Communication Plan
This document, which is primarily for stakeholders, sets out how the Council’s Education and
Children’s Service plans to communicate information about the Early Help Remodelling Project.
It also includes a list of key groups who may require information about the work of the Project.
Contents
1. Aims and objectives
2. Audience
3. Key messages
4. Communication stages and timings
5. Key overarching communication methods
6. Other communication methods
7. Roles and responsibilities
8. Stakeholder profile
1. Aims and objectives
1.1. The aim of the communication plan is to ensure that the Early Help Remodelling project
is understood and supported to its conclusion. This aim will be accomplished through the
following:
a) Explain why the council is undertaking the Early Help remodelling project – What
does the council not have control over? What’s happening across the country?
b) Describe the expected outcomes and stages of the project.
c) Explain what the project is doing to ensure the remodeled service continues to
support children and families.
d) Promote the evidence that supports the proposed Early Help Model – why is it the
best one for Leicester?
e) Enhance public perception of Early Help
f) Help stakeholder groups to understand what the project means for them.
g) Ensure that project information can be understood by children, young people and
parents.
h) Explain how to contact the council with questions and how the council will respond.
i) Encourage groups in the stakeholder profile to engage with the council to ensure we
understand the impacts of the proposed Early Help model.
2. Audience
2.1. See stakeholder profile below.
3. Key messages
3.1. The council is required to make savings to achieve financial stability.
3.2. Early help services will be focused on the most vulnerable families, including those at risk
of requiring a statutory social care intervention.
3.3. The proposed model will be based on demand, statistical data, evidence based practice
and links to council wide strategies and objectives.
3.4. The council is committed to ensuring there are opportunities for play across the city.
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4. Communication stages and timings
4.1. See table below for key communication stages and timings
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Key
Communication
Stages
Initial information
sharing
Key message
Date
Leicester City Council to start work
on an Early Help Remodelling
project – project aim and time line.
Provide update of findings and
development of proposed models.
Feb 2016
2
Updates on
remodelling project
As required incl. updates within
existing mechanisms, e.g. EHSPB
and Service Meetings
4
Formal consultation
on proposed model
Consultation is now open.
September to December 2016
5
Post consultation
decision report
Implementation – next steps and
timeline.
March 2017
6
Consultation
feedback
Summary and responses, changes
to the model.
March 2017
7
Implementation:
organisational review
Business case for consultation.
April 2017 onwards
8
Implementation:
contract providers
Executive decision and next steps.
April 2017 onwards
9
Implementation:
building changes
Executive decision and next steps
April 2017 onwards
5. Key overarching communication methods:
5.1. Early Help Remodelling Project internet page – outward facing page for all groups.
This will be the primary source of information on the project for all groups impacted by
the project. The internet page will contain:
a. FAQs
b. Timeline
c. Link to citizen space


Communicate updates to the internet page via corporate tweets and Facebook
and Early Help Newsletter
Place links on relevant pages to the Early Help Remodelling internet page.
5.2. Early Help Remodelling Project intranet page – this will focus on information for
council employees and will be of interest to other groups such as ward councilors. This
page will contain information about the organisational review and buildings. There will be
a link to the internet page for key details of the project. The intranet page will contain:
d. Organisational review business case
e. Staff consultation meeting minutes
f. Other documents associated with the organisational review.
g. Building details
5.3. Early Help Newsletter – this will contain a section for the Early Help Remodelling
Project, which will provide regular updates on the project. It will also link to the internet
page.
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5.4. FAQs – this will accompany key pieces of communication as required and will be posted
on the internet and intranet pages. The FAQs will contain a general section for questions
that everyone may ask, and sections for specific groups such as staff, external providers
under contract, stakeholders and service users. We may decide to create targeted FAQs
– e.g. one for staff and one for service users. We will also need to ensure that the FAQs
meet the needs of information providers such as staff at the customer service centre’s.
5.5. Presentation – for key meetings – e.g. Young People’s Council, Staff meetings etc.
6. Roles and responsibilities
Role
Project Lead
Project manager
Political lead
Chair of Early Help
Rremodelling Project
Board
Communications coordinator
Media and PR coordination
Responsibilities
Overall responsibility for implenting the Early Help Remodelling
Project.
Interface lead with staff, service users and partners.
Project co-ordination
Service lead, communication, interface with Executive.
Chairing role
Interface with TNS Strategic Board and UBB
 Create project comms plan
 Provide communications advice / support
 Make use of all available channels identified
 Coordinate production of communications materials
Provide information and briefings to press
Organise reactive press statements
Marketing material coordinator
Coordinate promotional marketing materials
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Stakeholder Profile
Stakeholder
group
Effect of the Project on the group
Comms method/notes
General: Intranet page/internet page/FAQs
Service Users and their representatives

Remodelling project will change how services are delivered to
children, young people and families.
Young People’s Council

Services in scope will be received by children, young people and
families represented by group.
Children’s Council

Services in scope will be received by children, young people and
families represented by the group.


Email to Children’s Council lead
Internet page (FAQS)
Other participation
groups:
 Big Mouth Forum
 Children in Care
Council
 Young Carers
Participation Group
 Young Adult Carers
Group
Parenting Forums

Services in scope will be received by children, young people and
families represented by the group.




Email to leads
Presentation/face to face
Internet page (FAQS) (place links across relevant
pages)
Note: support provided by Young Advisors



Presentation/face to face
Web/Facebook – for those who already use this
Internet page (FAQS)
Current and potential
service users of services
in scope of the
remodelling project.
Hard to reach groups (e.g.
Travelers/Somalians)

Each cluster area has a parenting forum, which is either meets as
a group or has a mechanism for gaining service user engagement
and participation.
 Internet page (FAQS)
 Poster in CC/YC
 Local media
Hard to reach groups through specific channels.
 Travelers: Parenting Forums
 Somalians: Locality Partnerships (includes
Somalian Association)
 Email to YPC lead
 Presentation/face to face at YPC
 Internet page (FAQS)
4
Stakeholder
group
Effect of the Project on the group
Comms method/notes
Council’s Governance Structure



Reports and update briefings
Internet/extranet page
Newsletter



Reports and update briefings
Internet/intranet page
Newsletter




Via Executive
Briefing meeting
Internet/intranet page
Newsletter
Responsible for keeping an overview of council business including
scrutinising areas of particular interest or concern, holding the
Executive to account for the decisions that are made, and
assisting in the development and review of Council policy.
Scrutiny has the right to scrutinise decisions as they are
formulated and after they have been taken - i.e. ‘Call-in’.


As Ward Councilors
Report to scrutiny

Corporate overview and line manages Strategic directors who will
be impacted by the project.

Communicate via Director of Children’s Services
Strategic Director of
Education and Children’s
Services


Project Lead

Director’s service area will be affected by the remodeling work.
The Director chairs the project group and has overall
responsibility for securing the project’s deliverables to the agreed
timescale.
Project Director’s service area will be directly affected by the
remodeling work. Responsible for delivering the project on
behalf of the Strategic Director.
Project will deliver necessary benefits and savings for which the
project board and Strategic Director are responsible.





Project Board/Minutes
Internet page (FAQS)
Newsletter
Briefings with Project lead
Project Board/Minutes
Executive (includes
cabinet members)


Lead Member for
Children’s Services


Ward Councilors


Children’s Scrutiny
Chief Operation Officer

Executive is responsible for making key decisions based on
information provided by the HOS and Lead Member for Children’s
Services.
The Project will deliver key benefits and savings for which the
Executive has overall responsibility.
Member has lead responsibility for the service area subject to
remodeling and will communicate the remodeling work and key
decisions made by the Executive.
Responsible for briefing relevant portfolio holders and Scrutiny
chairs.
The project will impact on each Ward Councilor’s constituency
(i.e. service users).
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Stakeholder
group
Early Help Remodeling
Project Board
Effect of the Project on the group



Project affects services the board members represent.
Board responsible for governance and smooth running of project
to timescales.
Board will feed in knowledge of existing strategies, analysis, best
practice etc. to secure project deliverables.
The project will affect each HOS’s respective service area either
directly or indirectly.
Directorate Management
Team for Children, Young
People and Families
HOS meetings


The project will affect each HOS’s respective service area either
directly or indirectly.
Trade Unions

Project may require high levels of TU consultation and
representation as the project may impact on TU members (e.g.
potential organisational review).
Local Members of
Parliament
Keith Vaz, Jon Ashworth,
Liz Kendall

The project will impact on each MP’s constituency (i.e. service
users).
Comms method/notes




Project Board
Minutes
Internet/intranet page
Newsletter














Report and update briefings
Internet page (FAQS)
Newsletter
Briefings
Presentation/face to face
Internet page (FAQS)
Newsletter
Email, initial meeting
Briefings
Internet page (FAQS)
Newsletter
Introductory Letter (email)
Internet page (FAQS)
Newsletter
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Stakeholder
Group
Effect of the Project on the group
Comms method/notes
Boards
Leicester City Children’s
Improvement Board

Leicester Education
Strategic Partnership

LESP OPERATING GROUP
- reports to the LESP
Schools Forum
Children’s Trust




Early Help Strategic
Partnership Group




Responsible for delivering Leicester City’s improvement plan,
Chaired by Tony Crane. There is a risk that the project will
impact on the overall delivery of the improvement plan and
outcomes for children and young people.
Brings educationalists together to ensure a cohesive educational
community in the City. Focused on school improvement across
the City. Includes heads, teaching Unions, primary, secondary,
tertiary and universities, governors..
Project will impact on schools, in terms of service offer (incl.
traded offer) and student outcomes.







Presentation/face to face
Report and update briefings (JD/April report
Internet (FAQS)
Newsletter
Schools extranet – link to internet page and
newsletter
Newsletter
Briefing
Note: Council Officer leads Early Help strand and attends
LESPOG
Funds Children Centre Teachers

Trust represents integrated partnership working for children in
the City. Project will impact on members’ services, multi-agency
staff and service users.
Impact on the Children and young people’s plan






Schools extranet – link to internet page and
newsletter
Briefing
Newsletter
Presentation/face to face
Briefing
Internet (FAQS)
Newsletter




Presentation/face to face
Internet (FAQS)
Briefing
Newsletter
Multiagency focus on the early help strategy and pathway.
Steers early help services across the city. Includes adult social
care and commissioning leads. Meets quarterly plus 2 meetings
open to a wider group of people.
Project will impact on members’ services, multi-agency staff and
service users.
Impact on key strategies for the City: e.g.
Early Help Strategy – expired in 2015.
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Stakeholder
Group
Effect of the Project on the group
Comms method/notes
Boards
Leicester Safeguarding
Children’s Board



Other Boards:
Adult Social Care

Focus on safeguarding – representative sits on the Early
Help Strategy group.
Responsible for agreeing how the relevant organisations in
each local area will co-operate to safeguard and promote
the welfare of children in that locality, and for ensuring the
effectiveness of what they do.
There is a risk that the project will negatively impact on
children’s outcomes.
Project will impact on members’ services, multi-agency staff
and service users.

Using Buildings Better
Programme Board


TNS and Early Help work
streams
This programme seeks to make efficiencies through better
use of buildings.
Interdependency: remodelling will impact on the type and
amount of building space required to deliver early help.
0-19 Healthy Child
Procurement Group

Interdependency – 0-19 Healthy Child Programme in scope
of the EHR project.
Early Help Locality
Partnerships




Formally established boards in the clusters – meet monthly.
0-19 focus
Support delivery of Early Help
All 6 Chairs meet on a regular basis. The chair of this group
attends the Early Help Strategy Group,
Identify target children in their patch. Do they commission?





Presentation/face to face
Internet (FAQS)
Briefing
Newsletter


Internet (FAQS)
Newsletter




Project Manager meetings across TNS and EHRPB
Internet (FAQS)
Newsletter
Verbal updates at meeting strands
 Internet (FAQS)
 Newsletter
Note: Procurement group lead attends the Early Help
Remodelling Project Board.
 Early Help Chairs Group
 Presentation to EHLP’s
 Internet (FAQS)
 Newsletter
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Stakeholder
Group
Effect of the Project on the group
Comms method/notes
Internal council staff in scope and directly affected by the remodeling
0 – 19 CYPFC Early Help
Targeted Service staff

Remodeling project will impact on the way staff deliver
services and may result in an organisational review.





Email invite
Presentation/face to face – at 6 Cluster meetings
Internet (FAQs)/Interface
Newsletter
Quarterly Service Meeting
Managers will be asked to ensure that staff with no or
limited access to a computer will get access to a printed
copy of any communication.
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Stakeholder
Group
Effect of the Project on the group
Comms method/notes
Internal council services and staff not in scope but affected by the remodeling
0 – 19 CYP&F Centre Early
Help Targeted Service –
Children Centre Teachers
(funded by Dedicated Schools
Grant)
Front-line Children’s Social
Care Staff and Team Managers

Remodeling project may impact on the way staff deliver
their service (e.g. may deliver from a different building), but
it will not impact on what they deliver or result in an
organisational review.

CCT’s are funded by dedicated schools grant which is only
confirmed for 2016/17.
Remodeling project may impact on the way staff deliver
their service (e.g. they will be working with a remodeled
early help service), but it will not impact on what they
deliver or result in an organisational review.






Email invite
Briefing
Presentation/face to face – at 6 Cluster meetings
Intranet (buildings)Internet (FAQs)/Interface
Newsletter





Email invite
Briefing
Presentation/face to face
Intranet/Internet (FAQs)/Interface
Newsletter




Letter (Email)
Internet page (FAQS)
Briefing
Newsletter





0 – 19 HCP Procurement Board
Email invite
Presentation/face to face
Internet (FAQs)
Newsletter
External organisations and staff in scope and directly affected by the remodeling
0-19 Early Help Targeted
Service (commissioned noncouncil providers)

The project will affect the provision of these services and
may include not renewing contracts, ending contracts early,
reconfiguring service provision, bringing services in house,
or retendering.
See Appendix 1 for a list of in
scope providers.
External organisations and staff not in scope but affected by the remodeling
Occupants of Youth and
CYP&F Centre’s


Will be impacted by any decisions taken in relation to
buildings.
If buildings are reduced, occupants will need to secure
alternative accommodation.
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Stakeholder
Group
Effect of the Project on the group
Comms method/notes
External organisations and staff not in scope but affected by the remodeling
Front-line statutory
partners, managers and
staff


Communicate through existing mechanisms.
Police, Schools, Health PCT, Health NHS, Health GP’s, Job Centre
Plus, LA EYFS providers



Via Children’s Trust, LSCB, EHSPB, EHLP’s
Internet page (FAQS)
Newsletter
1. Some providers will be delivering a Council contract in scope of
the remodelling project.
2. Some providers will be delivering a Council contract not in
scope of the remodelling project.
3. Some providers will be delivering a non-council commissioned
service.
4. Some providers will be using Council services in scope of the
remodelling project.
 (1) is covered separately above.
 (2), (3) and (4) is the focus here. There may be some overlap
and we will need to decide how we manage this.




Communicate via Newsletter
Internet page (FAQS)
Letter/Email
Via existing mechanisms

VAL is one representative of the voluntary and community
sector, as well as key organisations working with children in the
City.



Initial one to one meeting
Internet page (FAQS)
Newsletter






Contact relevant lead
FAQs
Contact relevant lead
FAQs
Summary text about the Early Help Remodelling
Project
Front-line third sector
partner organisations,
managers and staff
Information providers
VAL
Customer Service Centres

They will also be key in disseminating key messages through Early
Help News Letter and the weekly e-Briefing.
The Centres could be asked for information about the review
Neighbourhood Housing
Offices
Marketing and
Communications

The Centres could be asked for information about the review

Prepare for a query from the Leicester Mercury
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