Communication Plan and Web Site Updates

As usual, the school district's communications teams have been busy attempting to mark items off of their to-do lists. Recently, Blue Door Consulting and the PR Steering Committee presented an extensive communications plan to the Board of Education. Included in this document was analysis from surveys, focus groups, interviews and general observations. The plan indicated areas for much needed communications improvement and it requested the Board move forward with a Marketing Plan.

The Board of Education had insightful questions during the presentation, specifically about marketing impact or return on investment. Based on that initial feedback, the committee is looking to develop its plan with ROI in mind for another formal Board presentation this fall.

If you would like a copy of the Communications Plan, they are available at the reception area of Central Office.

On a slightly different note, the district's Web site is proceeding, although somewhat behind schedule. The Web Site Development Committee reviewed three vendors and is in the process of negotiations with one. That vendor and a recommendation from the Committee will be brought forth at the September 14th Board meeting for approval. Provided that course runs smoothly, development of the site will begin immediately. Phase 1 is still anticipated to be uploaded yet this fall.

If any person is interested in being a part of the communications teams or activities, you are more than welcome. Please contact Brenda Haines or Heidi Strand at Blue Door Consulting (920) 230-2583.

Committee and Project Updates

Web Site Development Committee

Tuesday, August 2nd, the Web Site Development Committee met to listen to three different Web site vendor presentations. The committee will review each of the proposals, analyzing each vendor’s limitations and strengths. Once the team has decided upon the most suitable vendor, Blue Door Consulting will make a formal presentation to the Board of Education of that vendor’s capabilities and estimated costs.

PR Steering Committee

The PR Steering Committee has continued to meet monthly and is addressing the following projects:

• No Child Left Behind Training
• School District Branding
• OASD Marketing and Communications Plan

Communications Committee

The Communications Committee has several interesting projects it has begun to tackle, including:

• Relocation Packet (scheduled to be completed in September)
• Climate/perception survey
• Parent involvement strategy
• Data accumulation (where and how it is stored regarding survey information)
• District newsletter

Facilities Utilization

Currently, Brad Cauffman and Brenda Haines have researched and contacted facilitators, who meet the RFP expectations, explained the project and requested proposals. An official RFP is available on the Oshkosh Area School District’s Web site.

Board Update
Week of June 20th

Today is the deadline for the Web site RFP’s to be returned. At which point, the Tech Committee will review those that responded and make recommendations to the Web Site Development Committee as to the top candidates. The Web Site Development Committee will then interview the forerunners and expect a presentation, so as to select and recommend the best vendor to the Board of Education.

The PR Steering Committee has reviewed and made final change recommendations to the Communications Proposal that will be presented to the Board of Education July 13th. The Proposal outlines the research findings, observations and recommendations of the Oshkosh Area School District’s communication needs. Included within the research results are the responses from four surveys, Web site focus groups, and one-on-one administrator interviews. Following the Board presentation, the report will be made available to the public.

Last week, Blue Door Consulting spoke at the administrator meeting and informed them of the upcoming Web site timeline and content needs. Additionally, each school was presented with their individual results from the first survey conducted last November at the Parent/Teacher conferences. The results outlined areas that the schools were excelling in, as well as those areas in need of improvement regarding communication with parents.

Board Update Week of May 2nd

Web Site Update
The Web Site Development Committee has done a great deal of research, putting together a comprehensive draft site map. We have been interviewing central office staff to learn what efficiencies we can achieve through the Web site. It is anticipated the Phase I Web site development RFP will be on the May 25th board meeting agenda for approval.

Additionally, the technology sub-committee met with a Skyward representative to learn about the relational database and client offerings. There were also demonstrations of the existing products, their upgrades and accompanying modules that may provide some of the functionality that has been requested in the Web site focus groups.

PR Steering Committee
The No Child Left Behind community education initiative has begun. The Public Relations Steering Committee brainstormed ideas; we are working with Phil Eickstaedt and Shelly Muza to begin implementation.

The committee discussed and made recommendations to staff regarding the controversial calendar issue.

Communications Committee
Four surveys are completed and analyzed. A workshop for the board has been scheduled for June 8th to review the details and recommendations.

We have secured a sponsor for a ‘realtor/promotional’ packet, which will be used with families considering relocation. CitizensFirst Credit Union has agreed to be a partner, covering design/print costs for the piece. The committee will communicate with administrators about individual school information needs that will be included in the packet.

Communication Research Nearly Complete

It has taken time and resources, but the Communication Committees are making wonderful progress in the research they have accumulated that will be essential for upcoming recommendations pertaining to communication best practices and action plans.

First, the survey given to parents at November's Parent/Teacher conference has been analyzed and interpreted. The results are being presented to the Communication Committees this month and soon to be included in board packets. The board will be asked if they are interested in having a workshop on the results, once all surveys (including three others) are tallied and reported upon.

Second, the Web site is also progressing and there have been several questions as to what can be expected. Based on recent focus groups and user research, the Web Site Development Committee, along with its IT infrastructure sub-committee, have begun to draft a site map - or navigation system. The content and application requests that have emerged include some of the following:

• Updated and complete event calendar
• Templates for each individual schools and their key data
• Access to grades, attendance and homework
• Search functionality
• District map
• E-communication

The Web site development process is currently still in the user analysis phase, but is nearing a site map draft that will soon be put to RFP. After which, the School Board will be asked for input. It is still intended that by Fall 2006, a new site will be on-line, with further site development happening dependent upon budget and community feedback.

Third, Oshkosh realtors have expressed an interest in using a piece that promotes the school district. The Communications Committees have spoken individually with several realtors and asked for input as to what the promotional packet should obtain and highlight. Some of that feedback includes:

• Each school's core facts and demographics
• Location map in relation to the other schools
• Highlights and programs available or specific to that school
• Community-related information pertaining to safety, crime, etc.
• Contact and tour specifics

The promotional packet is currently being drafted and a sponsor being sought for the printing costs. The packet will be made available within the next couple months to the community.

Board Update for the week of March 7th

So much has transpired in the last couple weeks that we have gotten behind in blogging! However, we are excited to report good news.

• The Parent/Teacher Conference Survey report will be posted next week on this blog. The analysis is complete and we are sharing that information with Dr. Heilmann, along with the PR Steering Committee first.
• The responses back from the other three surveys (parents of: pre-kindergarteners, open enrollers and home schoolers) were very high; approximately 20-30%. We are in the process of entering and analyzing that data.
• The first-ever Oshkosh Area School District e-newsletter has been developed and sent! eTimes, the work of many administrative staff, will be emailed to all staff and board members every two weeks. The e-newsletter will feature articles written by staff on a variety of topics.
• Research is being conducted for a ‘promotional piece’ designed to help realtors and new transplants to the Oshkosh community. Blue Door has been interviewing people and will report shortly the needs of this targeted audience, as well as an action plan for its completion.
• A sub-committee of the Web Site Development Committee has been formed. This sub-committee is comprised of professional software and Web developer volunteers who will be working hand-in-hand with Scott Colantonio to assess the district’s software infrastructure needs and how that relates to a future Web site.
  
  Again, should you have any questions relating to the any of this information, please feel free to contact communications@oshkosh.k12.wi.us. Or visit the OASD discussion board and add your own imput. Thank you!

Board Update Week of February 21st


This week Blue Door facilitated three focus groups. The first group consisted of OASD staff and the other two groups consisted of high school students from North and West. All three groups provided amazing insight in to their communication needs and methods, all of which can be applied to on-line Web site solutions.

The focus group conversations will be transcribed and summarized in detail for your review within the next two weeks. The next focus group is scheduled with parents for the evening of March 1st. Additional focus groups will be facilitated shortly thereafter, including a teacher/teacher assistant group and a community leader group.

The past two weeks have emphasized the value and need for constant and consistent communication. Coach Strand’s resignation and the “mysterious Oakwood virus” were both reported on by the media. In each case, Blue Door helped staff understand the value of open, consistent and timely information directed to all parties concerned. In having done so, both stories were related fairly and equitably by the press and showed the school district in its truest light – being positive and pro-active in its actions. Kudos goes to the administration staff of North and Oakwood for being open to the media and handling their issues professionally and directly!

Thanks. Blue Door Consulting