External Relations Program for Public Accountability
Donald W. Poucher Director, Educational Media and Services Institute of Food and Agricultural Sciences University of Florida, Gainesville

Relevance of the Land Grant System

“The Land Grant System to many people may seem like the Homestead Act -- far away and long ago and not very relevant. Fundamentally, the Land Grant System is in an epic, or life and death, competition for the hearts and minds of Americans. Ultimately, that translates into political and financial support of those Americans.
... The Land Grant System, like all other American institutions, must reposition and redefine itself, its mission and its delivery on that mission in an America that is reinventing itself. Values are evolving, priorities are shifting, we are approaching zero based public policy. That means public policy that says in effect, ‘ Don’t tell me what you did for me yesterday, tell me what you’ll do for me today and tomorrow.’
... We are swimming against some very strong currents. Federal funds are being redirected, state and local funds are under unprecedented pressure.
... Beneath all the competition for support, there beats an ever-growing mantra of relevance, relevance, relevance! ... We are suffering from a reputation deficit. Reputation is equal to sound performance that’s well communicated and appreciated.
... We’ve done well on performance. But now we need to significantly boost the communications part of the equation.”1

The comments above are those of John Paluszek, CEO of Ketchum Public Affairs in New York City. Mr. Paluszek was retained by the Cooperative Extension Service and the Cooperative State Research Service to study the Extension Service/Experiment Station parts of the land grant system. Paluszek is correct! Land Grant University programs address some of the most pressing problems facing society today. But the truth is, public perception lags and it lags because we fail to communicate an awareness of the programs, how those programs can be accessed by customers, and the benefits those programs provide to individuals and to our communities. We can all point with pride to isolated successes where communication has occurred and programs have been recognized for the benefits that they provide. However, in general, we do a very poor job of communicating the benefits of our research and education programs to the people we serve. Furthermore we often fail to communicate that the University and the cooperating partners are the ultimate provider of the programs that serve our communities.

Purpose

The purpose of this program is to assist you in enhancing external relations programs that help build and maintain public accountability with the people who can influence your future. The intent is to provide ideas and information to help you build an understanding among customers that the land grant programs of your University are active and relevant to fulfill current needs and wants of people and communities. Effective communications, as a part of the accountability process, must be utilized if we are to increase our presence throughout the state and nation and succeed in connecting the success of local programs with our Universities.

What is Marketing?

“Marketing” is often used as a descriptor of what in reality is an external relations program for public accountability. While external relations is a part of the marketing process, marketing is much broader than external relations. Marketing is not selling; it is not media hype. Marketing is assessing, developing, packaging, pricing, communicating and promoting, and distributing. Marketing makes it all work together, to effect an exchange.

Drucker has documented that marketing makes selling superfluous2. He effectively advances the proposition that if a program has been designed according to the needs of the marketplace, selling the program to the marketplace will be unnecessary. Kotler and Fox in their book on institutional strategic marketing embrace Drucker’s concept and point out that only by fulfilling the needs of customers can an institution or business effectively market itself.

As consumers recognize their problems and needs, they will seek help in solving these problems and fulfilling those needs. Those products, services and programs offering the best solutions or need fulfillment are the ones most likely to be embraced by the clientele. Effective marketing involves translating marketplace problems and needs into programs to fulfill those needs and informing the clientele of the programs and how they may be accessed. The programs, however, sell themselves because they are solving real problems and meeting real needs of clientele. The programs are customer-driven. Their success in the marketplace is a product of successful exchanges...to receive in exchange for a unit with value, resources of equal value.

The process of understanding, planning and managing exchanges begins with a basic mission statement of the seller. We are asking several questions, the answers to which provide the beginnings of a mission statement. What is our business? Who is our market? What are the market needs? How can we fulfill those needs? Once we have answered the basic questions, we are in a position to analyze our market, refine our mission and goals consistent with the market needs, develop programs to fulfill the market needs, package the programs, develop our distribution strategy and select customer access channels, implement an effective communications strategy, and complete the exchange.

The purpose of this program is not to describe in detail how to apply the complete marketing process to program development and implementation. Decades of experience at needs identification and program development based on needs should serve us well in those parts of the marketing process.

The purpose of this program becomes one of describing the exchange process and how that process affects external relations and thus, a major part of the marketing mix: communications and customer awareness.

The Exchange

No marketing plan is successful unless it provides for an exchange of needs/wants fulfillment for unit of resource. However, the nature of educational funding differentiates us from the business model. In a business model, the exchange is a direct one.

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As indicated above, the seller provides a unit of product/service to the customer, who returns a unit of resource to the seller. However, in an educational marketing model, the exchange is indirect.

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As can be seen in the educational model, the indirect nature of the exchange is based on the fact that units of resource flow from the customer indirectly through a third party. We are therefore dependent on the positive feedback from the customer to the resource provider. The positive feedback must stimulate in the resource provider a desire to reward us with a unit of resources to accommodate the costs of the educational program. The exchange process can be interrupted where customer response is negative, or where customers fail to identify the University as the source of the program. Thus, the importance of the communications strategy is underscored. It is not enough for programs to solve problems or meet needs. The programs must clearly bear the identity of the University unit providing the program, and the identity must be so dominant and emphatic as to survive the indirect nature of the exchange and help generate a measure of credit back to the unit.

Communications Strategy

Our major communications objective is to relate the value of our programs to customers and potential customers and how these programs may be accessed. Programs, no matter how well planned and developed, will succeed only if accompanied by an effective communicative strategy.

The success of any communication strategy will depend on our ability to recognize and adapt to the challenges and realities of the information age, as opposed to a previous era of standardized procedures and practices of a mass society. According to Judith Waldrop, writing in the December 1990 issue of American Demographics,4 everyone will soon belong to a minority group. The diverse needs and habits of the market may in some cases dictate flexibility to provide for mosaic consumption patterns as opposed to mass consumption patterns.

An information age dichotomy is a fragmented mass market of the past as identifiable, dissimilar, yet overlapping constituencies, each of which may need the same information in a slightly different form and at a different time than the others. Therefore, the communications process now becomes a series of dissimilar constituent-specific tasks, all variations of the same theme. Complete reliance on a single strategy ignores the diversity that exists in today’s world and increases the chances of failure.

Market segmentation and positioning are also important in developing communication strategies. Positioning depends on market segmentation. Only by remembering the market segment for which we’ve designed the program can we effectively position ourselves within a given market segment as the provider of the program to meet a specific need. We are talking about appeal and perception. The niche we want a given homogenous group to perceive us to occupy determines how we appeal to that group to access or use our program.


How do we position ourselves among diverse markets? The problem becomes one of developing a position statement that reflects the diverse perceptions of our customers. With the help of research we can understand how we are perceived by our different clientele. We can quantify the perception, and ultimately verbalize it.

Central to the information age is a rapid proliferation of media and media habits which creates a situation where it is no longer feasible to rely on a single communication strategy for reaching the marketplace. For example, future technology will allow newspaper subscribers to order only the news that interests them. Snyder and Edwards, writing about America in the 1990s,5 point out that America spent more than $400 billion during the 1980s on new information technology. This technology will enable people to depend more on computer printouts than books as sources for reading material. Hyperinformation systems, or knowledge navigation, will permit users to build multi-data relationships that can be uniformly managed and accessed according to interest and need. So-called “smart TVs” will know what people want to watch before they are turned on. In the final analysis, to properly communicate the values for our programs and how to access them, we must be attuned to the media selection and use-habits of our customers and potential customers.

What is External Relations?

External relations programs for public accountability include three major elements: impact statement development, positioning and communications, and personal contact.

Effective impact statements provide the basis for the public accountability. Every program has economic, environmental and/or social impacts. These impacts must be identified and included in effective statements that describe the benefits of the program.

Effective positioning and communications are important in establishing a consistent institutional look, consistently applying institutional identity standards, consistently communicating institutional mission and program impacts, and consistently positioning the institution with general and specific publics.

An effective personal contact program provides the vehicle for developing and maintaining positive relationships with decision makers and other important members of local, state and national boards and authorities. The personal contact program includes recruiting, training and engaging volunteers/customers who have been selected for their ability to work with decision makers and other important audiences.

The External Relations Team

The success of the external relations program for public accountability is dependent on the effective interaction of a team of administration, faculty and staff, and customers/volunteers. The administration, in the form of the Vice President and Deans, must chart the course and direction of the external relations program. Other administrators, in the form of County Extension Directors, Center Directors and Department Chairs, must occupy a leadership role in motivating local volunteers/customers and involving them in the process. Faculty and staff must assume responsibility for helping develop program impacts and assessments, identifying key customers/volunteers to be involved in the contact program, and in helping to conduct on-going communications programs and other methods of informing customers/volunteers, legislators, and the general public. Customers/volunteers are asked to maintain direct contact with decision makers to keep them informed and involved.

Developing Program Impact Statements

The development of believable, defensible program impact statements is critical to increased public accountability. The official mission statement only generally describes the University. The programs that support the organizational vision, mission, goals and objectives and the impacts of those programs provide the real ammunition for communicating success and relevance.

Inputs and Outputs vs. Outcomes

The litany of vision, mission, goals and objectives becomes meaningless without programs and program impacts to back it up. Specifically, we must quantify how we are expanding the profitability, global competitiveness and sustainability of industry; we must describe how we protect and sustain the natural resource and environmental systems of communities; we must detail how we enhance the development of human resources; we must demonstrate how we are improving the quality of human life.

We must back up our statement of vision, mission, goals and objectives with specific program examples of how all of these tie to local communities, economies and cultures. We must develop impact statements that capture the results of our programs and their accomplishments and benefits on behalf of local citizens.

In the past, inputs and outputs have been all too often used to describe the various benefits of programs and their impacts on local citizens. We have cited the numbers of hours spent conducting a program by faculty and staff, number of volunteers contacted or enrolled in a program, number of publications produced, or number of telephone calls received. However, we have failed to relate the outcome of the publications, telephone calls, the volunteer enlistment, or the faculty hours spent on a given program. Depending on the program, we must develop economic impacts, social impacts, and environmental impacts as appropriate.

Effective Positioning and Communications: Image, Identity and Public Accountability

An external relations plan is based on clear definitions and understanding of the “product.” The mission, vision and strengths define our product. No matter what variations within the organization - different programs, different counties, different personnel -- the mission, vision and strengths remain the same. They form the image we want the public to see and understand. They must be communicated in a consistent manner by a multitude of voices, each a variation of the same theme.

Most diverse organizations situated at far-flung locations sometimes have an identity problem. We tend to see our organization in light of our specific role, our county, our center, our department, or our program. Sometimes it helps to take a step back and look at the work of the organization as a whole. We respond to anything from an urban gardening problem to nutritional education to an environmental disaster, or newly emerging industry problems. Our response can save someone’s business or someone’s life. To the audiences we serve, our image is as clear as our most recent service to them. The gardener thinks we’re knowledgeable and responsive; limited resource families value our nutritional programs; the agricultural producer realizes we can mobilize key groups; the 4-H volunteer is sure we save entire generations. All of those impressions are good, but how can we help these audiences tie it all together? And how do these images align with actual programs?

We have many diverse publics. But if you divide our customers into four major groups -- the general public, subject matter customers, decision makers and media -- do they all have the same collective image of the University? Or are they widely diverse? Is our image among these clientele consistent, accurate and up-to-date?

Organizational identity is defined as the company’s overall definition, direction and distinctiveness as perceived by its various clientele. Businesses struggle daily to project a unified, clear, accurate image of what they do, what they stand for and why they are unique. The University is no different. Research has indicated that growing numbers of people do not understand that the state university is a land grant institution and it provides research and educational programs in agriculture, natural resources, and human resources. If you were to survey your local residents, would they know of our relationship with your University? What about our ties with communities and regions? Our future depends upon how successfully our institutions can develop a clear organizational identity that identifies with local people and demonstrates public accountability. Our signs, materials and other communications often project a splintered organization. Just looking through various phone books can reveal a fragmented organization through a lack of consistency in listings throughout the state.

Each faculty member needs to realize that he or she has a part in projecting public accountability as a unified, research-based educational system backed by the land grant university. Do we project ourselves as a part of the university, or as a part of county government? Or, another research or departmental unit?

All program areas should have two goals in their communications efforts: to promote the university first, and to promote local identity second. Once we can develop and articulate a clear organizational image and identity, the next step is positioning: developing a strategy that places or positions the University in the minds of people as a valuable source of information and education.

Finding Your Niche in the External Relations Plan

“Positioning” is a word used to describe how an organization wants to be identified by its target audiences. A position is established by identifying the unique strengths that separate an organization’s educational mission and programs from the mission and programs of other organizations. This position occupies a public accountability niche in the educational marketplace that includes strengths and selling points that the competition cannot claim. All communication efforts and accountability material should reflect the strengths and unique position of the University.
In Florida, we want to position each department unit, center, or extension office as:
the University of Florida, providing an impact in (subject) in (location).

Positioning Statement

University of Florida (UF) and volunteers have many opportunities to explain the organization to the public. Before addressing an audience, introducing a program, meeting with other groups, explaining UF to visitors or in other situations where it is appropriate, develop a simple descriptive statement. Here’s a suggested statement that conforms to university-wide positioning and goals:

“The (department, unit, center, or extension office) is your University of Florida, providing an impact in (subject) in (location).”

Targeting Audiences

Faculty and staff deal with people all day long.Do we make every contact count? Every conversation, every mailing, every outreach should build awareness and public accountability. Before you can build a relationship with any individual or audience, you should think about the purpose of that relationship. Each level of involvement fits into one of three categories: knowledge, preference or commitment.

On a personal basis, think of it this way: You’d like people in your community to know who you are, you’d hope your friends prefer your company and you expect your family to be committed to you. It’s the same level of relationships for dealing with various publics. We need a general awareness of our services among the people in our counties and communities; we want to instill a preference for our programs among our clientele; and we want a commitment from decision makers. From some groups such as the media and certain leaders, we want different levels of support on different issues. When planning to build a relationship with someone, you should decide what you want and expect from the contact. Each level requires a different approach.

As a relationship moves from interest to loyalty, the best method of reaching that audience shifts from mass media to targeted media to personal contact. In other words, don’t rely on mass media to tell your entire story and don’t expect word-of-mouth to sell your programs to the general public. And when you need a commitment, nothing replaces personal contact.

For key audiences, you must develop a personal contact program. Don’t leave these relationships to chance. Decide who your target audiences should be, what level of involvement you want and how to reach that level. For instance, your goal is to seek a commitment from volunteers. Mass media might recruit some people and volunteers might put their skills into practice by handling a radio interview. But these mass media outlets probably won’t build commitment from volunteers.

Targeted media, like a volunteer newsletter, has more possibilities. You can highlight programs, thank them and keep them informed.

However, if you want real commitment, you should give personal attention to volunteers through staff meetings, telephone calls and individual sessions.

Personal Contact Program

Leaders at every level rely on friends, neighbors, colleagues and associates, and volunteers for advice and assistance in the decision making process. Therefore, local citizens who occupy positions of influence with decision makers can be the most effective communicators with the decision makers. These local citizens (and frequently our customers) are the key to maintaining consistent, year-round contact with decision makers. The external relations program for public accountability seeks to identify and enlist citizens as volunteers who can communicate with decision makers based on educational interests or concerns, local issues, and shared community involvement. It is important for faculty and staff to understand that it is the cadre of volunteers and customers who will maintain direct contact with decision makers to help facilitate and increase accountability.

Those volunteers/customers will be asked to make contact with an identified decision maker, encourage them to attend programs and activities of the extension office or research center, help find ways to get that decision maker involved with local programs, and be prepared to contact that decision maker to discuss issues and concerns throughout the year.

Identifying Volunteer/Customer Prospects

The first step in enlisting volunteers/customers is to develop a list of prospects from which appropriate volunteers can be identified for contact with specific decision makers. There are several questions that we must ask in identifying prospects:

The first place to look for volunteers is those listings of customers/clients served by your programs. Of those listings, we can then identify other qualifiers such as those who have worked for decision makers in the past; those who have worked for decision makers’ parties; those who are friends, relatives and acquaintances of the decision makers; key members of the decision makers’ campaign organization; those people who attend meetings, coffees, and other functions on behalf of decision makers; and those who have contributed personal funds or have raised funds from others for the decision makers’ campaign.

Qualifying the Contact Volunteer/Customer

Once we have listed all the potential volunteer/customer contacts, the next task is to rate each of the potential volunteer/customer contacts on an appropriate scale based on individual circumstances. For example, in the case of one volunteer, we may find that we can uncover only three solid ties between the volunteer and the decision maker. In that case, the maximum number of points to be awarded to a potential volunteer would be three. In cases of other volunteers, there may be five factors that can be used to link them with decision makers. In every case, the goal is to identify volunteers who have the most substantial ties to decision makers and then set about enlisting those volunteers in the contact program. The act of qualifying the volunteers also serves another purpose: it automatically counterparts volunteers/customers with decision makers and provides the basis for assigning volunteers/customers to appropriate decision makers.

Supporting the Volunteers/Customers

It is important that volunteers/customers receive a thorough briefing on the external relations program and that they understand what they can expect of faculty and staff and what we expect of them. Specifically, volunteers/ customers are to serve as a direct means for maintaining year-round communications and contact with decision makers. While the county and center directors and faculty and staff provide the support and the communications information, it is the volunteer/customer who must make the front line approach to decision makers and maintain the direct contact with them. While techniques and frameworks for managing the volunteer/customer contacts will vary from county to county or center to center, several elements must be included to ensure on-going success.

Profiling Decision Makers

Effective communication to increase public accountability requires that we know and understand our audiences. Therefore, to ensure successful communication with decision makers, we must learn as much as possible about their needs, likes and dislikes, media habits, levels of community involvement and favorite issues. Collect important data on each decision maker (address, phone, children’s ages, occupation, educational background, hobbies, organizations, viewpoints on educational issues, involvement with the University, names of secretary and staff members, favorite issues, legislative committee memberships, other anecdotal information). The profile should be shared with the volunteers/customers who may also have additional information. The profile should be updated as often as necessary to maintain current and accurate information.

Master File

A master file of each appropriate decision maker should be developed including the profile as previously described, the year’s planned contacts, and reports of progress filed by the volunteer/customer contact. All copies of correspondence sent and received and description of personal visits should also be a part of this file.

Establishing the Contact

Several types of communications can be effective in building relationships with decision makers. Personal meetings are obviously most effective.

On the local level, volunteers/customers can easily develop and maintain on-going personal relationships with decision makers and these relationships should be developed primarily at a time when there is little need px">(i.e., before you have a problem to discuss). Therefore, when problems do arise and you do need assistance from decision makers, they can be called in a personal manner to discuss the problem.

Legislative and congressional relationships are best developed by volunteers/customers when state and federal decision makers and staff are visiting the local district. Volunteers/customers can meet decision makers over lunch, through civic groups, in their offices or by inviting them to attend and participate in your programs in their district. In these personal meetings, it is important that volunteers/customers be positive and constructive in their remarks and be well-prepared with factual material. They should help make the decision makers feel they are benefiting from the relationship and are receiving reliable information on issues. The major function of faculty in the relationship with the volunteers/customers is to provide as much information to the contact person as possible and keep adequately prepared for the on-going relationship with the decision maker.

Maintaining the Contact Program

It is important that year-round contact be planned. Face-to-face visits, correspondence, and direct involvement in educational programs must be thoroughly and completely planned for each decision maker and corresponding volunteer/customer contact.

Personal Visits

Face-to-face visits should always include appointments. Each visit should be pre-planned to determine most important issues to be discussed, views to be presented and facts, figures, impact statements and other evidence to be used as back-up. Often, one page information summaries of a program that the volunteers/customers can discuss with the decision maker or staff member are useful. The visit should be short and to the point and information presented should be factual, accurate, and relevant. Visits should be followed-up with thank-you notes that reiterate the key points and should be included in each decision maker’s contact program as on-going throughout the year. One-shot visits are not effective.

Working with Staff

Most decision makers have one or more staff assistants to help them keep track of issues and to conduct the business associated with that particular office. Often, staff take over the role of meeting and talking with constituents. Volunteers/customers should be encouraged to seek out the staff of decision makers and identify them by areas of specialty. Where possible, staff should be cultivated as important allies and tools of delivering information to the decision maker. Staff often have the hottest line to the decision maker and they often know more about issues than the decision maker. Staff also answer phone calls and open mail for decision makers and keep lists of people who call or write the decision maker often. The people who frequently call or write are the ones to whom decision makers turn when they need to know constituent viewpoints on issues.

Assessing and Reporting

Regular and accurate assessments and reports from volunteers/customers will provide the external relations program with up-to-date information on public accountability progress. This information will serve as the basis for targeting special communication activities and events designed to enhance the effort of volunteers/customers. It is, therefore, critical that faculty and staff work with volunteers/customers to ensure that they maintain up-to-date information as to the result of contact activity with decision makers. Faculty and staff are encouraged to pass that information back to the administration for utilization in on-going external relations program assessment and fine tuning. All information received from decision makers through the contact program is important and should be appropriately communicated as quickly as possible. Shifts in positions, reactions to public sentiment, progress (or lack thereof) on legislative or congressional issues; and significant awards and recognition received by decision makers are examples of information to be passed back to the administrative team.

Summary

The land grant system must expand on-going external relations programs for public accountability. Targeting general and specific audiences, these programs must communicate and demonstrate impacts, values and benefits of research and education programs for local citizens. Never in the history of the land grant program has there been a greater need to increase our accountability among customers and decision makers.

A 1993 Gallup Poll, commissioned by the Experiment Station Council on Policy, documented that nearly half of the respondents did not know for certain that there was a land grant agricultural research program being conducted at a state university within their respective states. Many of our customers are unaware of the impacts and benefits of local programs. Many of our customers are unaware that those programs belong to the University. Furthermore, local, state and federal officials are generally unaware of programs being conducted in their districts. When asked to support programs, officials, at best, only are marginally aware of the University much less exhibit any detailed knowledge of its mission, programs, and benefits.

To increase accountability, therefore, is the primary goal of an external relations program, through which we must accomplish three major objectives: create an awareness of programs; communicate benefits of programs to all customers, potential customers, and officials at all levels; and inform potential customers how they may access needed programs.

Acknowledgments

We gratefully acknowledge assistance from many different directions in pulling together the information presented in this External Relations Program for Public Accountability. Dave King and Joy Pherson at Purdue University were of tremendous benefit in helping us understand the P-CARET volunteer program in Indiana. Additionally, we acknowledge the CARET Organization for valuable information contained in itsMember Handbook. Further, we appreciate the assistance of Scottie Butler and Dennis Emerson at Florida Farm Bureau Federation for providing information from their “Young Farmer and Ranchers Program.” We also express our appreciation to Dr. Gene Trotter with the Florida Leadership Program for Agriculture and Natural Resources, Barry Jones and Texas A&M University, Janet Rodekohr and the University of Georgia, and Gwil Evans and Oregon State University. Special thanks go to Julie Graddy, Ami Neiberger, and Kathryn Schreyer of the University of Florida, Institute of Food and Agricultural Sciences, Educational Media and Services for helping to compile the information presented here.

Notes

1 Paluszek, John. 1992. The Land Grant System in a Changing World: Perceptions, Images and Reputation as Seen by an Outsider. New York, NY: Ketchum Public Affairs.

2 Drucker, Peter F. 1973. px">Management: Task, Responsibility, Practices. New York, NY: Harper & Row. pp. 64-65.

3 Kotler, Philip and Fox, Karen F.A. 1985. px">Strategic Marketing for Educational Institutions. Englewood Cliffs, New Jersey: Prentice-Hall, Inc. pp. 7-8.

4 Waldrop, Judith, “You’ll Know the 21st Century When...”American Demographics, December 1990. p. 26.

5 Edwards, Gregg and Snyder, David Pearce, “America in the 1990s,” p. 9.