Lacombe County. Communications Plan

Transcription

1 Lacmbe Cunty Cmmunicatins Plan

2 Cntents... 1 EXECUTIVE SUMMARY... 3 THE COMMUNICATIONS PROCESS... 3 BACKGROUND... 3 CURRENT STATUS... 4 Crprate Identity... 4 Cunty News... 4 Graphic Design... 4 Internal Cmmunicatins... 4 Media Relatins... 4 Website... 5 Publicatins... 5 CORE SERVICES... 5 KEY MESSAGES:... 5 COMMUNICATIONS GOALS... 6 STRATEGIC GOALS... 6 COMMUNICATION GOALS... 6 CRITICAL FACTORS FOR SUCCESS... 6 TARGET AUDIENCES... 6 Primary Internal:... 6 External:... 6 Secndary... 6 Cmmunity grups / nt-fr-prfit and vlunteer rganizatins... 6 MONITORING & EVALUATION NEW AND ONGOING COMMUNICATIONS TASKS... 8 APPENDIX A: COUNTY NEWS/WEBSITE ANNUAL SCHEDULE Lacmbe Cunty Cmmunicatins Plan 2016 Page 2 f 9

3 EXECUTIVE SUMMARY This Cmmunicatins Plan supprts the bjectives f Lacmbe Cunty as utlined in the current Strategic Plan. The gals f the Cmmunicatins Plan are t supprt and prmte the basic principles under which Lacmbe Cunty perates, as utlined in its: - Visin, Missin and Key Principles - Key Success Measures - Cre Strategies - 3-year Strategic Actin Item Implementatin Plan The Cmmunicatins Plan calls fr increasing use f scial media, vide and ther emerging frmats, cmbined with an nging cmmitment t maintaining high standards fr website and print cntent, in rder t reach ur diverse audience in a cmprehensive, innvative and effective manner. Outcmes f the plan will be measured by assessing the satisfactin levels f Cuncil, staff, residents and ther stakehlders thrugh an nging, pen prcess f feedback and assessment. THE COMMUNICATIONS PROCESS Backgrund Frm the strategic planning prcess begun in 2005, six key strategies emerged, including a cmmunicatins strategy. A Cmmunicatins Crdinatr psitin was created in June f Under the directin f Cunty Administratin, a cmmunicatins audit was cnducted in 2006, t prvide data fr develping a cmmunicatins functin. The results f this research frmed the basis fr the initial Cmmunicatins Plan, adpted by Cuncil in Octber This dcument is an update t the riginal Plan, utlining wrk that has been cmpleted t date, as well as sme new initiatives and strategies that will guide the wrk f the Cmmunicatins Crdinatr thrughut Lacmbe Cunty Cmmunicatins Plan 2016 Page 3 f 9

4 Current Status The duties f the Cmmunicatins Crdinatr include cmmunicatins planning, website cntent, print and scial media, vide prductin, advertisements and general supprt. Cmmunicatins activities since the previus update in 2012 have included: Crprate Identity Althugh the rebranding prcess is cmplete, a cntinued fcus n the Crprate Identity prgram will ensure cnsistency in all ur branding and cmmunicatins. Cunty News The publicatin has been cmpleted in-huse since January Prducing Cunty News in-huse gives a mre cnsistent lk and feel thrughut the entire publicatin. Public participatin has grwn ver the past several years, with regular features submitted by cmmunity grups, nn-prfit scieties (including Ellis Bird Farm and Rural Crime Watch Assciatins), the RCMP, FCSS and thers. Clr pages have been increased, prviding a publicatin with mre appeal and reader impact. Since 2012, much f the basic layut wrk has been cntracted ut t Strand Media in Lacmbe, t allw the Crdinatr mre time fr strategic develpment f cntent reflecting current pririties. A readership survey was cmpleted in 2015, with verwhelmingly psitive feedback frm ur readership. Phtgraphy and Vide Prductin In 2008 a prfessinal phtgrapher was cntracted t prduce fur seasns f high-quality images f Lacmbe Cunty fr use in ur website and publicatins. Since that time phtgraphy and vide prductin have largely been the respnsibility f the Cmmunicatins Crdinatr. Graphic Design Mst graphic design is being cmpleted in-huse by the Cmmunicatins Crdinatr and ther staff, including advertising, brchures and publicatins. Specialized signage is cntracted ut t lcal design and prductin cmpanies. Internal Cmmunicatins An internal newsletter was created in 2006, and has since been distributed n a mnthly basis t Cuncil and staff. Emplyee satisfactin surveys were develped by the Cmmunicatins Crdinatr and the Human Resurces Crdinatr and distributed in the fall f 2006, 2007 and The results were shared with Cuncil and staff. Much f the feedback cllected has been acted upn by Administratin, as reflected in the develpment r revisin f several staff plicies. Media Relatins The Cunty enjys a crdial relatinship with all reginal media including radi, televisin and print utlets. The relatinship has been strengthened thrugh nline access t Cuncil agendas, cperative infrmatin sharing and media requests, and access t key dcuments thrugh the Cunty s updated website. A media distributin list is maintained and regularly updated. Adptin f Twitter in 2012 has resulted in imprved and immediate flw f infrmatin, as the Cmmunicatins Crdinatr fllws lcal media feeds, and in turn is fllwed by the residents, lcal business, ther municipalities and media. Psting timely infrmatin weekly n ur Twitter page supplements Media Releases and imprves the flw f infrmatin, since staff, lcal media, businesses and residents can subscribe t Twitter pstings n cellphnes and cmputers. Our Twitter channel has 1193 fllwers t date. Lacmbe Cunty Cmmunicatins Plan 2016 Page 4 f 9

5 Website In cperatin with Cunty staff, the Cmmunicatins Crdinatr mnitrs, edits and apprves mst web submissins fr cntent. A Twitter feed has been added t the Website, as well as Flickr, a phtsharing external facility, and Yutube fr vide publicatins, such as weed vides. All f these sites are cst-free, except fr staff time, and imprve accessibility f infrmatin fr ur residents, staff and interested parties. Publicatins The Cmmunicatins Crdinatr supprts many Cunty initiatives thrugh prductin, updating, printing and distributin f publicatins and web features, including the annual Strategic Plan dcument, brchures, advertisements and articles. Media releases are prduced and distributed internally and externally thrugh fax and , and are psted n the Cunty website. CORE SERVICES The Cmmunicatins Crdinatr prvides a range f tls and services t all Cunty departments, including: Publicatins and crprate identity crdinatin Internal cmmunicatins Media relatins Public engagement Marketing Graphic design Web cntent develpment and management Phtgraphy & vide prductin Scial media cntent Assist staff with cmmunicatins prjects and activities Assist external partners with cmmunicatins prjects and activities Emergency cmmunicatins management KEY MESSAGES: Every printed, electrnic r persnal cmmunicatin between Lacmbe Cunty and its varius publics can and shuld be viewed as an pprtunity t reinfrce the Cunty s key cmmunicatins messages, as expressed in the Strategic Plan. Lacmbe Cunty Cmmunicatins Plan 2016 Page 5 f 9

6 COMMUNICATIONS GOALS Strategic Gals 1. Psitin Lacmbe Cunty as a prgressive rganizatin which delivers n its pririties 2. Increase resident understanding f initiatives and current issues 3. Implement a practive issues management strategy 4. Wrk cllabratively with each department t develp internal and external cmmunicatins strategies 5. Wrk t imprve the current cmmunicatins practices / tls 6. Develp imprved feedback channels fr internal and external strategies 7. Prmte emplyee participatin in cmmunicatins initiatives Cmmunicatin Gals 1. Prvide stakehlders with timely, accurate infrmatin abut Cunty plicies, prgrams and services thrugh apprpriate cmmunicatins channels 2. Raise awareness f Cunty pririties and slicit input frm stakehlders n key initiatives 3. Maintain cmmunicatins standards fr Lacmbe Cunty 4. Maintain functinal media relatins, mnitring lcal cverage t ensure stakehlders are being infrmed and media cverage is accurate 5. Increase traffic t the Cunty website by prviding up-t-date and pertinent infrmatin thrugh this tl 6. Implement internal plain language initiative Critical Factrs fr Success 1. Maintain high quality standards fr phtgraphy, writing and internal/external relatinships. 2. Fcus n the realistic results that can be achieved by a strategic cmmunicatins prgram. 3. A leadership that is cmmitted, mtivated and willing t take chances with new appraches. Target Audiences Primary Internal: Lacmbe Cunty full-time and seasnal staff Lacmbe Cunty Cuncil External: Lacmbe Cunty residents Cmmunity businesses and rganizatins MLAs and MP Reginal Media Majr industry stakehlders Cunty municipalities Neighburing reginal municipalities Secndary Cmmunity grups / nt-fr-prfit and vlunteer rganizatins Alberta Assciatin f Municipal Districts & Cunties Central Alberta residents, rganizatins and businesses Lacmbe Cunty Cmmunicatins Plan 2016 Page 6 f 9

7 MONITORING & EVALUATION Undertaking an annual review f the cmmunicatins plan and updating it terms f new pririties, cmpleted tasks and future prjects will play an imprtant rle in ensuring the bjectives f the existing plan are being met, yet revised accrding t changes in the rganizatin, and the envirnment as a whle. In implementing the prpsed cmmunicatin plan, it is imprtant t have an evaluatin cmpnent t allw nging assessment f the effectiveness f the identified tactics. Each tactic will be reviewed accrding t: Were the gals achieved? Was the stakehlder psitive, negative r neutral? Were there unfreseen challenges? What was learned? Evaluatin methds will include: Mnitring feedback frm Cunty News and the Cunty web site Weekly mnitring f media cverage Cunty News and web site surveys as required Lacmbe Cunty Cmmunicatins Plan 2016 Page 7 f 9

8 New and Onging Cmmunicatins Tasks Fcus Activities Timeline Strategies 1 - Cmmunicatins Research ptins & csts f scial media & apps in Cunty cmmunicatins 2016 Imprve the Cunty News Grwth management Supprt E & PS Agriculture Master Plan Human Resurces Management Cmmunicatins supprt fr HR Crdinatr Career Fairs Service Delivery Supprt Envirnmental cmmunicatins 2016 Supprt Planning MDP & LUB Update 2016 Increase public awareness f recreatin facilities (fish pnds, beaches, trails, etc.) Increase citizen engagement in Capital/Operating Budget prcess External cmmunicatins: Cunty News Layut & Publicatin Mnthly Web site redesign/app develpment 2017 Update MR/Internal distributin lists, including MP/MLAs Annual invitatin letter t MP/MLAs Scial Media cntent updates (Twitter) Media Releases Advertising print and/r radi Supprt/liaise with external grups (Lacmbe Reginal Turism) Emergency respnse/alert capacity Annually/As required January Daily As required As required Internal Cmmunicatins: Insider Mnthly Mnthly/As required Mnthly/As required Daily App develpment/testing 2016 Supprt IT intranet develpment 2016 Mnitring/feedback: Media mnitring lcal press Weekly Resident Survey Cunty News/Website 2018 Staff surveys Web metrics Recrd & evaluate internal/external ad hc feedback TBD Weekly Supprt Tasks: Mnitr crprate identity Daily Maintain Media Relatins Phtgraphy and vide prductin Research best cmmunicatin practices fr pssible adptin by Lacmbe Cunty Prfessinal develpment fr Cmmunicatins Crdinatr Per ccurrence Weekly As required Annually Annually Lacmbe Cunty Cmmunicatins Plan 2016 Page 8 f 9

9 APPENDIX A: Cunty News/Website Annual Schedule Mnth Articles / Tpics January Ntice f Cmmunity Grants deadline Plicy RC(9) Area cntractrs interested in plwing laneways Reeve s Reprt Annual invitatin letters t MP/MLAs February Annual Rad Cnstructin Prjects Map Mirrr Dg Tag Licenses Area cntractrs interested in plwing laneways March Fire Permit Seasn Area cntractrs interested in plwing laneways Recreatinal Prject Grant Funding April Vlunteer appreciatin Week Cmmunity Funding Reprt Fire Permit Seasn Rad Ban Listing Map Assessment Inspectin Ntice Dust Cntrl Ad 2016 Budget & 2015 Audited Financial Statements May Cuncil apprves tax rate bylaw Fire Permit Seasn Assessment & Prperty Tax Ntice Assessment Inspectin Ntice Dust Cntrl Ad June Fire Permit Seasn Assessment & Prperty Tax Ntice Assessment Inspectin Ntice Dust Cntrl Ad July Fire Permit Seasn Assessment & Prperty Tax Ntice Assessment Inspectin Ntice Dust Cntrl Ad August Fire Permit Seasn Assessment & Prperty Tax Ntice Assessment Inspectin Ntice Prperty Assessments Prperty taxes are due Dust Cntrl Ad September Fire Permit Seasn Dust Cntrl Ad Octber Cnstructin Alberta News Article Fire Permit Seasn Nvember TIPP Advertisement Tax Penalty Ntice Advertisement Area cntractrs interested in plwing laneways Cuncil cmmittee appintments Organizatinal meeting December Ntice f cmmunity Grants deadline Plicy RC(9) Draft Budget apprved Organizatinal Meeting Reprt cmmittees, etc. Reeve s Reprt: Lking back n Area cntractrs interested in plwing laneways Lacmbe Cunty Cmmunicatins Plan 2016 Page 9 f 9