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COUNCIL L COMMUNE CAT1ON r AGENDA TITLE: Communications (October 13, 1994, through October 26, 1994) MEETING DATE: November 2,1994, PREPARED BY: City Clerk RECOMMENDED ACTION: No action information

How to fill out counci l communi cat1on

How to fill out council communication?

1. Start by gathering all the necessary information: Before filling out any council communication, it's important to have all the relevant details and data at hand. This includes knowing the specific purpose of the communication, the names and contact information of the recipients, any relevant dates or deadlines, and any supporting documentation or attachments that may be required.
2. Identify the appropriate format: Council communication can take various forms, such as emails, memos, letters, or even official reports. Determine the most suitable format based on the nature of the communication and the preferences of the intended recipients. Make sure to follow any specific guidelines or templates provided by the council for consistency.
3. Clearly state the purpose and objective: In the opening section of the council communication, clearly articulate the purpose and objective of your message. This will help the recipients understand the context and importance of the communication, allowing them to prioritize and respond accordingly.
4. Provide all necessary details: Ensure that you include all the necessary information for the recipients to understand and respond to the communication effectively. This may include dates, times, locations, project details, background information, or any specific actions required from the recipients. Be concise but comprehensive in your presentation of the information.
5. Use a professional and respectful tone: Council communication should maintain a professional and respectful tone throughout. Avoid using jargon or complicated language that may confuse the recipients. Keep the message clear and concise, using plain language that is easily understandable by all.
6. Proofread and edit: Before finalizing the council communication, take the time to proofread and edit the content. Check for any grammatical or spelling errors, ensure that the message flows logically, and verify that all information is accurate. A well-written and error-free communication will help convey professionalism and enhance the chances of effective communication.

Who needs council communication?

1. Council members: Council communication is essential for transmitting important information and updates to council members. It keeps them informed about upcoming meetings, decisions, projects, and any pertinent issues that require their attention or input. It is a crucial tool for facilitating the smooth functioning and decision-making processes within the council.
2. Staff and employees: Council communication also extends to staff and employees working within the council or its associated departments. They need to be aware of any changes in policies, procedures, or upcoming events that may impact their work. It ensures effective coordination and alignment within the council's workforce.
3. Stakeholders and the public: Depending on the nature of the council and its activities, council communication may also be directed towards stakeholders such as local residents, businesses, community organizations, or the general public. This communication serves to keep them informed about council decisions, public hearings, community initiatives, or any issues that affect them directly. It encourages transparency and helps foster a sense of involvement and participation in the democratic process.

In summary, filling out council communication involves gathering relevant information, choosing an appropriate format, clearly stating the purpose, providing necessary details, using a professional tone, and proofreading the content. Council communication is necessary for council members, staff and employees, as well as stakeholders and the public to ensure effective communication and informed decision-making.

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