Delivering the message Jacque Annarino Successful PI includes: identifying the best methods, means, and techniques to deliver project information in timely fashion establish means of communication with stakeholders, the public, and all interested parties This is especially important for projects that have potential impacts on Community daily travel quality of life Public Involvement Training Class Presented by the Office of Environmental Services

Delivering the message Public Notification vs. Public Involvement Which is better? Why? Who can tell me what public Notification is? Next slide…. Public Involvement Training Class Presented by the Office of Environmental Services

Public notification One-way communication Essential for project construction & maintenance and operations activities Can supplement PI related activities Goal is to provide basic information that is timely and easy to understand Minimal opportunity to provide feedback Public Notification is fantastic for “one-way communication” This is perfect for construction notifications and announcements of traffic hang-ups, closures, detours, etc. It’s quick and excellent way to get basic information out there. The value of distributing public notifications as part of PI activities is that it increases stakeholder and public awareness in a concise and clear way. Press Release Message Boards Okay- who can define Public Involvement for me? Next slide: Public Involvement Training Class Presented by the Office of Environmental Services

Public involvement Two-way communication Provides opportunities to interact with stakeholders and the public A managed process that is designed to solicit input and establish dialogue Enhances decision-making Unlike public notification, Public involvement is interactive and enables stakeholder and public participation This gives us the opportunity to actually talk with the public and better understand their problems, opportunities, and constraints The public values this type of communication and especially with an older demographic, this form of communication is preferred. Public Involvement Training Class Presented by the Office of Environmental Services

Strategic communication TEST QUESTION – COMING UP!!! Can anyone define Strategic Communication for me? Strategic Communication is: knowing your audience and deciding the right time to use public notifications and/or public involvement at the right time for your project. It’s being strategic, not reactive! It’s knowing the project development process and what’s necessary for your project and strategically planning PI to move the decision process forward Public Involvement Training Class Presented by the Office of Environmental Services

Strategic communication Identify and establish appropriate and effective means of communication that: Complements community demographics Encourages and sustains involvement Targets intended or specific audiences Promotes project awareness As the cartoon implies, don’t just assume your strategy will reach everyone or that because a press release goes out everyone will see it – be as comprehensive as possible Public Involvement Training Class Presented by the Office of Environmental Services

Level of communication Don’t rely solely on electronic dissemination Not effective for underserved populations Stakeholders can assist in determining communication approaches Based on lessons learned from the past Strategic communication focuses on knowing your audience and how and when to best communicate with them. Keep in mind, that no one form is best. It takes knowing what “tools” for communication that you have available and when to best use them. Talk with your leaders in your community to understand what tool may work best for your project area. Use them as a resource. Although we always want to do the right thing, there are times when ODOT doesn’t always send the right message. These next few slides are intended for us to better think about the messages we are sending and to be aware of how it could appear to others Public Involvement Training Class Presented by the Office of Environmental Services

Avoid conflicting information Be sure that notices contain exact information and does not conflict Can anyone provide an example of how ODOT could send a mixed message? maintain traffic -> detour minimal impacts - > taking someone’s house State the facts - don’t minimize it “For this project, we have 1 relocation and x number of strip takes. Tell what we’re doing about it ODOT works hard to minimize the ROW impacts for any project and we will continue to look at ways we can reduce the impacts with this project Public Involvement Training Class Presented by the Office of Environmental Services

Be concise Attending an ODOT PI mtg has the potential for “information overload” for the public Keep the message simple… ensure the layout is common sense and people are not faced with information overload the second they walk in… Same for our web sites and social media…. Sometimes, simpler is better…. Public Involvement Training Class Presented by the Office of Environmental Services

Provide clarity What? I’m not even sure what this sign is saying??? What are you wanting from the public? Be direct. Are you looking for comments about a specific design element or access concern, or what? What do you want from them? Public Involvement Training Class Presented by the Office of Environmental Services

Avoid unintended meanings Example: Leading public to believe they will be voting on alternatives and the majority will decide Public Involvement Training Class Presented by the Office of Environmental Services

Do not invite controversy Avoid positions… avoid setting ourselves up… Example - design is 90% complete but we want to hear from you! Public Involvement Training Class Presented by the Office of Environmental Services

Send the right message We know, that even if we do everything right, not everyone is going to be happy. We hope we won’t have messages like this- if we provide great customer service…. But, we recognize that the public may not always agree with the outcome… But, if we can at least provide them the basis for our decisions- we will meet the legal requirements and do what is right…. Public Involvement Training Class Presented by the Office of Environmental Services

Communicate early and often The end result is that we have to think about our message and how to deliver it. We have to plan in advance. This can’t be a reactive situation. We need to plan early and adjust that plan often to ensure a positive out come for our projects. Public Involvement Training Class Presented by the Office of Environmental Services

Type of communication Depends on project type and complexity Initial contact can occur through, but is not limited to: Property Owner Notification Letters Stakeholder Notification Media Coverage Dedicated Project Website Social Media Printed Materials The six items listed are the most common forms of communication others not mentioned here are touched upon in the PI Manual… Public Involvement Training Class Presented by the Office of Environmental Services

Property owner notification letters As appropriate, based on PDP path Common notification method Legal notification for right-of-entry Brief project description Discuss preliminary work needed Discuss anticipated impacts Include detour/roadway closure, if known Provide contact information DEC or PM Preliminary work focuses around environmental studies – technical investigations needed, etc. PONL can be very effective communication tool .. Is this public notification or public involvement? Keep the letter clear, concise and easy to understand Provide facts of the project, the legal requirements and how they can follow up…. Public Involvement Training Class Presented by the Office of Environmental Services

Stakeholder notification As appropriate, based on PDP Path Can be in response to concerns or issues on lower level projects Can be an invitation to be a stakeholder on higher level projects Introduce the project Identify relevant project issues Indicate role in decision-making Level of involvement is based on project type and complexity Path 1 and Path 2 projects may warrant consultation if there are concerns regarding detour, roadway closures, or if a minor controversy exists Be specific as to what you expect from the stakeholders… Public Involvement Training Class Presented by the Office of Environmental Services

Media coverage Can increase public awareness, public support, and acceptance Often requires expertise of Public Information Officer (PIO) Ensures newsworthiness Handles media requests Coverage may include, but is not limited to: Press releases News articles Interviews with various media outlets Adequate media coverage can be helpful and in many cases is essential to making the public aware of a project and achieving public support and acceptance. PIO tailors messages that are factual and meet newsworthiness criteria Media coverage following a public meeting or public hearing can be an essential tool to disseminate project information and issues presented at the event. These have a greater potential of informing a broad segment of the local and regional community. Public Involvement Training Class Presented by the Office of Environmental Services

Dedicated project website Provides, but is not limited to: Status updates Notification of PI activities On-line comment forms Contact information Typically created for Path 3, 4, and 5 Projects Great overall tool, but what is the one thing that typically happens to these????? They don’t get updated…. Make sure it is update constantly, even if you don’t have anything to say… tell the public that there are no major updates to report and what, if anything you are doing… Public Involvement Training Class Presented by the Office of Environmental Services

In conjunction with dedicated project website, take advantage of: Social media In conjunction with dedicated project website, take advantage of: Facebook Twitter LinkedIn Other appropriate sites Potential to involve a more diverse audience Another tool in the toolbox to announce upcoming meetings and PI activities Potential to reach a diverse audience includes young professionals, the tech savvy, etc. Facebook adds: ½ million new users every day 6 new profiles every second Public Involvement Training Class Presented by the Office of Environmental Services

Benefits of using Social media Real-time status updates Offers flexibility Can be used to gather comments Monitor and manage feedback Provides real-time status updates on project development Offers flexibility to those that may not have the time or availability to attend PI events Public Involvement Training Class Presented by the Office of Environmental Services

Printed materials Has potential to reach larger audience Presents project information Outlines PI events and milestones Examples includes: Fliers Newsletters Fact sheets Mail inserts brochures Mail inserts – something a project sponsor could do – part of utility bill… Some post offices will put fliers in mail boxes based on streets or even zip codes… don’t have to always have the exact address…. Public Involvement Training Class Presented by the Office of Environmental Services

Printed materials Standard recommendations include: Inviting and conversational in tone Easy to read 6th grade reading level Avoid jargon, technical terms, and acronyms Can be used as regular communication throughout life of project Public Involvement Training Class Presented by the Office of Environmental Services

Communication tools summary depends on project type and complexity Should meet PI objectives Should relate to intended audience No single tool effective Combination may be needed Public Involvement Training Class Presented by the Office of Environmental Services

? Questions Any questions regarding Delivering the Message? Now Erica will provide some insights and guidance for Public Meetings Public Involvement Training Class Presented by the Office of Environmental Services