Vision
The vision, and the tools to make it happen
How do you want your communication to be perceived? Take inspiration from our Vision in three parts:
1. The Vision Statement
The vision serves as a guideline for decisions and actions throughout the project and fosters engagement among all participants to work towards a common goal.
2. The Vision in Practice - In relation to Target Groups
We go through all the target groups and comment on the vision from their perspective.
3. The Vision in Practice - Tools to make it happen.
To achieve the vision and address the different target groups in a practical and effective way, various tools and materials tailored to each group's needs are required. In this section, we compile important practical tools and materials that should be developed to reach the desired outcome.
1. The Vision Statement
"Our vision is that everyone, regardless of background, age, or circumstances, should feel included and secure throughout the process. We aim to create a communication environment where each individual is treated with respect and receives information in a way that suits their specific needs and preferences.
By being attentive and open, we create conditions for all tenants to feel involved and informed from start to finish. The information will be clear, accessible, and tailored to reach everyone, whether through digital channels, physical meetings, or printed materials. We want each person to feel heard and understood, regardless of language, cultural background, or digital literacy.
Our communication is built on trust, transparency, and empathy. This means we actively work to address people's unique challenges – from those with language barriers to those with physical or health-related limitations. We create solutions that ensure everyone can easily access the information they need, at the right time and in the right way.
Through this inclusive and proactive communication, we aim not only to inform but also to build trust and understanding of the project's goals and how it affects each individual. Our vision is that no one should feel left in the dark or excluded, and that everyone should feel confident knowing their unique needs have been considered."
2. The Vision in Practice - In relation to Target Groups
1. Young Adults (18–35 years)
Practical approach:
Use short and direct communication via digital channels such as SMS, email, or apps.
Send regular updates on the project's status that are easily accessible on mobile devices.
Offer recorded information meetings or video clips for those with busy schedules.
Create an online FAQ section that answers common questions quickly without the need for personal contact.
2. Middle-aged Adults (35–65 years)
Practical approach:
Provide a mix of digital communication (email, SMS) and physical meetings where detailed project questions can be discussed.
Ensure that meeting invitations and documentation are easily accessible both digitally and in print to offer flexibility.
Meetings should be scheduled at times that accommodate their work schedules, and recordings of meetings should be available online.
For major changes or issues, prioritize clear and detailed explanations so they feel well informed.
4. People with Physical Disabilities
Practical approach:
Clear communication on accessibility and how the renovation will impact entrances, elevators, and common areas.
Plan and communicate special adjustments such as ramps or alternative routes to guarantee their mobility during the renovation.
Provide a personal contact to ensure their individual needs are met, including housing solutions if access to the apartment is temporarily affected.
Create detailed schedules so they can plan their movements during the renovation process.
3. Older Adults (65+ years)
Practical approach:
Offer printed material by mail or through phone contact, especially if digital competence is limited.
Arrange physical information meetings in accessible venues with clear audio and large visual aids to accommodate hearing and vision impairments.
Provide the option of a personal contact person who can answer questions and provide updates over the phone.
If email is used, ensure it is structured and easy to read with clear instructions.
5. People with Language Barriers
Practical approach:
Translate all important communication into the most spoken languages in the area, and ensure translations are available both in writing and verbally.
Offer interpreter services at information meetings and for individual contact via phone or video.
Use visual aids and simple, clear terms in written information to ensure the message is easily understood.
Organize information meetings specifically targeted at tenants with language barriers, with an interpreter available.
6. People with Low Digital Literacy
Practical approach:
Provide them with alternatives to digital communication, such as mail or printed notices delivered directly to their door.
Offer a personal contact via phone, where they can ask questions and receive explanations without navigating digital platforms.
Send clearly structured physical copies of important documents, such as timelines and meeting minutes.
If needed, staff can assist them in registering for digital services or apps if they are interested in learning more about these tools.
7. Workers with Irregular Schedules
Practical approach:
Send flexible digital updates that can be accessed when it suits them, such as via SMS or email.
Offer recorded information meetings or webinars so they can view these on their own terms.
Provide the option of receiving written summaries of meetings, either digitally or by mail.
Ensure an easy-to-reach contact method for questions outside of normal hours, so they can get quick answers.
8. People with Health Issues
Practical approach:
Provide detailed information about how the renovation might impact their health (e.g., noise, dust, chemicals) and the protective measures in place.
Offer individual solutions, such as temporary housing, if their health is at risk due to the work.
Continuously follow up to ensure that their health conditions are taken into account and any issues are quickly addressed.
If noise levels or other disturbances occur, provide them with scheduled times so they can plan their day to avoid the most disruptive periods.
3. The Vision in Practice - The Tools to make it happen
To achieve the vision and effectively address the needs of different target groups, various tools and materials tailored to each group's requirements are essential. Below is a summary of the key practical tools and the materials that should be developed to meet the goals:
1. Tools for Digital Communication
Target Audience:
Younger adults, middle-aged adults, and workers with irregular schedules.
Tools:
SMS System: For short, instant updates delivered directly to tenants' phones.
Email Platform: For detailed updates and distribution of documents like schedules and meeting invitations.
Apps (e.g., WhatsApp, Messenger): For quick and informal communication, especially for younger groups who prefer these channels.
Project Website/Portal: A centralized hub with all relevant information, including FAQs, schedules, recorded meetings, and contact details.
Meeting Recording Tools: To record information sessions and make them available online afterward.
Materials to Develop:
Regular digital updates (weekly newsletters, SMS reminders).
Video recordings of information sessions and webinars.
An up-to-date and clear FAQ section on the project website.
Clear digital brochures and schedules for email distribution.
2. Tools for Printed and Personal Communication
Target Audience:
Older adults, individuals with limited digital skills, and those facing language barriers.
Tools:
Printing Services: To produce physical copies of essential documents such as schedules, meeting invitations, and informational brochures.
Telephone Support Center: To provide personal contact and assistance for those who do not use digital platforms.
Postal Services: For regularly sending letters and printed materials directly to tenants.
Interpretation Services: To translate information and assist at meetings where interpretation is needed.
Materials to Develop:
Printed schedules and project overviews distributed via mail.
Large, clear signs and noticeboards placed in stairwells and common areas.
Multilingual brochures with details about the project and what tenants can expect.
Telephone support resources, including a clear FAQ list to assist callers effectively.
3. Tools for Physical Meetings and Interactive Solutions
Target Audience:
Middle-aged adults, older adults, individuals with mobility impairments, and those facing language barriers.
Tools:
Venue Booking: Accessible and adapted meeting spaces with good facilities for people with mobility challenges.
On-Site Interpretation Services: For meetings where language barriers exist, with options for multiple languages.
Visual and Auditory Aids: Use of large screens, projectors, sound systems, and microphones to enhance understanding.
Pen and Paper: For those who prefer written notes over technological solutions, especially older individuals.
Information Boards in the Building: Physical information points where important updates and announcements can be posted for easy access.
Materials to Develop:
Clear and simple PowerPoint presentations for informational meetings, with large text and straightforward visuals.
Meeting minutes and summaries in multiple languages, distributed after physical meetings.
Brochures with visual aids, such as images and diagrams, to simplify the explanation of technical processes.
Prominent signs and visual reminders about upcoming meetings and project status updates.
4. Tools for Personal Contact and Support
Target Audience:
Individuals with health issues, mobility impairments, and workers with irregular schedules.
Tools:
Contact Center with Personal Service: Access to a dedicated contact person to address individual questions and needs, particularly for those requiring extra support due to health or mobility issues.
Planning System for Special Accommodations: A system to log and plan customized solutions, such as temporary housing or other specific needs.
Home Visits: When feasible, offer home visits to explain the project or assist with specific concerns.
Materials to Develop:
Personalized follow-up plans for those with special needs, documenting their situations and requirements.
Communication strategies for resolving individual issues quickly and efficiently, such as noise concerns or temporary housing arrangements.
Tailored information packages providing a clear overview of the support measures available throughout the project.
5. Tools for Continuous Follow-Up and Feedback
Target Audience:
All target groups.
Tools:
Feedback System: Use a tool to collect feedback through multiple channels, such as SMS, email, phone, or physical surveys.
Digital Surveys: For younger and middle-aged tenants who are familiar with digital tools.
Physical Surveys and Phone Interviews: For older individuals or those with limited digital skills.
Evaluation Tools: A system to document and analyze feedback, ensuring it can be used to improve future projects.
Materials to Develop:
Feedback surveys available on both digital and physical platforms.
Regular evaluations where tenants can share their thoughts on communication and the progress of the project.
Follow-up calls to ensure that all questions are answered and any issues are addressed.
Summary of Practical Tools and Materials:
Digital Tools: SMS, email, apps, recording tools, digital meetings, FAQ websites.
Printed Materials: Brochures, schedules, signs, mailings, printed meeting minutes.
Meeting Tools: Accessible venues, interpreters, visual aids, customized presentations.
Personal Contact: Phone centers, home visits, contact persons for special needs.
Feedback System: Digital and physical surveys, phone interviews.
