The URL can be used to link to this page

Home My WebLink AboutADM 140 Communications Policycit11 a¢� PICKERING Communications Policy Policy Title: Communications Policy Policy Number: ADM 140 Reference: Date Originated: November 19, 2012 Date Revised: June 2013 Approval: Chief Adm trat- •fficer 0 / 0 / // // Point of Contact: Manager, Customer & Administrative Services Policy Objective The policy has been developed to provide direction, and enhance consistency, in the approach of the City's communications efforts. The policy will act as a centralized resource for many of staff's daily communications initiatives, outlining standards and procedures to support employees in delivering controlled and consistent information. Index 01 Definitions 02 Roles & Responsibilities 03 Role of Corporate Communications Team (CCT) 04 Guidelines 04.01 eNewsletters 04.02 Writing Guide 04.03 Website Content Management 04.04 Accessible Documents 04.05 Media Relations 04.06 Sending Electronic Documents 04.07 Social Media 04.08 Templates 04.09 Announcements Templates 04.10 Forms 04.11 Graphic Standards 04.12 Grammar, Punctuation and Miscellaneous 05 Index of Hyperlinks 01 Definitions 01.01 Accessibility for Ontarians Disability Act - five standards for Customer Service, Information & Communications, Employment, Transportation, and Built Environment. 01.02 Content Management System - i:Create is the web -based content management system (CMS) used by staff to update the City of Pickering website. 01.03 Corporate Communications Team (CCT) - was established to address the City of Pickering's need for a more proactive, effective and consistent approach to communications as it relates to corporate standards and procedures, visual identity, promotions, marketing, print publications, web communications, and media relations. 01.04 eNewsietter - a publication distributed electronically on a regular basis, usually focusing on an area of interest. Policy Title: Communications Policy Page 2 of 9 Policy Number: ADM 140 02 Roles & Responsibilities 02.01 Chief Administrative Officer (CAO) to: a) actively support and adhere to this policy; b) approve any amendments to this policy. 02.02 Directors/Division Heads/Managers/Supervisors to: a) actively support and administer this policy; b) recommend amendments to this policy for the consideration of the CAO. 02.03 Corporate Communications Team (CCT) to: a) regularly review, and implement where necessary, evolving communication trends and tools to better serve our customers and stakeholders; b) regularly review the City's communications resources and guidelines to determine opportunities for updates and enhancements. 02.04 Employees to: a) adhere to the requirements of this policy; b) provide their CCT representative with any feedback and suggestions on how to better serve City staff through the Communications Policy. 03 Role of CCT The CCT is comprised of key staff from various City departments. The main goal of the team is to facilitate collaboration across the departments to better integrate the City's communication activities and promote the City's brand in a unified, coordinated approach. The team is responsible for identifying opportunities to better streamline the City's processes in the key areas of print/online Policy Title: Communications Policy Page 3 of 9 Policy Number: ADM 140 communications, internal/external communications, social media and website communications. The CCT issues regular eNewsletters, highlighting any important communications initiatives being undertaken by the City, and coordinates communications training as necessary. View the Corporate Communications Team Members 04 Guidelines 04.01 eNewsletters An eNewsletter provides a platform to effectively share information within the City, as well as share information with the greater community. It is intended to be a regularly distributed publication, focusing on one particular topic of interest. Staff can use this tool to broadcast information to staff, or have the public sign up for the topics that matter most to them. View the eNewsletter procedure ADM 140-005 04.02 Writing Guide The Corporate Writing Guide details a number of guidelines surrounding the City's communications activities. The intent of the guide is to support staff, and steer them toward a unified approach at internal and external communications. It is important staff remain consistent when it comes to report writing, templates, accessibility requirements, and writing for the website, just to name a few. This is a live document, and is modified accordingly. View the Corporate Writing Guide 04.03 Website Content Management Procedure The Website Content Management Procedure provides guidelines for various methods of updating the corporate website through the City's Content Management System. The procedure was developed to ensure that staff take a user -centric approach to service delivery through the website, and maintain a client -focused, well organized structure that is intuitive and easy to use, delivering three -click access to almost all content. View the Website Content Management Procedure ADM 140-006 Policy Title: Communications Policy Page 4 of 9 Policy Number: ADM 140 04.04 Accessible Documents It is the City's goal to ensure staff meets the requirements for AODA (Accessibility for Ontarians Disability Act) when it comes to service delivery. There are a number of policies, procedures, and resource information on accessibility as it applies to communications, customer service standards, meetings, and other areas. Learn more about Accessibility for Ontarians Disability Act View the Accessibility Resources on the staff intranet Other accessibility considerations are included in Section 9.1 of the Corporate Writing Guide. 04.05 Media Relations The media plays a critical role in promoting City services, programs, and news. The City's Media Relations Section aims to provide employees with an understanding of how to maintain media relationships, and do so in a consistent, coordinated manner. View the Media Relations Section 5 of the Corporate Writing Guide 04.06 Sending Electronic Documents For internal staff promotions, such as eBlasts, include hyperlinks in the body of your email message, whenever possible. This helps promote items, and directs staff to further information if needed. Confidential correspondence must not be sent electronically. View the Corporate Writing Guide for more information on sending electronic documents. View Section 9.1.4 of the Corporate Writing Guide 04.07 Social Media As part of Community Engagement, one of the City's Corporate Priorities, it is important that staff develop and maintain a strong social media presence. The Social Media Procedure outlines various guidelines for when staff should be using social media, and for what purpose. View the Social Media Procedure ADM 140-007 Policy Title: Communications Policy Page 5 of 9 Policy Number: ADM 140 04.08 Templates There are a variety of templates to help staff with their most common communications activities. These templates can be found in Microsoft Word, labelled, 'My Templates', and guidelines surrounding templates such as reports, letters, and memos, along with examples, are available through the Corporate Writing Guide. View the Corporate Writing Guide 04.09 Announcement Templates Templates for staff announcements and promotions are also available through the Announcement Templates section in the Corporate Writing Guide. The guidelines outline the proper use of pictures and texts for announcements such as 'New Arrivals', and `Onwards and Upwards'. View Section 4.3 of the Corporate Writing Guide 04.10 Forms The City is committed to ensuring a standardized approach to forms design and creation. The Forms Management Procedure outlines a process for creating, designing, revising, and using forms. It also provides information on which forms should be established for a particular audience, and the various tools available to create the forms. View the Forms Management Procedure ADM 160-002 04.11 Logo Use Procedure The City has a Graphic Standards Manual to regulate who may use the City logo, and how they may use it. Various print and electronic versions of the logo are available for downloading from the City's Intranet site. Download a City logo from the Intranet View the Logo Use Procedure ADM 140-009 View the Logo Request Form Policy Title: Communications Policy Page 6 of 9 Policy Number: ADM 140 04.12 Grammar, Punctuation and Miscellaneous The Grammar, Punctuation and Miscellaneous document is intended to be a quick reference sheet for staff, outlining basic rules and tips for items such as bullet lists, alphabetical lists, frequently abbreviated words, frequently misspelled words, words commonly misused, and more. View Grammar, Punctuation and Miscellaneous Policy Title: Communications Policy Page 7 of 9 Policy Number: ADM 140 05 Index of Hyperlinks Section Hyperlinks 03 Role of CCT - View the Corporate Communications Team Members http://city/Doc/Resource/Resource%20Documents/CCT Team_Members.pdf 04.01 eNewsletters - View the eNewsletter procedure ADM 140-005 http://192.168.254.14/WebLink8/DocView.aspx?id=126521 04.02 Writing Guide - View the Corporate Writing Guide http://city/Doc/Resource/Resource%20Documents/Pickering_Corporate_Writing_Guide. pdf 04.03 Website Content Management Procedure - View the Website Content Management Procedure ADM 140-006 http://192.168.254.14/weblink8/0/doc/126522/Page 1 .aspx 04.04 Accessible Documents Learn more about Accessibility for Ontarians Disability Act: http://www.mcss.gov.on.ca/en/mcss/programs/accessibility/index.aspx View the Accessibility Resources: http://city/Acessiblity.htm Other accessibility considerations are included in Section 9.1 of the Corporate Writing Guide: http://city/Doc/Resource/Resou rce%20 Documents/Pickering_Corporate_Writing_Guide. pdf 04.05 Media Relations - View the Media Relations Section 5 of the Corporate Writing Guide http://city/Doc/Resou rce/Resource%20Documents/Pickering_Corporate_Writing_Guide. pdf 04.06 Sending Electronic Documents - View Section 9.1.4 of the Corporate Writing Guide http://city/Doc/Resou rce/Resource%20Documents/Pickering_Corporate_Writing_Guide. pdf 04.07 Social Media Procedure — View the Social Media Procedure ADM 140-001 http://city/Doc/resou rce/Social_Med ia_Proced u re. pdf 04.08 Templates — View the Corporate Writing Guide http://city/Doc/Resource/Resource%20Documents/Pickering_Corporate_Writing_Gu ide. pdf 04.09 Announcement Templates — View Section 4.3 of the Corporate Writing Guide http://city/Doc/Resou rce/Resou rce%20Documents/Pickeri ng_Corporate_Writing_G u ide. pdf 04.10 Forms - View the Forms Management Procedure ADM 160-002 http://192.168.254.14/weblink8/0/doc/62740/Pagel .aspx Policy Title: Communications Policy Policy Number: ADM 140 Page 8 of 9 04.11 Logo Use Procedure ADM 140-009 Download a City logo from the Intranet: http://city/CityLogo.aspx View the Logo Use Procedure ADM 140-009 View the Logo Request Form: https://pickering.survey.esolutionsgroup.ca/TakeSurvey.aspx?SurveyID=71KL578 04.12 Grammar, Punctuation and Miscellaneous - View Grammar, Punctuation and Miscellaneous http://city/Doc/Resource/Resource%20Documents/Grammar_Punctuation_Miscellaneous.pdf Policy Title: Communications Policy Page 9 of 9 Policy Number: ADM 140