Traditional public involvement

Page contents:

Communications materials
Website
Public workshops
Public meetings
Advisory committee
Media relations
Email blasts
Online outreach survey
Meeting in a box

Communications materials

Ensure that print and electronic materials are assessable and communicate the plan or study’s message in an effective, appealing way by using visualization (photos, illustrations, charts, etc.) and plain language.

Example of effective, appealing electronic material

Action to be taken

Provide direction for any desired logo and brand
Review and provide feedback on draft logo and brand
Select a final design option for logo and brand
Review and provide feedback on key messages and talking points

Details

Establish a brand for the plan including logo, styles and templates
Develop key messages and talking points that will frame communications about the planning process
Develop a list of frequently asked questions
Develop collateral materials for the project including fact sheets, handouts, signage for public meetings, exhibits and maps on an as needed basis
Include various ways to submit public comments (phone, email, social media, etc.) on all materials
Create visuals such as infographs, physical models, etc. as ways business and the public can understand and relate to the project

Website

The project communications team shall develop a dynamic, interactive and accessible website or webpage for appropriate projects and programs.

The site should be easy to use and include a project summary, projected schedule/timeline, project updates, public meeting schedules, frequently asked questions (FAQs), copies of fact sheets and newsletters, etc. as well as a mechanism to communicate back what was heard and how it was used from previous engagement. The site should also be easy to navigate and visually appealing to keep people returning to the site.

The project team should update information monthly or more frequently as new information becomes available. The primary purpose of the website should be to provide online opportunities for the public to learn about the planning process through unique and tailored web tools. These tools should include an update subscription service (such as Constant Contact or GovDelivery) that allows members of the public to sign-up to receive information/alerts about the project through email and/or social media. Subscribers should be able to specify the type of information they wish to receive and to receive specifically that information electronically. Provide a quick and simple method for unsubscribing at any time.

Action to be taken

Drive traffic to the project webpage from official MnDOT channels
Ask partner agencies to provide links to the web page

Details

Develop website content, page schematic and ultimate design
Include website address in all materials and presentations and encourage visits to learn more
Create email updates subscription service including user-friendly process for unsubscribing

Public workshops

During workshops, participants are divided into small groups to work with a project team member to answer questions about a particular project or initiative. These are intended to be highly interactive sessions in which maps and colored markers are used to illustrate the concepts being proposed and under development. At the end of the workshop, facilitators bring all the small groups together to present their work and participate in a conversation led by the project team about the common themes emerging and how those ideas could be integrated into the planning process.

Public workshop

Action to be taken

Recruit community members to take part in the public workshop through the use of postcard mailing to residents, emails to stakeholders, a media release, outreach to area employers, online outreach and through the Project Advisory Committee

Details

Develop workshop materials to include a PowerPoint presentation, exhibits, handouts and discussion guides
Process feedback collected and develop a public workshop summary report

Public meetings

Public meetings are the most traditional method of involving the public. Typically public meetings consist of introductions, an overview presentation, opportunities to ask questions, visuals of project and a wrap-up. Some public meetings begin with an open house where attendees can come learn about how the plan was developed and the recommendations it includes.

Action to be taken

Invite community members to take part in the public meeting through the use of postcard mailing to residents, emails to stakeholders, a media release and outreach to area employers

Details

Develop meeting materials to include a PowerPoint presentation, exhibits, handouts and discussion guides
Process feedback collected and develop a public meeting summary report

Public workshop/meeting prep and coordination timeline

Tasks	Timeline
Secure location	60 days prior to event
Develop bilingual workshop/meeting notice information	45 days prior to event
Submit workshop/meeting information to neighborhood associations, chambers of commerce and agency newsletters for dissemination	45 days prior to event
Distribute flyers to organizations that meet on a monthly basis	45 days prior to event
Draft postcard content for review	45 days prior to event
Post date on community calendars and websites	45 days prior to event
Distribute public service announcements to area radio stations when fitting	45 days prior to event
Finalize draft postcard	35 days prior to event
Send postcard to printer for production	30 days prior to event
Secure simultaneous translator (if necessary)	30 days prior to event
Publish display and electronic media ads	30 days prior to event
Produce and install bilingual bus placards on buses	30 days prior to event
Produce and place bilingual workshop/meeting flyers on buses	30 days prior to event
Mail out postcard to project database	30 days prior to event
Request that local universities send out email announcements to their students, faculty and staff	30 days prior to event
Produce agenda, comment card workshop/meeting handouts	20 days prior to event
Coordinate with local professors in the areas of planning, geography and political science and request that they encourage their students to participate	20 days prior to event
Send out email blast with public workshop/meeting information and link to web page	20 days prior to event
Post public workshop/meeting information to Facebook and Twitter	20 days prior to event
Publish display ad and electronic media ad	20 days prior to event
Distribute public workshop/meeting flyers/posters to key locations near the venue	20 days prior to event
Translate agenda, comment card and workshop/meeting handouts with review and approval from MnDOT	10 days prior to event
Secure A/V equipment (PA, projector, laptop, screen, etc.)	10 days prior to event
Produce graphics and exhibits for workshop/meeting	10 days prior to event
Send out email reminder	10 days prior to event
Send out media advisory to local media	7 days prior to event
Secure special needs translator (if necessary)	As soon as requested
Request for coverage	Morning of event
Send out email reminder	Day of event
Public event supplies (newsletters, name tags, sign-in sheets, pens, Sharpies, public workshop/meeting way-finding signs, clipboards, camera and refreshments)	Day of event
Public event exhibits, Spanish translator and hand-signing if needed	Day of Event
Staff Event	Day of Event
Debrief and note what worked? What could have been done differently?	No later than 5 days following event
Public Workshop/Meeting Report for review and revisions	10 days following event
Distribution of final workshop/meeting report and posting to website	15 days following event

Advisory committee

MnDOT often appoints an advisory committee composed of representative stakeholders from the target audiences identified later in this guide to provide oversight on projects with statewide implications. Advisory committees are often used for large-scale multi-year projects. This committee would be tasked with providing guidance to the planning team and acting as a two-way conduit of information to their constituent groups. The role of the Advisory Committee is to:

Review and provide comments on the planning process and deliverables;
Review and provide input and feedback on recommendations; and
Assist with the dissemination of information, including public meeting notices, to the public and agency stakeholders.

Action to be taken

Establish Advisory Committee
Develop membership list
Establish email communication database
Encourage committee members to act as ambassadors who can help take information learned through this process to the public

Details

Prepare content and desired outcomes for each meeting
Provide input on membership list for committee
Prepare brief meeting summaries outlining discussions and outcomes

General timeline for committee meetings

Tasks	Timeline
Determine stakeholders and reserve meeting room	60 days prior to meeting
Provide meeting content for agenda, handouts, presentations and graphics to MnDOT for review and approval	20 days prior to the meeting
Develop and distribute meeting notices, agendas, notes from previous meeting and relevant information for committee preview	15 days prior to the meeting
Print agendas, handouts, plotting and mounting of graphic displays (as needed) and attendance sheets	5 days prior to the meeting
Canvass committee members by phone or email for anticipated attendance	5 days prior to the meeting
Provide meeting refreshments	Day of meeting
Provide facilitation services	Day of meeting
Develop meeting notes and send to MnDOT for review and approval	10 days following meeting
Provide feedback on meeting notes	15 days following meeting
Finalize (Consultant) and distribute (MnDOT) meeting notes	20 days following meeting

Media relations

MnDOT will work to keep the media outlets across the state well informed about the transportation planning, design, construction and funding issues, as well as public information meeting schedules. The consultant if applicable will prepare media kits, news releases and alerts, interviews and speaking points as needed. MnDOT is responsible for communicating with the media directly.

Media interview

Action to be taken

Ensure that all news media distribution lists include African-American, Hispanic and other outlets targeted to a specific, under-served audience (such as KMOJ Radio)
Work with local government access television channels for strategic media placement of information materials
Write articles about proposed projects and related public involvement opportunities and actively pitch them to news media and partner newsletters and blogs
Develop and distribute timely, relevant news releases
Schedule interviews and conduct editorial board meetings as appropriate
Conduct media tours of key transportation projects throughout the state
Track news coverage and adjust media approach as necessary
Build relationships with and engage members of the news media through Facebook, Twitter and other social media sites
Conduct special events with interesting visuals to encourage coverage by broadcast, print and online news media

Details

Identify local “champions” who can act as spokespeople for the project
Conduct media training with champions and key staff
Develop outreach materials including media kits, news releases, talking points and fact sheets as needed

Email blasts

The project communications team should consider developing and launching email marketing campaigns and text messaging campaigns to reach smart phone users where they live, work and play. The project communications team would work to build an email and mobile number database to make the most of these marketing tools.

Action to be taken

Make available any statewide email lists or databases that could be used for this purpose

Details

Develop e-blasts text and graphics in support of statewide initiatives
Measure and provide metrics regarding clicks, opens and bounces
Ensure that members of the public can sign-up for the emails through the website or otherwise request to be added to the list through social media, email, phone calls and public meetings

Online outreach survey

Consider online surveys for projects as appropriate, and include MPOs and local partners to solicit input and feedback. Online surveys will provide an opportunity for the public to provide input easily and conveniently. Make surveys available online through MetroQuest, Survey Monkey and other similar tools.

Action to be taken

Advertise survey through social media, media relations, MPOs and local partners
Encourage major employers to disseminate the survey. Share results
Conduct intercept surveys using iPads/laptops and the online survey tool

Details

Create draft/final online survey
Review the data collected, analyze and prepare a summary report
Draft survey news release
Develop survey e-blast to disseminate the survey to a project email list (constant contact)

Meeting in a box

The project communications team may wish to consider developing packages of materials to create a “Meeting in a Box.” These boxes allow team members or public member participants to share project information with different groups. The public involvement team will work closely with different stakeholder and civic groups to attend meetings or events that are already being held where project information can be shared and input collected. Further, participants can also use the boxes to share information with their groups.

Mobile meetings presentation

Action to be taken

Advertise this participation option on the project web page and via traditional and social media
Disseminate kits to groups requesting them
Follow-up with groups to collect the kits and associated comment cards/feedback

Details

Develop several “Meeting in a Box” kits that include instructions, project materials such as fact sheets or maps; a pre-recorded presentation; and tools to accept comments, questions and feedback
Schedule presentations for staff so they can take the kits out to do presentations as part of regular monthly meetings for existing groups and organizations