Forming a Planning Team or Coalition

1. Forming a Planning Team or Coalition Session 9 Slide Deck Session 9 Slide 9-1

2. Session Objective 9.1 Understand the purpose of planning teams and coalitions, and explain the benefits they provide to the communication process Slide 9- Session 9

3. Basis of Stakeholder Value • Their stake in the success of the community and its citizens • Their personal or working relationship with the target audience(s) • Their knowledge of the hazard issues • Their ability to offer the type of assistance required, and • Many, many other factors Session 9 Slide 9-3

4. The Planning Team/Coalition The quality of the campaign will always be reflective of the diversity, knowledge, perspective, and experience of the stakeholders assembled to plan it. Session 9 Slide 9-4

5. Planning Team • Like a committee • Acts like a group of advisors that help the organization conducting the project to ensure the campaign is well informed and moving in the right direction • Used if oversight and decision-making authority is retained within the organizational structure of the agency or organization leading the effort. Session 9 Slide 9-5

6. Planning Coalition • Project ownership becomes shared. • Used if project oversight and decision-making authority will be opened up to include outside organizations Session 9 Slide 9-6

7. What Partners Offer • Expertise or knowledge on the preparedness topic • Time and effort (volunteer or otherwise) • Relevant skills • Access to contacts and other professional networks • Sponsorship • Financial support Session 9 Slide 9-7

8. Partner Examples • Emergency responders (fire, police, EMS) and emergency managers • Local, state, and federal governmental agency officials Private sector/business/industry leaders • Volunteer organization representatives • Community and faith-based organization leaders Elected officials • News media representatives Session 9 Slide 9-8

9. Advantage of Diverse Planning Team • Access to a wider range of ideas, perspectives, and expertise • Increased message coverage • Specialized knowledge of or greater access to the target audience • Endorsement or sponsorship Session 9 Slide 9-9

10. Partner Skills and Resources • Graphic design software, skills, and equipment • Printing materials and equipment • Advertising space or time • Additional people to communicate messages • Space and equipment for events • Food, drinks, and other supplies to draw people • Storage, transport, or distribution of materials • Experience with the hazards addressed • Training resources Session 9 Slide 9-10

11. Forming a Team • Success contingent on the commitment of planning partners to participate constructively / participate as agreed upon • Planning team members agree to more or less work, but must provide what is promised • The organization conducting the campaign maintains oversight and management Session 9 Slide 9-11

12. Forming a Coalition • Coalitions require more defined structure • The coalition manages the project • Relationships are formalized, with memoranda of understanding, bylaws, mission statements, etc. • Responsibilities of members are clear • Officers are elected, standing committees formed • Accountability is formalized, and criteria for judging member commitments are formed • Members have a stake in the coalition Session 9 Slide 9-12

13. Four Kinds of Coalitions • Coalition of representatives from different groups who have grown weary of costly confrontation • Coalition of representatives from different groups who, although of different missions or opinions, realize that they share a common perspective on a specific issue • Coalition of representatives from groups with varied goals and perspectives, who are more likely to be sensitive to the specific point of view • Coalition of representatives from varied groups that share a position that already has widespread acceptance Session 9 Slide 9-13

14. Partnership Drawbacks • The process of forming teams and/or coalitions takes significant time and energy • The different wants, needs, perspectives, experiences, capabilities, and ideals of each partner can require that the nature of the campaign be altered to ensure that all partners are satisfied • Partner organizations may try to use the program for their own needs, or take credit for the program’s successes • Staffing problems, funding shortages, or mismanagement in partner organizations can all lead to delays, mismanagement, or complete failure of the campaign Session 9 Slide 9-14

15. Benefits to Partners • The opportunity to share credit for success • Membership and participation in a forum whereby community problems are discussed, addressed, and resolved • Networking opportunities • The opportunity to foster good community relations • Increased awareness of the hazards faced by community residents and businesses Session 9 Slide 9-15

16. Media as Partner • Can offer incredible value • Include: • Television • Print • Radio • Internet • Already play a significant role • Public already looks to the media for information • Media role not perfect or without risk Session 9 Slide 9-16

17. Partnership Plans • Plans provide accurate impression and full understanding of what partners are expected to contribute • Partnership plans and agreements manage expectations • Ensure partners understand their role and help to prevent overstepping of bounds • Project managers can lose control without them Session 9 Slide 9-17