In my last post, I blogged about how public opinion—and trust—is formed according to the way police use (and communicate their use of) technology. This week’s post isn’t a direct sequel, but more of an exemplar: how one agency has implemented a strategic plan that integrates social communication.
Having participated in a client’s strategic planning process this past summer, I took notice of a tweet from the Victoria (British Columbia, Canada) Police Department in mid-November:
Strategy that involves public opinion
To some degree, VicPD’s strategic plan reminds me of Boca Raton’s VIPER program. Visibility, Intelligence, Partnerships, Education, and Resources are, however, more public relations-focused than VicPD’s five-step plan, which takes into account both internal and external issues: operation effectiveness, recruitment and retention, communication improvement, regionalization, and partnerships with other community groups.
Constable Mike Russell, VicPD’s public affairs media spokesperson and social media officer (as well as a former community resource officer with Edmonton, Alberta Police Department), says the plan had been in the works for nearly a year before its launch.
The result: a strategy that spans 8 years rather than the typical 3 to 5. Developed into a 16-page, image-driven brochure, the plan is “a living document,” its online counterpart a bare-bones microsite. That’s because it seeks to crowdsource direction: for community members to collaborate with the agency, helping to determine how their police will function.
To that end, Russell says, the agency intends to use QR codes and social media to establish an ongoing dialogue with the public. They will also update the microsite’s videos, goals and action steps four times a year.
Brainstorming ideas that lead to action
“Our chief and the planning facilitators took us on a different journey than we’re used to, a peer to peer process where rank doesn’t matter,” Russell says. “It was about the questions rather than the answers, so we were given carte blanche for brainstorming.”
Indeed, Russell says the feedback has been made intentionally informal in the plan’s early stages, in order to encourage relationship-building and to avoid bureaucracy within the public forum. “We divided our community into sectors, with people made responsible for each,” he explains. “Then, we began to encourage the citizens to bring their ideas to the working groups.”
Each working group has a lead manager who oversees four police officers and one civilian. The managing inspectors are ultimately responsible for implementing action items, but act as facilitators for their groups to find the right avenues to go down.
Part of that is police differentiating between service provision, rather than delivery—and asking citizens to think in the same terms, basing their ideas off that distinction, which puts police in much more of a “helping” rather than transactional frame. This allows everyone to talk about problems in terms of solutions.
Finding community-specific solutions
For example, within three days of beginning the planning process, Russell says certain themes had begun to emerge. “Regionalization [Step 4] was the biggest,” he says. “And while we didn’t set out to create silos, we found ideas running up the middle with outliers on either side.”
This is particularly important in a community where demographics are shifting. Baby boomers, who are retiring from the workforce in greater numbers, will shift their public safety priorities accordingly. Meanwhile, young people need a format in which to participate effectively.
That’s why planning involves best practices research, including who should do it and how to adapt, train on, and implement their recommendations for police.
Another important piece: recruitment and retention of people who can mirror the community itself. As Russell says, “The organization’s makeup hit a bubble where 1/3 of the people are all retiring in a short timespan. When that happens, all their experience goes away.”
VicPD seeks to hire and train people with many different communication styles, the better to move public relations forward. And, because the agency wants to ingrain social media throughout its operations, it wants people who can focus on taking part in conversations (rather than being technically savvy), which Russell says “brings empathy” on all sides.
Publicizing VicPD’s new focus
Russell says that in lieu of a traditional ad campaign, news media have been helping to generate awareness around the plan—but that word of mouth and social media have been especially crucial in spreading the plan’s content around.
“We’ve changed the way we’re doing social media from a newsfeed, to tweetups and other ways to create personal connections,” Russell explains. “Some of the best conversations happen off hours, in the evenings and weekends.”
VicPD has not yet seen these conversations translated into an offline space; coffee dates, announced on Facebook and Twitter, have not gotten much response.
Finally, Russell says, although VicPD plans to learn from police in other countries, “We’re not looking to do the same thing as everyone else. For example, we’ve seen both right and wrong examples of how to handle the Occupy movement worldwide. The key is to be open and honest with people, not contrived, which many people find offensive.”
Has your agency ever participated in strategic planning for its future? What did that process look like for you?