odot- office of environmental services. how to create effective pi communication tools
TRANSCRIPT
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ODOT- Office of Environmental Services
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How to create effective PI Communication Tools
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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.)
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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.
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NewslettersProject Fact SheetsSurveysQ/A SheetsDirect MailingsMeeting AnnouncementsAgendasEvaluation/Comment Forms
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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?
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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
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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.
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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.
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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.
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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.
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