The Communication Matrix below identifies Routine and Significant communications:
Communications Matrix ROUTINE
Distribution Timeframe
Key Messages
Examples
Key Audiences
Employee Awards New Employees
Press Residents Businesses Employees Press Residents Businesses Employees Press Residents
14 days of employee notification
Employee recognition
Promotions Retirements
Employment & volunteer opportunities
Job Openings Volunteer Vacancies
30 days of vacancy
Citizens Police Academy Hazardous Waste Event P&R Programs Public Works Week Code Reminders Community Watch Fire Prevention Safety Reminders Road Closure Notifications Board/Committee Meetings Council Meetings Special Meetings Public Info Meetings
Upcoming programs & community-wide events
At least 30 days prior to the event
Businesses Employees Collaborators/Partners
Press Residents
Public information or public education
Requested distribution date
Businesses Employees Collaborators/Partners
Press Residents Businesses Employees
At least 48 hours prior to the meeting
Public meeting notifications
SIGNIFICANT – Requires Manager Review & Approval
Distribution Timeframe
Key Messages
Examples
Key Audiences
Press Residents
One and Done Sale of Village property Village Green
Major Village initiatives
Requested date
Businesses Employees Collaborators/Partners
Press Residents Businesses Employees Press Residents Businesses Employees Press Residents Businesses Employees
Immediately – within 24 hours
Controlled Burns Hydrant Testing
Public or Emergency alerts
Life Safety Achievement Award Financial Awards Safest City Award Annual SOP Financial Statements Survey Results
State or national awards & recognition
7 days of award or recognition
Strategic Operating Plan; Performance & Financial Reports; Survey results; Committee reports
5 days of submission or completion
Village of Pinehurst – External Communications Policy
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