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City of San Leandro – Strategic Communications Plan | 13 External Communications Tactics T he following series of tactics are aligned under each of the above-mentioned Communications Strategies. While ambitious, the implementation can occur in part with existing staff resources and a focused internal team approach. Department Public Information Team – Leverage the communications resources and knowledge within each City department to benefit the City as a whole. This team is especially important to serve as the emergency public information team during an EOC activation. 1 This concept involves identifying a manager from each City department to meet regularly as a team to share information, advise regarding communications strategies and jointly develop information efforts that cross departmental lines. Uniform training of City Public Information Team (aka “PIT Crew”). This team is responsible for communications/civic engagement, will serve as a central information sharing body and will help develop communications strategies and help address controversial issues. Representatives from each City department form the PIT Crew. Communications-related training and annual workshops, such as “PIO Boot Camp,” should be held. The group would also share breaking news or major initiative information. The agenda for each month’s meeting would include the following: • Major issues impacting each department • Communications counsel on how to address departmental issues • Major actions from the City Council – past and anticipated • Community relations challenges • Issues that cross departmental lines • Review and update of Master Editorial Calendar Meetings can occasionally include training opportunities, such as crisis communications, EOC/JIC operations, key message development/delivery, media pitching, writing, presentation management, social media best practices, etc. A key role for the PIT Crew will be to serve as the emergency communications organization. Therefore, periodic emergency drills or tabletop exercises would also be part of the training program. Another training element would address the tactics necessary both during an emergency but also during non-crisis periods, such as the following: • Managing emergency communications • Social media during a disaster • Conducting press conferences • Writing press releases • Community meeting planning during a disaster • Local Assistance Center organization and communications This body would also be responsible for implementation of major aspects of this Strategic Communications Plan, determining how best to move forward on the highest priority tactics. Maintain a Master Editorial/Projects Calendar. This tactic is a method of planning for major events, City Council topics, decisions, and issues across all departments. The PIT Crew would review and update monthly as a regular agenda item. This is the best method to organizationally plan for and strategically monitor significant stories. Attention to each item can appear in all City communications channels, from social media to media pitching to community presentations. Various software programs are available to assist coordination across departments. The following example is from task management program “Monday.com” in use by the City of Agoura Hills.