Communication and PR

Introduction

• To successfully organize a project one must maintain good communication with the hosts as well as any people who may be connected to the project in any way ie. family, students, colleagues.

• All project plans must be outlined in a shared document accessible to all parties involved.  

• Prior to making first contact one should read the module "Partners and Networks".  

• One must determine when, with whom and how contact will be made.

• Many things must be taken into account such as the possible time differences, schedules, holidays, and colloquialisms etc... of your host-country.

• For a successful exchange you also need excellent PR at your own school as well as with the host school.  

• Ensure that the people who do not participate directly with the exchange can stay up-to-date with the activities occurring during the exchange. 

• Websites can be created where one you can post various reports and pictures of the activities that take place during the stay.  

• Such a site must be edited every day. This task could be assigned to small groups of students supervised by a teacher to guarantee quality of content.  

• Below you will find a number of questions and notes with links to help you maintain communication and PR throughout your project.

Key points

• Make arrangements about communication, before and after the exchange. Which language will be used to address each other.
• Avoid using colloquialisms which may be misunderstood.
• Find out the customs of the host country, culture, eating habits?

Communication and PR

Beforehand:

• Display posters in the staffroom and throughout the school to inform staff and students of the potential exchange 
• If there is a school newspaper or teacher bulletin, submit an article about the exchange.
• Contact your local newspaper to submit an article about it.
• Make sure that you know what software can be used in the country you are going to visit.
• Decide how you will keep in touch with those who stay behind. For example prepare a wikispace or webpage to post pictures or reports.
• Teach students or teachers how to create a website or how to resize pictures for a website.
• If necessary, obtain a media release form for permission to publish photos on the website.
• Names and addresses of participants should never be posted on a website!
• There are a number of programs that can be used;
  • Most computers have Microsoft Picture Manager, where one can easily resize pictures to be used for the website.
  • When using the program Adobe Photoshop 7.0 and 8.0 one can easily make large numbers of pictures suitable for a website.
• Check the ICT availability in the host-country in advance. Do they have good, fast connections?
• Obtain a laptop to take with you in case it will be needed. 

During:

• Designate a person responsible for the web-based reports of the exchange.
• Decide whether or not each student is going to keep an individual diary?
• Will groups of students maintain daily reports with accompanying pictures?
• Use pictures with reports. Students can also make their own photoalbum online (ie. Picasa)
• Make sure the teacher has editing rights so that he/she can intervene and amend any inappropriate content.
• Make students aware of their responsibility when creating a site. Is all content suitable for everyone?

After:

• To finalize your project it would be appropriate to add a conclusion which would include participants reactions to the exchange and any suggestions for improvements and ideas to be used in a follow-up project. 
• Make posters of the things you have learned and experienced which can be shared with students and teachers.
• Notify the local newspaper for a follow-up report
• A report can be added to a teacher bulletin or student newspaper.
• a little movie about communication. filmpje Communicatie met titels met muziek.wmv

Tips

• To keep in touch with home it is possible to use Skype, Bridgit or something similar. Make arrangements beforehand.

• Try to find out beforehand what the technical possibilities are in the country you are going to visit, this prevents problems or disappointments.

• Make sure you have clear pictures, don’t put junk on your site, prevent pictures of students who are continually hugging each other or something similar.

Do's and Don'ts

• At least one laptop must accompany the group!
• Bring electrical adapters to be able to recharge your equipment.
• Use a good camera and be familiar with how to use it before you leave home.
• Resize your pictures appropriately for a webpage.
• Don't put several pictures of essentially the same thing.
• Don't include photos of ridiculous poses.
• All photos must be good quality (focused, in proportion etc.)
• Mind your language on the website.