Maximizing Community Reach: A Smarter Approach to Engagement
In order to maximize reach, we've applied the following approach to quickly connect all families.
Maximizing Community Reach: A Smarter Approach to Engagement
Do you know your reachability? How confident are you that every family in your community is receiving the information they need? Reaching every family quickly and effectively is essential for strong community engagement—and it doesn’t have to be costly or time-consuming. Too often, organizations struggle to connect with all families, leaving gaps in communication that can lead to disengagement, misinformation, or lack of access to critical resources.
With ReachWell, achieving 95%+ reachability (the ability to successfully connect with and inform families across multiple communication channels) within just a few weeks is possible. By streamlining communication, reducing the need for manual translation, and automating outreach, communities can save significant time and budget while maximizing impact. Schools, nonprofits, and local governments that have implemented ReachWell consistently report higher engagement, stronger trust, and more effective communication with the families they serve.
This guide breaks down the key strategies that make high reachability a reality. Whether you're looking to refine your approach or transform the way you engage, these insights will help you remove barriers and ensure every family stays informed.
Use this checklist to evaluate your current engagement plan and identify areas for improvement. Download it today and take the first step toward stronger, more inclusive communication!
1. Accessibility: Meet Families Where They Are
- Ensure information is distributed through all practical channels: App, Email, Text, Call, Social Media*, and Web (both your site and partner sites). ReachWell supports all these and more.
- Keep information updated regularly and ensure consistency across all channels.
Note: Social media alone is unreliable due to algorithm-based feeds. Important messages may not be seen when needed most.
2. Language and Literacy: Overcome Language Barriers
- Provide real-time translations and support for human translators.
- Allow English Learners (ELs) to choose their preferred language instead of relying on registration data.
- Support unwritten languages with integrated audio and video translations.
- Ensure low-literacy users have access to text-to-speech in both English and their native language.
3. Accessibility for Disabilities: Inclusive Communication Matters
- Enable text-to-speech features to support visually impaired individuals.
- Use high-contrast text and image tags for better readability.
- Include American Sign Language (ASL) video messages to support the deaf and hard-of-hearing community.
4. Tech Literacy: Minimize Barriers to Adoption
- Simplify signups and logins—avoid unnecessary passwords and device requirements.
- Protect private information (PII) while keeping access simple with two-factor authentication (2FA) via paper, text, email, or call.
5. Supporting Low-Income Families: Stay Connected Despite Changes
- Account for frequently changing phone numbers by providing an app that ensures continuous connection.
- Recognize that many low-income families rarely check email—reach them where they engage most: on their mobile devices.
6. Undocumented or Unregistered Caretakers: Build Trust Through Open Access
- Avoid requiring personal information for basic access—families should be able to follow important updates without fear of tracking.
- Understand that the listed parent or guardian in the system may not always be the actual caretaker. Offer a simple process for adding or updating contacts to reflect real-time caregiving arrangements.
By addressing these key areas, your community can eliminate communication barriers and ensure every family stays informed and engaged.
DOWNLOAD THE CHECKLIST TO EVALUATER YOUR STRATEGY
Government distrust is at an all-time high. Many residents are wary of sharing their personal information with public agencies, often due to fears of surveillance, spam, or data misuse. This hesitation is especially acute among low-income and unhoused individuals who frequently change phone numbers due to service lapses, making traditional outreach efforts ineffective. Most public communication systems fall short. They rely on platforms like Mailchimp or Constant Contact, which get lost in crowded inboxes. Social media, while pervasive, is designed to harvest data and push ads—not to protect user privacy. Even emergency alert systems often require residents to sign up and share their location, further eroding trust. Text messaging, often called the holy grail of communication, is no longer a guaranteed solution. People guard their phone numbers carefully, especially when interacting with the government. They fear being spammed or having their data sold. So how can agencies inform and protect the public without breaching their trust? A New Approach to Community Communication Using ReachWell's extensive experience and broad customer base, here are some recommendations to consider when engaging your community in a less intrusive yet more effective manner: Offer Communication Choices : Let residents decide how they want to receive information—whether it's through text, email, voice calls, app notifications, or a combination. This respects personal preferences and helps reduce message fatigue. Respect Anonymity : Not everyone wants to share personal contact details. Provide anonymous access to messages via public channels or apps that don’t require identifying information. Support Multilingual Access : Language should never be a barrier to safety or services. Translate messages into the primary languages spoken in your community, and consider text-to-speech options for low-literacy audiences. Allow Topic Subscription : Let people select specific topics or groups they care about. Targeted messages reduce noise and increase engagement. Minimize Data Collection : Collect only the data you truly need. Avoid tracking location or behavior unless absolutely necessary—and be transparent about what is collected and why. Ensure Accessibility : Meet or exceed accessibility standards (such as WCAG 2.2 AA compliance) so all residents, including those with disabilities, can access and understand public messages. These practices foster trust, improve message delivery, and help ensure no one is left out of important conversations—especially in moments of crisis or community need. Expanded Real-World Examples: Trusted by Diverse Communities El Paso County, CO (Colorado Springs area) uses ReachWell to distribute emergency alerts—including shelter-in-place orders and missing persons reports—in over 130 languages. Residents can receive alerts even without providing contact information. The Town of Carbondale, CO keeps its multilingual and low-literate residents informed of community events, social services, and public works projects using WCAG 2.2 AA-compliant messaging and text-to-speech capabilities—ensuring no one is left behind. Tucson, AZ : Child-Parent Centers, a Head Start provider, uses ReachWell to keep 500+ staff updated on safety alerts, training sessions, and HR notices across 130 languages—building internal trust through inclusive communication. Boulder County Housing Authority ensures ongoing connection with residents—even after their contact information changes—by sending updates about emergencies, upcoming maintenance, and resident services using ReachWell’s multilingual and anonymous outreach tools. Conclusion Building trust with residents starts with giving them control. When governments let people choose how they connect, what they receive, and in what language—trust grows. ReachWell is proving that communities can be kept safe and informed without sacrificing privacy or accessibility. When people don’t trust the system, it’s time to change the system. ReachWell is doing just that. BOOK A DEMO TODAY
How Technology Can Rebuild Community Trust
Evaluating your communications strategy to align with what is important to you.
Discover how simplifying language fosters accessibility, trust, and inclusive community engagement. Learn practical strategies and explore how ReachWell helps connect diverse audiences in over 130 languages.
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Center for Inclusive Design and Engineering joins ReachWell to ensure people with Intellectual and Developmental Disabilities have the tools and knowledge they need to confidently prepare for emergencies.
Take Our Free Assessment to Uncover Gaps and Improve Engagement!
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