odot- office of environmental services. how to create effective pi communication tools

ODOT- Office of Environmental Services

How to create effective PI Communication Tools

ID your audience. Develop an overall strategy for design, concept and your communication plan (PIP).

Create your identification. (How will this project be identified?)

What are you trying to convey? (ID your message or information needed.)

Plan, plan, plan.◦Schedule your message plan.◦Be aware of local events, holidays, etc.

How will you best reach your community? ◦Newspapers, direct mailings, Web, etc.

Plan your budget and the process time needed to prepare PI materials.

NewslettersProject Fact SheetsSurveysQ/A SheetsDirect MailingsMeeting AnnouncementsAgendasEvaluation/Comment Forms

Newsletters Project Fact

Sheets Surveys Q/A Sheets Direct Mailings Meeting

Announcements

Agendas Evaluation/

Comment Forms

Provide information for a common or broad audiences.

Cost effective. Use lots of color, visually

appealing. Present facts, provides

project specific detail or results.

Can be used in lieu of other PI activities.

Newsletters Project Fact Sheets

Surveys Q/A Sheets Direct Mailings Meeting

Announcements

Agendas Evaluation/

Comment Forms

Provide information for a common or broad audience.

Clear, concise and easy to follow.

Simple facts and information.

Keep it to one page- eye catching format and focus on key facts or message.

Most often used as PI handouts.

Newsletters Project Fact

Sheets Surveys Q/A Sheets Direct Mailings Meeting

Announcements

Agendas Evaluation/

Comment Forms

To acquire statistical data.

Composed of specific questions and responses.

Design to be statistically measured and analyzed.

Don’t try to mix “information providing” with surveys.

Newsletters Project Fact

Sheets Surveys Q/A Sheets Direct Mailings Meeting

Announcements

Agendas Evaluation/

Comment Forms

Very effective at communicating answers to typical questions.

Focus on the real typical questions- avoid being too detailed specific.

Use color and graphics to help address the questions.

Good tool to hand out with the project fact sheet or newsletter.

Newsletters Project Fact

Sheets Surveys Q/A Sheets Direct Mailings

Meeting Announcements

Agendas Evaluation/

Comment Forms

Very effective at communicating project direction, issues and process.

Clear, concise and easy to follow.

Consider your audience. Provide facts and next

actions. Include project contact

information.

Newsletters Project Fact

Sheets Surveys Q/A Sheets Direct Mailings Meeting Announcements

Agendas Evaluation/

Comment Forms

Not a typical information tool, but use the opportunity.

Should capture the readers’ attention.

Use graphics to help locate the reader to where the project is.

Specifically state the intended purpose of the meeting.

Meet legal requirements.

Newsletters Project Fact

Sheets Surveys Q/A Sheets Direct Mailings Meeting

Announcements

Agendas Evaluation/

Comment Forms

Detail the topics to be covered and guide the process to be followed.

Should be posted with the PI announcement or invite.

Helps the public “plan” for what will be discussed.

Newsletters Project Fact

Sheets Surveys Q/A Sheets Direct Mailings Meeting

Announcements

Agendas Evaluation/ Comment Forms

Extremely important- obtaining feedback from the community in a written form.

Encourage details, not a “voting”. Focus on the “whys” or “why-nots.”

Should be simple and easy to follow.

Include follow up information (name, address, etc.).

Format should guide responses towards issues related to this specific project.

Typical ways… direct mail or hand out at meetings… but, what about:◦Schools◦Grocery Stores◦Handing out fliers at busy intersections◦Local sporting events◦Blogs, facebook, etc.◦Table stands at various locations◦Others?

Media- TV/Radio/Press:◦Clear and concise◦Plan ahead Hold pre-media meeting Ensure they have what they need (plug ins, handouts, etc.) Make it easy.

◦Sound bites….◦Be consistent

Keep it simple… Use Font sizes to visually establish a hierarchy.

Use smaller text for photos and graphics. Be consistent with how you present headings, subheadings, etc.

Customize font and style for heading/sections of text to create emphasis.

Avoid using “script” or other stylistic text. Some are pretty hard to read!

Use Font sizes that people can read. Present your purpose or main facts up front in your document. (Don’t hide the facts on the last page.)

Color - make sure it can be printed both in color and in black and whitewhite.

New Procedure for Open house meetings: the public must have an opportunity to speak before their peers (Required for EA/EIS projects; strongly recommended for CE 4).◦Timed Open microphone (mic),◦Q/A (if desired),

Tips: ◦Don’t place mic on stage.◦Don’t give the mic to the public.◦Be Consistent with time.

Know your audience and create materials specific for who you are trying to reach.

At different points in your process, some tools will work better than others. Plan accordingly.

Don’t be afraid to explore different ways to reach your audience.

Remember the general tips.