Developing a Plan for Reporting Data

The Communication Process Effective communication involves…

Audience Identification

Communication Plan

Public Engagement

Multiple Communication Methods & Medium

Media Relations

Hierarchy of Effective Communication

One-to-one, face-to-face

Small group discussion/meeting

Speaking before a large group

Phone conversation

Mass-produced, non-personal letter

Brochure or pamphlet

Article in newsletter

News carried in popular press

Collaborate for Success Involve key stakeholders

State communication personnel

Local Lead Agency Administrators

State and Local Interagency Coordinating Councils and State Special Education Advisory Councils/Panels

Start by building relationships and involving experts

Components of the PlanAudience

Key message

Communication method/medium

Evaluation

Planning Considerations

Determine why you want to communicate with specific audiences

Identify specific goals the communication plan will achieve

Specify dates for completing communication steps

Identify person(s) responsible for completing steps

Guiding QuestionsWho needs to know the information?

What do they need to know?

What is the best time and vehicle to communicate with the public?

What resources are available?

How will we know the message has been received?

Audience IdentificationIdentify key stakeholders at local level

Local Lead Agency AdministratorsParentsState and Local Interagency Coordinating Councils and

State Special Education Advisory Councils/PanelsAdvocacy Groups (e.g. local, state, racial, ethnic, etc.)Community Agency Partners LegislatorsGovernment & Business LeadersMedia

Audience IdentificationPrimary

Secondary

Tertiary

Importance of the AudienceSchool District Personnel

Early Intervention Program Administrators

Parents

Communities

Advocacy Groups

Legislators & local government

Media

Engaging Your Audience

Convene strategy sessions

Involve stakeholders in developing a communication plan

Share results before going public to give them time to prepare for media & public questions

Development of Key MessagesTarget message to specific audience

Simple, direct messages will get and keep audience attention on what is important

Be upfront about the data—good or bad

Elements of Key Messages

How data was gathered

What the data means

What programs are doing to improve results

Future reporting and SPP work

Getting Message OutWeb Site

State

Local

Newsletters

Meetings

Conferences

Public Forums

Evaluating SuccessAt every opportunity, ask audiences if you are

doing enough to communicate and how you can improve

Use follow-up meetings to gauge effectiveness of work and build on relationships

State Presentations

Mary Hunt, Early Childhood Special Education, Minnesota

Mary Anketell, Early Intervention Technical Assistance, Pennsylvania