Currently, more than a dozen City departments communicate in one form or another with residents. The frequency and form of communication varies. Department staff attend meetings, send newsletters, flyers, emails, hold meetings and more. Departments do not share their plans so there is no coordination or collaboration. Departments at the same event will often solicit contact information from the same residents creating confusion and multiple databases.
This results in missed messages, multiple mixed messages, resident confusion and zero opportunity to measure success.
A communication audit conducted earlier in the year with department representatives found:
The City is not effectively measuring the impact of communication efforts
The City does not know if targeted publics are reading the message and if it results in changed behavior or outcome
The City does not consider communication platforms in order to ensure information reaches target demographics
The City misses opportunities to integrate and collaborate across departments to combine or share messages
The Office of Communications & Neighborhood Development seeks a solution that would have the following outcomes:
One database to hold citizen contact information collected at meetings and events
Track information sent to citizens and measure action taken to interact with it
Shared software solution that allows various departments to communicate about upcoming meetings or projects
Standardize community meetings and create meeting templates for various city employees to use
Ability for city staff to input communication opportunities and then identify those opportunities to share messaging from various departments