Tracking the Cycle of PA Success. Julie DeBardelaben Deputy Director, Public Affairs 2005 Summer National Conference. Mission Statement. To inform internal and external audiences of Civil Air Patrol’s national importance; enable the organization to grow; protect the image and assets
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Deputy Director, Public Affairs
2005 Summer National Conference
To inform internal and external audiences of Civil
Air Patrol’s national importance; enable the
organization to grow; protect the image and assets
of the corporation; and strengthen relationships with
key audiences and customers.
a. Internal Factors
b. External Factors
a. (Public #1)
b. (Public #2)
5. Program Objectives for Each Public
a. ( Public #1)
b. ( Public #2)
c. ( etc.)
6. ActionProgram Strategies
7.Communication Program Strategies
a. Message Strategies
b. Media Strategies
8. Program Evaluation
9. Program Implementation Plans
a. Assignment of Responsibilities
10. Feedback and Program
Taken from Effective Public Relations by Cutlip, Center and Broom
Goal 9: Continuously contact and educate new audiences through community relations programs
Objective 1: Continue community outreach through base tours, speakers bureau and interaction with chambers of commerce.
Objective 2: Continue to build base tour program
Objective 3: Efficient handling of noise complaint calls
Goal 10: Communicate with and educate the public through aggressive media relations program
Objective 1: Energize and educate media to gain more balanced, thorough, accurate coverage
Objective 2: Aggressively pursue all positive media coverage
Objective 3: Educate disaster response team members about their responsibilities and PA’s role regarding media interaction during a crisis
Goal 11: Provide customers on-demand service
Objective 1: Ensure up-to-date fact sheets and biographies are posted on base Web site
Objective 2: Have current Economic Impact Analysis and other community information readily available
Objective 3: Each office section will have updated continuity books (media, comrel, internal, security/policy review, admin)
Objective 4: PA staff will keep each other’s divisions informed of all high-vis events about which the office is likely to receive queries, i.e., Glenn Miller, July 4th, Air Show, etc.
Taken from www.coveringkidsandfamilies.org
The speaker’s bureau is a means of providing speakers on request.
3.Third, provide speakers visual aids -- flip charts, slides, overhead transparencies, films or videotapes; and
4. Fourth, promote and publicize the availability of the speakers to appropriate groups.
2. Speak in personal terms whenever possible.
3. If you do not want some statement quoted, do not make it. Spokespersons should avoid talking “off the record” because such statements may well wind up published without the source.
4. State the most important fact at the beginning.
5. Do not argue with the reporter or lose your cool. Understand that the journalist seeks an interesting story and will use whatever techniques necessary to obtain it.
6. If a question contains offensive language or simply words you do not like, do not repeat them even to deny them. Reporters often use the gambit of putting words into the subject’s mouth.
7. If the reporter asks a direct question, give an equally direct answer. Not giving one is a common error.
8. If a spokesperson does not know the answer to a question, one should simply say, “I don’t know, but I’ll find out for you.” With this, the spokesperson assumes the responsibility of following through.
9. Tell the truth. Even when it hurts. In this era of skepticism and hostility, the most difficult task is often simply telling the truth.
10. Do not exaggerate the facts. Crying wolf makes it harder to be heard next time out.
These guidelines simply add up to the rule that profitable press relations require adherence to the “five Fs”: Dealing with the journalist and program producers in a manner that is fast, factual, frank, fair and friendly.
Taken from Effective Public Relations by
Culip, Center and Broom.
CAP Cadets Build New Plans at Aircraft Maintenance Academy
(name)_____________ of _____(hometown)___________was one of 21 Civil Air Patrol cadets who attended a new summer academy on aircraft manufacturing and maintenance.
The event was held July 16-23 at the Cessna Manufacturing plant in Independence, Kan.
During the seminar, the cadets, representing 14 different state CAP wings, installed aircraft wings, upholstered seats, assembled fuel cells and painted new aircraft. They also went through the actual pre-employment testing administered to regular employees, safety briefings and rivet training.
“The workforce was eager for us to get there and to show us their jobs. The cadets got to work hands-on, and they were impressed with the workers’ professionalism,” said Maj. Phil Holbrook, project activities director.
Civil Air Patrol, the official auxiliary of the U.S. Air Force, is a nonprofit organization with almost 56,000 members nationwide and overseas. CAP performs 95 percent of all continental U.S. inland search and rescue missions as tasked by the Air Force Rescue Coordination Center at Langley Air Force Base, Va. Its volunteers also perform homeland security, disaster relief and counterdrug missions at the request of federal, state and local agencies.
The basic principles of effective communication all apply during times of crisis. But when an emergency situation turns up the heat, these additional guidelines should help you and your staff keep your cool:
than once and even if they’re hostile. The more cooperative you appear, the better.
Particularly useful when incoming calls tie up your regular phones, a dedicated call-in line allows you to record on tape and easily update important news such as times and dates of upcoming media events, rumor control information and other newly acquired details.
result in reporters calling other agencies or individuals, you need to call ahead to warn them of impending calls.
Crisis Readiness Test
3. How fast can you assemble a crisis team?
composition for a variety of crises?
4.Who are the members of your crisis team?
6. Do you have a phone notification list that includes the following key audiences?
8. Are your media relations sound?
Taken from: “When Crisis Strikes on Campus”
Edited by: Wendy Ann Larson
Published by: Council for Advancement and Support of Education
events (parking cars, etc.), and, whenever possible, performing color guard ceremonies at sporting events and other functions.
winter, cleaning up playgrounds, and/or
participating in Arbor Day are all viable venues for engaging members, generating publicity and enhancing CAP’s image.
Ideas provided by Linda Tynan, Creative Design, CAP
Promote CAP’s image by generating testimonials on members associated with events of national interest.
By: Lt. Col Karen Copenhaver, Middle East Region
As a CAP Public Affairs Officer,
you must have tools to do the job of
public relations. There are many
published materials, guides, tips,
training/study guides and other types of
materials available to help you do your job.
CAP, the U.S. Air Force and the Public
Relations Society of America are resources you
can lean on for assistance and mentoring.
Don’t forget you can also rely on your own initiatives of taking journalism and public relations classes.
The following information provides some valuable “tools” that will enable you to enjoy your responsibility as a CAP Public Affairs Officer.
B. Request a PAO Kit from CAP National Headquarters. This valuable package of materials contains many items necessary to begin your efforts.
C. Create a Continuity Book. This book is one of the key elements in being successful. It contains everything from the CAPR 190-1 (Public Affairs Regulation), CAPP 201 (PA Study Guide),
media lists, political contacts, local and community contacts, emergency services information (logs, state and local authorities, additional emergency service organization contacts) report forms, wing supplements and much more. This is a comprehensive three-ring binder of materials that support the Public Affairs program.
D. Purchase the Associated Press Stylebook. It is available at many bookstores and is the most acceptable book used in writing and editing news releases.
E. Establish contact with your local Public Relations Society of America chapter www.prsa.com (national Web site). It can be an excellent resource for learning and providing training for a group of PAOs.
F. Use informational recruiting materials and the Annual Report to Congress, which are available from national headquarters to help inform the public about CAP and its valuable contributions to the community and nation.
G. Create or use pre-written public service announcements. These outstanding tools help you personalize information about CAP as an organization, invite the prospective member to join for specific jobs or tasks, and announce events your unit is hosting.
H. An independent tool that many do not use is the local library. If you do not have public relations experience, you can check out books on public relations and journalism to enhance your skills. The more professional your work the better.
I. Establish a rapport with your local media. They are very willing to befriend you, especially in an atmosphere where you can explain that you and they have something in common -- a desire to provide news to the public. Ask them what type of information they need and want.
J. Participate in public affairs courses through the Air Force’s Air University and state and local emergency service offices (Office of Emergency Services). These courses enhance your ability to function in the day-to-day efforts and in the intense world of emergency services.
K. Enroll in photography and journalism classes. These courses will provide better insight into nurturing good photography skills and composing well-written releases.
L. Subscribe to an online public relations newsletter.