The following weekly status report provides an example for you to have as a suggested format for sharing weekly communications. This format provides a quick yet effective way to provide project updates to key stakeholders. The suggested elements of the report include:
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Areas of Attention – This section provides an area in which you can call out specific items that you want your readers to know. This could range from key highlights and accomplishments of the week to any needs and challenges that your audience may be able to help address.
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Lessons Learned – This section provides a periodic report on critical news or knowledge that was gathered during the reporting period. This could include a reflection from the road picked up while conducting the focus group interviews throughout the state or an important new development that the broader audience should receive.
Example Weekly Status Report
Virginia Interoperability Planning Weekly Report
Date: 3/15/04 – 3/19/04
Areas of Attention
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Followed up with recommended focus group attendees to confirm participation.
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Conducted a second round of recruiting efforts to identify additional attendees for the Southwest region.
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Added another focus group to cover the south central area of Virginia on May 6th.
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Outlined research report of existing statewide plans for communications interoperability for public safety.
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Inquired about logistical and budgetary needs for focus group sessions.
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Focus group dates:
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April 7, 2004 - SW Virginia
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April 13, 2004 - Tidewater area
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April 20, 2004 - NW Virginia (Shenandoah)
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April 27, 2004 - Richmond
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May 4, 2004 - Northern Virginia
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**New** May 6, 2004 - South Central
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May 18, 2004 (Strategic Planning Session) - Richmond
Lessons Learned/Observations
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Leveraging technology, such as a Website, to communicate and share information on this statewide initiative can support the statewide coordinator in answering questions and responding to requests.
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During the data collection phase of the strategic planning for interoperability, create alternative methods of participation beyond attendance at a focus group session. This will enable those not able to attend focus group sessions to share their perspective on interoperable communications.
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In an effort to ensure efficiency and collaboration in focus group recruitment, a good practice would be to outline all emergency responder associations in the state and ask these associations to submit names of leaders in their community.
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The process for recruiting candidates for focus groups can be simplified by utilizing the most common geographical breakdown of the state when defining emergency responder perspectives by region.