The communications and outreach leader on the project team owns the release,confirmation, and tracking of focus group participation. As stakeholders raise questions about the strategic planning process, the communications and outreach leader provides one point of contact for consistent information flow into and out of the project team.
The Virginia project team employed a three tiered communication strategy at the start of the interview phase of the planning process. The three tiered approach was:
- Invitation email (3-4 weeks prior to interview date),
- Confirmation email (upon receipt of R.S.V.P.), and
- Final confirmation phone call (48 hours prior to interview date).
By contacting participants on three different occasions, the Virginia team raised awareness, invited participants into the planning process, and ensured representation from all stakeholder groups at each regional interview.
Please see Appendix M, N, and O for a sample invitation, letter of confirmation, and a participant database template.
After each focus group interview, the project team should deliver a follow-up report detailing the information that surfaced from the discussions (the focus group report will be discussed in detail in Phase VI).
Defining the frequency and type of communications sent out to strategic planning participants is a critical element of the SAFECOM locally-driven approach. Despite the fact that the planning process might be led by a representative from the state, the true knowledge and expertise on the current state of interoperability exists in those directly affected by it in their day-to-day work. Clear and consistent updates on what has been accomplished as well as notification of upcoming events are an effective way to:
- Engage the practitioner community, and
- Regularly check and re-check the validity of the project team’s approach to the statewide planning effort.
This communication strategy takes a significant amount of time and effort, but is a truly worthwhile investment and critical to the long term success of the planning process.