Start with Consistent Communication to the Community
For most, the natural reaction in times of uncertainty is to wait until we have all the facts.
But today, new information is emerging every day.
IT'S BETTER TO OVERCOMMUNICATE AND TO COMMUNICATE OFTEN.
There’s no way to stay up-to-date with the most recent information if you’re relying on day-old information. Think about how you can best reach your most important stakeholders.
What are the mediums you’re using (email, social media, phone calls, etc.)? How effective are they? Which languages should you be communicating in? For most communities, the answer is not English only.
The goal should be to reach as many people, in ways that will find them, as quickly as possible.
Scroll down to get four update templates you can use to send updates to your communities.
#1 GENERAL COVID-19 UPDATE
This template is designed for your ongoing COVID-19 response to make sharing related updates easier.
Headline: COVID-19 Update [DATE]
COVID-19 is impacting every aspect of our community. We wanted to give you an update about how the [PROJECT NAME] team at [ORGANIZATION] is addressing COVID-19.
[INSERT THE LATEST UPDATE ABOUT YOUR RESPONSE TO COVID-19 INCLUDING IF ANY MEETINGS HAVE BEEN CANCELED OR POSTPONED]
Even in this uncertain time, we still want to learn about your feedback and questions. Please share your feedback, comments and questions via [OUR COMMENT SECTION OR INSERT CONTACT INFO].
Headline: Join us online! [MEETING NAME, DATE & TIME]
We’ll be hosting a meeting on [DATE, TIME] to discuss [PROJECT].
We’ll be going over [AGENDA TEASER] and starting/continuing a conversation on [MEETING PURPOSE]. Due to the current situation and limits on in-person gatherings, the meeting will take place online using [VIRTUAL PLATFORM]. You can join us virtually by following this link [LINK] or dialing in to [CONFERENCE CALL #]. If you’re not able to attend the meeting, make sure to add your ideas and comments on our site [LINK TO COMMENTS SECTION]. We’ll also be posting a meeting recap and recording so you don’t miss out on any new details. Thank you!
#2 VIRTUAL MEETING ANNOUNCEMENT
This template is designed to promote upcoming virtual meetings.
#3 VIRTUAL MEETING LIVE REMINDER
Post this type of update when you're getting ready to kick off a virtual meeting.
Headline: We're live! Join [MEETING NAME] online now.
We're live at [MEETING NAME] discussing [AGENDA ITEMS].
Please join us virtually by following the link: (LINK) or dialing in to: (CONFERENCE CALL #). See you soon!
Headline: COVID-19 Construction Update [DATE]
Construction on [PROJECT NAME and/or ADDRESS] is halted for the next [TIMEFRAME] in accordance with [STATE OR CITY] executive order.
The safety of our staff, contractors and community is our top priority. We will continue to follow guidance from the [MAYOR’S or GOVERNOR’S] office. We’ll post an update when construction begins at the site.
Please contact our office directly with any questions at [CONTACT INFO].
#4 Construction Halt Update
Construction is on pause in many communities. Use this template to notify neighbors that a project is halted.