An Introduction to the Fairfax County

Communication Strategy

Developing the Strategy

The Fairfax County Communication Strategy was initiated by the county executive in 2004 to create and maintain a cohesive look, feel and message in county communications.

Developing the StrategyThe cohesive look, feel and message has two

benefits for the county: Unified messages create a stronger

identity for the county. Unified messages build public

confidence that we are effectively integrating our programs, services and resources.

Developing the Strategy

The Office of Public Affairs and the departments of Information Technology and Cable Communications and Consumer Protection were asked to take the lead in developing the strategy.

Developing the Strategy

To help develop the strategy, more than 50 county employees from 20 different agencies volunteered to serve on five development teams.

The teams met from January to June 2005 to develop standards and policies, templates and communication resources to guide the county’s communications.

Developing the Strategy

As a result, Fairfax County is the first local government to implement such a broad, comprehensive approach to communications.

The Strategy

The strategy is divided into six overall categories:

About the Strategy Standards and Policies

Templates Communication Resources Communication Planning Working With the Media Emergency Communications

About the Strategy

Topics in this category are:

Introduction to the StrategyBoard PrioritiesProviding Materials to the BoardHow Do I Use the Strategy?Fairfax County Vision ElementsWhy Use the Vision Elements?Using the Vision ElementsAgency CollaborationAgency ConsultingAccess FairfaxEmployee Communication BoardFairfax County Government CommunicatorsLanguage Access

Standards and Policies

Topics in this category are:

Business Cards County Acronyms and AbbreviationsCounty Style/Grammar E-mail Standards

Guide Fax Cover Sheet LettersMemorandums News ReleasesNews Releases (electronic) Postal AbbreviationsPublications Seal UsageStatements TTY Accessibility Typefaces Alternate Format Voice Mail Language Access Web Content Policy

Communication Planning

Topics in this category are:

Communication Plan Audit Template

External Communication Plan Template

External Communication Tools

Establishing Good Internal Communication

Internal Communication Plan Template

Internal Communication Tools

Communication ResourcesTopics in this category are:

Agency ConsultingAssistance Request FormCommunication Plan AuditCommunication ToolsComplying with HIPAA RegulationsCounty Style/Grammar GuideExternal Communication Plan TemplateFairfax County Government CommunicatorsInformation OfficersInternal Communication Plan TemplateLanguage AccessOrder Online Associated Press Style GuidePrint and Mail ServicesReference LibraryResponding to FOIA Requests

Working With the MediaTopics in this category are:

Building Closer Relationships With Your Media Complying with HIPAA RegulationsCounty Style/Grammar GuideMedia AdvisoryMedia DatabaseMedia TipsMedia TrainingNews Release StandardsOrder Online Associated Press Style GuideRate Your News ReleaseReach Your Audience Responding to FOIA RequestsTemplatesTips for Conducting Live TV InterviewsTips for Writing News Releases

Emergency CommunicationTopics in this category are:

Building a Solid Crisis Communication Plan Channel 16 Emergency Message SystemCommunity Emergency Alert NetworkEmergency Alert NetworkEmergency Information LineEmergency Operations PlanEmergency Response PlanEmergency Response CoordinatorPIO Corps Policy for Closing a County Facility Tips for Conducting Live TV Interviews Weather/Snow Closing InformationWeb Emergency Announcements

Schedule for Implementation

All agencies are required to implement the new standards, policies and templates by January 2006.

Implementing the Strategy

External and internal communication plan templates are offered to help agencies complete a communication plan, as required by the county executive.

Implementing the Strategy

Templates are provided to assist agencies in creating master templates for their offices, using the agency logo if appropriate, and making the templates available to everyone in the department. The Office of Public Affairs can assist agencies with creating master templates.

Implementing the Strategy

Agency directors should be sure their agency’s employees are aware there are new standards for voice mail and e-mail.

Implementing the Strategy

Agencies are encouraged to review the county’s Vision Elements and the Board Priorities to begin thinking about how news releases and publications support them.

Implementing the Strategy

Copies of news releases and publications are to be sent to the Board of Supervisors, preferably by e-mail.

Implementing the Strategy

Information on responding to Freedom of Information Act, or FOIA, requests is provided to help agencies ensure they are complying with the law.

What’s Next?

Work has already begun on Phase II, to be introduced in January 2006, which will include:

Creating a Web-based database of all the county’s publications

Developing an editorial calendar to use the Vision Elements Establishing a process for review and approval of all internal

and external materials for the public And more

For More Information

Contact the Office of Public Affairs at 703-324-3187, TTY 711, with any questions or suggestions about the Fairfax County Communication Strategy.