1. Delivering the message
Jacque Annarino
Successful PI includes:
identifying the best methods, means, and techniques to deliver project information in timely fashion
establish means of communication with stakeholders, the public, and all interested parties
This is especially important for projects that have potential impacts on
Community
daily travel
quality of life
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2. Delivering the message
Public Notification vs. Public Involvement
Which is better?
Why?
Who can tell me what public Notification is? Next slide….
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3. Public notification One-way communication
Essential for project construction & maintenance and operations activities
Can supplement PI related activities
Goal is to provide basic information that is timely and easy to understand
Minimal opportunity to provide feedback
Public Notification is fantastic for “one-way communication”
This is perfect for construction notifications and announcements of traffic hang-ups, closures, detours, etc.
It’s quick and excellent way to get basic information out there.
The value of distributing public notifications as part of PI activities is that it increases stakeholder and public awareness in a concise and clear way.
Press Release
Message Boards
Okay- who can define Public Involvement for me? Next slide:
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4. Public involvement Two-way communication
Provides opportunities to interact with stakeholders and the public
A managed process that is designed to solicit input and establish dialogue
Enhances decision-making
Unlike public notification, Public involvement is interactive and enables stakeholder and public participation
This gives us the opportunity to actually talk with the public and better understand their problems, opportunities, and constraints
The public values this type of communication and especially with an older demographic, this form of communication is preferred.
Public Involvement Training Class Presented by the Office of Environmental Services

5. Strategic communication
TEST QUESTION – COMING UP!!!
Can anyone define Strategic Communication for me?
Strategic Communication is: knowing your audience and deciding the right time to use public notifications and/or public involvement at the right time for your project.
It’s being strategic, not reactive!
It’s knowing the project development process and what’s necessary for your project and strategically planning PI to move the decision process forward
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6. Strategic communication
Identify and establish appropriate and effective means of communication that:
Complements community demographics
Encourages and sustains involvement
Targets intended or specific audiences
Promotes project awareness
As the cartoon implies, don’t just assume your strategy will reach everyone or that because a press release goes out everyone will see it – be as comprehensive as possible
Public Involvement Training Class Presented by the Office of Environmental Services

7. Level of communication
Don’t rely solely on electronic dissemination
Not effective for underserved populations
Stakeholders can assist in determining communication approaches
Based on lessons learned from the past
Strategic communication focuses on knowing your audience and how and when to best communicate with them.
Keep in mind, that no one form is best.
It takes knowing what “tools” for communication that you have available and when to best use them.
Talk with your leaders in your community to understand what tool may work best for your project area.
Use them as a resource.
Although we always want to do the right thing, there are times when ODOT doesn’t always send the right message.
These next few slides are intended for us to better think about the messages we are sending and to be aware of how it could appear to others
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8. Avoid conflicting information
Be sure that notices contain exact information and does not conflict
Can anyone provide an example of how ODOT could send a mixed message?
maintain traffic -> detour
minimal impacts - > taking someone’s house
State the facts - don’t minimize it
“For this project, we have 1 relocation and x number of strip takes.
Tell what we’re doing about it
ODOT works hard to minimize the ROW impacts for any project and we will continue to look at ways we can reduce the impacts with this project
Public Involvement Training Class Presented by the Office of Environmental Services

9. Be concise
Attending an ODOT PI mtg has the potential for “information overload” for the public
Keep the message simple… ensure the layout is common sense and people are not faced with information overload the second they walk in…
Same for our web sites and social media…. Sometimes, simpler is better….
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10. Provide clarity What? I’m not even sure what this sign is saying???
What are you wanting from the public? Be direct. Are you looking for comments about a specific design element or access concern, or what? What do you want from them?
Public Involvement Training Class Presented by the Office of Environmental Services

11. Avoid unintended meanings
Example: Leading public to believe they will be voting on alternatives and the majority will decide
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12. Do not invite controversy
Avoid positions… avoid setting ourselves up…
Example - design is 90% complete but we want to hear from you!
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13. Send the right message
We know, that even if we do everything right, not everyone is going to be happy.
We hope we won’t have messages like this- if we provide great customer service….
But, we recognize that the public may not always agree with the outcome…
But, if we can at least provide them the basis for our decisions- we will meet the legal requirements and do what is right….
Public Involvement Training Class Presented by the Office of Environmental Services

14. Communicate early and often
The end result is that we have to think about our message and how to deliver it.
We have to plan in advance.
This can’t be a reactive situation.
We need to plan early and adjust that plan often to ensure a positive out come for our projects.
Public Involvement Training Class Presented by the Office of Environmental Services

15. Type of communication Depends on project type and complexity
Initial contact can occur through, but is not limited to:
Property Owner Notification Letters
Stakeholder Notification
Media Coverage
Dedicated Project Website
Social Media
Printed Materials
The six items listed are the most common forms of communication
others not mentioned here are touched upon in the PI Manual…
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16. Property owner notification letters
As appropriate, based on PDP path
Common notification method
Legal notification for right-of-entry
Brief project description
Discuss preliminary work needed
Discuss anticipated impacts
Include detour/roadway closure, if known
Provide contact information
DEC or PM
Preliminary work focuses around environmental studies – technical investigations needed, etc.
PONL can be very effective communication tool .. Is this public notification or public involvement?
Keep the letter clear, concise and easy to understand
Provide facts of the project, the legal requirements and how they can follow up….
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17. Stakeholder notification
As appropriate, based on PDP Path
Can be in response to concerns or issues on lower level projects
Can be an invitation to be a stakeholder on higher level projects
Introduce the project
Identify relevant project issues
Indicate role in decision-making
Level of involvement is based on project type and complexity
Path 1 and Path 2 projects may warrant consultation if there are concerns regarding detour, roadway closures, or if a minor controversy exists
Be specific as to what you expect from the stakeholders…
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18. Media coverage
Can increase public awareness, public support, and acceptance
Often requires expertise of Public Information Officer (PIO)
Ensures newsworthiness
Handles media requests
Coverage may include, but is not limited to:
Press releases
News articles
Interviews with various media outlets
Adequate media coverage can be helpful and in many cases is essential to making the public aware of a project and achieving public support and acceptance.
PIO tailors messages that are factual and meet newsworthiness criteria
Media coverage following a public meeting or public hearing can be an essential tool to disseminate project information and issues presented at the event. These have a greater potential of informing a broad segment of the local and regional community.
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19. Dedicated project website
Provides, but is not limited to:
Status updates
Notification of PI activities
On-line comment forms
Contact information
Typically created for Path 3, 4, and 5 Projects
Great overall tool, but what is the one thing that typically happens to these?????
They don’t get updated….
Make sure it is update constantly, even if you don’t have anything to say…
tell the public that there are no major updates to report and what, if anything you are doing…
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20. In conjunction with dedicated project website, take advantage of:
Social media
In conjunction with dedicated project website, take advantage of:
Facebook
Twitter
LinkedIn
Other appropriate sites
Potential to involve a more diverse audience
Another tool in the toolbox to announce upcoming meetings and PI activities
Potential to reach a diverse audience
includes young professionals, the tech savvy, etc.
Facebook adds:
½ million new users every day
6 new profiles every second
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21. Benefits of using Social media
Real-time status updates
Offers flexibility
Can be used to gather comments
Monitor and manage feedback
Provides real-time status updates on project development
Offers flexibility to those that may not have the time or availability to attend PI events
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22. Printed materials Has potential to reach larger audience
Presents project information
Outlines PI events and milestones
Examples includes:
Fliers
Newsletters
Fact sheets
Mail inserts
brochures
Mail inserts – something a project sponsor could do – part of utility bill…
Some post offices will put fliers in mail boxes based on streets or even zip codes…
don’t have to always have the exact address….
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23. Printed materials Standard recommendations include:
Inviting and conversational in tone
Easy to read
6th grade reading level
Avoid jargon, technical terms, and acronyms
Can be used as regular communication throughout life of project
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24. Communication tools summary depends on project type and complexity
Should meet PI objectives
Should relate to intended audience
No single tool effective
Combination may be needed
Public Involvement Training Class Presented by the Office of Environmental Services

25. ? Questions Any questions regarding Delivering the Message?
Now Erica will provide some insights and guidance for Public Meetings
Public Involvement Training Class
Presented by the Office of Environmental Services