Skip to main content

Task 6: Maintain Communication - Project Template

Part of: Plan Section (Vision → Plan → Reality)
Type: Template/Playbook for Small Plot Restoration
Status: Template - Customize for Your Project

← Back to Project Hub

Purpose​

Community engagement is not a phase that ends—it's an ongoing practice that must be maintained throughout and beyond the restoration project. Sustained, long-term engagement transforms projects into movements and converts temporary improvements into permanent stewardship.

This is a template. Customize communication strategies, channels, and frequency based on your specific community, project phase, and resources.

🎯 Non-Negotiables (Science Consensus)​

These must be followed - they are based on scientific and ethical consensus:

  1. Ongoing Communication Required: Communication must be ongoing, not one-time. Relationships require continuous communication.

  2. Responsiveness: Communication must be responsive. Unanswered questions and concerns damage trust.

  3. Transparency: Communication must be transparent and honest. Misleading or incomplete information destroys trust.

  4. Accessibility: Communication must be accessible to all stakeholders. Barriers to communication must be addressed.

  5. Documentation: All communications and community input must be documented. This is essential for accountability and continuity.

🔀 Options & Pathways​

Pathway A: Comprehensive Communication Program​

When to use: Larger projects, complex stakeholder landscape, when thoroughness is critical, have budget

Approach:

  • Professional communication coordinator
  • Multi-channel communication program
  • Regular updates and reporting
  • Comprehensive documentation
  • Higher cost but thorough

Pros:

  • Most thorough and professional
  • Professional quality
  • Comprehensive coverage
  • Suitable for complex projects

Cons:

  • Higher cost (€2,000-10,000+ annually)
  • Requires professional expertise
  • Ongoing expense

Pathway B: Community-Led Communication​

When to use: Strong community connections, limited budget, want community ownership, local knowledge important

Approach:

  • Community members conduct communication
  • Use community networks
  • Local knowledge and relationships
  • Community-created materials
  • Lower cost

Pros:

  • Lower cost (€200-2,000 annually)
  • Community ownership
  • Leverages local knowledge
  • Accessible

Cons:

  • May need training
  • Requires coordination
  • Variable quality
  • May need expert support

Pathway C: Simple Direct Communication​

When to use: Small projects, limited budget, straightforward needs, local community

Approach:

  • Direct conversations
  • Simple written materials
  • Community meetings
  • Basic digital communication
  • Lowest cost

Pros:

  • Lowest cost (€0-500 annually)
  • Simple and direct
  • Personal approach
  • Accessible

Cons:

  • May be less comprehensive
  • Requires time investment
  • May reach fewer people

Pathway D: Hybrid Approach​

When to use: Most projects - balance of systematic and personal communication

Approach:

  • Regular updates (newsletter, social media)
  • Community meetings as needed
  • Direct conversations with key stakeholders
  • Mix of channels
  • Flexible approach

Pros:

  • Good balance
  • Flexible
  • Cost-effective
  • Engages community

Cons:

  • Requires coordination
  • May need ongoing management

📋 Implementation Steps​

Step 1: Establish Communication Rhythm​

Create predictable, sustainable communication patterns:

Regular Communication Schedule:

Daily/Weekly (During Active Implementation):

  • Social media updates (2-3x per week)
  • Photos and short updates
  • Response to inquiries (within 2-3 days)
  • Site signage current and maintained

Monthly:

  • Email update to engaged stakeholders
  • Blog post or website update
  • Review and respond to feedback
  • Social media highlights and roundup

Quarterly:

  • Newsletter to full stakeholder list
  • Community meeting or gathering (as needed)
  • Advisory committee meeting
  • Progress report to partners and funders

Annually:

  • Comprehensive annual report
  • Community celebration or open house
  • Major stakeholder meeting
  • Strategic planning and adjustment

Multi-Year:

  • Long-term monitoring reports
  • Celebration of major milestones
  • Reflection on transformation
  • Vision for next phase

Adjust Frequency Based on:

  • Project phase (more frequent during active work)
  • Stakeholder preferences (survey to learn)
  • Available resources
  • Complexity of work
  • Level of community concern or interest

Step 2: Diversify Communication Channels​

Use multiple channels to reach different audiences:

Maintain Mix of Channels:

Digital (Immediate, Broad Reach):

  • Email updates and newsletters
  • Website updates
  • Social media (Facebook, Instagram, Twitter, etc.)
  • Online surveys
  • Video content

In-Person (Most Effective for Trust):

  • Community meetings
  • Site tours and field days
  • Workshops and events
  • One-on-one conversations
  • Advisory committee meetings

Written (Documentation, Reference):

  • Newsletters
  • Annual reports
  • Fact sheets and brochures
  • On-site signage
  • Press releases

Traditional (Cultural Appropriateness):

  • Community radio
  • Local newspapers
  • Bulletin boards
  • Word of mouth
  • Cultural protocols

Step 3: Provide Regular Updates​

Keep stakeholders informed:

Progress Updates:

  • What's been accomplished
  • Current activities
  • Upcoming plans
  • Challenges and solutions
  • Successes and milestones

Educational Content:

  • Restoration principles
  • Species spotlights
  • Ecological concepts
  • How-to information
  • Success stories

Engagement Opportunities:

  • Upcoming events
  • Volunteer opportunities
  • Ways to get involved
  • Feedback requests
  • Input opportunities

Step 4: Respond to Community​

Be Responsive:

Timely Responses:

  • Respond to questions promptly (within 2-3 days)
  • Address concerns quickly
  • Acknowledge feedback
  • Follow up on commitments

Active Listening:

  • Listen more than you talk
  • Seek to understand
  • Show that feedback matters
  • Demonstrate how input influenced decisions

Address Concerns:

  • Take concerns seriously
  • Investigate issues
  • Provide honest answers
  • Find solutions where possible
  • Acknowledge when you can't address something

Step 5: Document and Learn​

Document Everything:

  • All communications
  • Community feedback
  • Decisions made
  • How feedback influenced decisions
  • Lessons learned

Learn and Adapt:

  • Review communication effectiveness
  • Adjust based on feedback
  • Improve continuously
  • Share knowledge

💡 Customization Notes​

When using this template for your project:

  1. Communication Channels: Use channels that work in your community

  2. Frequency: Adjust frequency based on project phase and community needs

  3. Language: Provide communication in local languages

  4. Accessibility: Address barriers to communication (language, format, etc.)

  5. Resources: Choose communication pathway based on available resources

  6. Local Knowledge: Leverage local knowledge and relationships

Remember: This is a template. Your actual project will have specific community dynamics, communication preferences, and resource constraints that make it unique.

Remember: Sustained communication is the foundation of long-term engagement. Maintain communication throughout and beyond the project to ensure lasting stewardship.

This is a template. Customize it for your project.