Guideline Tool Vision Sharing - Online S3 Platform · A STEP-BY-STEP GUIDE Here is the step-by-step guide for using the templates: 1. Open the templates in Google Docs 2. Make a local

GuidelinefortheONLINES3toolboxTool/application1.1VisionSharing

ONLINES3–710659–Guidelinesforthepilotexperimentationphase

ContentBackgroundandrational.....................................................................................................................3

Descriptionoftheapplication.............................................................................................................4

Benefitstokeyactorsandstakeholders.............................................................................................5

Keyissuesandrequirements..............................................................................................................6

ASTEP-BY-STEPGUIDE........................................................................................................................7

Furtherinformation............................................................................................................................9

References.........................................................................................................................................12


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Figures

Figure1RationalbehindthisONLINES3application..............................................................................3Figure2OverviewofthisONLINES3application....................................................................................5Figure3BenefitstostakeholderswhenusingthisONLINES3application.............................................5Figure4KeyissueswhenusingthisONLINES3application....................................................................6Figure5Step1forusingthisONLINES3application..............................................................................7Figure6Step2forusingthisONLINES3application...............................Error!Bookmarknotdefined.Figure7Step3forusingthisONLINES3application...............................Error!Bookmarknotdefined.

HISTORY OF CHANGES

Version Date Contributing partner

Summary of changes

Version 0.1 2016-10-07 RIM Structure of the document, elaboration of required information as a template for all tools

Version 0.2 2017-05-14 Aalto First version

Version 0.3 2018-03-04 Aalto Update guide for development done on the application since last version

DISCLAIMER

The opinion stated in this report reflects the opinion of the ONLINE S3 consortium and not the opinion of the European Commission.

ACKNOWLEDGEMENT

This document has been elaborated within the framework of the ONLINE S3 project, which has received funding from the European Union’s Horizon 2020 research and innovation programme under grant agreement No. 710659.


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BACKGROUNDANDRATIONALE

Thepurposeofthisapplicationistoassistpolicymakersinbuildingasharedvisionfortheregion.ThedevelopmentofavisionisanintegralpartofRIS3.Avisionoutlines:

1.wheretheregionwouldliketobeinthefuture,

2.whatitsmaingoalsareandwhytheyareimportant.

Ineffect,itactsasaguidelineforfuturedecisionsandpoliciesintheregion.Yet,avisionstatementshould not just be a bland statement that is light-mindedly and solely formed by the regionalauthorities and hidden somewhere in formal documents. Instead, the vision should be shared. Itshould be built by engaging regional stakeholders, such as companies, citizens, educationalinstitutions,NGOs,etc., intheentrepreneurialdiscoveryprocess,wheretheydiscoverandproduceinformation about potential new activities and identify opportunities that emerge from thisinteraction, while policymakers assess the outcomes and ways to facilitate the realisation of thispotential.Byallowingstakeholderstotakepartinformingthevision,theyfeelownershipforitandarelikeliertoacceptandfollowit.

In addition to the engagement, the formed vision should be communicated widely back to thestakeholderssothattheyareawareofitandgivefeedbackonit.Thevisionshouldnotbestaticbutratherbeadjustedovertimeasconditionsintheregionsandinitssurroundingschange.Therefore,itisimportanttokeepstakeholdersinformedonRIS3andthevisionandtokeepthemengagedintheprocess.Overall,theinteractionwithstakeholderscanbesummarisedasfollows:

• Communicatethevisiontostakeholders• Invitestakeholderstojointheprocess• InformstakeholdersonRIS3

Figure1providestherationalebehindthisONLINES3’sapplication.

Figure1RationalbehindthisONLINES3application

Communicate

Invite

Inform


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DESCRIPTIONOFTHEAPPLICATION

Thisapplicationconsistsofinformationmaterialtemplatesandlinkstoexternalservicesthatsupportincreatingevenmorematerial.Theideaistousethereadymaterialforthreemaintask:

• Communicatingthevisionoftheregiontothestakeholders• Invitingstakeholderstojointheentrepreneurialdiscoveryprocess• InformingstakeholdersontheRIS3

ThetemplatesareGoogleDocsdocumentsthatarepartlypre-filledwithrelevant information.Theideaisthattheusersopenthedocumentsintheirbrowser,modifythemaccordingtotheirneedsandusethemintheircommunicationactivities.Overall,therearetwotypesoftemplates:

1. Atemplatefor informingstakeholdersonRIS3and invitingthemto jointheprocess.Tobeused at the early stages of the RIS3 process, when there is yet no formed vision andstakeholdersareunawareofRIS3.ConsistsofgenericinformationaboutRIS3andaninvitationtojointheprocess.

2. AtemplateforinformingstakeholdersontheRIS3andtheformedvisionandinvitingthemtogivefeedbackonit.Tobeusedwhenavisionhasbeenformed.Theideaistokeeponinformingstakeholders on RIS3 and to request their feedback on the vision for its continuousimprovement.ConsistsofgenericinformationaboutRIS3,vision,prioritiesandaninvitationtojoininimprovingthem.

In addition to the templates, there are links to external services that support the interactionwithstakeholders:

1. Services that can be used to create more attractive infographic material. These servicesinclude canva.com, infogr.am, piktochart.com. They are easy-to-use, require little graphicdesignskillsandareformostpartsfree.

2. Information sources on RIS3 that assist in creating material, such as EU Commissiondocuments.

Templates

Supportingservices

Communication


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Figure2OverviewofthisONLINES3application

BENEFITSTOKEYACTORSANDSTAKEHOLDERS

Thereareseveralbenefits fromtheapplication.Firstly, thetoolencouragesandsupportsengagingstakeholdersintheentrepreneurialdiscoveryprocess.Asstakeholdersactivelytakepartinit,moreviewsandinsightsaretakenintoaccount,leadingpossiblytoalargernumberofdiscoveriesintermsofnewactivitiesandopportunities.Atthesametime,thevisionwillnotremainstaticbutratherbeconstantlyadjustedifthestakeholdersstayengagedintheprocess.Ineffect,theconstantengagementimprovestheefficiencyandaccuracyofthestrategies.

Secondly,asstakeholdersactively takepart in theprocess, theyare likely to feelownershipof theformed vision. Thus, they are likelier to accept it and to follow it in their actions. This acceptanceincreasestheimpactofthestrategy.Finally,thetoolpromotesstakeholders’awarenessonRIS3andthe shared vision. This, in turn, supports engagement bymaking the process and vision known toeveryone.

Figure3BenefitstostakeholderswhenusingthisONLINES3application

VisionSharing

Engagement

AcceptanceAwareness


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KEYISSUESANDREQUIREMENTS

There are several key aspects that need to be taken into accountwhen using the communicationmaterial:

• Thematerial is shared throughGoogle Docs, and as such aweb browser and a stableInternetconnectionareneededtoaccessthem.Acopyofthetemplatemustbemadeintotheuser’sownGoogleDrivestorage,soaGoogleaccountisneeded.

• Thetemplatesshouldbefilledinwithregion-specificinformation,suchasthevisionoftheregionortheaddressofapossibleregionalwebsitededicatedtoRIS3.

• Thetemplatesareunlikelytobeenoughtofulfilallcommunicationneedsandthustheuseofexternalmaterialcreationservicesisrecommended.Yet,theexternalservicesareoftenonlypartlyfree.

• Thecommunicationactivitiesshouldbetargetedatthekeyregionalstakeholderswhilestill retainingdiversity instakeholdergroups.Consequently,oneshouldconcentrateoncommunicationchannelsthroughwhichthetargetgroupscanbereachedeffectively.

• Thematerialshouldbeadjustedovertimeaccordingtoneeds,e.g.,accordingtothephaseoftheprocess(informingmoreonRIS3atthe“start”,sharingthevisionatthe“end”).

Figure4KeyissueswhenusingthisONLINES3application

•Downloadthetemplates•Modifyandfillinthetemplatesorcreateyourownmaterial(e.g.byusingthelinkedservices)

step1

•Usethematerialincommunicationwithstakeholdersthroughmultiplechannels.

step2 •Adjustmaterialaccordingtoneeds(e.g.accordingtothephaseoftheprocess).

step3


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ASTEP-BY-STEPGUIDE

Hereisthestep-by-stepguideforusingthetemplates:

1. OpenthetemplatesinGoogleDocs2. Makea localcopyofthedocumenttoyourownGoogleDriveaccountfromtheFilemenu,

Makeacopyoption3. Modifythetemplatesasyouwant,translatethemtoyourlocallanguageorfillinthemwith

informationaboutyour region (seeFigure5). Youare free toedit theappearanceand thecontentofthedocumentsasmuchyouwant;theyjustactasaguideline.Ifyouhavearegionalwebsite on RIS3 (recommended), you can generate a QR code online, for example, athttp://www.qr-code-generator.com/.

4. Exportyourdocumentstoaneasilydistributableform,asPDF’sforexample(File->Downloadas->PDF)orcopyashareablelinkbypressingthe"Share"-buttonintheupperrightcornerofGoogleDocs.Youcanalsoprintthedocuments.

5. Sharethematerialthroughmultiplechannels,e.g.,atinformationevents,onlineorinsocialmedia.

6. Adjustthematerialaccordingtochangingneeds.

Figure5–EditingthetemplateinGoogleDocs

Youcanalsouseanexternal infographicmakerservice.BelowyoucanfindguidesforusingCanva,InfogramandPiktochart.

Canva

1. Gotohttps://www.canva.com/inyourbrowser.2. SignuporloginusingyourFacebookorGoogleaccount.


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3. Atthefirstpage(Figure6),youcanseeyourpreviouslycreateddocuments.4. Clickmoreandselectasuitablematerialformat,e.g.,Facebookpost(Figure7).5. Editthetemplate;draganddropelements,changecoloursandfonts(Figure8).Theinterface

isratherintuitiveandthereareplentyofmodificationoptions.Saveyourprogressbypressingctrl+S.

6. Usetheshareorexportbuttonsinthetoprightcornerforsharingorexportingyourdocument(Figure8).Thereareplentyofoptionsfordoingthis.

7. Youcanreturntoyoudocumentslaterandeventomodifytheminagroup.8. Ifyouneedhelp,gotohttps://support.canva.com/.

Figure6-Canvafirstpageafterloggingin

Figure7-Canvaformatoptions


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Piktochart

1.Gotohttps://www.piktochart.com/withyourbrowser.

2.SignupforanewaccountorloginbyusingaFacebookorGoogleaccount.

3.Inthedashboard(seeFigure5),youcanseeyourpreviouslycreateddocuments.

Figure5–Piktochartdashboard

4.YoucancreatenewInfographicsbyselecting"Createnew"fromthetopoftheview.

Figure6-Editingview,sharingbuttonsintoprightcorner


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5.Wheneditinganinfographicyoucanaddtext,images,shapes,iconsetc.andedittheirlocation,colorsandstyles.Seefigure6fortheeditingview.

Figure6–Piktocharteditingview

6.Youcansavethefileasanimagefromthe"Download"buttonatthetopofthepage,orgetalinktosharethematerialfromthe"Share"button.

7.Youcanreturntoyourdocumentsandeditthemfurtheratalatertime.

Infogram

1.Gotohttps://www.infogram.com/withyourbrowser.

2.SignupforanewaccountorloginbyusingaFacebookorGoogleaccount.

3.YoucancreatenewInfographicsbyselectingtheinfographicdocumenttypeuponlogin.

4.Wheneditinganinfographicyoucanaddtext,images,shapes,iconsetc.andedittheirlocation,colorsandstyles.Seefigure7fortheeditingview.


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Figure7–Infogrameditingview

6.Youcansharetheinfographicasalinkonthewebthroughthe"Share"button.DownloadingtheinfographicasanimageorapdffileispossiblewiththeupgradedplanofInfogram.

7.Youcanreturntoyourdocumentsandeditthemfurtheratalatertime.

FURTHERINFORMATION

Onlineinfographicmakerservices:

• https://www.canva.com/• https://www.infogr.am/• https://piktochart.com/

QR-codegenerator

• http://www.qr-code-generator.com/


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REFERENCES

Foray, D., Goddard, J., Goenaga Beldarrain, X., Landabaso, M., McCann, P., Morgan, K., Nauwelaers, C., Ortega-Argilés, R. Guide to Research and Innovation Strategies for Smart Specialisation (Ris 3), Smart Specialisation Platform. Regional Policy. available at http://s3platform.jrc.ec.europa.eu/s3pguide: European Commission; 2012.

Documents

Guideline Tool Vision Sharing - Online S3 Platform · A STEP-BY-STEP GUIDE Here is the step-by-step guide for using the templates: 1. Open the templates in Google Docs 2. Make a local