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 Strategy The 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 Strategy Board Priorities Providing Materials to the Board How Do I Use the Strategy? Fairfax County Vision Elements Why Use the Vision Elements? Using the Vision Elements Agency Collaboration Agency Consulting Access Fairfax Employee Communication Board Fairfax County Government Communicators Language Access

Standards and Policies Topics in this category are: Business Cards County Acronyms and Abbreviations County Style/Grammar E-mail Standards Guide Fax Cover Sheet Letters Memorandums News Releases News Releases (electronic) Postal Abbreviations Publications Seal Usage Statements 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 Resources Topics in this category are: Agency Consulting Assistance Request Form Communication Plan Audit Communication Tools Complying with HIPAA Regulations County Style/Grammar Guide External Communication Plan Template Fairfax County Government Communicators Information Officers Internal Communication Plan Template Language Access Order Online Associated Press Style Guide Print and Mail Services Reference Library Responding to FOIA Requests

Working With the Media Topics in this category are: Building Closer Relationships With Your Media Complying with HIPAA Regulations County Style/Grammar Guide Media Advisory Media Database Media Tips Media Training News Release Standards Order Online Associated Press Style Guide Rate Your News Release Reach Your Audience Responding to FOIA Requests Templates Tips for Conducting Live TV Interviews Tips for Writing News Releases

Emergency Communication Topics in this category are: Building a Solid Crisis Communication Plan Channel 16 Emergency Message System Community Emergency Alert Network Emergency Alert Network Emergency Information Line Emergency Operations Plan Emergency Response Plan Emergency Response Coordinator PIO Corps Policy for Closing a County Facility Tips for Conducting Live TV Interviews Weather/Snow Closing Information Web 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.