Unleash Your Inner Geek: Getting a handle on tech for planning

Chris Dominguez

George Osner, AICP Twitter: @gosner

Jennifer Lilley, AICP

Omar Masry, AICP omar@cityofirvine.org

Planning Aide

Principal

Founder/CEO

Associate Planner

City of Laguna Hills

George Osner Urban Planning

Lilley Planning Grouplilleyplanning.com

City of Irvine

For More Info

Linkedin Group: CA Planning Tech

Visit for How To Videos; Forums on New Tools

Omar Masry, AICPomar@cityofirvine.org

What we use tech for

Research

Conveying information to decision makers and the public - Powerpoints/Presentations

Gathering feedback

The Challenges

Learning Curve

Is it relevant to what we do

Not enough time to follow every trend

Access

Costs [ including staff time ]

Agency Culture

City Attorney / Brown Act

Pondering New Tech Can you migrate data?

(If you put in data, can you pull it out later for analysis in spreadsheets/access databases)

Are costs scalable?(When you exceed limits of the free version, are the prices reasonable for

your demands)

Can your stakeholders figure it out?Internal Staff | Other Departments | Public | Real Estate/Development Folks

Is it open source? (Doesn’t have to be but preferred)

Have similar agencies used it? Would they use it again? Did it reduce or add to work flow?

The Social CityA guidebook on social media Created by Code For

America and City of Honolulu

Tips aimed at city staff

www.thesocialcity.orgAlso visit California-based Institute for Local Government for social media tools and

sample policy templates

Google Map Layers

Google Map Layers

Google Map LayersDisplay Citywide Planning Projects on a single Google Map

Pros:

Free

Fairly easy to Setup

Cons:

Limit on information that can be shown in bubbles

Current tracking system may be difficult to convey over to mapping format

Google Map LayersFour Steps

Place Planning Project List in a spreadsheet

Use a website such as Batchgeo.com to identify coordinates from project address, so that Google Maps can understand the location

Verify map locations for unique addresses (new development areas)

Publish map by adding code to City website or place a link only

Google AlertsTrack an issue as it is discussed online

Receive an email from Google every time an item shows

up online which matches search term

Google Alerts

Google AlertsGreat tool to track

controversial projects

Can also be suggested by Code

Enforcement to commercial property owners to monitor tenant activities(use property address as

search term)

Google AlertsWon’t track Twitter

Tweets (use: twilert.com)

or facebook postings

Requires a Gmail Account

Google Search TechniquesSearch a Specific Site: enter query followed by

site:websitename.com“stormwater site:www.planning.org”

Weed out specific results by using the minus operatorExample: “housing element -city”

(results focus on County housing elements)

Search for an exact term by using quotes around term within the google search box“Madera Housing Element”

Icons via The Noun Project

Using icons to convey ideas, places of interest

You may need to install a web browser such as Google Chrome or Safari to access site ( www.thenounproject.com )

Icons via The Noun Project A plethora of royalty-free icons

Great way to de-clutter project location maps, including powerpoint slides (less labels, more icons)

Created in part to help folks involved with placemaking better communicate ideas/things/

places (hint: nouns)

Also see National Park Service Icons & Clker.com

PreziPowerpoint Alternative?

To view this Prezi visit http://tinyurl.com/

irvineprezi

PreziWhat’s Different

Powerpoint - Linear, Information limited to a specific frame size

Prezi - Nearly Infinite space, viewer jumps from item to item. Viewer can also scroll out to see

nearly all of presentation

PreziPros:

Unique storytelling device

Allows presenter to discuss two separate items then remind audience how they are interconnected by

zooming out

Great for giving a tour of a site by jumping from an aerial image to site photos

Prezi

Challenges:

Free Version can only be played from Prezi.com website(ensure you have web access in presentation location)

Should only be used for publicly available items

More work involved to print out slides

Public Forum Text Messaging

Websites which allow live audience to vote or comment on a issue by having audience members send a text message

Results can be automatically shown during presentation if presenter has internet access

Many websites offer free polls for events with 40 or less respondents. Prices tend to be based on audience size

Public Forum Text Messaging

Public Forum Text Messaging

Public Forum Text Messaging

Pros:

Fast Feedback Tool

Allows voting with “Yes” or “No” responses or user comments

No extra hardware needed beyond laptop/wifi/projector

Cons: Requires use of (any) phone to send a text message

Check on cell phone reception in forum location

Site Tours using YouTube Videos

To view this site tour video visit http://tinyurl.com/sampletourvideo

To watch a video that shows you how to add annotations (simple text notes hovering over a video) visit:http://tinyurl.com/howtoyoutubeannotations

Site Tours using YouTube Videos

Staff can use pop-up bubbles and pause tools to EASILY provide a tour of a site recorded using a smartphone or camera with video recording capability

Site Tours using YouTube Videos

Possible Uses:Share site information with peer staff (screenchecks), department heads, or Council/Commissions

Videos can be made public or shared only with those emailed a direct link

Shorter Website LinksAvoid this:

http://cityofirvine.org/cityhall/cd/planningactivities/pda/

current_planning_projects.asp

Too long to relay over phone and distracting

within emails and flyers

Shorter Website Links

Try Free Sites like www.bit.ly or www.tinyurl.com

Shorter Website Links

Try Free Sites like www.bit.ly or www.tinyurl.com

Custom Text Link Option

Shorter Website LinksPros: Allows for cleaner looking emails, public

notices and documentsMore easily relayed over the phone

Cons: Some IT Administrators may not like their use

Preferred solution: create Quicklink Shortcuts by working with agency website admin (e.g.

www.cityofacme.org/pendingprojects

Bird’s Eye View Maps

Standard Imagery from bing.com/maps

Bird’s Eye View Maps

Bird’s Eye View Imagery from bing.com/maps

Bird’s Eye View Maps

Bird’s Eye View Imagery from bing.com/maps

Cell Site

Bird’s Eye View Maps

Bird’s Eye View Imagery from bing.com/maps

New Rule....

New Rule....

If your agency has a page on sustainability tout that instead....

Code For America

Code For America

Textizen

Allows for public feedback via text at public forums and over a time period as part of a

outreach effort

Currently free for cities to use

Textizen

Come up with your survey question(s)

Textizen

Advertise your question on City website, utility bills, posters at bus stops, laundromats, senior

centers, gathering spots, etc...

Textizen

Allows for public feedback via text at public forums and over a time period as part of an outreach effort

Currently free for cities to use (Monrovia has used it)

Local Data (Code For America)

A smarter way to create tools to gather and organize data

Local Data (Code For America)

Create a custom

template to gather data

Data can be entered online; using smartphone or printed forms

Local Data (Code For America)

Project Founders are Eager to help cities

Can be well suited for surveys that are social or physical survey based (e.g. historic resources,

cultural amenities, resident concerns)

Printed Form option well suited for folks such as volunteers who don’t

use tech

Will generally require some IT support

Code For America

Other Notable Apps

A guide created in part with City of Honolulu to guide city staff on social media (Facebook/Twitter, etc.

A fun placemaking tool that uses images from your city (as long as they are featured on Google Street View) to imagine

new amenities

A concept project with the City of Santa Cruz to make it easier for small business to find and apply for permits

A fun placemaking tool that uses images from your city (as long as they are featured on Google Street View) to imagine

new amenities

A tool to solicit citizen feedback by text message

A tool to improve resident disaster preparation. Designed in collaboration with the City of Austin and Texas Forest Service

An app created for the City of Philadelphia to help residents find and appreciate murals

A tool to publicize the various non-profits & other resources in a collaborative public directory

Check out the tools. Contact the project manager to find out about availability, and if any grants or foundations may be

interested in partnering with your city.

Quick BasicsStop Squinting: Hold down “CTRL” and then tap “+” key to increase the size of text & images when using web browser or viewing MS Office Documents/Spreadsheets (use CTRL and “-” to shrink)

Powerpoint Tip

Print out a cheat sheet to have handy when presenting to Planning Commission or similar

Powerpoint Tip

When you need to go back to an earlier slide just look at your sheet for the item number, enter slide number on computer keypad and hit enter

(instead of flipping through pages or screens and distracting audience)

Powerpoint Tip

Go to View > Slide Master > Choose Print Screen key on keyboard > Use Edit and Paste options to place screen image into blank slide and print it as

a handy reference

Create Smarter Documents

Enhance PDFs for manuals and documents by:

Running OCR

“Optical Character Recognition”(makes documents keyword searchable using

CTRL + F key)

Requires Professional Version of Adobe Acrobat or other PDF programs

Create Smarter Documents

Enhance PDFs for manuals and documents by:

Adding bookmarks to

jump to sections in longer documents

Create Smarter Documents

Enhance PDFs for manuals and documents by:

Adding relevant website links

Create Smarter Documents

Enhance PDFs for manuals and documents by:

Adding practice tips and other information

which can be set to show up when PDF is viewed on

screen but not on printed document

QR CodesQR = Quick Response

Enhanced Barcode

Allows smartphone users to point at code and pull up

information by automatically loading website (text or project

maps)

QR Codes

Primarily used for conveying links to websites with information

To get started simply search: “Create QR

Codes,” choose a service, copy in the website link then generate a QR Code you can copy into flyers

Phone will recognize the QR Code then pull up the

website link

QR Codes

Can be added to printed agendas so that

audience in public hearings can easily

retrieve staff reports for specific items on

agenda (le$$ printing)

QR Codes

Can be added to stakes placed at project site or on posted public notices to direct public to project websites with detailed graphics/simulations or used to create a

project tour

Challenge: Requires smartphone

Can’t generally be used from long distance (screen in council chambers or behind a

fence at project site)

MindMixer

Text

Custom Collaboration

Forum

Used by City of Burbank for General Plan

Update

MindMixer

Includes tools to reward interaction

Other cities have used it for participatory budgeting

MindMixerHigh degree of

interaction; breadth of

comments and wider range of participants

Consider Brown Act when staff or electeds/

commissioners comment

Competitors include IdeaScale, Crowdbrite, MetroQuest, Neighborland

Website OrganizationConsider organizing your Community Development website to be user-

based (instead of more like a department organization chart)

Concept

Ask your secretarial staff where on the website that they often find themselves directing residents to by phone. Ensure those pages can be easily found.

More on Social MediaSocial media are a powerful tool to connect with others with related interests. The trick is finding your tribe (folks with similar interests and useful expertise) and having them find you.

These are all related and interact:

• Twitter• LinkedIn• RSS• Blogs• Facebook• Email

A network with breadth and depth is highly advantageous, but balance this by making sure it is high quality. The larger the network, the higher the volume of information, the greater the danger of overload and the more the need for filtering mechanisms.

• Trendwatching• Queries/crowdsourcing• Contacts and the potential for social interaction and work• Opportunities for guest blogging and other exposure

Credit: George Osner, AICP

Easy Census InformationEasier to navigate

Free of charge

Shape Files allow for easier use by GIS

Provides current and historic census information

More on Social MediaThoughts on using Twitter with a professional focus:

• Stay focused. Select a topic or cluster and stick to it• Interject personal interest occasionally/infrequently• Connect and watch for opportunities• Retweet, thank others, use #FF• Give credit/attribution using via, h/t or just including a screenname• Follow semi-promiscuously, screen the trolls—really look at the follow requests. Expand your area of interest—lots of peripherally-

related expertise is useful.• Tweet content. Sources: your twitter feed, RSS/blogs, email lists, LinkedIn groups, forums• I follow the format/principle of link + comment• Use a tweeting tool like Tweetdeck or HootSuite. Among other things, these tools include an automatic url shortener, and will let

you manage posts to multiple social sites including Twitter, Facebook, LinkedIn, and others

LinkedIn

• Stay professional. Your LinkedIn profile is an online resume which will (hopefully) be seen by colleagues and employers• LinkedIn Groups are a good source of connection and information• Screen requests for links, link with people you know or have a professional connection to, screen trolls/complete

unknowns/”problems”.

Using RSS

• Why: Lots of the best breaking information comes from blogs• The trick is finding the relevant material and not getting buried in the irrelevant• A good RSS reader like Google Reader will let you identify the blogs you want to check and will present a headline and a snippet

for your review. A quick scan of headlines can prune your stream substantially

Other sites

• Facebook (friend lists)• Google+ (circles)• Cyburbia (forums, evolved from the bbs concept)• Posterous—make your own pages, sites, blogs

For More Info

Linkedin Group: CA Planning Tech

Visit for How To Videos; Forums on New Tools

Omar Masry, AICPomar@cityofirvine.org