Theme Management Committee Covid-Mar 19 2020 - Comité de gestion des thèmes Covid-19 mars 2020

Meeting information

Invitation

• March 19, 2020 - 3:00 PM to 4:00 PM
• Google Meet only

Meet: meet.google.com/znj-oyjd-yni

Teleconference: Call-in toll-free number: 1 778-747-5476‬ (Canada) PIN: ‪221 244 209#‬

Agenda

• Welcome & Guidance updates - Laura Piper, DTO
• Current Canada.ca content mapping and inventory - David Pepin, DTO
• Theme Lead Roundtable - Theme Leads
• Next Steps - Laura Piper, DTO

Notes and action items

Welcome & Guidance updates

• The meeting was convened to help better connect digital activities across the GC. The intent is to help minimize duplication and improve the response to COVID-19 on Canada.ca.
• A note is expected for the Heads of Communications that will emphasize the accessibility of all COVID-19 comms
• Celeste shared the following link: [1]
• DTO has developed and shared content design guidance for crisis communications:[2]
  • We are reviewing the Alerts guidance we put live a few days ago: [3]

Current Canada.ca content mapping and inventory

• David has developed a mapping of current content to help everyone understand who is working on what across the GC: [4]
• TBS is working to create an overall inventory for the GC.
  • ISED suggested that an inventory by Theme would be helpful.

Theme Lead Roundtable

• Ricky Laforge (Finance) is creating a working group to coordinate the content related to the economic response. More details will be forthcoming.
• PHAC is the lead on the COVID-19 file
  • New 133 number being created to support calls
  • Currently getting thousands of calls per day
  • There is a lot of sensitivity on the messaging so the comms activities need to be tightly coordinated
• Culture, history and sport Theme enquired about capacity request for COVID support
• Heath indicated that a list is being prepared and will be shared with COVID Comms leadership team
  • Excess capacity might be able to be used by other departments with TBS perhaps assisting in the coordination
• Business Theme demand for business related content is taxing available capacity
  • Avoiding duplication and circular references is a major focus
• PCO working to help better coordinate activities and ensure consistency in the overall approach
• IRCC - Better coordination across teams in government is helpful.
• DND - COVID-19 content for the Forces has been developed and is being shared with the PS and Military Theme.
• Public Safety - How do we better coordinate discussion on key topics? Need to update the main contact list.
• ESDC - EI Benefits pages are being developed and working with HC Comms team.
• PCO - Can we add “avoid pictures of text” to the current content guidance.
• HC - We will continue reiterating that visuals aren’t always helpful but in some cases it may not be possible and post launch clean-up may be required.

Next Steps We did not discuss the next steps with the group. This is what we will do:

• Hold a weekly TMC, every Thursday 3, until further notice
• DTO will create a GCConnex Wiki presence to share content map and inventory, TMC invites and notes
• DTO will connect into the Finance working group to see how we can help

Information sharing and ideas HC talked about creating a map - probably static at first - folks mentioned:

• • Stats can has experience coding maps using live data
  • Apparently there is a really good map on RadioCanada - could we just use that? [5]
  • Also, discussion about social media posting (accessibility, and linking back to content on the website) ...

Renseignements sur la réunion

Invitation

• Le 19 mars 2020 - 3h00 à 4h00
• Seulement sur Meet

Meet : meet.google.com/znj-oyjd-yni

Téléconference : Numéro sans frais : 1 778-747-5476(Canada) PIN: ‪221 244 209#‬

Ordre du jour

• Mot de bienvenue et présentations - Laura Piper, BTN
• Cartographie du contenu actuel de Canada.ca - David Pepin, BTN
• Table ronde des responsables des thèmes - Responsable des thèmes
• Prochaines étapes - Laura Piper, BTN

Notes et actions à prendre

Mot de bienvenue et présentations

• La réunion a été convoquée pour aider à mieux relier les activités numériques à travers le GC. L'objectif est d'aider à minimiser la duplication de contenu et d'améliorer la réponse à la COVID-19 sur Canada.ca.
• Une note est attendue pour les chefs des communications qui mettra l'accent sur l'accessibilité de toutes les comms liées à la COVID-19.
• Celeste a partagé le lien suivant : [6]
• Le BTN a élaboré et partagé des directives sur la conception de contenu pour les communications de crise : [7]
  • Nous sommes en train de revoir le guide des alertes que nous avons mis en ligne il y a quelques jours :[8]

Cartographie du contenu actuel de Canada.ca et inventaire de contenu

• David a élaboré une cartographie des contenus actuels pour aider chacun à comprendre qui travaille sur quoi dans l'ensemble du GC : [9]
• Le SCT travaille à la création d'un inventaire global pour le GC.
  • ISDE a suggéré qu'un inventaire par thème serait utile.

Table ronde des responsables des thèmes

• Ricky Laforge (Finances) crée un groupe de travail pour coordonner le contenu lié à la réponse économique. Plus de détails seront communiqués prochainement.
• PHAC is the lead on the COVID-19 file
  • New 133 number being created to support calls
  • Currently getting thousands of calls per day
  • There is a lot of sensitivity on the messaging so the comms activities need to be tightly coordinated
• Culture, history and sport Theme enquired about capacity request for COVID support
• Heath indicated that a list is being prepared and will be shared with COVID Comms leadership team
  • Excess capacity might be able to be used by other departments with TBS perhaps assisting in the coordination
• Business Theme demand for business related content is taxing available capacity
  • Avoiding duplication and circular references is a major focus
• PCO working to help better coordinate activities and ensure consistency in the overall approach
• IRCC - Better coordination across teams in government is helpful.
• DND - COVID-19 content for the Forces has been developed and is being shared with the PS and Military Theme.
• Public Safety - How do we better coordinate discussion on key topics? Need to update the main contact list.
• ESDC - EI Benefits pages are being developed and working with HC Comms team.
• PCO - Can we add “avoid pictures of text” to the current content guidance.
• HC - We will continue reiterating that visuals aren’t always helpful but in some cases it may not be possible and post launch clean-up may be required.

Next Steps We did not discuss the next steps with the group. This is what we will do:

• Hold a weekly TMC, every Thursday 3, until further notice
• DTO will create a GCConnex Wiki presence to share content map and inventory, TMC invites and notes
• DTO will connect into the Finance working group to see how we can help

Information sharing and ideas HC talked about creating a map - probably static at first - folks mentioned:

• • Stats can has experience coding maps using live data
  • Apparently there is a really good map on RadioCanada - could we just use that? [10]
  • Also, discussion about social media posting (accessibility, and linking back to content on the website) ...