

5 EASO COMMUNICATION PLAN Purpose and Scope EASO s communication activities aim to directly contribute to the successful delivery of the overall work of the agency. This Press, Communications and Stakeholders Relations Plan is based on the belief that EASO s mission can only entirely succeed if it is well understood and well communicated. In the case of EASO, communication is not an add-on to its work. It is as important as EASO s work itself. Therefore, stepping up our efforts on information and communication is the first step in enhancing the effectiveness of the work of the agency. This means making stakeholders, press and the general public understand what the scope of EASO s mandate is, what EASO aims to achieve, by which means does it aim to achieve this, and what is EASO s added value. The aim of the EASO Press, Communications and Stakeholders Relations Plan is to programme and summarise EASO s main communication and stakeholders relations activities for the year ahead, and align these with the core objectives highlighted in the EASO Communication Strategy and Working Plan for The Plan provides an overview of the deliverables achieved in the previous year; sets out the communication goals for the year ahead; highlights the main targets, actions and deliverables for 2017, including key performance indicators; sums up the most appropriate channels and communication tools to convey EASO s external messages; and provides an indication of the overall budget and human resources allocated to Communication and Stakeholders Relations in Stocktaking An analysis of last year s achievements and current status forms the starting point for defining the communication objectives for was an active and challenging year for EASO s communications work considering the resources available to undertake communication activities were disproportionate to the enormous need for communication. All communication goals set in the 2016 Communication Plan and the 2016 Work Programme were achieved or are ongoing. In line with its Press, Communications and Stakeholders Relations Plan 2016, EASO undertook the following activities (until November 2016): Stakeholders Relations 3 Management Board Meetings; Bilateral Meetings with Member States Ministers, national parliaments, and meetings/lunch briefings with Ambassadors and Permanent Representatives; Meetings with the Dutch and Slovak presidencies, and preparatory meetings with the Maltese presidency; presidency working-level roundtables Active participation in the Asylum Working Party, SCIFA meetings and JHA Councils; Active participation in the European Parliament and held several meetings with Members of the European Parliament, incl. members of the LIBE and Budget Committees; Meetings and weekly Video conferences with members of the European Commission (HOME, DEVCO, NEAR,..) and the EEAS; Meetings with other European Institutions (Court of Auditors, European Economic and Social Committee, European Ombudsman); Participation in JHA Agencies Network meetings and Boisto meetings; Bilateral and multilateral meetings with the other JHA agencies (bilateral and through the EURTF in Catania); Participation in the European Migration Network meetings and Steering Board meeting; Regular meetings and exchanges with international organisations (UNHCR, IOM, ICMPD..);

6 6 EASO COMMUNICATION PLAN 2015 Regular meetings with relevant authorities of hosting countries (migration, law enforcement); Meetings with National Contact Points from the MS relevant ministries; Meetings with third countries relevant authorities (eg. ENPI project, Valletta Summit); Meetings with Civil Society Organisations and NGOs; organisation of high-level visits to EASO, including the visit of the European Commissioner for Migration, Home Affairs and Citizenship, Dimitris Avramopoulos; the visit of First Vice- President of the European Commission Frans Timmermans; High Representative of the European Union for Foreign Affairs and Security Policy, Vice-President of the European Commission, Mogherini; Commissioner Jourova, European Commissioner for Justice, Consumers and Gender Equality; visits of Heads of State and Government, ministers and members of the European Parliament, in particular the LIBE Committee; Contacts with students, universities, academics and researchers; Preparation of speeches, briefing notes and lines to take for the Director of EASO, and other staff attending key meetings; Management of requests for access to documents. External Communication Press & Communications: Increased EASO s presence in the press, in comparison to 2015, with around 900 mentions of EASO in 2016; Organisation of a Journalist Network Meeting (coinciding with the launch of the Annual Report on the situation of asylum in the EU) Issued 23 press releases on relevant subjects, sent to 385 Press Release subscribers; Hundreds of interviews with members of the press, including from major and influential media outlets; 3 press conferences held on core issue/events of relevance (19th July European Parliament Committee on Civil Liberties, Justice and Home Affairs visits EASO, 6th October First Vice-President of the European Commission Frans Timmermans visits EASO; 23 November 2016 EASO Consultative Forum); Developed and maintained close rapports with strategic members of relevant media; Organised a meeting with JHA press officers and Communication multipliers; Dozens of Presentations to EASO visitor groups (students,..) Organisation of the EASO info days, in cooperation with the National Communication Multipliers, with activities in all EU Member States, such as info desks, talks, presentations, videos and quizzes; Organisation of a photo exhibition at EASO s headquarters and the European Parliament; Events: Organisation of a Civil Society Forum plenary meeting with approx. 180 participants; Attendance and interventions at workshops/forums/conferences (incl. also high level Ministerial conferences); Formal and informal dinners for Members and representatives of the Management Board; Organisation of 150 internal events (inside EASO premises) and 30 external events (outside EASO premises); Organisation of more than 200 workshops/training courses (e-learning platform).

7 EASO COMMUNICATION PLAN Integrated Communication Campaigns: 1 Relocation Information Campaign: general leaflet on relocation in 17 EU and non EU languages; relocation leaflet on Italy/Greece in 6 EU and non EU languages; posters on relocation; adult and child info backpacks and other merchandise; relocation videos; relocation webpage; relocation mobile app; social media presence. 1 Pre-Registration Information Campaign for the pre-registration exercise in Greece: popup stands, posters in 6 languages, leaflets, banners and stickers. Publications: Management and dissemination of around 94 publications; Dissemination of 10 editions of the Newsletter. The Newsletter circulation is currently over 2233 recipients; Publication of the Annual Report on the Situation of Asylum in the EU. Web & Social Media: Launched a revamped website Embedded applications to increase traffic and visibility on the website by 200% compared to By end-october, page views have increased from 42,000 to 86,565. Maintained and enhanced EASO s presence on Twitter, LinkedIn and Instagram (more details in Annex I); Management of the EASO Facebook account (more details in Annex I); increase of the number of website visitors The total number of users is 25,989 (analytics of 20 October 2016); production of 7 videos (excl. relocation videos); Relevant maps and charts were created and added on the website; The information on the restricted area on the website was reorganised in a streamlined and coherent manner and updated; Horizontal Further defining of the Press, Communications and Stakeholders Relations Team; Provided replies to more than 1500 information requests from EU and non-eu citizens received via the INFO mailbox; Attendance at knowledge sharing communities: EU Agencies Heads of Communication and Information Network, and the National Communication Multipliers network aimed at improving practical cooperation between Member States press and communication officers; Management of all translations of EASO publications; Media monitoring (daily and more extensively after specific events) and compiling press extracts and (for internal communication and for a well-defined set of stakeholders in EU institutions and Member States); Organisation of media training courses for EASO staff and Member States experts on dealing with the media and on crisis communications; 3. EASO Communication Goals for 2017 In 2017, EASO communication efforts shall aim at the following: 1. Promoting EASO s work to the outside world, in particular, the work related to the support in the implementation of the hotspot approach, EU Relocation Scheme, EU-Turkey Statement, the Common European Asylum System and the EU Agenda on Migration in general. EASO will continue to raise awareness about its achievements relating to its mandate, and its tasks and

8 8 EASO COMMUNICATION PLAN 2015 activities, via a consistent flow of easily intelligible information, and with consistent use of its visual identity, which projects EASO s core values. In the light of the anticipated establishment in 2017 of the European Union Agency for Asylum, this will become ever so important. Moreover, the agency s new remit will have an impact already before the entering into force of its new Regulation, and the upcoming changes will require to be supported by extensive communication and re-branding exercises. 2. Promoting Practical Tools developed by EASO, including those related to Early Warning and Preparedness System (EPS), Country of Origin Information (COI), and Training and Quality Management. The aim is to reach out and engage with all relevant stakeholders in order to promote the use of such tools as a means to assist in tackling the migration challenges currently faced with, and to contribute to the harmonization of asylum practices in the Member States. 3. Enhancing the agency s reputation and strengthening its credibility with key stakeholders such as the EU bodies, Agencies and Institutions, in particular the European Commission, the European Council (including Member States), the European Parliament, European External Action Service (EEAS) and the other Justice and Home Affairs (JHA) Agencies. The aim is to establish solid communication channels to engage and maintain good synergies with such stakeholders in order to collaborate smoothly towards reaching common objectives. EASO s communication will revolve around the main concerns of its stakeholders, including Civil Society, i.e. it will aim to convince the general public about the benefits of EASO s support to EU Member States under pressure towards the effective management of the migratory crisis. In this regard, EASO will strive to react promptly to outright false accusations or misunderstanding surrounding the scope of its mandate. 4. Reaching out to migrants and inform about the EU Asylum policy and support programmes, such as the EU Relocation Scheme, and the EU-Turkey Statement, with the aim of supporting Member States under pressure and ensure a smooth and efficient implementation of the EU programmes, and ensure consistency of information in a polyphonic context. 5. Enhancing internal communication, with the aim of 1) ensuring EASO staff are well informed about the activities and mission of the agency and the general context within which EASO operates; 2) enhancing cooperation, efficiency and productivity; and 3) increasing staff engagement, building team spirit and creating a positive working atmosphere in an attractive work environment. Given the increased importance of powerful Internal Communication within an expanding agency, the internal communication actions for 2017 are for the first time described in a separate Internal Communications Plan. 4. External Communications Activities Press & Communications Press releases/ Interviews/ Press conferences Communication objective(s) The press have an important role in shaping perceptions about EASO with the agency s stakeholders and the general public. As a key multiplier, the press can help raise the awareness of EASO s work and achievements on the ground. To this end, establishing and maintaining excellent long-standing press relations, ensuring plentiful interaction with the press and regular, accurate press coverage of EASO s activities is crucial in order to gain visibility, legitimacy and credibility. EASO shall also promote replication of successes by developing and sharing success stories using the press as multiplier.

9 EASO COMMUNICATION PLAN The Press Sector within the Communications & Stakeholders Relations Unit will coordinate all press and media relations, including interviews, press enquiries and press conferences. The Press Sector will ensure that a consistent message is maintained in its contacts with the media. Moreover, its communication messages shall always be tied to EASO s corporate priorities. In addition, the Press Sector will aim to make deeper research into significant press and will establish a fully-fledged press contacts database with addresses, phone numbers and social media accounts. On specific occasions (eg. new operational plans, VIP visits to EASO, launches of important reports/initiatives): Issue Press releases Issue Press calls Hold press briefings / Press conferences Interact with press via Social Media Press Interviews: in principle done by EASO Spokesperson, Press Officers, and field press officers Interviews with the Executive Director are possible upon request. Strategic press interviews also need to be arranged for the Executive Director. EASO experts can do interviews and participate to public debate in particular when the topic is of a technical/specific nature after the necessary media guidance from the Press Sector Q1-Q4 Members of the press (and the general public): o Brussels-based correspondents o Malta-based media o Member State -specific media: national / local o General/ Specialized o Print/ Broadcast/ Online o Dailies/ Journals o Journalists on Social Media - Number of press releases - increase in RSS subscribers - Increase in press release subscribers - Number of interviews with the press - Number of interviews/ articles/ EASO mentions in press with broad circulation / influence - Number of press conferences held

10 10 EASO COMMUNICATION PLAN 2015 Press Conference during Visit of European Parliament LIBE Committee, EASO, 19 July Press field visits and press presence on the ground Communication objective(s) Building a strong relationship with members of the press is very important for EASO. In this context, in 2017, EASO shall organise pro-actively press visits in the hotspots, whereby exclusive access is given to a group of selected, highimpact members of the press, and where the EASO Spokesperson or Press Officer will inform them on EASO and its activities. Especially letting press trips coincide with other events seems interesting as it gives the press a hook to write something about EASO (eg. a visit of a high level delegation, a milestone in EASO s work, the launch of EASO s new regulation,..). At those occasions, EASO will foresee a press kit, give ample facts, figures, quotes of the Executive Director, success stories, pictures, and contact details for further questions afterwards. The Press Officers at the permanent representations of the European Commission can help in the organisation of the visit and the contacts with national media in a specific country.the EASO Spokesperson or Press Officer shall make regular visits the hotspots regularly to speak to press who are present on the ground. Organise minimum 1 targeted press visits in the hotspots in Italy or Greece, whereby we invite press Regularly address any press present in the hotspots Q1-Q4 Members of the press: o Brussels-based correspondents o Malta-based media o Member State -specific media: national / local o General/ Specialized o Print/ Broadcast/ Online - Number of press visits organised - Quantity and Quality of coverage generated by the press visits - Number of positive stories generated

11 EASO COMMUNICATION PLAN Coordinate LTT with the relevant field press officers o Dailies/ Journals - Number of new press contacts Press briefing to German journalists during a field press trip in Catania, 15 November Annual Media Seminar Communication objective(s) EASO attaches great importance to building a strong relationship with members of the press. In this context, and building upon the experience of the press consultation meetings held in 2015 and 2016, in 2017 EASO will again hold a one-day Press Consultation Meeting with selected members of the press to inform on EASO and its activities and to learn more about the needs of the press, and clarify possible misconceptions. It is recommended to continue letting the Press Consultation meeting coincide with the launch of the Annual Report on the Situation of Asylum (or any other new report or initiative) so as to give the press a good hook. Organise an Annual Media Seminar and webstream it Q2 Members of the press (and the general public): o Brussels-based correspondents o General/ Specialized o Print/ Broadcast/ Online o Dailies/ Journals - Number of consultations/ press enquiries - Quantity and Quality of coverage generated by the event - Number of positive stories generated by the event

12 12 EASO COMMUNICATION PLAN Number of new press contacts established Annual Media Seminar, Launch of the Annual Report on the Situation of Asylum in the EU, July EASO Info Days Images of the EASO Info Days in EU Member States in 2016

13 EASO COMMUNICATION PLAN Communication objective(s) In order to be able to reach out to asylum and reception officials in the Member States and to inform them about our work, on 19 June of each year or on the following working day, EASO organises an EASO info day. The event includes presentations in the respective Ministries, brown bag lunches, video events and info desks. In 2016, to celebrate the 5 years of EASO s operations, EASO expanded the number of thematic possibilities for the EASO info day, such as videos, quizzes and presentations on specific aspects of EASO s work. In 2017, EASO aims to organise info days again, in as many EU Member States as possible. During these info days, the agency will provide copies of its publications and promotional items. These events are organised in coordination with the migration desk of the respective ministries. Organise EASO Info Days Q2 Expert public Asylum and reception officials Civil society, the general public EASO staff - Number of EASO info days organised and number of participants Migration Media Award In 2017, EASO will cooperate with ICMPD, the Ministry of Foreign Affairs of Malta and Openmediahub.com to grant the first-ever media award competition on migration. The media award aims at rewarding high-quality reporting and encouraging media to produce good quality journalism on the given topic. It aims at recognising the key role of the media in influencing the current narrative on migration, so as to ensure it regains balance and relies on facts rather than unfounded preconceptions. Entry evaluation and decision on winners will be conducted by recognized and well-reputed senior journalists and representatives of the organising partners. The award will consist of subsidies for further production and mentoring. The activities related to this initiative fit perfectly into EASO s outreach and media engagement strategy. Communication objective(s) Organise Migration Media Award jointly with ICMPD, including: o Official announcement in high-level event o Selection panel evaluates all entries and takes decisions o Award Ceremony Ensure pan-european outreach of the award Q2 Migration journalists Relevant stakeholders - Coverage of the event - Number of participants

14 14 EASO COMMUNICATION PLAN 2015 Translation of the winning stories 4.2 Integrated Communication Campaigns EASO Info desk in Vial, Greece: EASO experts providing info to potential applicants On the EU Relocation programme Communication objective(s) In 2016 EASO launched a communication package to promote and support the relocation mechanism as the only safe and legal way to be transferred from a EU hotspot (currently Italy and Greece) to another EU Member State. This package is targeted at asylum seekers in the hotspots to inform them about the main steps of the relocation process and the options available to them. With this package EASO aims at bringing information which is accurate, reliable and consistent with information brought by other actors are at work. The package includes a varied range of communication tools, including a dedicated webpage on EASO website, information leaflets, banners, stickers, nomadic stands, roll-ups, posters, a mobile app and videos on the relocation procedure and success stories). These materials have been made available in different languages to reach out to asylum seekers of eligible nationalities, and have been adapted to children. In 2017, EASO will aim at updating these materials. In addition, in 2017, EASO will publish a Brochure on Rights and Obligations of Applicants for International Protection, which aims to help applicants make a well-informed decision on Relocation. Update, re-produce and disseminate the Relocation communication materials, including: o Mobile App o Brochures o Posters o Website Q1-Q4 Relocation applicants Asylum and reception officials Staff on the field in Italy and Greece - Impact - Quantitative and qualitative assessment

15 EASO COMMUNICATION PLAN o Social Media Publish a brochure on Rights and Obligations of Applicants for International Protection Field press trips and interviews to explain relocation and EASO s role Members of the press as described under point 4.1 All stakeholders described under points and members of the press, described under point On the EU Agency for Asylum Communication objective(s) Communication package on the launch of the EUAA, to include: In 2017, EASO will have to communicate extensively on the changes generated by its new regulation in the case of its adoption and entering into force in This will be done by means of a comprehensive information and communication campaign. Q2-Q4 - Impact Members of the press - Quantitative as described under and qualitative point 4.1 assessment o Press material (press release, articles, interviews) o Press conference / Technical briefing o New visuals and promotional material (infographic, Social Media visuals, new hashtag, video, brochure, roll-ups,..) o Field press trips and interviews to the press o Website (web news, publication of the new regulation, crosslinking with COM website) o Information briefing / conference for all stakeholders o Internal communication All stakeholders described under points and members of the press, described under point 4.1

16 16 EASO COMMUNICATION PLAN Publications EASO publications Communication objective(s) EASO publications aim at different target groups depending on the subject of the publication. The production of publications occupies a large chunck of EASO s Communication work and resources. Such work involves the management of commitments, launching requests through online portals, production of identifiers, daily contact with both the Publications Office and the Translation Centre to answer to content and visual related questions, preparation of targeted distribution lists, record keeping and archiving of publications, and promotion of the final product through various channels. EASO currently has an agreement (SLA) with the EU Publications Office, which proofreads, layouts, and prints EASO publications. The EASO Communications & Stakeholders Relations Unit coordinates all work related to EASO publications. In spite of a general trend to move towards providing publications more and more in digital format, printed publications are still highly relevant and useful today. When information is particularly important or complex, it is preferred to have that information in print format. Until today, EASO has distributed its publications electronically and has sent printed copies to its relevant stakeholders. Printed copies are also available on demand and are distributed to participants during internal and external events. In 2017, EASO will look into ways to further improve the quality of the publications and the channels for more widely dissemination in print format, digital format (on USB sticks), and online (web and Social Media). Coordinate all EASO publications and ensure high quality content and modern layout Update outdated existing publications Produce new publications (eg. for EUAA) Create and use the new EUAA visual for new publications Presenting information about EASO in infographics Create Fact Sheets/ Q&A/ FAQ Promote EASO Success stories Q1-Q4 Expert public Asylum and reception officials Civil society organisations Members of the press, as described under point 4.1 Stakeholders, as described under points General public EASO staff - Number of new high quality EASO publications produced - Number of existing EASO publications updated and reprinted - Number of publications disseminated - visits to online publications EASO Publications: Country of Origin Reports on Western Balkans and Turkey

17 EASO COMMUNICATION PLAN EASO Monthly Newsletter Communication objective(s) The EASO monthly newsletter intends to inform EASO s stakeholders about developments and highlights in EASO s work, activities, past and future events, important meetings, latest analytical reports, training courses, and vacancies. The newsletter is disseminated to approximately 2200 recipients and published on the EASO website. It is an editorial product of the Communications & Stakeholders Relations Unit with input from all units and field press officers, and approved by the Executive Director. Printed copies are available at displays in EASO s premises. In 2017, EASO will strive to continue improving the quality of the content and the layout of the Newsletter, taking into account feedback received following a newsletter survey. New sections will be included in the newsletter, including an editorial of the Executive Director, highlights from the press, featured posts from social media, a section with a figure of the month, and an audiovisual corner. In addition, more cross-linking to more news on the EASO website will contribute to our wider communication aim of bringing more visitors to the EASO website. It will also aim for a wider circulation, by adding some new stakeholders groups to the mailing list. Publish 11 EASO Newsletters Improve layout Expand content with new sections More cross-linking Ensure wider circulation, including via new channels Q1-Q4 Expert public Asylum and reception officials Civil society organisations Members of the press, as described under point 4.1 Stakeholders, as described under points General public EASO staff - increase in number of newsletter subscribers - Improved layout - Expanded content - New, extra channels for dissemination 4.4 Web and Social Media Online presence Communication objective(s) The EASO website serves as the key gateway for information about all EASO s activities. It contains information on EASO, its tasks and activities, recent news, vacancies, procurement opportunities, EASO publications and other useful documentation and relevant links. The website also contains restricted areas for selected stakeholders. The website helps EASO to reach its global audience and serves as a platform for questions from its stakeholders and the general public saw a complete overhaul of the EASO website. The website received a new structure and design, and a completely reorganised content. In 2017, the focus of EASO s web strategy will lay on continuous maintenance and updates. EASO s Web manager will manage web content and will proactively seek updates of content, while ensuring that EASO s visual identity is respected. In 2017, EASO will also further invest in making the website even more modern,

18 18 EASO COMMUNICATION PLAN 2015 accessible and interactive. It will also look into the development of a fullyfledged press corner for enhanced media engagement. Apart from its own website, EASO will ensure wider online presence by fully exploiting audiovisual possibilities and broadcasting via the EASO-Channel. Complementing its printed communications, EASO will illustrate its work with recorded, real life accounts of people s experience with EASO, to help understand how EASO has made a difference in the life of individuals. To this end, EASO will procure its own professional material, including a video camera, a green key and prompter. EASO website management, maintenance, and updates Development of a Press Corner Acquire a web optimisation programme to help increase the number of website visitors by making the website more accessible. Search Engine Optimization Produce new corporate, informative ads and success stories and broadcast them on the EASO-Channel Install social plug-ins (comment boards) on the website Q1-Q4 Expert public Asylum and reception officials Civil society organisations Members of the press, as described under point 4.1 Stakeholders, as described under points General public EASO staff - Timely updates with new content - Number of monthly website visitors - Number of monthly page views - Bounce rate - Biannual reports on the statistics - Increase in average session duration - Impact of the SEO activity - Number of new videos produced and number of visitors Social Twitter account

19 EASO COMMUNICATION PLAN Communication objective(s) Increase number of followers on all EASO Social Media accounts Ensure more output Increase the use of shareable visuals (eg. Twitter headers, image-based quotes, picture-based quotes, data visuals, illustrations,..) Ensure replies to comments or questions received Explore the use of live streaming tools via Social Media Social media is an effective way for EASO to connect with some of its target audience, to provide information instantly, to build a brand, and to market its products in a cost-effective and environmentally-friendly manner. The use of social media improves interaction with the public and provides insights in the views and recommendations of the audience. In 2017, EASO will aim to harness the full potential of social media and further increase its number of followers on all its social media networks. To this end, EASO plans to increase its social media outreach activities and run Social Media actions simultaneously to its stakeholders relations activities and events. Using Social Media is also an attempt to shift from broadcasting to interaction and engagement with stakeholders. Therefore, EASO will ensure a 100% response rate to messages or reactions from stakeholders received on Social Media platforms. Very close cooperation between the Web Manager, who is in charge of Social Media, the rest of the Communications & Stakeholders Relations Unit, and the EASO s field press officers, is crucial to send out the right, coordinated messages, and to increase our output. To this end, a Social Media Editorial Calendar will be developed to which the whole unit and the field press officers will provide weekly input (ideas for tweets, hashtags, Facebook posts, pictures..). Q1-Q4 Expert public Asylum and reception officials Civil society organisations Members of the press, as described under point 4.1 Stakeholders, as described under points General public EASO staff - Increase in number of followers (Twitter, Facebook, LinkedIn, Instagram) 4.5 Media monitoring Communication objective(s) Daily press extracts are a multipurpose tool, which aims to inform EASO staff on a daily basis about news and publications in the field of asylum. Being informed strengthens the staff members in the execution of their duties. EASO s coverage in the press is included in the daily press extracts, providing direct feedback to staff members on their activities. Upon request, the daily press extracts are also disseminated to Member States and other interested, selected stakeholders. Past press extracts are archived and accessible to EASO staff members. In addition to the daily press extracts, EASO will follow-up on each interview, press conference, field press visit, press seminar and event with a thorough media monitoring exercise, an analysis of the generated coverage and an

20 20 EASO COMMUNICATION PLAN 2015 Daily press extracts Media monitoring after specific events/ outreach activities Conduct a media monitoring survey Subscribe to a selection of print/ online newspapers Social Media Monitoring and include highlights in the daily press extracts and EASO monthly newsletter evaluation of the media impact, for an improved understanding of the value added and the sentiment/tone of the news reported. An annual Media Monitoring Report is issued in December, detailing and analysing EASO s presence in the press in the previous year. To improve the quality of the press extracts, EASO will issue a survey and procure subscriptions to a number of print and online newspapers in Some of its aims for improvement include: a better balance between timeliness and comprehensiveness; an increased focus to include only the most relevant/topical news; prioritization of the most important news; adaptation of monitoring to include coverage of specific thematic or geographical region; an improved format with appropriate categorization; reader-friendliness; making it readable on smart phones. EASO will also aim to outsource the Media Monitoring exercise towards the second half of Moreover, EASO will concentrate also on the monitoring of conversations on Social Media platforms and include some highlights of findings in the daily press extracts and EASO newsletter. Q1-Q4 EASO staff Selection of stakeholders - Quality of the daily press clippings produced and distributed - Quality and quantity of more thorough media monitoring exercises - Completeness of the press archive. - Quality of the annual press report 4.6 Social Media Monitoring Communication objective(s) Conduct Social Media monitoring in English, Arabic, Pashtu/Dari Produce and disseminate weekly reports EASO has monitored Social Media in English mainly with the aim of answering to enquiries of stakeholders on Social Media. In 2017, EASO is envisaging a potential cooperation with UNHCR in this area. EASO will expand its resources with a view to monitoring Social Media in more languages, including Pashtu/Dari and Arabic. The Social Media monitoring exercises will be conducted weekly and will have a much broader scope and different objective. The exercise would aim at targeting refugee and migrant communities at home to improve their understanding of EU asylum and migration systems, legal pathways to Europe and other relevant information, essential to counter the narrative of smugglers. Weekly reports will be produced on the discourse on social media networks related to flight and migration, smuggling networks, and integration issues. Q1-Q4 Selection of relevant stakeholders - Quality and quantity of the reports and produced and distributed

21 EASO COMMUNICATION PLAN Produce and disseminate annual Social Media monitoring report EASO relevant units (CSU, COI, external dimension) - Quality of the annual Social Media monitoring report 5. Stakeholders Relations Activities Enhancing cooperation with EU Institutions Objective(s) At this crucial time, EASO needs to enhance its presence in and with the EU Institutions. EASO need to be seen as providing real added value. EASO needs to contribute more to the work of the European Commission, the European Council and the European Parliament. EASO also needs to coordinate on positions and conclusions with the Commission. Bilateral relations need to be enhanced and more trust needs to be built. In this context, meeting our stakeholders is crucial to better understand their needs, to enhance EASO s reputation and inform on our work. All these activities will be coordinated by the Stakeholders Relations Sector, in cooperation with the Liaison Officer in Brussels. Participate in the Asylum Working Party, SCIFA meetings, JHA Councils when requested Organise meetings with the incoming Presidency of the Council of the EU Participate in the activities of the European Parliament: ED briefings to LIBE Committee, ED regular meetings with MEPs Organise 1 EASO info day with photo exhibition in the European Parliament Hold regular meetings, working-level roundtables, practical workshops, lunch briefings, Contact Committee meetings Organise high-level visits to EASO Q1-Q4 EU Institutions: Council of the EU and relevant Representatives of the Presidency Members of the European Parliament (esp. Members of relevant Committees: LIBE, COSI, AFET, BUDG) Representatives of the European Commission (relevant DGs: HOME, DEVCO, NEAR, COMM) in particular: - Commissioner for Migration and Home Affairs Dimitris Avramopoulos and member of his Cabinet - Director-General of DG HOME - Relevant spokespersons - Representations of the European Commission in the Member States EEAS Other EU Institutions (eg. European Social and Economic Committee, Court of Auditors, European Number of meetings attended and organised, briefings, speeches, interventions and presentations

22 22 EASO COMMUNICATION PLAN 2015 Prepare and hold weekly video-conference with COM for Senior Management and Stakeholders Relations Coordinators Ombudsman, Committee of the Regions) Hold bilateral meetings in the margins of events Participate in network meetings (eg. the European Migration Network meetings and Steering Board Meeting) Visit of the European Commissioner for Migration, Home Affairs and Citizenship, Dimitris Avramopoulos, EASO, 7 November 2016; High Representative of the European Union for Foreign Affairs and Security Policy, Vice-President of the European Commission, Mogherini, 2 November Enhancing cooperation with Member States Objective(s) The Management Board is the planning and monitoring body of EASO, and therefore maintaining strong relations with the Management Board is of utmost importance. EASO will strengthen this further in 2017 and the Management Board Secretariat will play an important role in this. In 2017, EASO will organize also a joint EASO- Frontex Management Board meeting. The contacts with Ministers and high-level visits of Member States representatives have proven particularly useful for EASO in the past in terms of promoting EASO s work and drawing attention to its challenges, and will be replicated in EASO will continue to manage its institutional relationships with the host countries in which it is operational, in order to ensure smooth functioning of its operations and ensure the efficient cooperation of all actors on the field. EASO will also further strengthen its relations with the designated national contact points of all Member States. Furthermore, EASO will also participate in various informal knowledge sharing communities/networks (IGC, GDISC) for policy debate and information exchange on issues of relevance to the management of the international migratory flows, and coordination of research work.

23 EASO COMMUNICATION PLAN Q1-Q4 Member States actors: Number of meetings Members and attended and Representatives of the organised, Management Board reports of the Ministers meetings, National Parliaments number of Ambassadors and written Permanent Representatives procedures for National Contact Points the Management (NCPs) Board, Number of Relevant authorities in the decisions taken Member States hosting by the EASO staff/operations Management Communication multipliers Board, Number of information notes to the Management Board Plan, organize and run 4 Management Board meetings (of which 1 jointly with Frontex); ensure the smooth functioning of the Management Board Secretariat Hold bilateral meetings Organise high level visits to EASO headquarters or to field operations Organise 4 lunch briefings with EU Ambassadors Participate in the National Communication Multipliers network Images of the 21st EASO Management Board Meeting, EASO, 7-8 June 2016

24 24 EASO COMMUNICATION PLAN Enhancing cooperation with other EU Agencies Objective(s) EASO will further enhance its cooperation and exchange of best practices with other EU Agencies, and most importantly, with other Justice & Home Affairs Agencies. EASO signed working arrangements with Frontex (Sep. 2012), FRA (June 2013) and eu-lisa (Nov 2014). EASO will maintain and enhance further its overall cooperation and coordination channels and foster synergies with these and other JHA Agencies in order to achieve greater coherence and consistency of actions and outcomes and ensure a coordinated approach in its operations. Engaging with JHA agencies is important to commonly define strategic priorities, on the basis of which operational initiatives are undertaken. The bilateral cooperation activities with Frontex will be coordinated by the EASO Liaison Officer in Warsaw, and reports will be made to the EASO Management Board. EASO will, in particular, foster greater synergies and exchange best practices with the communication units of the other EU agencies in order to enhance the impact of our external communication. This will be done via knowledge sharing communities such as the EU Agencies network. Actively participate in the JHA agencies Network Meetings Organise the Boisto meeting Hold bilateral and multilateral meetings with JHA agencies Cooperate with JHA agencies present in the EURTF in Catania (participation in weekly meetings) Exchange information in Network meetings (EU Agencies Network, incl. Heads of Communication and Information Network) Q1-Q4 JHA Agencies: Frontex Fundamental Rights Agency Eu-LISA Europol Cepol Eurojust EIGE EMCDDA Other EU Agencies Number of meetings organised, impact of the meetings, number of joint actions

25 EASO COMMUNICATION PLAN EU Agencies Forum, 6-7 December 2016, Brussels 5.4 Enhancing cooperation with International and Intergovernmental Organisations Objective(s) EASO aims to cooperate more intensely with international organisations who are its main partners. EASO will participate in meetings, exchange information, actively contribute to their work to ensure complementarity and avoid duplication of work. EASO is cooperating with UNHCR, and aims to intensify its cooperation with UNHCR. We will continue to have regular contacts both on the ground and at our headquarters in Malta. On a practical level, for instance, EASO will have bi-weekly working meetings with UNHCR in Malta and annual EASO/UNHCR Senior Management Consultations to discuss various issues, to exchange information, find synergies and coordinate operational cooperation. In particular, we envisage deeper collaboration on training and quality management, resettlement (VHAS context), on external dimension (QIEE project), and operational support to the MS, and will work out procedures and arrangements for this cooperation. EASO also sees potential in a cooperation project with UNHCR on Social Media Monitoring (Ref. point 4.6). Hold bi-weekly working-level meetings with UNHCR in Malta, and organise 1 annual EASO/UNHCR Senior Management Consultation; Participate in Intergovernmental Consultations on Migration, asylum and refugees (IGC) forum; Q1-Q4 International Organisations, key partners: o UNHCR o IOM o ICMPD o ECRE Government representatives General Directors of Immigration Services Council of Europe Number of meetings organised, impact of the meetings and cooperation, number of joint actions, new cooperation agreements Participate in General Directors Immigration

26 26 EASO COMMUNICATION PLAN 2015 Services Conference (GDISC); Hold other regular meetings, information exchanges and video-conferences; Organise a Media Award jointly with ICMPD (Ref. point 4.1.5) 5.5 Promoting our dialogue with Civil Society Communication objective(s) EASO will further enhance its engagement with Civil Society in The EASO Civil society community includes a wide range of organisations and individuals with a vested interest in the work managed by EASO. With a view to improving EASO s consultation and cooperation with civil society, the Consultative Forum was revamped in 2016 and two editions will be organised in 2017, one of which will be organised jointly with Frontex. The EASO Events Sector team will assist the Civil Society Officer in the preparation of the Consultative Forum. According to EASO s regulation, EASO shall consult Civil Society on key EASO documents. In this context, EASO will continue engaging in a constructive two-way dialogue with relevant civil society organisations and NGOs to share expertise and experience and consult on relevant EASO documents and activities. In 2017, EASO aims to further promote the open door policy for civil society, enhancing the consultation process, fostering high-quality input from key organizations and other interested stakeholders. Also regular meetings/activities with civil society representatives will be set up. Organise two plenary meetings of the Consultative Forum (one of which jointly with Frontex) Organise thematic/ information meetings in Member States Regular participation in Civil Society networks Regular consultations on key EASO documents, including the Work Programme, Annual Report on the Situation of asylum in the EU and Annual Activity Report Q2 + Q4 Q1-Q4 Expert public, asylum and reception officials, general public, EASO staff, civil society, asylum and reception officials Civil society organisations working in the area of international protection Network of Civil society organisations working in the area of international protection (eg. European Migration Forum, EESC, EPRA, ENARO) Network of national Ombudsman Number of consultations held; number of participants; Level of satisfaction of the participants; Number of enquiries and requests for access to documents responded

27 EASO COMMUNICATION PLAN Cooperation with National Ombudsmen through Civil Society Forum Participate in Consultative Forum of other JHA agencies and International Organisations Members of Courts and Tribunals Academia, researchers, students Organise study visits in EASO headquarters Respond to information enquiries and requests for access to documents Gradual takeover of EPRA activities Meeting with Civil Society organisations and individuals, Trapani, Italy, 15 March Expanding EASO cooperation with Third Countries under its External Dimension Objective(s) Although the External Dimension is structurally positioned under the Department of Operations, the relations with Third Countries are also considered an important component of EASO s Stakeholders Relations. The

28 28 EASO COMMUNICATION PLAN 2015 Communications & Stakeholders Relations Unit will aim to provide horizontal support to the successful implementation of EASO s external dimension activities. Communicating with Communities, Telling the Real Story initiative possible cooperation on outreach activities with UNHCR, starting with integration of the social media monitoring in Arabic, Pashtu/Dari into EASO s work. Organise 1 inception event for relevant stakeholders in the Quality Initiative in Eastern Europe and South Caucasus (QIEE); meetings for systematisation of QIEE actions; local information events, communication and support activities (all in cooperation with UNHCR) Video conferences, seminars, workshops, training, practical cooperation expert meetings, Information exchange, data collection, Communication & outreach activities to support EASO s work in relation to the: o IPA programme Regional Support to the Western Balkans region and Turkey ; o Regional Development and Protection Programmes Q1-Q4 Arab-speaking and Afghan/Dari-speaking communities and their diaspora in countries of destination (In cooperation with UNHCR, and the delegations of the European Commission) Relevant authorities and organisations in other third Countries: o Western Balkans (esp. Serbia and FYR of Macedonia) and Turkey o Lebanon, Jordan, Tunisia, Morocco o North African countries (Nigeria) o CIS countries o Resettlement countries Frequency of the contacts, number of events/ activities organized, Number of communication actions and their impact