Creating Formal Public Reporting Processes

1. Creating Formal Public Reporting Processes

2. What do we mean by formal public reporting processes? • A formal public reporting process: • Is regular • Is based on consistent measures • Includes suggestions for adjustments and changes in order to improve the effort • Allows for feedback from its audience • Continues throughout the life of the effort

3. Why create formal public reporting processes? • To involve the community and garner support • To bring the issue to the forefront and raise the profile of the effort • To hold the effort accountable • To keep track of progress • To collect new ideas for the effort • To be open and transparent

4. Who should be involved in creating formal public reporting processes? • Those who are most affected by the issue, and who would stand to benefit from a successful effort • Local and other relevant officials • The business community • Community activists, particularly those who have been involved with the issue • Those who might see changes in their work if the effort gains momentum • Those who will actually implementthe effort

5. When should you create formal public reporting processes? • When community support is needed • When there are questions about the effort • When the issue the effort addresses has reached, or threatens to reach, dangerous proportions • When there is a need to alert the community to one or more issues that need addressing, and to the fact that something is being done about them

6. How do you create formal public reporting processes? Assemble a representative group to plan the reporting process. Define the aim of the reporting process. Consult with and collect information from stakeholders and others who would benefit from and/or could contribute to the public reporting process. Identify and prioritize the various audiences you want to reach, and what types of messages and information each might receive.

7. How do you create formal public reporting processes? (cont.) Understand the interests and preferred communication methods of the target audience. Tailor your reporting to each audience you want to reach. Plan an ongoing communications campaign that includes annual reports. Test your communications and public reports with their intended audiences during development. Assess and address public opinion about the effort.

8. How do you create formal public reporting processes? (cont.) Educate public officials about the issues and the effort. Implement the communication and reporting campaign. Encourage your intended audiences to use the reports to carry the effort further. Continue the reporting and communications campaign over the life of the effort.