Public Outreach Tools
You know your POP level and you have an idea of the project impacts to stakeholders, but how do you actually do the outreach?
The following provides a list of recommended, possible tools and techniques that when done right, have proved successful at effectively involving the public. Public outreach tools listed here are not required, and it is not expected that a project or initiative will exhaust the list for its particular POP Level. It is recommended that project staff work with City Public Information Officers (PIOs) to determine which tools and techniques are most appropriate for your project and the affected public.
Please note, engagement of disadvantaged or vulnerable communities should be considered at ALL POP levels. Keep these communities in mind as you work through a project and develop a public engagement strategy.
REMINDER: NEPA has specific requirements regarding public involvement. Please refer to NEPA guidelines to determine if there are specific outreach timelines and tools required for your project.
1. Select Appropriate Track
2. Answer Questions and get POP Score
3. Save POP worksheet
4. See POP Project Descriptions
5. Review POP Reference Guide and Outreach
Tools
6. Fill out and save POP Reference Guide and
Workbook
- Fliers (for construction projects)
- Agency notification (if applicable)
- City Council Coordination
- Letter to key stakeholders
- News release
- Impacted stakeholder contact and coordination
- Website/Mobile App Posting
- Social Media posting
- City text alerts
- VMS signs (for construction projects)
Tools in Level 1 with the addition of:
- Fact Sheet
- Fliers/Door-to-door information drops
- Ongoing stakeholder availability and coordination
- Emergency Medical Services coordination (for construction projects)
- Newsletters (paper and electronic)
- Ongoing social media
Tools in Levels 1 and 2 with the addition of:
- Local elected official outreach
- Project information displays (i.e., lawn signs, posters, banners)
- Project specific website
- Public meetings/hearing
- Legal notices/notice of availability
- Community Advisory Committee
- Surveys (traditional or online)
- Specific outreach to
- Special interest groups
- Civic/community organizations
- Economic development organizations
- Media relations
- Continued key agency/stakeholder coordination
For Level 3 construction projects, you may consider adding:
- Pre-construction partnering workshop (contractor and City)
- Pre-construction public open house/"Meet the Contractor" event
- Transit and school district/busing coordination
- Trucking and motor carrier coordination
- Project-specific phone number and email address
Tools in Levels 1, 2 and 3 with the addition of:
- Stakeholder interviews and assessment
- Site tour/field trip
- Project graphics/landscape renderings
- Paid media and advertising (traditional and social media)
- Online open house
- Neighborhood association outreach
- Partnering workshops
- Attendance/booths at community events
- Pre-project conflict assessment
- Right-of-way process support
- GIS Comment Map
- Project conflict resolution/mediation
- Regular agency/municipal leadership updates
- Design charrette
- Kickoff event/Ribbon cutting
- Virtual Town hall/Community Conversations
- Utility bill notice
For Level 4 or higher construction projects, you may consider adding:
- Construction Coordination Team (made up of community members, contractor team, property/business owners, City staff)
- Conflict resolution/mediation support
Tools in Levels 1, 2, 3 and 4 with the addition of:
- Video productions and/or graphic animations
- Custom project/initiative website/webpages
- Dedicated staffer or consultant support
- Focus groups
- Facilitated decision-making
- Process evaluation/regular after-action reviews of process and outreach
- Policy-level problem solving workshops
- Project-specific social media page
