After completing the co-creation filled piloting activities, it’s essential to document and share the learnings with relevant stakeholders. Given the regular collaboration between the pilot team and the pilot host, communication flows organically. Additionally the process of final reporting and final meeting ensures exchange of learnings.
Emphasis should be taken on the end users who should be included not only in the beginning of the pilot when collecting insights, and in the middle of piloting when testing and gathering feedback, but also in the end of the piloting when results are ready to be disseminated. This also applies to the other stakeholders as associations or other departments of the city interested in the pilot.
Pilot manager does not carry the responsibility of communication actions in the pilot but often they have a strong interest to share the results and hence pilot manager might be the leading force when it comes to coordinating the communications.
During the wrap-up phase, the pilot manager organises the final meeting, bringing together the pilot team and the pilot host. Ahead of this meeting, the pilot team submits a final report, serving as the basis for discussions and assessments.
The final report, created by the pilot team, undergoes evaluation by both the pilot manager and the pilot host, as they possess the most comprehensive understanding of the pilot’s implementation. In the final meeting, arranged by the pilot manager, the pilot host and pilot team share their insights and feedback regarding the pilot through fruitful discussion.
These documents—the final report and the memo from the final meeting—serve as the primary resources for the CommuniCity project to compile and disseminate the insights gained from the pilot. While these documents assist in sharing results within the pilot host organisation, the pilot manager should ensure that their own learnings are also documented and shared effectively within their city organisation. This may involve compiling insights and best practices gained from managing the pilot and sharing them through internal reports, presentations, or organisational documentation.
Sharing the pilot progress and results should be a collaborative effort between the pilot manager, the pilot team and the pilot host to ensure that the main message is clear and coherent. The view varies depending on the role, e.g. the pilot team has more commercial angle, and possible trade secrets. If the pilot stakeholders decide to publish together a press release or similar, the pilot team often produces the materials for others to review.
Before publicly communicating the results of the pilot, it’s ideal to ensure that the end users have been contacted and informed about the learnings. This might not be possible in all cases, e.g. when the participants remain anonymous. One method to reach the participants is through a newsletter or social media. This proactive approach minimises the risk of end users feeling exploited and emphasises their role as respected co-creators in the process. Ideally, this communication should take place before the final meeting, allowing end users to be among the first to receive and acknowledge the findings of the pilot.
Internal communication actions should be planned and carried out by each participating organisation individually. Ideally, organisations should have established processes and repositories in place for this purpose. Having a structured approach ensures that the insights and outcomes from the pilot are effectively communicated within the organisation, allowing for informed decision-making and potential integration of learnings into future projects or initiatives.
After the piloting phases, all the pilot managers gather once more to the Final Event arranged by CommuniCity Consortium. The purpose of the event is to share experiences and learnings from each pilot.
In the wake of concluding the series of pilot projects, an important event was organised. The co-creation workshop hosted organisations, pilot teams, and key city figures involved in the field of social services and decision-making. This served as an invaluable forum for sharing the rich experiences learned from the pilots, highlighting the strengths and positive aspects, pinpointing areas needing refinement, and deliberating on future directions.
Porto Digital, together with Domus Social and the Municipality of Porto, managed the co-creation event, encapsulating the essence of collaboration that characterised the end of the piloting phase. Hosted in the vibrant city of Porto, and in the heart of the intervention area, the event stood as a testament to the collective efforts and dedication of all involved. It attracted a diverse group of participants, including representatives from the pilot management organisations and other stakeholders, who convened to share insights and outcomes from the piloting phase.
The primary objective of this event was multifaceted: to reflect on the pilots’ accomplishments, to identify challenges and lessons learned, and to strategise for the enhancement of future open calls. Through open discussions, interactive sessions, and feedback mechanisms, the participants engaged deeply with the material, offering a wealth of perspectives and expertise. The event not only celebrated the successes but also paved the way for critical reflection on what could be optimised in subsequent rounds.
This collaborative endeavour had a rich exchange of ideas, fostering a sense of community and a shared commitment to advancing social integration through digital and innovative solutions. The insights gathered from this event underscored the value of continuous learning and adaptation, setting a dynamic course for future co-creation initiatives in Porto. The success of the gathering highlighted the importance of open dialogue and mutual support among all stakeholders, ensuring that the journey of social innovation remains responsive, inclusive, and impactful.
Photo: CommuniCity pilot teams, pilot hosts and other pilot stakeholders at the co-creating workshop organised by pilot managers in Porto.
The final payment will be disbursed to the pilot team upon confirmation by the pilot manager and the pilot host that the pilot team has fulfilled their obligations as outlined in the piloting contract, including adherence to the jointly agreed pilot plan established during the preparation phase.
In CommuniCity project the pilot manager informs the CommuniCity project partners to be able to proceed with the final payment by using a Pilot finalisation confirmation -form. This form is provided to all pilot managers by email during the piloting phase.
Main photo: CommuniCity project kick-off in Porto
