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Community Engagement Strategies and Techniques 33
identified a number of well-defined planning processes and tools for community engagement.
The remainder of this chapter provides implementation steps and a discussion of how to carry
them out for planning, informing, and engaging the public regarding aircraft noise issues.
Although best practice sources recommend different numbers of steps, the essence of these
steps varies little.
This section will help airport managers understand, design, develop, and implement a public
engagement program that will suit the unique circumstances of their airport and its relationship
with its surrounding community.
What is in the Implementation Steps Matrix?
The Implementation Steps Matrix (Table 4-3) provides a recommended step-by-step
implementation framework, from identifying the stakeholders and issues to carrying out
public involvement and issue resolution. Public involvement and communications is a cycli-
cal process that can be divided into four general steps. This section describes these steps in
sequence; however, public involvement may not follow such a straightforward approach. For
a public involvement program to be effective, it is necessary to keep the process flexible. The
level of detail of the plan will depend on the magnitude and potential impact of the project
or plan.
Overall public involvement objectives are listed in the first column, followed by specific tasks
to achieve. References to the tool kit are identified in the last column. The recommended imple-
mentation steps are:
· Step One: Establish Preliminary Plan
· Step Two: Plan & Conduct Outreach Methods and Message
· Step Three: Plan Level and Method of Public Engagement
· Step Four: Evaluate Public Involvement Activities
How to Use the Implementation Steps Matrix
To gain the greatest benefit from the matrix, the following steps may be used:
Step 1: Complete the self-assessment questionnaire.
· This will provide a baseline or current assessment of the airport's community engagement
program.
· Using the results, refer to later sections of the Guidebook in Chapter 4 that address the
areas(s) identified with the lowest results.
Step 2: Review the full matrix and assess where the airport stands in the process.
· The Matrix provides four steps, determine what stage of planning is needed to begin:
Step One: Establish Preliminary Plan.
Step Two: Plan & Conduct Outreach Methods and Message.
Step Three: Plan Level and Method of Public Engagement.
Step Four: Evaluate Public Involvement Activities.
Step 3: Review Objectives and Tasks.
· Review each public involvement objective, listed in the first column, followed by specific
tasks to achieve shown in the middle column.
Step 4: Complete each Task.
· Complete each task and document results.
Step 5: Reference the Toolkit as needed.
· Reference the later portions of this chapter, identified in the last column, and the Toolkit
examples, as needed.
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34 Aircraft Noise: A Toolkit for Managing Community Expectations
Table 4-3. Implementation steps matrix.
Steps Tasks Resources
Step One:
Establish Preliminary Plan
Identify Program Parameters · Define communication program parameters. See Toolkit example
There is no one way to conduct public · What is the extent and purpose of the public communications
involvement. Therefore generally no two public involvement and communication program? manuals.
involvement plans will be the same. Scoping is · What is the airports experience with noise See Chapter 2 Need for
a continuous process; expect the plan to information communications? Building Relationships.
evolve over time. · What is the past level of public interest?
· What is the current relationship with the public?
Ensure Department Commitment · Solicit and secure support from senior airport management. See Chapter 1
Success requires a clear commitment from · Clarify airport goals and objectives for the public Introduction Culture
senior management supported by clear goals involvement effort. Shift Required.
and timelines. · Memorialize management direction and decisions.
Verify Regulatory Requirements · Verify regulatory requirements by jurisdiction or See Toolkit example
Gain an understanding of any applicable funding source. communications
regulatory requirements. · If required, clarify expectations and how they will manuals.
impact the public involvement plan.
Determine Level Of Public Involvement · Determine the factors that are key to defining the See Toolkit example
Definition of the level of public involvement level of public involvement necessary to communicate communications
and the role of the community in decision- on noise issues. Example factors may include: manuals.
making is critical during preliminary planning. o Degree of anticipated noise change.
Interactive public involvement is not always o Sensitivity of the public to noise issues.
appropriate for all program elements. To be o Locations of interested public.
successful, intentions must be made clear at o When decisions or plans must be completed.
the beginning. · Determine if the involvement process will be open to
all of the public or only a representative segment
of the community.
· Determine the level of public involvement and the
role of the community:
o What needs to be decided?
o Define limits of authority over the outcome.
o Define what the public can and cannot decide.
o Are roundtables, focus groups, or advisory
committees desirable?
o How will their input be used?
Identify the Audience · Identify community interest in noise issues and See Toolkit example
Before the first public contact, collect gauge their attitudes toward the airport. communications
background data to identify preliminary public · Look at the community as a whole system. Identify manuals and checklist
issues. This research will inform the balance of the target audience such as: for communications.
your plan and is an effective way to o Direct and indirect stakeholders.
anticipating controversial issues. o Interested groups or agencies.
o Identify the opposition.
o Identify groups traditionally under-represented,
such as minority communities.
o Network with local leaders.
o Consult with the local business community and
aircraft operators.
o Consult with Metropolitan Planning agencies
· Memorialize what is learned.
Establish Timeline, Resources, Budget · Determine level of interaction or communication See Toolkit example
A successful public involvement and needed to address issues. communications
communication program allows for adequate · Select techniques to be used. manuals and checklist
lead time, resources, and budget to implement · Determine the location, timing, and function of public for communications.
its components. involvement activities.
Determine the best method, resources, and · Allow flexibility in the budget and consider:
costs for communicating with the public. o Meeting expenses (e.g., advertisement,
refreshments, rooms, equipment);
o Costs for community data, studies or profiles;
o Costs for information dissemination;
o Costs for document public input; and
o Costs for technical assistants or consultant
support.
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Community Engagement Strategies and Techniques 35
Table 4-3. (Continued).
Step Two:
Plan & Conduct Outreach Methods &
Message
Establish Communication Mechanisms · Develop a strategic communications plan with clearly See communications
Develop communication methods that the local defined goals and objectives. planning checklist
community prefers, and "the accepted o Identify preferred communication methods example
methods" that will be effective for delivering such as radio, TV, newsletter, newspapers, communications
information. web, e-mail, direct mail. manuals.
o Advertise through media sources such as
radio, TV, and internet.
· Develop and use attention-grabbing materials and
visuals for newsletters, fact sheets, posters, etc.
· Determine in advance the timing of public notices,
published ads, and direct mail. Typically two weeks.
· Document outreach activities, events, and dates.
Define Key Messages To Be Conveyed · Define the key messages based upon airport and See Toolkit example
Develop messages for the community that are noise program goals and objectives such as: communications
clear, understandable and make the noise o Airport role in the community. manuals and checklist
issue relevant to their daily lives. o What the noise compatibility issues are. for communications.
o Program process, approach and timeline.
o Who is involved and why.
o Who makes the decisions.
o Who is responsible for what aspects of noise
compatibility management.
o Status and opportunities of the communications
program.
o How the program will involve the public and
elected officials.
o How their input will be factored into the
consideration of noise compatibility issues.
Define Level Of Information Needed By · Prepare summaries of long, complicated, and highly See the example tools
The Community technical documents. provided in Chapters 6
· Develop appropriate supplemental tools to help the through 9
public understand the issues and effects.
· Provide access to full-length documents.
Refine Target Audience · Refine target audience relevant to project goals and
objectives.
· Collect ownership data no sooner than 90 days from
date of distribution.
Refine the Schedule · Reaffirm the location, timing, and function of public
involvement activities at all levels.
Determine What Technical Or Consultant · Based upon the preliminary plan outlined in Steps 1
Support Is Needed and 2, determine what technical or consultant
support is needed for:
o Development of communications message,
graphic tools, media, and dissemination of
the message.
o Preparation of technical or graphic
documents, brochures, or fact sheets.
Provide Information to the Public · Identify and prepare materials that will be See Toolkit example
Provide the public with access to accurate, distributed. communications
understandable, relevant, and timely · Package the message in formats appropriate to manuals, checklists for
information. audiences identified communications, and
checklists for meeting
preparations and
meeting
announcements.
Track Progress And Revise Plan · Track project and communications progress.
· Memorialize plans and decisions.
· Revise the plan as needed to address the unforeseen.
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