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Strategic Plan for Communications GOAL To create, maintain and use effective, two-way internal and external communications systems which support rapid and accurate information exchange with USPS members, partners, commercial interests and the general public. Each department and committee is responsible for defining the communications capabilities it requires to achieve this goal and the other goals of the USPS Strategic Plan. These requirements will be used by the Secretary’s Department to formulate and implement an overall Communications Plan for USPS. Successful completion of this goal will facilitate the fulfillment of the USPS mission.

Facts Canadian Power & Sail Squadrons addressed communications in 2002 CPS National Secretary has provided documentation on their system CPS has several years of experience with improved communications

Proposal: Adapt CPS Communications Plan Utilizing documents provided by CPS, put together a USPS plan. Distribute the document to the departments and committees to determine whether the proposal will meet their needs. Evaluate the feedback. Define an implementation plan. Review the plan. Make it happen.

Communications Committee Communications among National, District and Squadrons –Point to point communications –Broadcast communications Communications among National Committees. Communications between National and USPS Membership Communications with the recreational boating public Compass The Ensign

Broadcasts message is compiled using USPS Bulletin digest Prepared by Communications Committee Chair Sent by HQ using group mailing software Issued to National, District, and Squadron Officers and Committee Chairs as determined by content of Broadcast Important news reaches concerned Officers immediately. Opens lines of communication among National, Districts and Squadrons. Eventually informational Broadcasts can be issued to membership at large to inform them of USPS News

Content Information is sent to Communications Chair Communications Chair posts information to USPS Bulletin The USPS Bulletin digest is updated to reflect new posting Information linked via Broadcast to National, District and Squadron Officers

USPS Forum Registration is required. notification is optional. Discussions have moderators. Ethics Policy defines acceptable behavior.

Squadron/District Communications Officers Determine which Officers have addresses and which do not. Ensure that District/Squadron Officers addresses are up to date at Headquarters. Ensure that any communications intended for District/Squadron Officers are distributed to those without addresses, in a timely and adequate manner. Ensure any information received in a Broadcast communication is distributed to the appropriate Officer in a timely manner as required.

Squadron/District Communications Officers continued Ensure that the District/Squadron Officers receive copies of, or know how to access online, the National newsletter - COMPASS. Direct the District/Squadron Officers to information on the USPS web site which they may require. Assist the District/Squadron Officers in disseminating any required information to other levels of USPS. District Communications Officer shall assist any Squadron who does not have a Squadron Communications Officer.

USPS Membership External Communications USPS Web Recreational Boating Public Target audience Boating Public Members Channels The Ensign USPS Web Compass

USPS Membership Internal Communications Communications Committee NationalSquadronsDistricts Forum Recreational Boating Public USPS Bulletins Target audience National District Squadron Channels USPS Bulletins USPS Forum USPS Broadcast

An Example In preparation for National Safe Boating Week, Marketing/PR, Education, and Web Design Com put together a web based promotion. Web pages were built, links established, and articles posted on USPS-News. IF an interested squadron member happened to visit the web page, they would see the promotion and they might take action. With the introduction of USPS-Bulletin and Broadcasts, squadrons and district officers are notified of the availability of promotional resources.

USPS Membership Example Communications Communications Committee NationalSquadronsDistricts Forum Recreational Boating Public USPS Bulletins Bulletin Broadcast Mkt/PR compiles NSBW materials Mkt/PR send NSBW bulletin CommCom posts bulletin CommCom compiles broadcast CommCom sends broadcast

USPS Forum Provides for pro-active discussion We had to postpone the vote on the Educational Requirements Waiver because the proposal was not understood. This might have been avoided by –Establishing it as a discussion topic –Appointing a moderator –Announcing the discussion thru broadcast

Summary Borrowed from CPS Committee dedicated to enhancing USPS communications Bulletins to keep all levels of USPS informed Broadcasts to alert all levels of USPS to breaking news Forum to encourage timely discussion of issues and ideas