Communication Guidelines - Bureau of Statistics Punjab€¦ · Mr. Syed Waqar ul Hassan, Director, Bureau of Statistic, Punjab Mr. Syed Ali Amir Raza Bukhari, Deputy Director, Bureau

Communication Guidelines Bureau of Statistics Punjab

Contributors: Mr. Syed Waqar ul Hassan, Director, Bureau of Statistic, Punjab

Mr. Syed Ali Amir Raza Bukhari, Deputy Director, Bureau of Statistics, Punjab

Mr. Shahid Saleem, Deputy Director (Publication), Bureau of Statistics, Punjab

Ms. Shaista Ashraf, Statistical Officer, Bureau of Statistics, Punjab

Mr. Muhammad Farooq, Statistical Officer, Bureau of Statistics, Punjab

Ms. Munevver Nilgun Egemen, Team Leader, Result Area Statistics, Support to Good Governance Programme

Mr. Kashif Ahmad, Technical Advisor, Result Area Statistics, Support to Good Governance Programme

Ms. Janine Baudach, Advisor Civic Education and Public Relations, Support to Good Governance Programme

Mr. Sadiq Akbar, Advisor Civic Education and Communication, Support to Good Governance Programme

Mr. Muneeb Azhar, Communication Officer, Support to Good Governance Programme

Responsible: Ch. Sajid Rasul, Director General, Bureau of Statistics, Punjab

Place and date of publication: Islamabad, October 2016

Disclaimer: This publication has been developed and produced with the support of the German Federal Government through the Support to Good Governance Programme implemented by the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH.

Communication Guidelines Bureau of Statistics Punjab

Table of Contents

Foreword ............................................................................................................................... 1

1. Background .................................................................................................................... 2

2. Steps to develop the communication guidelines ............................................................. 3

2.1 Background analysis and introduction to the communication guidelines ................. 3

2.2 Situation analysis by stakeholders and development of recommendations ............. 3

2.3 Final review of objectives and development of communication action plan ............. 4

3. The Communication Guidelines of the Bureau of Statistics Punjab ................................ 5

3.1. Current situation analysis ........................................................................................ 5

3.2. Stakeholder analysis ............................................................................................... 5

3.3. Objectives, principles of communication, target groups, position/messages ........... 6

3.3.1 Objectives ........................................................................................................... 6

3.3.2 Principles of communication ................................................................................ 6

3.3.3 Target groups ...................................................................................................... 7

3.3.4 Messages ............................................................................................................ 8

3.4. Activities, instruments, channels, timelines and budget ........................................... 8

3.4.1 Activities .............................................................................................................. 8

3.4.2 Instruments/channels .......................................................................................... 8

3.4.3 Budget ................................................................................................................. 9

3.4.4 Follow- up and evaluation .................................................................................... 9

4. Bureau of Statistics Punjab – Publication Release Calendar ........................................ 10

5. Bureau of Statistics Punjab – Corporate Visual Guidelines .......................................... 10

6. Pictures from the FGD Workshop ................................................................................ 11

7. Pictures from the Communication Strategy Workshop ................................................. 12

8. Annexures .................................................................................................................... 13

Annexure – A: Communication Strategy Workshop Agenda ............................................ 13

Annexure – B: Communication Action Plan ..................................................................... 14

Annexure – C: Focus Group Discussion Outcomes ......................................................... 16

Annexure – D: Bureau of Statistics Punjab Corporate Visual Guidelines ......................... 18

List of Acronyms

BMZ German Federal Ministry for Economic Cooperation and Development

BoS Bureau of Statistics

DCO District Coordination Officer

EDO Education

FGD Focus Group Discussion

GIZ Deutsche Gesellschaft für Internationale Zusammenarbeit GmbH

KP Khyber Pakhtunkhwa

SGGP Support to Good Governance Programme

Bureau of Statistics Punjab Communication Guidelines

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Foreword Bureau of Statistics (BoS), Government of the Punjab is responsible for the collection, compilation, descriptive analysis, publication and data dissemination of provincial statistics through its regular surveys / censuses and through secondary data collected from various sources. BoS, Punjab is an attached department of the Planning and Development Department, Government of the Punjab.

The official statistics are in public information which is produced on factual basis and are essential for a living democracy, effective social planning, evaluation, debate and research. The Bureau of Statistics (BoS), Punjab is a driving force in identifying new correlations with data producers and users aiming at a more effective data collection and dissemination. Communication is pivotal for the collection and dissemination of statistics with the main stakeholders of the BoS Punjab.

The management of Bureau of Statistics Punjab believes that well-managed communications and their development require organization communications to be adequately resourced. Straightforward, efficient cooperation within BoS units responsible for communication and the rest of the department administration is important.

Strategic planning of communication is an integral part of Bureau of Statistics Punjab activities. Communication plays an active role in BoS day to day business and in different projects, surveys and assignments from start to finish. This publication seeks to empower the Bureau of Statistics Punjab in their role.

I am pleased to present the Communication Guidelines for Bureau of Statistics Punjab. I look forward to implement the communication guidelines in order to enhance the visibility of Bureau of Statistics Punjab and their products for informed decision making.

I am also thankful to GIZ experts for their valuable resources and input for producing such a comprehensive report on communication guidelines for BoS Punjab. I am hope full that the BoS staff will utilize these guidelines for day to day communication activities and one day this will become culture with in BoS Punjab.

Suggestions for improvement of the report will be appreciated.

Ch. Sajid Rasul

Director General

Bureau of Statistics Government of the Punjab


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1. Background

On behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH has been supporting the Government of Pakistan in the fields of Local Government Administration, Tax Reform, Official Statistics, Prevention of Violence Against Women and a Constructive State-Citizen Dialogue for more effective, transparent and responsive governance at national and sub-national level under the umbrella of Support to Good Governance Programme (SGGP).

The Result Area Statistics integrates the support that had already been provided to Pakistan Bureau of Statistics and extended to the provinces of Punjab and Khyber Pakhtunkhwa (KP) based on the results of the intergovernmental negotiations that took place in 2013. The major aim of the programme is to enhance the quality of data produced by provincial bureaus of statistics.

The Bureau of Statistics (BoS), Punjab is an attached department of the Planning and Development Department, Government of the Punjab1 and is the hub of statistical activities in the province. It is responsible for collection, processing and dissemination of data through periodic publications and electronic means2.

Functions3 of BoS Punjab are:

To build a sound and effective provincial statistical programme and keep it under constant review to meet the provincial requirements within the framework of national statistical system

To review, coordinate and clear statistical development and budgetary proposals of Provincial Statistical Cells

To adopt and follow National Statistical Standards and procedures in collection, tabulations and presentation of various statistical series

To identify and eliminate duplication in provincial statistics To formulate provincial policies regarding adoption of national recommendations for

collection of statistics To act as liaison between Federal and Provincial Governments and statistical matters

and to serve as a Secretariat for the Provincial Statistical Council To extend technical guidance and assistance to other Provincial Statistical Cells when

required with reference to their technical problems in designing, conducting censuses and surveys, processing of data and preparing their reports

To prepare basic socio-economic indicators of the province To prepare and issue statistical publications to disseminate statistical information To prepare and maintain up to date frame for conducting censuses and surveys To act as Provincial Electronic Data Processing Agency for various Provincial

Departments

1 Planning and Development Department, Government of the Punjab: http://www.pndpunjab.gov.pk 2 Source: Bureau of Statistics (BoS), Punjab website: http://www.bos.gop.pk/introduction 3 Source: Bureau of Statistics (BoS), Punjab website: http://www.bos.gop.pk/functions

http://www.pndpunjab.gov.pk/

http://www.bos.gop.pk/introduction

http://www.bos.gop.pk/functions


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In order to support the implementation of this mission, the Bureau of Statistics Punjab has asked for technical advice on communications. Therefore, different activities had been conducted of which this document is the end result.

2. Steps to develop the communication guidelines 2.1 Background analysis and introduction to the communication guidelines

As a first step, the SGGP Result Areas Statistics (RA-Statistics) organized a workshop in 2015, on Media Awareness and Communication to help officials representing the Bureau of Statistics Punjab and Khyber Pakhtunkhwa, learn how to engage media for outreach and awareness and to build a basic understanding about strategic communications which can highlight their public profile and carry messages to showcase the services they provide.

The workshop aimed at two main objectives:

1. One, to help build the participants’ understanding of media and the way it works. And package their message or story, events and campaigns in keeping with media’s needs – what journalists look for when they look for news. It sought to equip the participants with skills to engage media to cover their stories, to make news by responding to media needs. And while doing it, not forget about people’s need for information, for having a voice.

2. Second, it laid out the steps for a communication strategy to help participants understand the need for one as a strategic orientation of their communication efforts. Through brainstorming sessions about stakeholders/target groups, objectives and messages, the participants were supposed to experience and start thinking on the lines of communication guidelines.

The outcomes of the workshop in terms of stakeholder analysis, activities and key messages were integrated in the document at hand.

2.2 Situation analysis by stakeholders and development of recommendations

In order to complete the analysis about the current communication handling situation in the bureau of statistics, the view of the stakeholders is crucial for the development of communication guidelines for the bureau. Therefore, BoS Punjab with the support of GIZ conducted a Focus Group Discussion (FGD) with participants from Government departments, Media, Civil Society and Academia. The objective of the FGD was to gather information about the current status of communication of the BoS Punjab and to get recommendations for improvement from the main stakeholders. On the basis of the feedback and suggestions, communication guidelines were developed for improving the quality of communication as well as the publishing of data and its accessibility by the users.


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2.3 Final review of objectives and development of communication action plan

In a final step, the information, results and elements for the communication guidelines were reviewed in a workshop with core staff of BoS and the draft communication guidelines at hand was developed and can now be finalized and endorsed. Furthermore a Communication Action Plan was developed (see Annex-B).

Steps to Develop Communication Guidelines for the BoS Punjab

a. Background analysis and

introduction of the

communication guidelines for

BoS Punjab

b. Situation analysis by main

stakeholders and development of

recommendations via FGDs

c. Final review of objectives, target

groups, activities, development of

communication action plan with

core BoS staff.

The Main Elements of a Communications Strategy

1) Stakeholder analysis, context analysis and current situation analysis

2) Objectives, target groups, position/messages

3) Activities (instruments, channels) timelines and budget

4) Monitoring structure


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3. The Communication Guidelines of the Bureau of Statistics Punjab 3.1. Current situation analysis

The situation analysis with BoS staff and the Focus Group Discussions showed:

The lack of coordinated communication activities; The necessity to promote inter departmental cooperation and to enhance capacity-

development in the province; The need to develop a detailed plan for communication activities and to promote PBoS

visibility, both at provincial and national level; The need to promote and strengthen the use of BoS data by various users. The need to develop an integrated and uniform data platform for sharing information

according to different needs. The need to build capacities of staff members in communication The need to identify a focal point or responsible officer for communications who

ensures the execution of the communication plan

For more detailed outcome of the FGDs, please refer to Annex-C.

3.2. Stakeholder analysis

Stakeholder analysis includes an assessment of anybody who has any stake in the Statistical administration, for example citizens, media, government and more. One has to evaluate the level of INTEREST of the stakeholders in the work of the statistics department, and assess how much INFLUENCE / POWER the stakeholders have in relation to the work of data administrations. In terms of communications, one then has to group different Stakeholders according to their information needs, for example whether it is sufficient to keep them satisfied or whether their influence merits particular attention. Furthermore, one needs to consider how to go about monitoring whether different stakeholders are being kept adequately informed.

Once stakeholders are analysed according to INTEREST and INFLUENCE/POWER, they can be graphically pinned on a two-dimensional spectrum4.

4 Outcome report of communication and media handling in statistics


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Infl

uen

ce/P

ow

er

High

Low

Interest Low High

3.3. Objectives, principles of communication, target groups, position/messages

3.3.1 Objectives

The overall objective of these communication guidelines is to support the implementation of the Bureau of Statistic’s mission to promote and support evidence-based decision making by generating comprehensive, reliable, accessible, timely and cost effective statistics.

It defines the target groups, instruments, channels and key messages in order to:

Make stakeholders understand what the BoS Punjab is doing and what it has to offer for the citizens and the state.

Promote the dialogue between citizens/beneficiaries as well as other stakeholders. Enhance the visibility of the department among stakeholders and specially the citizens. Build key relationships with primary stakeholders.

Two basic principles guide the development of these communication guidelines: it has to ensure the long-term sustainability, as well as an appropriate, timely and efficient implementation of the BoS operational plan.

3.3.2 Principles of communication

In order to ensure that the communication guidelines will be a success, some basic principles should be kept in mind, when implementing the guidelines:

Key satisfied Key stakeholders Research institutions Pakistan Bureau of Statistics Provincial Bureaus of Statistics District Government (DCO/EDO) Academia National/International organizations

Policy makers & Planners Government Org (Education, Health, Agriculture, Industry, Planning & Development Departments Private Institutions Media

Monitor Key informed Pakistan Bureau of Statistics Provincial Bureaus of Statistics Development Partners (UNICEF/UNDP) Crop Reporting Services Department

Media Government Organisations General Public Civil Society Academia (University of Punjab, Lahore School of Economics, Lahore University of Management, Government College University)


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User- centric - Following a demand-driven approach we remain aware of the priorities and needs of our data users while offering our product and services.

Accuracy - Messages should be valid without errors of judgment; there should be no room for misinterpretation.

Consistency – The information provided should be consistent. This means that either only one source for information exists (e.g. a designated spokesperson) or several sources need to speak with one voice, proving the same information.

Culturally appropriate – It is important to understand and regard the culture of the target population; their language, their behavior, their socio-economic context (e.g. access to ICTs and literacy level).

Reliable -The source of the content should be credible and content should be kept up to date.

Repetition - Repeat message over time to reinforce the impact to reach new people and ensure the uniformity of the information.

Furthermore, in order to adhere to the Right to Information Law passed in 2013 in Punjab, the proactive disclosure of information and the answering of information requests is mandatory. For more information visit the Information Commission Punjab: http://www.rti.punjab.gov.pk/

3.3.3 Target groups

Policy makers & Planners Government Organizations (Education, Health, Agriculture, Industry, Planning &

Development Departments) Academia (University of the Punjab, Lahore School of Economics, Lahore University

of Management, Government College University, Lahore) Pakistan Bureau of Statistics Provincial Bureaus of Statistics District Government (EDO/DCO) National/International organizations Private Institutions Media General Public Civil Society

http://www.rti.punjab.gov.pk/


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3.3.4 Messages

Keeping in view needs of different stakeholders, messages are tailored for each stakeholder while considering the factors of feasibility and accessibility. Each message will be designed to meet the communication objective and these objectives contribute to overall organizational objective.

The table below sets out some messages for different audiences.

3.4. Activities, instruments, channels, timelines and budget

3.4.1 Activities

For concrete activities, please refer to the Communication Action Plan in Annex-B

3.4.2 Instruments/channels

In order to ensure that messages are being received by the target audience, instruments and channels for communication are very important. If the channel is not appropriate the message will not be received (at all or by the defined target audience) and therefore the communication effort was useless. During several sessions, the following instruments and channels have been identified as most useful for the BoS:

Key stakeholders/ target groups

What does your target group need to know? Objectives of the guidelines

Key messages Activities (tools instruments, channels)

Government Organisations

Relevant and Reliable statistics, timely and accurate

By adhering to international standards and protocols to provide timely, reliable and accurate statistics

Meetings/seminars, conferences

Planners and policy makers

Equity profiles as per demand

We provide you equity profile analysis for evidence based planning

Publications, brochures, newsletters, official meetings

Media Awareness about statistics

Accurate statistics are essential to make your future improve

Press release, Social media, electronic media, walks

Citizens Extending cooperation Timely sharing and cooperation from your side will help you ultimately

Official letters, official emails, website, social media


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Printed material such as brochures, newsletters, publications showing best practices and success stories

Online communications such as regular updated in the BoS website, email alerts, e-newsletters

Multimedia material such as audio and video files Social media communication such as via Facebook and Twitter Media handling by press-releases, press conferences/briefings, media advertising

etc.) Seminars such as internal seminars, provincial user and sensitization seminars Events such as launches, presence during provincial events, international statistics

day etc. Regular information sharing with provincial departments during meetings, department

reports, video conferences

3.4.3 Budget

The budget is an essential part of every communication guidelines. Communication activities should be supported by their own budget linked to the achievement of objectives of the communication guidelines. Therefore BoS needs to allocate a separate budget for all communication activities.

3.4.4 Follow- up and evaluation

Evaluation is a necessary element of communication guidelines and it serves to monitor the effectiveness of its implementation. BoS will monitor all the plan activities according to their annual work plan.

The question we need to ask is:

“Are we providing the right communication products to the desired target audiences and are we using the most appropriate communication tools, in a timely manner?”

Frequently used methods for evaluation are the use of questionnaires, surveys, feedback from main stakeholders or external evaluation. While external evaluation may be expensive, on-line surveys or questionnaires that can be sent by e-mail, prove to be an efficient means for obtaining feedback in relation to objectives set and results achieved.


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4. Bureau of Statistics Punjab – Publication Release Calendar Bureau of Statistics Punjab will issue Advanced Publication Release Calendar and other Statistical updates for every year e.g. World Statistics Day, National Statistics Day etc. The Publication Release Calendar will be regularly published on BoS website. This will help the researcher, decision makers and visitors of the BoS Website’s, an up to date information of the BoS upcoming and released statistical reports and other activities. The current year schedule of Publication Calendar is given below.

BoS Punjab - Publication Release Calendar 2016

No. Publication Name Section Release Date Frequency

1. Socio Economic Profile by District Coordination 31st October Annually

2. Acreage of Kharif Crops Agriculture

30th April Annually

3. Acreage of Rabi Crops 30th November Annually

4. Statistics of Arts and Science Intermediate and Degree College Education 31st March Annually

5. Punjab in Figures

Publication

15th March Annually

6. Statistical Pocket Book 30th June Annually

7. Punjab Development Statistics 31st December Annually

8. News Letter Bi-annually

9. Monthly Survey of Industrial Production and Employment CIS

25th of each month log period of one month

Monthly

10. Directory of Registered Factories 30th June Annually

5. Bureau of Statistics Punjab – Corporate Visual Guidelines

In order to ensure the recognition of BoS, a uniform visual appearance is crucial. Therefore, Annex-D on page 20-27 entails the Corporate Visual Guidelines developed for the Bureau of Statistics Punjab.


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6. Pictures from the FGD Workshop


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7. Pictures from the Communication Strategy Workshop


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8. Annexures Annexure – A: Communication Strategy Workshop Agenda

Workshop to Develop Communication Strategy

Wednesday, August 24, 2016 SGGP Lahore Office

Objectives:

• Make stakeholders understand WHAT BoS is doing and WHAT it has to offer.

• Promote the dialogue between BoS and the citizens/beneficiaries as well as other stakeholders

Key Outcomes of the Workshop:

To develop a communication strategy with key actions

Workshop Agenda

Timings Topics

10:00 am to 10:15 am Introduction Sharing Workshop Objectives and Agenda

10:15 am to 11:15 am Presentation on Outcomes from FGD (Sadiq) + Q&A Presentation on USS Results (BoS Punjab)+ Q&A Presentation on Corporate Guidelines (Muneeb) + Q&A

11:15 am to 11:30 am Tea break

11:30 am to 01:00 pm

Plenary discussion Elements of the BoS Communication Strategy: What do we have? What do we need? Action plan for 5-year period

01:00 pm to 02:00 pm Lunch & Prayer Break

02:00 pm to 03:00 pm Plenary Discussion contd.

03:00 pm to 03:15 pm Tea Break

03:15 pm to 04:00 pm Wrap up and Next Steps

Annexure – B: Communication Action Plan

Bureau of Statistics Punjab Communication Action Plan

Objectives:

Make stakeholders understand WHAT BoS is doing and WHAT it has to offer Communication (within BoS, Data producers, P&D and other government departments) Promote the dialogue between BoS and the citizens/beneficiaries as well as other stakeholders

Activity Target Audience Communication

tools Responsible Time Frame Indicator Develop BoS Communication package (brochure, best practices and progress update)

Brochure: all audiences. Progress and news update: data users, students, researchers Best practices: policy makers, stakeholders

Brochure, progress and news update (newsletter, news item, events etc.) Best practices (case study, success story etc.) Optional.

To be decided by BoS

To be decided by BoS

The number of stakeholders that participated in the USS, state that they feel better informed about the mandate and work of BoS. (Measurement: 2nd smaller USS 6 months after communication activities started)

Develop quarterly BoS e-newsletter

All stakeholders e-newsletter // // Key stakeholders, data users and citizen updated on BoS activities and number of viewers increased.

Establish regular communication with all stakeholders and maintain mailing address to promote BoS among stakeholders

All stakeholders Press conference, seminars, walks, showcase and social media, Create and maintain BoS Punjab Facebook, twitter etc.

// // All stakeholders are informed about BoS activities and BoS demonstrated uniform data dissemination.

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Set up a Face book/twitter page

All stakeholders and citizens

Facebook/twitter page

// // Improved accessibility of information resources. Information shared and viewed Facebook and twitter page and commented on different post.

Develop event calendar and invite media for coverage of key events

All media outlet launches, awareness, sensitization and user seminars etc.

// // Calendar developed and shared with relevant stakeholders. National newspapers and channels covered BoS events.

Create one functional channel for feedback

All stakeholders website/email // // Number of request received and entertained on weekly basis.

Inform key partners about BoS activities

All stakeholders Meetings, e-mail updates

// // Stakeholder aware of BoS activities

Create interactive platform with different audience

All stakeholders // // Increase in the number of events with the participation of different stakeholders and press conferences.

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Annexure – C: Focus Group Discussion Outcomes

Key Questions Participants understanding and response

Do you think the BoS is doing well enough in its communication?

What do you think is lacking in their communication?

Currently Bureau of Statistics (BoS) Punjab has no communication strategy. Stakeholders are not aware of any communication activities of BoS Punjab. BoS Punjab communicates through publications and reports with the support of the Information

Department. Reports/publications are available on the website but currently these are not disseminated

proactively among stakeholders There is a communication gap between different Government departments. Data is not useful, user-friendly and updated.

What are the information needs of the stakeholders from the BoS?

What are BoS information needs from data producers?

What are the information needs of the media from both?

Data users should have easy access to the data from BoS Punjab. BoS Punjab should regularly communicate/inform stakeholders/data users about new publications

(through e-newsletters, social media). Data should be provided to the users in excel format so it is easy to use. Currently it is mostly in

pdf format. Different users have different needs. Therefore the format of the data should be according to the

needs of the users. BoS Punjab should have a database of different departments/sectors in categorised form. Stakeholders/users sometimes needs special data which is not available with the BoS Punjab. In

such case, BoS Punjab can facilitate the user by collecting the data if there are no costs involved. GIS is becoming more and more common. BoS Punjab should upgrade its data based on location

using GIS. BoS Punjab is generating too much data. It should disseminate the useful data effectively and

efficiently. Data should be user friendly and communicable. BoS Punjab should also consider data from the private sector. If any Government department

collects data, it should share with the BoS Punjab. All other stakeholders should also share any statistics data that they collect with the BoS Punjab

so it can be published and shared with other users. When BoS Punjab sends requests to the department for sharing data, the departments should

send the data on the same format which is required by the BoS Punjab.

In your view, what should be the short, medium and long terms

To cover all the information, BoS Punjab should revise the proforma/format on which it requires the data from other departments.

BoS should add new surveys/areas according to the public needs. Segregation of data on the basis of gender (including third gender) and age. BoS Punjab should also focus on out-of-school children.

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measures to address these information needs?

Establishment of a coordination team to liaise between different Government departments. There should be a strong coordination between BoS and data producers so that the data is

collected according to same indicators. BoS Punjab should coordinate with PITB to make a centralised database.

What could be the formal and informal platforms/channels available to BoS for communication and public outreach?

BoS Punjab should identify its target audience and devise an audience oriented strategy for communication.

Social media and emails should be used to communicate with its stakeholders. Keeping in view the low level of literacy rate, BoS Punjab can use print and electronic media (radio

and television) to reach out to the population in far flung areas. SMS can also be used. Media campaign can be organised in coordination with the Information department to raise

awareness among general public about the work which is being done by the BoS. TV shows/interviews and radio talk shows can organised to raise awareness about the data

produced.

What must be the basic objectives of the communication strategy of the BoS?

To centralise data/information dissemination. Sharing progress with all the stakeholders. For better and informed policy making. Awareness raising of the data. To enhance data transparency. Increase users’ accessibility to the data.

How could these objectives be achieved?

Strong coordination/communication between the BoS Punjab and other Government departments. Interaction between BoS Punjab and other departments should be increased. Focal persons from

the Departments should be identified for coordination and regular meetings should be conducted for information sharing. Agenda of these meetings should be shared in advance.

Data should be readily accessible. BoS Punjab will require financial and technical resources. Well-trained and dedicated communication team who understands the working of the Government

departments and are also experts in communication.

What effective principles of communication should the BoS make part of the Communication Strategy?

Right to Information law should be followed. Stakeholders should be identified. Data should be presented in a simple and user-friendly way so that the target audience can

understand. Language should be clear and easy to understand. Information/data shared should be concise, correct and reliable.

What could be the key challenges in the implementation of the Communication Strategy?

Human and financial resources. Coordination between different departments. Latest data provision. How to disseminate data? Format of data.


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Annexure – D: Bureau of Statistics Punjab Corporate Visual Guidelines

1. Logo: The logo is Government of Punjab’s trademark. The logo should be used on every publication produced by the Bureau of Statistics (BoS) Punjab. The forum, color and typeface of the logo are strictly specified. No changes or additions are allowed. No separate logos or logo variants are permitted.

Placement and Size of Logo:

The logo should always be in the bottom center of the page. Logo color must match

with PDS corporate color.

If other logos (like partner’s logos) are also used, these should always be included at the bottom of the inside of the title page.

Slogan:

The slogan is also be the corporate identity of an organisation. The slogan will be used in Newsletters, Website, Brochures, File Covers etc. BoS Punjab may use the following slogans:

i. Data Directed Decisions ii. The Number Matters iii. Every One Counts iv. Evidence Based Decision Making v. Quality Data, Better Planning

2. Corporate Color:

The corporate color helps to build corporate identity of an organization. BoS Punjab’s corporate color is dark green.

The corporate color should be used for all publications, official documents, website, notebooks, stationary, visiting cards, employee cards, file covers, diaries etc.

The color specifications to be used for printing are:

Punjab Development Statistics Red: 0 Green: 60 Blue: 0


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Sectoral Colors:

Agriculture Red: 170 Green: 140 Blue: 21

Education Red: 90 Green: 155 Blue: 215

Health Red: 205 Green: 15 Blue: 15

Household Survey Red: 220 Green: 235 Blue: 50

Industry Red: 80 Green: 80 Blue: 80

3. Typefaces and Fonts:

The typefaces, font specifications and report requirement are given as follows:

Font style: Arial

Page size: Letter/A4

Inner page weight: 110-128 gm

Title Page: 310 gm art card

Binding: Gum

a) Title and text age Slogan 16 Not Bold Italic

Title 30 Bold (Note: For Education Report 2nd & 3rd line font size 20)

Subtitle 16 Bold (Used in CIS & Education Report)

Text with Logo 14 Not Bold

Back Page Address 10 Not Bold

b) For Explanatory Notes/ Statistical Tables/Graphs

Headline 14 Bold Sub-heading 12 Bold Body Text 11 Not Bold

Table Figures 10/11 Not Bold

Page Number 11 Not Bold

Foot Note/ Unit 8 Not Bold, Italic


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Instructions:

Headings and can be written in the dark green (or sectoral color where applied) and

text of the body will always be in black.

The text should always be left indented with line spacing 1.15 and space between

paragraphs.

Figures in the table must always be right aligned and there should be comma after

every three figures e.g. 1,000,000.

The divisional total rows must be highlighted in light grey color.

Unit of the data should be mentioned on the right top corner of the table in brackets.

The graphs must be colored to enhance the visibility and easy understanding. The

size of the graphs should be adjusted so that the graphs are easily readable and

are easy to understand.

Every sector must start from the right page and sector separators will also be

colored. The color of the separator must be the sectoral color.

Each sector name must repeat on header left side on left page, right side on right

page.

Page number must be on bottom: right page right bottom, left page left bottom.

c) Email Signature:

Typeface and font size of the email signature must be Arial 11. Name must be written

in capital and bold. The sample email signature is given below:

MUHAMMAD FAROOQ Statistical Officer

Bureau of Statistics Punjab Planning & Development Department

65-Trade Centre Block, Ayub Chowk, MA Johar Town, Lahore, Punjab, Pakistan

Cell: 0333-4862291 Ph: 042-99232917 (Ext. 1335) Fax: 042-99536542 Email: [email protected] Web: www.bos.gop.pk

mailto:[email protected]

http://www.bos.gop.pk/


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d) Staff Card:

The sample of the staff card is given below:

e) Visiting Card

The sample of the visiting card is given below:


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f) Certificates The sample of the certificate is given below:

g) Banners The sample of the banner is given below:

a) Letterhead

For official external communication:

BoS Punjab must use the official government letterhead for all official communication with other government departments, stakeholders.


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For internal communication:

BoS Punjab may use its own letter template for all memorandums, announcements that are strictly internal. Sample of the letter template is given below:

a) Envelopes

All envelopes must have the BoS Punjab Logo and address on the left bottom of the backside of the envelope.

Sample is given below:

j) File Cover and Notebook The layout of the file cover and notebook of the BoS Punjab must be similar to the title page template of the publications. This will help to build a corporate image of the organisation.


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File cover size specifications: 12” x 9” Sample of the layout is given below:

4. Title Page Design: The key element of the title page is banderol in the upper half of the title page. The color of the banderol must be dark green and for sectoral publications its color must be the sectoral color. This banderol can be designed by including one or more photos (having no rights issue), illustrations, symbols etc. it is not necessary to fill the entire banderol.

Title of the Publication:

The title must be written under the banderol with left indent of the text.

Inner Title Page:

Inside of the front title page must contain the logos of all partners, BoS Punjab and

Govt. of Pakistan (where applicable) at the bottom of the page. The placement of logos

must be in the following order:

First page of the Publication:

The first page of the publication must be copy of tile page without pictures.

Partner Logo Partner Logo BoS Punjab Govt. of Pakistan


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Detail of the authors/editors:

Name of the contributors/editorial group of the publication will be published on the back

of preface page.

Back Title Page:

Back title page should be white and must contain a picture of the Bureau of Statistics Punjab building as a water mark.

Address should be written on left bottom corner in Arial font size 10.

Bureau of Statistics Punjab 65-Trade Centre Block, M.A Johar Town, Lahore Tel: +92 (42) 99232917-19 Fax: +92 (42) 99232903 Email: [email protected] Web: http://www.bos.gop.pk

mailto:[email protected]

http://www.bos.gop.pk/

Documents

Communication Guidelines - Bureau of Statistics Punjab€¦ · Mr. Syed Waqar ul Hassan, Director, Bureau of Statistic, Punjab Mr. Syed Ali Amir Raza Bukhari, Deputy Director, Bureau