Communication Checklists

Prescribed Burn Communications Checklists

Use these checklist to prepare communications materials and plan when, where, and how messages will be distributed.

Before Prescribed Burn Season Begins (3-4 months before the first scheduled burn)

Communicating about prescribed burns before prescribed burn season begins increases transparency with the public. From our literature review and focus groups, we learned community residents would like more information about prescribed burns. This is an opportunity to educate the public on what prescribed burns are, and when and why they are done. Having this information can help them be better prepared when prescribed burn season begins. 

  • Messaging to the public that goes out before prescribed burn season begins should explain what a prescribed burn is, why they are done, what the potential health risks may be, and what safety measures people can take to lower the likelihood of experiencing these health risks.
    • Note: It is important to emphasize the reasons for why prescribed burns are conducted. From our focus groups, we learned community members think this information is central to prescribed burn messaging because it helps them put the rest of the messaging in context and allows them to balance the benefits of prescribed burns with the potential health risks. 
  • Think about organizations you can partner with to distribute key messages and communication materials. For ideas on groups you can partner with, see our prescribed burn stakeholder mapping graphic here. For guidance on engaging these organizations, check out the section on ‘How to engage community partners.’
  • Develop a list of different organizations you would like to partner with to distribute key messages and communication materials.
  • Make initial contact with these groups to indicate your interests, set up planning calls or meetings. These discussions should include what messaging and materials you are asking them to share and the timeline for distribution.
  • Distribute messages through multiple channels to reach more people in your target audience because not everyone gets their information from the same channels.
    • When possible, choose a digital (e.g., website), broadcast (e.g., local news outlet or radio station) and in-person channel of dissemination (e.g., flyers in grocery stores, churches, or other community centers/hubs).

Before the Prescribed Burn Begins (4 weeks before the scheduled burn)

  • Identify what communities and individuals will be impacted by the prescribed burn (e.g., specific counties and/or zip codes). This may include:
    • Vulnerable populations (immunocompromised, children, older adults, the unhoused, and individuals with respiratory conditions like COPD or asthma)
    • People who live in areas adjacent to where the prescribed burn will be conducted
    • People who work in areas adjacent to where the prescribed burn will be conducted
  • Identify an agency spokesperson that will be the main point of contact for questions from the public or community partners. This person should be knowledgeable about what prescribed burns are and familiar with the messaging/communications materials. Having a main point of contact helps to ensure consistent messaging and coordination with external partners and the public. 
  • When communicating with the public, use concise, plain language when developing your message(s). It should be clear and easy to understand (at or below an 8th grade reading level). The Centers for Disease Control and Prevention has a clear communication index that you can use to help develop messaging. 
  • Choose what communication channel(s) you will use to share these messages with the affected communities. To be effective, more than one channel is likely necessary to reach all intended audiences. When choosing communication channels, prioritize channels they trust (e.g., local news media website, social media accounts for local community groups).
  • Follow up with the organizations from your list of community partners to share specific communications materials, messaging, and schedule.
  • Distribute messages through multiple channels to reach more people in your target audience because not everyone gets their information from the same channels.
    • When possible, choose a digital (e.g., website), broadcast (e.g., local news outlet or radio station) and in-person channel of dissemination (e.g., flyers in grocery stores, churches, or other community centers/hubs).

Some important information to include in messaging before the burn: 

  • Brief description of what a prescribed burn is and the reasons and benefits for doing them. 
  • Timeframe (dates of when the burn will start and end) – recognizing this may change based on local conditions and the ability to safely conduct the burn.
  • List what area the burn will be conducted in and what neighboring area will be impacted (counties and/or zip codes)
  • Protective behaviors (this may include limiting time spent outside, or wearing properly fitted N95 face masks) 
  • Contact information in case they have questions or want to learn more.
  • What to do if they have questions about their individual health risk or feel they’re experiencing adverse effects due to smoke exposure.

During the Prescribed Burn

Some important information to include in messaging during the burn: 

  • Protective behaviors (this may include limiting time spent outside, wearing properly fitting N95 face masks, or for certain high-risk groups avoiding outdoor activities), 
  • What to do if they feel they’re experiencing adverse effects due to smoke exposure.
  • List of the impacted communities (counties and/or zip codes), 
  • Share resources on air quality information.
  • Any relevant updates on schedule (i.e., is the burn delayed or proceeding on schedule?) and when it will end.
  • Contact information in case they have questions.

Immediately After the Prescribed Burn

Some important information to include in messaging after the burn: 

  • While the burn has ended, smoke exposure may persist. Reminder about protective behaviors to continue engaging in.
  • Contact information in case they have questions about this burn or future burns.

Risk Communication Best Practices Checklist

  1. Know your audience. When you are developing any messaging or communications materials, it is critical to know who your audience is so you can develop materials that will resonate with them. Important things to know about your audience: 
    1. What they value and care about. This will be key in creating messages that address things they value. This information will impact the tone you use, language you use, and what you choose to emphasize in these messages. 
    1. How, and in what format, they like to receive information. Some people may prefer to get their information from social media. Others may prefer getting the same information through local news or online. Additionally, think through the best formats to convey this information. We all process information differently. Some people may process visual information better than written information. As a result, it is helpful to supplement messages with different audio or visual aids to accommodate different learning styles.
  2. Clearly explain the risk. 
    1. Avoid using technical terms or jargon. Laymen’s terms are best. When possible, try to keep it at an 8thgrade reading level or below.
    1. Avoid fearmongering or overstating the risk because this can create unnecessary panic.
    1. Do not minimize the risk either. This can create a false sense of security.
    1. Consider using aids (audio, visual, or audiovisual), such as infographics, charts, or diagrams, to support your explanation of the risk. 
  3. Provide information about and share resources they can use to protect themselves.
    1. Direct the public to free or low-cost resources, where possible, and when applicable.
    1. When discussing what the risks are and safety measures the public can take to limit these risks, try to tie the impacts of engaging in these safety behaviors to things the audience cares about. (e.g., “by doing X, you can help protect against Y”).
  4. Be accurate.
    1. The public will be taking actions based on the information you share. While circumstances can change quickly in emergency situations, it is important that any information you share is accurate at the point in time it is being shared. Frequently putting out incorrect information erodes public trust.
  5. Be timely.
    1. Getting information out in a timely manner is more important than waiting until you have all the information regarding a specific risk or emergency situation. The public should be made aware of risk and emerging situations, as soon as possible, and informed about what safety measures they should take to protect themselves.
  6. Avoid eliminating uncertainty where uncertainty exists. In emergency situations where potential and actual risks are being communicated, it is likely you will not have all the information regarding a situation at once. It is important to communicate what you know and be open and transparent about the things you don’t know. Transparency helps to build trust and trust is critically important in risk communication. Regarding any unknown information, it is helpful to inform the public of the steps you’re taking to learn this information and when you will be able to offer updates.
  7. Choose multiple channels to share information. Not everyone in your target audience will get their information from the same channels. People may have preferences for how they receive information. There may also be differences in what channels different groups can access. For some groups, social media may be an effective way to get your messages out while other groups may not have social media accounts and will miss messages shared exclusively through these channels. To make sure as many people in your target audience see this information, aim to use multiple channels for distribution (e.g., in-person (flyers at grocery stores, community centers, residential areas); digital (social media platforms; Internet; websites); SMS (text-messaging)).