COMMUNICATIONS
AND PR
ACTION
PLAN
September 2003 – March 2005
ACTION PLAN TO DELIVER THE COMMUNICATIONS AND PR STRATEGY
An Action Plan has been
developed to deliver the Strategy and improve communications across the
council. This plan is for the period September 2003 – March 2005.
1. INTERNAL
COMMUNICATIONS
ACTION PLAN
ACTIVITY |
TIMESCALE / TARGET
|
|
Team briefing - introduce briefing system based on ‘core brief’ from Directors Group
to be cascaded to all staff. Each department to add their own ‘local brief’.
Replaces In Touch |
September 2003 |
|
Key Communicators – establish one for each Directorate and arrange
quarterly meetings |
September 2003 |
|
Internal publications –
review internal newsletters,
including Contact and Bulletin |
October 2003 |
|
Intranet – create a section for members on the Intranet |
April 2004 |
Graphic design service - review and implement changes as
necessary
|
April 2004 |
|
Style Guide – produce corporate style guide and distribute.
Monitor implementation |
Phase 1 - January 2004 Phase 2 – April 2004 |
|
Electronic templates – produce templates for letters, slides, faxes and
memos |
January 2004 |
|
Plain English – develop
guide for staff to promote effective communication Training programme for
staff |
June 2004 April 2004 |
|
Notice boards – should be kept up to date and informative through
the Key Communicators |
October 2003 |
|
Staff events / Healthy
Workforce – support and publicise
council-wide programme of events, including monthly walks Develop a staff volunteers
scheme to encourage community involvement |
At least two pages in each
issue of Contact June 2004 |
2. EXTERNAL COMMUNICATIONS
ACTION PLAN
|
ACTIVITY |
TIMESCALE / TARGET |
|
PR calendar – develop a quarterly calendar of key events to focus
communication activity |
Quarterly |
|
Wight Insight – develop to promote the council’s corporate
objectives and encourage participation across the council Promote wider distribution
in supermarkets and other outlets including ferries |
Review content and costs
every quarter December 2003 |
|
Web site – develop as key communication tool |
Meetings every month with the web team to promote new
ideas for content
|
|
Spokespeople – develop a list to raise the council’s profile |
December 2003 |
|
Corporate campaigns and
initiatives – involvement in
council wide activity |
At least two a year –
GAGS, ‘An Improving Council’, Fire Service Modernisation, in 2003/4 |
|
Logo – review and ‘refresh’ as necessary |
January 2004. |
|
Articles for
publication – co-ordinate articles
for publication |
At least one article a
month in national media or trade press |
Awards
|
Submit at least 10 entries a year and publicise
successful awards
|
|
Corporate events – develop
Events programme Develop display package
for corporate and local events |
March 2004 May 2004 |
|
Equality – develop revised policy for information formats |
July 2004 |
Partnership
– develop
communication plans with partners
|
January 2004 |
A to Z
– develop short A to
Z of council Services
|
April 2004 |
Alternative
formats - promote
signing, Typetalk and other facilities for disabled people, including in ‘one
stop’ shops
|
June 2004 |
3. MEDIA MANAGEMENT
|
ACTIVITY |
TIMESCALE / TARGET |
Promoting
good news –
coordinate regular guests for Isle of Wight Radio phone-ins
|
November 2003 |
Media
events – organise
informal events where key staff and members can meet the media
|
First event July 2003. At
least one event a year. |
|
Media Relations Policy – review and update |
September 2003 |
|
Media training – organise training for first level managers and
Portfolio Holders |
First three sessions in
September and October 2003. At least one training event a year. |
|
Press releases – themed on corporate objectives, include key
messages. |
July 2003 |
|
Local media contact – regular meetings with local editors |
Quarterly meetings with
editors (Communications and PR Manager) |
4. STRATEGY DELIVERY
|
Quarterly |
|
Quarterly |
|
December 2004 |
4. DELIVERING THE
STRATEGY
4.1 The Communications and PR team
The Communications and PR
team consists of the Communications and PR Manager, Media and PR Officer and
Communications Co-ordinator. It also includes the Publications Unit who produce
Wight Insight – the Visual Communications Manager, Graphic Designer and
Publications Officer.
With many years of knowledge
and experience in communication and PR issues, the team members will provide
strategic advice on all corporate communication issues to help raise standards
across the council.
The team will also coordinate the delivery of the objectives in the Action Plan.
4.2
Annual Action
Plan
The Communications and PR Strategy will be delivered through the Action Plan. We will update the Action Plan each year and Directors Group will be asked to approve it.
4.3
Evaluation and monitoring
Communication methods will
be regularly reviewed to ensure they are effective and robust. This includes:
- regular media monitoring to highlight trends –
this is carried out in-house and included in the quarterly monitoring
reporting. An increase in positive
media coverage will reflect improved communication with the media
- monitoring staff awareness of key issues through
the annual Employee Survey
- reviewing the effectiveness of corporate communications and publications through surveys and consultation, including Citizens Panels and Best Value Reviews