OrbViz Communications and Engagement Guide
This guide offers a structured approach to help your communications teams effectively promote and distribute OrbViz reports. Through a layered strategy, it provides ideas and inspiration to maximise reach and engagement across multiple channels — including your website, social media, email, media outreach, and in-person events.
Use Unique URLs to Personalise Outreach and Track Impact
- OrbViz creates unique report URLs that can be unitised across digital channels, including:
- CTA buttons and links on all relevant website pages
- Links in social media profiles and posts
- Embed in all email communications
- Leverage individual data point URLs for targeted engagement:
- Direct stakeholders to specific information relevant to their interests e.g. Send a link to a specific project that you may have a meeting to discuss.
- Use when replying to social media comments to address specific questionse.g. Christchurch City Council replied to public comments on social media with direct links relating to specific discussion points.
- Include in briefing materials for executive and senior leadership.
- Create topic-specific email campaigns linking to relevant data points
- Create QR codes that link to the main report and key sections for print materials
- Track URL click-through rates to identify most engaging content
- Consider creating custom URL parameters to track traffic sources
Integrate Reports Seamlessly into Your Website
- Embed the full report using iFrame (if it fills the whole screen) or an image of the product with a link. This helps to engage stakeholders, as well as introduce the visual concept of the reports and entice users to investigate further.
- Show people how to navigate the report:Embed the full report using iFrame (if it fills the whole screen) or an image of the product with a link. This helps to engage stakeholders, as well as introduce the visual concept of the reports and entice users to investigate further.
- Show people how to navigate the report:
- Create a step-by-step guide with screenshots
- Develop a short instructional video demonstrating navigation and interactive features
- Include a clear explanation of how to provide feedback
- Explain the rationale for switching to interactive reporting:
- Highlight benefits (interactivity, accessibility, environmental impact etc.)
- Proactively address common questions or concerns
- Showcase improved data visualisation capabilities
- Use visuals from your report throughout your website:
- Feature screenshots of key visualisations on related pages
- Include animated GIFs demonstrating interactive elements
- Use report imagery in promotional banners and page headers
- Create short summary articles related to report topics and link directly to the report information
- Include testimonials from users highlighting the improved experience
- Ensure mobile optimisation for all embedded report elements
Use Email Campaigns to Drive Engagement and Feedback
- Develop announcement email with:
- A clear explanation of the report's purpose
- Direct links to key report sections
- Instructions for providing feedback
- Schedule follow-up emails (2-4 week intervals):
- Highlight different report sections each time
- Share engagement statistics ("200+ residents/employees have provided feedback")
- Address common questions that have emerged
- Reminders of feedback deadline
- Send final "last chance for input" email
- Create "feedback results" email showing actions taken based on stakeholder input:
- "We received 40% votes for improving public transport"
- "Based on your feedback, we've prioritised X initiative"
Amplify Your Reach with a Strategic Social Media Campaign
Use social media to build awareness, drive traffic to your OrbViz report, and foster meaningful public engagement.
- Plan Ahead with a Content Calendar:
- Stagger posts across platforms to maintain momentum over time
- Align content with key report sections, engagement deadlines, and community priorities
- Develop a Range of Visual Assets to Boost Engagement:
- Screenshots of key data visualisations
- Short video walkthroughs or tutorials
- Infographics that highlight key findings
- Quote cards featuring messages from leadership
- Leverage Multiple Accounts for Broader Reach:
- Post from your main account and re-share via department-specific channels
- Encourage leadership team to share from personal profiles
- Implement a Paid Promotion Strategy:
- Boost high-performing posts to reach targeted demographics
- Launch remarketing campaigns to re-engage past website visitors
- Use geotargeted ads to reach specific neighbourhoods or communities
- Engage in Two-Way Dialogue:
- Prepare response templates for frequently asked questions
- Reply to comments with direct URLs to relevant report sections
- Celebrate milestones (e.g. “Thank you to the 500+ residents who’ve shared their thoughts so far!”)
Engage Media to Broaden Reach and Build Credibility
Proactive media engagement can amplify your OrbViz report’s impact, position your organisation as a digital innovator, and drive community interest.
- Craft a Compelling Press Release:
- Tell the story behind the data — what it reveals and why it matters
- Highlight your shift to digital, interactive reporting
- Share key findings and impactful data points
- Include quotes from leadership to lend authority and a human voice
- Pitch to Media Outlets Strategically:
- Offer exclusive story angles to local or industry-specific journalists
- Position the report within broader community or sector narratives
- Arrange interviews with council leaders or subject matter experts
- Prepare a Comprehensive Media Kit:
- Provide background on the report’s purpose and development
- Include high-quality visuals and screenshots
- Supply pre-written social media copy for easy sharing
- Link directly to relevant sections of the report for easy reference
Bring the Report to Life in Community Spaces
Make your OrbViz report visible and accessible beyond digital platforms by integrating it into physical spaces and in-person engagement.
- Make the Report Publicly Accessible:
- Set up a touchscreen display or TV with the live report in office foyer, libraries, or community centres
- Create QR codes linking to the report for use on posters, flyers, and printed materials
- Engage the Community Face-to-Face (and Virtually):
- Present the report and key findings at town hall or community meetings
- Host virtual information sessions to demonstrate report features and answer questions
Recognise Innovation and Build Long-Term Value
Extend the impact of your OrbViz initiative by showcasing innovation, capturing lessons learned, and planning for the future.
- Seek Recognition and Share Success:
- Identify relevant awards, grants, or recognition programs for digital innovation, transparency, or community engagement
- Document your approach for internal learning or public case studies
- Plan for Ongoing Engagement:
- Schedule periodic resurveys to track evolving community sentiment and measure progress over time
- Use insights from feedback and engagement data to refine future reporting
