1. ODOT- Office of Environmental Services

2. How to create effective PI Communication Tools

3. ID your audience. Develop an overall strategy for design, concept and your communication plan (PIP). Create your identification. (How will this project be identified?) What are you trying to convey? (ID your message or information needed.)

4. Plan, plan, plan. Schedule your message plan. Be aware of local events, holidays, etc. How will you best reach your community? Newspapers, direct mailings, Web, etc. Plan your budget and the process time needed to prepare PI materials.

5. Newsletters Project Fact Sheets Surveys Q/A Sheets Direct Mailings Meeting Announcements Agendas Evaluation/Comment Forms

6. Newsletters Project Fact Sheets Surveys Q/A Sheets Direct Mailings Meeting Announcements Agendas Evaluation/ Comment Forms Provide information for a common or broad audiences. Cost effective. Use lots of color, visually appealing. Present facts, provides project specific detail or results. Can be used in lieu of other PI activities.

7. Newsletters Project Fact Sheets Surveys Q/A Sheets Direct Mailings Meeting Announcements Agendas Evaluation/ Comment Forms Provide information for a common or broad audience. Clear, concise and easy to follow. Simple facts and information. Keep it to one page- eye catching format and focus on key facts or message. Most often used as PI handouts.

8. Newsletters Project Fact Sheets Surveys Q/A Sheets Direct Mailings Meeting Announcements Agendas Evaluation/ Comment Forms To acquire statistical data. Composed of specific questions and responses. Design to be statistically measured and analyzed. Dont try to mix information providing with surveys.

9. Newsletters Project Fact Sheets Surveys Q/A Sheets Direct Mailings Meeting Announcements Agendas Evaluation/ Comment Forms Very effective at communicating answers to typical questions. Focus on the real typical questions- avoid being too detailed specific. Use color and graphics to help address the questions. Good tool to hand out with the project fact sheet or newsletter.

10. Newsletters Project Fact Sheets Surveys Q/A Sheets Direct Mailings Meeting Announcements Agendas Evaluation/ Comment Forms Very effective at communicating project direction, issues and process. Clear, concise and easy to follow. Consider your audience. Provide facts and next actions. Include project contact information.

11. Newsletters Project Fact Sheets Surveys Q/A Sheets Direct Mailings Meeting Announcements Agendas Evaluation/ Comment Forms Not a typical information tool, but use the opportunity. Should capture the readers attention. Use graphics to help locate the reader to where the project is. Specifically state the intended purpose of the meeting. Meet legal requirements.

12. Newsletters Project Fact Sheets Surveys Q/A Sheets Direct Mailings Meeting Announcements Agendas Evaluation/ Comment Forms Detail the topics to be covered and guide the process to be followed. Should be posted with the PI announcement or invite. Helps the public plan for what will be discussed.

13. Newsletters Project Fact Sheets Surveys Q/A Sheets Direct Mailings Meeting Announcements Agendas Evaluation/ Comment Forms Extremely important- obtaining feedback from the community in a written form. Encourage details, not a voting. Focus on the whys or why-nots. Should be simple and easy to follow. Include follow up information (name, address, etc.). Format should guide responses towards issues related to this specific project.

14. Typical ways… direct mail or hand out at meetings… but, what about: Schools Grocery Stores Handing out fliers at busy intersections Local sporting events Blogs, facebook, etc. Table stands at various locations Others?

15. Media- TV/Radio/Press: Clear and concise Plan ahead Hold pre-media meeting Ensure they have what they need (plug ins, handouts, etc.) Make it easy. Sound bites…. Be consistent

16. Keep it simple… Use Font sizes to visually establish a hierarchy. Use smaller text for photos and graphics. Be consistent with how you present headings, subheadings, etc. Customize font and style for heading/sections of text to create emphasis.

17. Avoid using script or other stylistic text. Some are pretty hard to read! Use Font sizes that people can read. Present your purpose or main facts up front in your document. (Dont hide the facts on the last page.) white Color - make sure it can be printed both in color and in black and white.

18. New Procedure for Open house meetings: the public must have an opportunity to speak before their peers (Required for EA/EIS projects; strongly recommended for CE 4). Timed Open microphone (mic), Q/A (if desired), Tips: Dont place mic on stage. Dont give the mic to the public. Be Consistent with time.

19. Know your audience and create materials specific for who you are trying to reach. At different points in your process, some tools will work better than others. Plan accordingly. Dont be afraid to explore different ways to reach your audience. Remember the general tips.