14. Communication & Visibility Planning

Explanation

This phase defines how information moves through the project. Communication in ESC is not only social media. It includes communication inside the organisation, with the volunteer, mentor, supervisor, local partners, supporting organisation, lead organisation, National Agency and wider community.

A project can have good activities and still become difficult because information reaches the wrong person, arrives too late or is communicated differently by different partners. The first purpose of this phase is therefore clarity.

The organisation should decide how important information is shared internally. Staff should know where decisions are recorded, who receives operational updates, how the coordinator communicates with management, and how mentor and supervisor exchange necessary information without breaching confidentiality. Not every conversation needs formal documentation, but important decisions and changes should not exist only in informal messages.

The volunteer should also understand which communication channel is used for which purpose. Quick logistical updates may happen through messaging applications, formal information through email, tasks and calendars through EVoly, wellbeing through mentoring meetings and emergencies through a dedicated phone contact. Without this distinction, important information can easily disappear inside informal chats.

Communication should also be inclusive. Language level, accessible formatting, translated information where necessary, visual instructions and alternative communication methods should be considered when a participant has specific needs.

Partner communication should follow the responsibilities agreed in Phase 7. The organisation should define how often partners communicate, who the main contact and backup are, which topics require written confirmation and who has authority to communicate changes to the volunteer. This helps prevent situations where the host, lead and supporting organisation give different answers about holidays, travel, tasks or finances.

National Agency communication should also have a clear responsible person. Important correspondence should be stored in a place accessible to authorised colleagues, not only in one employee's private inbox.

Visibility should then connect the project to the wider community. Local events, schools, municipalities, youth centres, partner organisations, websites, newsletters, social media and local media can all help explain what the project is doing and why it matters. The ESC Ecosystems research shows that social media is the most common visibility channel, but strong organisations usually combine several channels.

Visibility and dissemination should be distinguished. Visibility makes people aware that the project exists. Dissemination shares useful learning, methods, results or tools that other people or organisations can use. A photo of a volunteer activity creates visibility; a practical method developed during the project and shared with other organisations creates dissemination.

ESC and EU visibility requirements should be treated as a practical checklist. Coordinators should not have to remember every branding rule from memory. EVoly could help by checking whether the correct acknowledgement is used, whether consent is available and whether communication materials are stored for reporting.

Consent and dignity are especially important in storytelling. Volunteers and community members should understand how their images or stories will be used. Extra care is needed when working with children, refugees, people with disabilities or other vulnerable groups. Communication should never reduce people to stereotypes or use difficult personal experiences simply because they create stronger promotional content.

Volunteers can contribute actively to communication by creating stories, videos, blogs, presentations or community activities, but this should remain connected to learning and choice. It should not become routine communications work replacing paid staff.

The organisation should also plan crisis communication. Serious incidents, safeguarding cases, accidents or allegations should not be discussed publicly by volunteers or individual staff members without a clear organisational process. A management-level person should be responsible for external communication in such situations.

Finally, communication materials should be archived. Posts, photos, event materials, press coverage, presentations and videos can later support reporting, evaluation, dissemination and future recruitment. EVoly could therefore provide a Communication & Visibility Log where the coordinator records the date, audience, channel, purpose and link or file.

Role perspectives

Organisation: Defines communication standards, branding, consent rules and responsibility for public and crisis communication.

Coordinator: Keeps communication working between volunteers, staff, partners and the National Agency and makes sure important information is documented.

Communication Person / Team: Supports branding, social media, media relations and storage of communication outputs.

Mentor / Supervisor: Share information only where appropriate to their role. Mentor conversations about wellbeing require particular confidentiality.

Volunteer: Receives clear information and can contribute to storytelling and visibility, while retaining choice and privacy.

Partners / Community: Help communicate results locally and provide channels for dissemination and community engagement.

Differences by ESC model

Long-term volunteering: Communication can follow the volunteer's development over time and include deeper stories, personal projects and community relationships.

Short-term volunteering: Communication should be prepared before the activity because visibility opportunities are concentrated into a short period.

Volunteering teams / group volunteering: Many participants can create strong visibility, but consent, shared branding and responsibility for posting need to be organised clearly.

Questions & answers

Is social media enough for ESC visibility?

No. It is useful, but websites, community events, partner channels, local media and dissemination of project results can all contribute.

Do volunteers have to appear on social media?

No. Photos, videos and stories should follow consent and data-protection rules.

Who should communicate with the National Agency?

The organisation should designate a responsible person and keep important correspondence accessible to the relevant team.

What is the difference between visibility and dissemination?

Visibility makes people aware of the project. Dissemination shares learning, results or methods so others can use them.

Who communicates publicly during a serious incident?

The organisation should have a designated management-level person or communication lead for crisis communication.

Documents for further reading

• European_solidarity_corps_guide_2026_EN.pdf — communication and visibility obligations.
• ESC Survey Analysis Summary_20251012.pdf — organisational visibility practices.
• EVoly ESC Models — Chapter 1.docx — consent, image use and GDPR.
• EVoly ESC Models — Chapter 2.docx — partner communication and escalation structures.
• EVoly_ESC_Implementation_Phases_Draft_0_1.docx — dissemination and project-record logic.
• EVoly Technical Specification.pdf — notifications, project communication and document storage.
• This version should now feel much closer to Chapter 1: the substance stays detailed, but the main explanation reads as a chapter rather than a checklist.