Constituent Communication Management Template

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Maintain open and effective communication with your constituents using this comprehensive template. The 'Constituent Communication Management' project is designed to help council members track and manage all interactions, ensuring no concerns are overlooked.

With detailed tasks and subtasks, this template guides you through setting up a communication tracking system, categorizing received messages, responding to urgent inquiries, and more. Stay organized and responsive to your community's needs with this essential tool.

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Constituent Communication Management for Priority Matrix

Constituent Communication Management in Priority Matrix

Manage and track constituent communications to ensure timely responses and effective engagement.

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Proposed Tasks

Urgent & Important

  • Categorize Received Communications
    ☐ Sort communications by type☐ Assign priority levels
  • Respond to Urgent Communications
    ☐ Respond to high priority messages☐ Track responses
  • Setup Communication Tracking System
    ☐ Choose a suitable platform☐ Setup necessary categories☐ Train team on using the system

Not Urgent but Important

  • Conduct Monthly Review Meetings
    ☐ Review communication tracking☐ Identify areas for improvement
  • Develop Standard Responses
    ☐ Create templates for common inquiries
  • Train Staff on Communication Protocols
    ☐ Conduct training sessions☐ Ensure understanding of protocols

Urgent but Not Important

  • Send Follow-up Communications
    ☐ Check on unresolved issues☐ Send updates on ongoing concerns
  • Update Communication Tracking System
    ☐ Make necessary changes based on feedback

Neither Urgent nor Important

  • Archive Resolved Communications
    ☐ Keep a record of resolved queries
  • Maintain Communication Log
    ☐ Log all incoming and outgoing communications