Communication Tips for Presenting Calculator Report

The Calculator reports are meant to capture impact, but more importantly to start a broader and deeper conversation with a variety of audiences. If stakeholders and decision-makers fail to see the value in parks, then there is no value. Reporting should ensure that no one is unaware of the impacts that are delivered, not just provide an historical counting of participation and the Calculator helps you fashion this message for your audience. 

Consider the Differences in Audiences
  • Elected Officials
  • City/County Management
  • Advisory Board Members
  • Fellow Park and Recreation Staff Members
  • Other Department Staff
  • Community Members
  • Homeowners Associations
  • Civic Organizations
  • Chamber of Commerce
  • Media
Each audience may call for somewhat of a different approach. For example, presenting this information to your City or County Managers will require you to focus on tangible outcomes and hard numbers, while presenting to your neighborhood association will allow for the inclusion of some local stories or relation to what you are presenting to them. 

There are two ways you will present this information: a proactive approach and a reactive approach. One you will prepare for, such as a presentation at a civic organization or neighborhood meeting. Others you will have to use information in a reactive approach such as a "quick minute" with the city manager or council person or a media call. Either way, taking time to equip your self and your staff with the language that this Calculator prepares you with will pay off. 

Preparing for a Presentation
  • Look at your reports and identify compelling pieces of information
    • What makes it compelling – KNOW YOUR COMMUNITY
  • List target audiences appropriate for that information
    • Why would they be interested?
  • Identify your techniques
    • Know your audiences/target groups and create presentation to make that group activate or respond
  • Develop a plan for strategic outcomes
  • Evaluate and change for maximum impact
Reacting to an Inquiry
  • Know your reports and the compelling pieces of information for all of your audiences
  • Develop your mantras – those things you can recite at the drop of a hat
  • Know your “adversaries” and have in your mind the story to react to their feedback
  • Create those consistent messages and assure all around you are speaking the same
  • Evaluate and change for maximum impact
Ways to Present the Information and Outcomes
  • Report Presentation (in person)
  • Annual Reports
  • Public TV Channels
  • Social Media Campaigns 
  • Website
  • Community Forums
  • Staff Training
  • Press Announcements
  • Inclusion in Your Planning Processes
  • Information to Your Stakeholders
  • Email Signature Lines
  • Event Announcements
  • Grand Openings
Develop Your Plan
  • Consider forming an impact workgroup
  • Who do you need to reach (immediate need)
  • Who do you want to reach
  • Determine what impact area is appropriate for each audience
  • Determine whether you will use individual parks/programs, a regional approach, or a system wide report
  • Set a schedule for data collection
  • Identify stakeholders/audiences
  • Schedule implementation/presentations

Examples of Good Storytelling
Florida State Parks - Gold Medal Video
Visit Tallahassee Apalachee Regional Park
Palm Beach County Annual Report
Nathan Benderson Park, Sarasota