Reg egio ional nal Ne Netw twor orks: ks: Ne Netwo work rk - - PowerPoint PPT Presentation
Reg egio ional nal Ne Netw twor orks: ks: Ne Netwo work rk Co Commu mmunic nicat atio ions ns Pl Plan an Presen esented ed by: : Mag aggie gie Ullman an, , Networ work k Ad Advisor, visor, As Ashev heville, le, NC
Presen esented ed by: : Mag aggie gie Ullman an, , Networ work k Ad Advisor, visor, As Ashev heville, le, NC maggie@saenv.com | 828.713.9488 Connecti ecting ng Peop
ster ering ing Innov
ation.
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Pre resen entatio tation n Purp rpos
e and d Conte ntents nts
This is presen esentati ation is to the Regi gion
al Network tworks s Coord rdinati ating ng Comm mmitte tee, e, on Janua uary 8th, , 2016. . It’s purpose is to presen esent the best st prac acti tice ce of Network twork Commu mmunica cations tions Planni nning g and nd devel evelopment,
cluding uding:
– What the practice is and looks like – Why the practice is worthwhile – Who should do it and when – How to do it, with examples
Partner Networks Network Participants Representing Green Cities California (GCC) Linda Giannelli Pratt Erik Pearson Shannon Parry ALTERNATE- Susana Reyes GCC Managing Director (Coordinator) Hayward, CA Santa Monica, CA Los Angeles, CA Great Lakes Matt Naud Matt Gray Ann Arbor, MI Cleveland, OH Heartland T.O. Bowman Brenda Nations Oklahoma City, OK Iowa City, IO Michigan Green Communities (MGC) Dave Norwood Sandra Diorka Jaime Kidwell-Brix Dearborn, MI Delhi, MI MGC Coordinator (Coordinator) New England Municipal Sustainability Network (NEMSN) Troy Moon Cyndi Veit Kelsey O'Neil Virginia LeClair Portland, ME EPA- (Coordinator) EPA- (Coordinator) Dedham, MA Ohio, Kansas, Indiana (OKI) Larry Faulkin Lamees Mubaslat Cincinnati, OH Montgomery County, OH Prairie State Network (PSN) Catherine Hurley Dan Hughes Evanston, IL PSN Coordinator (Coordinator) Southeast Sustainability Directors Network (SSDN) Peter Nierengarten Robin Cox Meg Williams-Jamison Fayetteville, AR Huntsville, AL SSDN Coordinator Western Adaptation Alliance (WAA) Tamara Lawless Ashley Perl Flagstaff, AZ Aspen, CO
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What t is Net etwork
unication n Planni ning? ng?
s are e built on the exchange hange of informatio ation. n.
– Communications plans must be tailored to the specific needs of a network. – Effective networks stay ahead of their organization’s communication needs and plan for the growth of their information infrastructure.
g comm mmunicati nication
actices ices not only effective ectively ly dissemi seminat nate e informati ation,
ld relatio ations nships hips and d trust betwee ween n memb mbers ers. .
ular ar comm mmunicati nication
mber ers s helps s to keep p them m investe sted in their ir work k with th th the netw twor
k.
e sever eral al communicati munication
hods that can be used d by network works s to meet et their ir need eds.
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ernal al Communica nication tion is a way for networks
rectly connect ect with th individ dividua ual l members.
e exampl mples es of int nterna ernal l commu munica cation tion are meet etings ings, , telecon confere ferences, ces, direct rect e-mail, ail, etc.
ernal Communic unicati ation n is general eral information
e of network.
e example ples s of extern ernal al commun munic ication ation are ann nnual al repor ports, ts, ne news s letter ers, s, bri riefin efings, s, case se studies, udies, etc.
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Relev evan ance ce of In n Pers rson Meet eting ings s to Memb mbers ers and nd Network: twork:
F meet etings ings are typica ically lly the hig ighest hest valued lued exper erie ience ce memb mbers ers get from their eir network
mber er create ate strong
ections ns to each ch other er when en they y shar are e experi erien ences ces. . Thi his s is essen sential tial to cultivat ltivate e trus ust.
Allows
mbers to eng ngage age on a n a more e perso rsonal al level vel Pro Tips
al F2F F network rk meet eting ing is a MUST ST for long g term rm sustai stainabi nability lity of a network
verage age other er times mes your r members mbers will ll be together.
ere an n Am American rican Planning ing As Association
eting ing in n your r regio gion? n? EX: Puls lse e your ur member mbers s on USDN. DN.org
ill l be there re and pull ll toget ether er a break eakfas fast t mtg. g. That at extra a effort rt wil ill l weave ave members mbers toget ether her through
ared ed experi erienc ences es. .
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Relev evan ance ce of Work k Groups
nd Networ work: k:
s and Comm mmitte tees es are a sub b set of members mbers focus used ed on a specific ecific topic ic or proje
ct. .
mmitte tees es are typic ical ally ly ongoing
, and stand nd as a function ction of the network.
roups are typic ical ally ly focus used ed on proje jects cts and have e a begi eginn nning ing and end.
e self f selecti ecting g na natur ure e of work rk grou
ps eng ngage ages s members mbers based sed on th n their eir int nterest erest whi hich h foste ters rs value lue in n the network
all l groups
able e members mbers to collab abora
e whi hich ch deepens epens their eir relationsh ationships ps and evolve lves s your r network
Pro Tips
d clear ar pur urpose
e they y may fizzle zle out. . When n a work k grou
s started, rted, hav ave e the member mbers s dete term rmine: e: purpose, rpose, goals ls, , activi ivities ties, and timeli meline ne. .
ke sure re they ey work rk and nd progre
ss of work rk grou
ps get relayed ayed back k to the full l membershi mbership p to rema main n inc nclus lusive ve and to demon monstra strate te the value lue memb mber er get t from m enga gagin ging g at a hig igher er level el in the network
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Relev evan ance ce of Teleconf econfer erenc ence e Commun munic icati ation n to Memb mbers ers and Network twork:
le engaged aged in the network
tween face e to face meeti tings ngs
s members mbers to speak ak dir irectly ectly about
ecific topic ic and consi sider er differen fferent approa roach ches es Relev evan ance ce of Meet eting ng Minutes inutes to Memb mbers ers and Network: twork:
upports
ation transpar sparen ency cy when en available ailable to all members mbers
ablishes lishes a low w commit mitment ment define fined d role e for a memb mber er to eng ngage age in n the network
rough Pro Tip
urve vey members mbers to learn rn their ir int nteres erests ts and nd ne needs eds and nd use e that t data a to deter ermine mine telecon conferen ference ce topic ics. s.
ys have e an icebreaker ebreaker at the beginning eginning to ensu sure re all peop
le on the call l talk at least st once. e.
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Relev evan ance ce of E-ma mail il Comm mmunica nicati tion n to Membe mbers rs and Network twork:
sseminate ate network
ation to memb mbers ers on a large ge scale le
s members mbers to have e an unobtru btrusiv sive e yet dir irect ect connection ection with th other er network
mbers
: there re is a disti stinc ncti tion betwee tween dir irect ect emai ails ls betw twee een n members mbers and nd a list t serve rve forma mat t emai ail; l; the former mer are effic icient ent but t may leave e new members mbers or less ss connect ected ed memb mbers ers out of the e convers ersation ation Pro Tip
SS IS MOR ORE. . Always ays remem ember ber partic rticipating pating in a network
condar ndary to your ur member mbers s full l time e jobs. s. Don’t clutter inboxes or your network communications might get tuned out.
ermine mine mini nima mal l pred edicta ictable le uses es for all memb mber er network
ails ls and stic ick k to it.
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Relev evan ance ce of Comm mmunica nication tion Throu rough h Survey rvey to Memb mbers ers and Network: twork:
s network
ders to gather her inform
ation n such ch as member mber prefe eferences rences or content nt interests erests from member mbers s to facil ilita tate te decision cision making ing
ives es member mbers s a voic ice e in n ne networ work k deci cisions s and nd dir irection ection by giv iving ng struc uctur tured ed feedb dbac ack
lps s networks
ablish sh value lue proposi
tions ns that member mbers s sup upport
Pro Tip
mig ight ht start rt tuning ning them em out. . Sug uggeste ested 1-3 per year. r.
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Relev evan ance ce of Webp bpage age Spac ace e Comm mmuni unica cation tion to Memb mbers ers and Network: twork:
DN.org .org, , google gle drive, ive, baseca secamp mp
ives es member mbers s easy sy access ess to network
sources ces, , as well ll as an arch chive ve of past st convers nversati ations ns
xible le medium dium to meet et network
rmation infra rastru structure ture ne needs ds
eamlined ed way y for memb mbers ers to shar are e inform
ation with th
ers in the e network
Pro Tip
desig sign a strategy ategy to motivate ivate use e and then n you need d to posit sitively ively commun munic icate ate expect ectati ations. ns.
ivating peopl
e to partic rticipa pate te, , commu mmunic icate ate why hy it will ll help lp them em and why hy it will ll make e the network
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External ernal Communic unicati ation: n: The e follow
g are types es of externa ernal l comm mmunic unicati ation used ed in network
ese formal al publ ublica icati tion
s disseminate sseminate network
ation to a larg rge e member ber audie dience. nce. 1. 1. Annual al Reports
2. 2. Case se Stud udies es 3. 3. Inform
ational al Sheet heets 4. 4. Newslet ette ters rs 5. 5. Briefi iefings gs
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Relev evan ance ce of Annua ual Reports
mber ers s and Network:
es members ers (and d funde nders rs) with ith an annual al upda date te on the overall erall state te of the network
pics cs typi pica call lly y inc nclude lude: :
– Progress towards annual work plan goals – Network impacts, state of the network and current projects – Future direction of the network – Interesting member survey data – Additional topics may be a list of partners, funders, and members, network events; and upcoming projects
solidate idates s hig igh-lev level el inform
ation n about
th relev evan ant t imp mpac acts ts and serves rves as a docu cument ent to shar are e with ith current rrent and nd poten ential tial fund nder ers
– An annual report can be shortened to create a funder specific briefing document
Pro Tip
ger is better tter than nothi hing ng
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Relev evan ance ce of Case se Studies udies to Memb mber ers s and nd Networ work: k:
e commit mittee ees and memb mbers ers with th specific ecific detail tails about
mplementatio lementation of a topic ic of interest erest to the network
es an in depth th look at a specific ecific progr
am or topic ic and investi estiga gate te the effects cts
n be created ated for fund nders ers, proje jects cts overvie erviews, s, board rd meet etings, ings, etc. Pro Tip
ling g the story ry of sus ustaina ainabili lity ty with ith examples mples from m your r region gion can help lp influence luence local al deci cision ion makers ers
ative to get t it done.
re a college lege near r by with th a wri riti ting ng prog
ram? m?
ck topic ics s based sed on member mber interes erest and needs ds
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Releva vance nce of Infor format matio ional al Sheets to Members and Network:
t docum ument nts s that give e specif ific ic infor format matio ion n about a n networ
ic
ck to read, , and easy to refer ference nce
s down a topic ic in a way that all members s can underst stan and
t an array of topics cs like network rk leadersh rship, p, specific fic network rk projects cts, , or genera ral l infor format mation
r new members Releva vance nce of Newsletter ters to Members and Network: k:
lar publica lication tion that keeps members s up to date on current nt network k project ects s and upcomi ming ng events
uency of newslett tters ers is depende dent t on the size and scope of the networ
. For example le USDN N provi
es weekly newsletter ters, , your network k may have capacity city to develop lop biannual ual newsletter ters.
ics that interes est t your members.
: member er profile
s help people le get to know each other, , feature ure your case studies here, , alert t members rs to import
nt network rk deadline nes s like annual meetings gs and member r surve veys Pro Tip
ter may be worse e than no news letter at all.
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mmuni unica cation tion planni ning ng creat eates es the foundati ndation n for how inform
ation is going
hang nged ed by members mbers.
– The easier it is to communicate, the easier it is for members to be engaged in the network.
ying ng ahead ad of the commun munic icati ation n needs ds of the network
member mbers s connecte ected d and plugg ugged ed into the e efforts rts of the network
tworks are e bui uilt lt on th n the conc ncep ept that at sharin aring inf nforma
tion accelerates elerates change nge
– Having strong communication systems is critical to network success.
Why y is C Comm mmuni unicat cation ion Planni ning ng Va Valuab uable le to Reg egional nal Net etworks?
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Who Cre reate tes s the e Communi munication cations s Plan?
mmuni unica cation tion needs ds can vary ry great eatly ly betw twee een networks
ause of dif ifferen ferences ces in size ze and stag age e of devel evelopment.
e member mbers s in leader dersh ship p posit sition ions s must st iden entify tify what at specific ecific commun munic ication ation needs ds the network
s and create ate a plan to meet them. m.
is can be done e by commit mittee ee, , or by designating signating a network
rdinat ator
ersee e internal ernal and extern ernal al commun munic ication. ation.
ilored
roach ch that t addr ddresse esses s the obstacl tacles es faced ed by the network
ll help lp to crea eate te a clear ar path th of commun munic ication ation for member mbers s and nd the ne networ work k as a whole.
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ks are built t on a foun unda dation tion of shared d ideas and commu munica nicatio ion. n.
– A structured plan for network communication should be developed in conjunction with the formation of the network.
l networks ks can depend on telephon hone e and e-mail l commu munic icati tion
the needs of a small membershi hip p pool. l.
tical in the early stages of network rk develop
ment that leaders rs are planning ing for incr crease sed d commu municat nicatio ion n needs and what that may consis ist of. .
– As networks grow, there will be a need for secure webpages, multi-day conferences, and a means to share and archive data. – This takes planning, regular maintenance, and designated hours/staff.
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How to Build d a Net etwork
Communicatio munications s Plan
“The more intentional tional you are about planning ing for
k capaciti ities s and build ldin ing g network k infr frast astructure, ucture, the more e rapidl dly and more effe fect ctiv ively ly your network k will evolve lve. . Too many network k organizer nizers discover,
er than anticip cipate, e, the necessi sity of this s work. . Instead, ead, develop
h plans for r implement menting ng the essential weaving, g, interna rnal l communica munications
, coord rdinat nation
, and
ities s the network k will inevitabl itably need.” (USDN Guidebook 2.0)
tify the direct ctio ion n you would d like the network k to go, and determi mine e the best way to keep members connecte ected. d.
tify potent ntia ial obstacle cles s that the network k faces es with member commu munica nicatio ion. n.
istic ic about your capacity.
ictable ble and consist istent nt is more impor
ant t than quantit tity.
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1. 1. How do members mbers / potentia ential l members mbers currently rrently commun munic icate ate (for r examp mple: le: phone
ail, l, meet etings ings)? )? 2. 2. What t are the current rrent barriers rriers to communi unica cation tions, s, and what at would uld be the most t benefi efici cial al types es of inform
ation shar aring ng for your ur network
nsider der size ze and geograp
c reach, ch, and content nt)? )? 3. 3. As As of no now, , wha hat is the best st way to cont ntac act t potenti ential al members mbers (for r example mple: : e-mail, ail, phone
)? 4. 4. What t type e of member ber meeti tings ngs would uld work rk best st for your ur network
r example ple: : annual al face-to to-fac ace e meet eting ings, s, phon
e worki king ng group
, commit mittee ee meeting tings)? )?
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5. 5. What t elements ments with thin in a websit ebsite e would uld be useful eful to the network
mbers (for r example: mple: datab abas ases, es, file e shar aring, ng, grou roup chat, t, forum ums)? )? 6. 6. What t would uld be the best st way y to survey rvey member mbers s (for r examp mple: le: online ne, , e-mail ail, , hard rd-cop copy y dur uring ng a face e to face e meeti ting ng)? )? 7. 7. What t types es of published ublished docu cuments ents would uld best st benefi nefit the ne networ work, k, and nd how w frequen equently ly should
y be releas eased d (for r exampl mple: e: newsl slet etter ers, s, reports,
riefing efings)? )? 8. 8. Who wil ill l be resp spon
sible le for network
munic ications, ations, how can respo sponsi nsibi bility lity be shar ared, ed, and can commun munic ications ations be sim impl plified fied whi hile le still ll being eing imp mpac actf tful? ul?
For more information, please contact: Maggie Ullman, Network Advisor maggie@saenv.com | 828.713.9488
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Exa xample ple Mem embe ber r Surv rvey: ey: Hea eart rtland and Net etwork
Kickoff koff Start rt- Up Up Surv rvey ey
1. 1. What is your position title? ? 2. 2. Where is your position n located ed within n your city or county ty governm nment ent organizatio tion? n? 3. 3. How does your organization define the term “sustainability”? 4. 4. How is your position funde ded? d? 5. 5. If your r position is funded ded via an Energy y Efficiency cy & Conservat rvation Block k Grant t (EECBG) CBG) formula ula grant, , is there a specifi fic expectat ation
that you need to meet in order for your r position to continue ue after the EECBG BG fundi ding is exhauste usted? d? If so, what is that expect ctat ation? 6. 6. Do you believe eve that partici cipa pati ting in a network k of your local governmen ment peers in the four-sta state te region of Kansas, s, Nebraska ska, , Missouri ri, , & Iowa would d be benefi ficial al to you? 7. 7. How formal l or informal al an organizat ationa
l structur ture do you think k the network k should ld have? 8. 8. What functi ctions would d you like the regional l network rk to serve ve? ? 9. 9. What service ces s would you like the network k to provide de? ? 10. 0. What media (email, l, confere rence ce calls, , other) would work best for you to partici cipa pate te with your peers in the network? k?
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Exampl ample e Mem ember er Surv rvey: ey: Hea eartlan tland d Net etwo work rk Kickoff
art-Up Up Survey vey Co Cont. .
11. 11. How frequ quen ently y would d you like to sched hedul ule e conferen erence ce call meetin eetings gs among g the network k partic icipan ants? s? 12. 12. Would you be interested erested in rotat atin ing g the e responsibil sibility ity among g the partic icipan ipants s (incl cluding uding yourself elf) for conven enin ing g the e conferen erence ce calls and devel elopin ing g the e age genda das? ? 13. 13. Does s your curr rren ent budg dget et situat uation ion limit it your travel vel fundi ding g to partic icipat ipate e in semi-annua ual or annual ual fac ace-to to-face ce network rk meetin etings gs? ? 14. 14. If funding ing could d be secured cured for travel vel (from m EPA A or other er source ces), , would d you be intereste erested d in semi-an annual ual or annual al face ce-to to-fac ace e meetin eetings gs of the network rk? ? 15. 15. If so, what at freque quency cy of face ce-to to-face ce meeting etings s do you think would d be most appropriat riate and benefic eficia ial? 16. 16. A preliminar iminary list of regiona ional local govern ernmen ment sustainabil ainability ity staff is attac ached
ers who shoul uld d be include uded d in the e Hear artlan and d Local al Gover ernmen ment Sustain inab abil ility ity Network? k? If so, please se provide de name(s) e(s) and contac act informa matio ion. . 17. 17. Do you have another name you would like to suggest rather than “Heartland Local Government Sustainability Network”? 18. 18. Has your city/ y/co coun unty y devel veloped ped an energy rgy effic icie iency cy & conservat ervatio ion strat ateg egy, , a clima mate e protec ection ion plan, a sustain inabi ability ity plan, or some e other er policy y docume ument that provide des a basis sis for sustainabil ainability ity effort rts s in your communi munity? y? 19. 19. Are e you famil milia iar r with h the e STAR AR Communi munity y Inde dex x projec ect initiate iated d by ICLE LEI-Loca Local Governme rnments for Sustain inab abil ility ity and the U.S.
een Buildi ding g Counci cil?