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Interacting With the Public Effectively Communication Dealing with Difficult Personalities Unfriendly Situations Public Involvement Training Class – Presented by the Office of Environmental Services
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Communication Public Involvement Training Class – Presented by the Office of Environmental Services
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Preparation is Key Know the appropriate steps to take for each phase of the PDP Be aware of project issues and controversy Be mindful of community values, cohesion, needs, and desires Know who the community leaders are Anticipate type of responses from the public Public Involvement Training Class – Presented by the Office of Environmental Services 3
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Be Responsive Create a culture of trust and openness Accommodate requests for information Proactively listen – not just “hear” Meet with property owners and residents, as appropriate Adequately explain the process Be forthcoming and answer questions Don’t be a spin-doctor Avoid ambiguity and “textbook” answers Public Involvement Training Class – Presented by the Office of Environmental Services 4
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Listen and Learn Avoid arguments Avoid talking over and talking down to Put yourself in their shoes Stay focused on the customer Avoid distractions Maintain eye contact Be cooperative Provide clear and concise answers Be wise - if you don’t know the answer, it’s OKAY to say so! Public Involvement Training Class – Presented by the Office of Environmental Services 5
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Rate of Communication On average, we: Speak 125 words per minute Listen 418 words per minute Think 2000 words per minute Public Involvement Training Class – Presented by the Office of Environmental Services 6
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Something that is simple to you can be misunderstood by others “We have been given two ears and one mouth so that we can talk less and listen more” -Anonymous Public Involvement Training Class – Presented by the Office of Environmental Services
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Interact Appropriately Avoid being combative and defensive Be open-minded and honest Ask questions in return Understand their concerns Be patient Do not speak for them Allow formulation of thought Allow them to express their frustration Avoid premeditated answers Active listening Public Involvement Training Class – Presented by the Office of Environmental Services 8
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Body Language All aspects of interpersonal communication beyond choice of words Eye contact Facial expression Voice tone, volume, inflection and pace Gestures, movements, posture “Actions are louder than words” Be aware of your communication style Public Involvement Training Class – Presented by the Office of Environmental Services 9
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Dealing with Difficult Personalities Public Involvement Training Class – Presented by the Office of Environmental Services
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Common Personalities Aggressor Analytical Know-it-All Cynic Never Happy Wall Flower Super Agreeable Public Involvement Training Class – Presented by the Office of Environmental Services 11
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Aggressor Assertive and forceful In-your-face attitude Loves to vent Forces you to listen Combative How to address Keep calm and do not return fire! Be resolute and confident Listen carefully Entertain suggestions if reasonable Public Involvement Training Class – Presented by the Office of Environmental Services 12
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Analytical Detailed oriented Solution may not be logical based on their own research Require detailed explanations Want the “right” decision made (theirs) How to address Be patient Provide factual answers – DO NOT FAKE IT Take time to explain the process Invite them to review studies conducted Public Involvement Training Class – Presented by the Office of Environmental Services 13
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Know-it-All The “Expert” Assertive and arrogant Self-educated Know how everything works Always “right” How to address Respect their knowledge Show appreciation Capitalize on what they know Do not demean or minimalize Public Involvement Training Class – Presented by the Office of Environmental Services 14
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Cynic The doubting pessimist Believe decisions are already made Suspicious of authority Holds contempt for the process Distrustful and sarcastic How to address Ask direct questions, give direct answers Do not engage in an argument Avoid one-on-one confrontations Be objective and positive Don’t be afraid to disagree Public Involvement Training Class – Presented by the Office of Environmental Services 15
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Never Happy Ultra negative Everything is bad Nothing is ever right Suspicious of authority Is the “victim” How to address Be respectful, positive, and patient Do not argue, stick with facts, use logic Ask for suggestions If truly a negative, acknowledge it Public Involvement Training Class – Presented by the Office of Environmental Services 16
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Wall Flower Have an opinion, but… Very hard to draw out Afraid to speak up May feel their opinion will be unpopular May feel their concerns are trivial How to address Provide open ended questions Avoid questions with “yes”/”no” answers Allow them time to respond Provide an opportunity to follow-up later Public Involvement Training Class – Presented by the Office of Environmental Services 17
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Super Agreeable Everything is great!! The “cheerleader” for a project Want to be involved in every aspect The neighborhood “spokesperson” Held at neutral sites Formal, with a specific agenda Public Involvement Training Class – Presented by the Office of Environmental Services 18
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Unfriendly Situations Public Involvement Training Class – Presented by the Office of Environmental Services
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Don’t Let Bad Situations Get Worse Be diplomatic and courteous Be mindful of the situation S.L.A.P. S = Sit or stand squarely L = Lean into, not away from Posture is important- shows attention A = Attentive P = Position (do not get cornered) Public Involvement Training Class – Presented by the Office of Environmental Services 20
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How to Address Give your undivided attention Use positive non-verbal's Avoid crossing arms Avoid looking annoyed Be sincere and show interest “That does sound upsetting…” “I don’t blame you for being upset…” “I can see how this would be a problem…” Public Involvement Training Class – Presented by the Office of Environmental Services 21
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How to Address Ask for their name and use it often when you speak with them Identify the problem Ask questions to understand the issue Restate their concerns to gain clarification Put yourself in their shoes! Summarize and state how you will follow up Public Involvement Training Class – Presented by the Office of Environmental Services 22
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Be Professional You represent ODOT! Ensure credibility and trust Treat others equally and fairly Be empathetic with concerns and existing situations Provide accurate information LISTEN CAREFULLY! Public Involvement Training Class – Presented by the Office of Environmental Services 23
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Moving Forward Resolve the problem and concern If you can’t do exactly what they want, tell them what you can do If it will take longer than anticipated to respond to an issue, provide updates Ensure the person knows you are working to solve the problem If we screwed up, admit the error and fix it Do not make excuses or minimize a mistake Public Involvement Training Class – Presented by the Office of Environmental Services 24
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Wrap-Up Public Involvement Training Class – Presented by the Office of Environmental Services
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Core Principles Plan and prepare with diligence Demographic diversity and inclusion Collaboration and shared learning Openness and learning Transparent and trustworthy Be Proactive Sustain engagement Instill a participatory culture Public Involvement Training Class – Presented by the Office of Environmental Services 26
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Summary Know what you are getting into Know the project, process and issues Create the right environment “Culture of openness” Know your audience Partner and engage with them Communicate, communicate, communicate… Document, document, document… Public Involvement Training Class – Presented by the Office of Environmental Services 27
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Questions? Thanks for coming today! Tim Hill – OES Administrator Tim.Hill@dot.state.oh.us 614-644-0377 Erica Schneider – Policy AEA Erica.Schneider@dot.state.oh.us 614-387-0134 Kevin E. Davis – Policy Supervisor Kevin.Davis@dot.state.oh.us 614-752-2788 Public Involvement Training Class – Presented by the Office of Environmental Services 28
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