Media Relations Standard Operating Procedure

This procedure outlines the roles and responsibilities of various departments and employees in responding to media inquiries and disseminating information to the public. The primary objective of this procedure is to inform citizens about the municipality's activities, new city rules, and public service delivery, while also raising awareness about citizens' responsibilities to improve the city. The procedure defines key terms, including spokesperson, primary contact, routine media requests, non-routine media requests, sensitive and controversial issues, news releases, news briefings, and press conferences. The spokesperson is designated as the Mayor or head of the Publications Department for general and citywide inquiries, while district-related issues are typically handled by the District Manager. The procedure emphasizes the importance of timely responses to media inquiries, with a goal of responding within 2-4 hours of receiving the request. Administrative staff are instructed to give priority to phone calls from journalists, and the head of the Publications Department is responsible for preparing press releases. The Mayor has overall authority and responsibility for disseminating information on the municipality, and the head of the Publications Department prepares background information for review and approval. The procedure also outlines the process for handling sensitive and controversial issues, which are immediately forwarded to the Publications Department for preparation and response. News briefings and press conferences are arranged by the Publications Department to educate the media about potentially controversial issues and provide reporters with background information and materials. The procedure applies to all Kabul Municipality media-related activities and is intended to promote transparency and accountability in responding to citizens' concerns and sharing related information. The head of the Publications Department is responsible for maintaining a media contact list and distributing press releases electronically via email and through print and electronic media. Press releases are also posted to the municipality's official website. The procedure is designed to ensure that the municipality responds promptly and effectively to media inquiries, while also maintaining a unified voice and message on key issues. By following this procedure, the municipality aims to improve communication with citizens and stakeholders, while also promoting transparency and accountability in its operations.