Developing a Plan for Reporting Data

The Communication Process Effective communication involves… Audience Identification Communication Plan Public Engagement Multiple Communication Methods & Medium Media Relations

Hierarchy of Effective Communication One-to-one, face-to-face Small group discussion/meeting Speaking before a large group Phone conversation Mass-produced, non-personal letter Brochure or pamphlet Article in newsletter News carried in popular press

Collaborate for Success Involve key stakeholders State communication personnel Local Lead Agency Administrators State and Local Interagency Coordinating Councils and State Special Education Advisory Councils/Panels Start by building relationships and involving experts

Components of the Plan Audience Key message Communication method/medium Evaluation

Planning Considerations Determine why you want to communicate with specific audiences Identify specific goals the communication plan will achieve Specify dates for completing communication steps Identify person(s) responsible for completing steps

Guiding Questions Who needs to know the information? What do they need to know? What is the best time and vehicle to communicate with the public? What resources are available? How will we know the message has been received?

Audience Identification Identify key stakeholders at local level Local Lead Agency Administrators Parents State and Local Interagency Coordinating Councils and State Special Education Advisory Councils/Panels Advocacy Groups (e.g. local, state, racial, ethnic, etc.) Community Agency Partners Legislators Government & Business Leaders Media

Audience Identification Primary Secondary Tertiary

Importance of the Audience School District Personnel Early Intervention Program Administrators Parents Communities Advocacy Groups Legislators & local government Media

Engaging Your Audience Convene strategy sessions Involve stakeholders in developing a communication plan Share results before going public to give them time to prepare for media & public questions

Development of Key Messages Target message to specific audience Simple, direct messages will get and keep audience attention on what is important Be upfront about the data—good or bad

Elements of Key Messages How data was gathered What the data means What programs are doing to improve results Future reporting and SPP work

Getting Message Out Web Site State Local Newsletters Meetings Conferences Public Forums

Evaluating Success At every opportunity, ask audiences if you are doing enough to communicate and how you can improve Use follow-up meetings to gauge effectiveness of work and build on relationships

State Presentations Mary Hunt, Early Childhood Special Education, Minnesota Mary Anketell, Early Intervention Technical Assistance, Pennsylvania