The document discusses developing a community engagement plan. It addresses defining the topic for engagement, identifying the target audience and how to reach them, anticipating any issues that may arise, and techniques for sharing information, gathering feedback, and bringing people together for the engagement process. The overall goal is to effectively involve the community in providing input to inform decision making.

1. Building
a
Community
Engagement
Plan
Rachael
Edginton
Managing
Director
PLUM
Communica:on

2. Let’s Engage!
Let’s
Engage!

3. What
is
it
again?

4. Defini:on
'any
process
that
involves
the
public
in
problem
solving
or
decision
making
and
uses
public
input
to
make
decisions‘
Boroondara
Council
Policy
2011
IAP2
Core
Values
Award

5. How often do you engage with
communities?
Often Sometimes Never
A
lot
is
common
sense,
just
not
common
prac2ce.

6. Why?
Why?
Why
is
ishere
a
need
to
engage
at
your
Why t there a need to engage at your library?
library?
Do you need to engage because it’s
mandatory?
Do
you
need
to
engage
because
it’s
Or because you really want to reflect the
mandatory?
of your community?
views and needs
Or
because
you
really
want
to
reflect
the
diverse
views
and
needs
of
your
community?

7. How
oLen
do
you
engage
with
communi:es?
OLen
Some:mes
Never

8. What are the benefits of involving the
public?
Let’s discuss

9. External
Barriers
What
are
the
external
influences
that
make
it
difficult
to
engage?

10. Internal
Barriers
What
are
the
internal
influences
that
make
it
difficult
to
engage?

11. Lessons
Learnt
Can
you
think
of
a
:me
that
you
engaged
really
well
with
the
public?
Why
do
you
think
that
was
successful?
Let’s
share

12. What
are
the
issues
or
topics
that
you
would
like
to
engage
on
with
your
community
right
now?
Let’s
share

13. Why
are
these
topics
important
to
you?
What
impact
do
they
have
on
your
business?
Let’s
share.

14. Let’s
pick
a
topic
that
has
common
ground
and
explore
it.

15. Defining
the
Decision
–
lets
take
a
closer
look
What
exactly
do
we
want
to
know?
What
decisions
need
to
be
made?
Come
up
with
a
decision
statement.
Is
everybody
on
board
and
key
people
consulted
within
the
business
for
their
input?

16. What
do
we
want
from
the
community?
What
decisions
are
we
asking
the
community
to
be
involved
in?

17. Who
will
you
be
asking?
Take
a
moment
to
write
down
all
the
relevant
communi:es
that
you
would
like
to
engage
on
this
topic.

18. Priori:sing
your
target
audience

19. How
do
we
reach
them?
Easy
to
Reach
targets
Highly
u2lised
Community
Groups
and
Library
members
and
visitors,
mothers
groups,
re:red
leaders
communi:es
Mothers
groups,
local
members,
schools,
rotary,
RSL
Hard
to
reach
targets
Under
u2lised
Community
groups
and
Young
men,
NESB,
disabled,
aged,
shiL
workers,
business
men,
leaders
job
seekers
Council
staff,
spor:ng
clubs,
local
spor:ng
personali:es
ie:
VFL
coaches,
non-­‐profit
or
council
groups
with
similar
interests,
chamber
of
commerce,
small
business
victoria,
centrelink,
youth
groups

20. What
other
channels
might
work?
Easy
to
Reach
targets
Highly
u2lised
Channels
Library
members
and
visitors,
mothers
groups,
re:red
Local
print
and
electronic
media,
direct
mail,
web,
events
such
communi:es
as
sausage
sizzles
Hard
to
reach
targets
Under
u2lised
Channels
Young
men,
NESB,
disabled,
aged,
shiL
workers,
business
men,
Social
media
and
viral
campains,
business
magazines,
targe^ed
job
seekers
adver:sing
ie:
seek.com,
local
social
workers
and
cousellors,
ie:
rela:onships
australia,
PR
including
ar:cles
in
targeted
local
magazines
and
special
interest
magazines
and
community
group
newsle^ers,
local
u:lity
newsle^ers,
community
service
annoucements,
leveraging
on
local
events
with
informa:on
kiosks,
NES
radio
and
community
TV

21. An:cipa:ng
Noise
Have
we
consulted
on
this
before?
What
were
the
issues
and
outcomes?
What
other
issues
might
come
up
for
the
community
that
could
cloud
the
process?
Are
there
any
groups
that
would
be
opposed
to
the
decision?
Who
are
they?
What
issues
will
they
have?

22. Techniques
to
share
informa:on
Bill
stuffers,
briefings,
expert
panels,
field
offices,
hot
lines,
posters,
informa:on
kiosks,
informa:on
repositories
(cafes
etc),
press
conferences,
newspaper
inserts,
press
releases,
adver:sements,
advertorial,
informa:on
sheets
and
materials,
technical
info
contacts,
technical
reports,
television,
web
sites.

23. Techniques
to
compile
and
provide
feedback
Comment
forms,
web
polls
and
e-­‐surveys,
mailed
surveys
and
ques:onnaires,
community
facilitators/leaders,
one-­‐on-­‐one
surveys,
interviews
–
in-­‐depth,
telephone
surveys
and
polls,
compe::ons

24. Techniques
to
bring
people
together
Charre^es
(intense
joint
design),
ci:zen
juries,
kitchen
table
mee:ngs,
computer
assisted
mee:ngs,
delibera:ve
dialogues
and
polling,
fairs
and
events
and
sausage
sizzles,
fishbowl
techniques
(watch
decision
makers),
focus
groups,
mee:ngs
with
exis:ng
groups,
advisory
groups,
steering
commi^ees,
open
houses,
open
space
(Flexible
group
sizes
and
topics),
panels,
public
hearings,
public
mee:ngs,
revolving
conversa:ons,
study
circles
and
roundtables,
symposia
(expert
speakers)

25. So
which
techniques
do
we
use?
To
determine
the
type
of
techniques
you
are
going
to
use
you
first
need
to
determine
the
level
of
engagement
required.

26. Determine
the
level
of
engagement
How
do
we
know
what
level
to
engage
on?

27. The
Interna:onal
Associa:on
of
Public
Par:cipa:on
(IAP2)
There
are
two
ways
we
can
determine
which
level
to
engage.
By
consul:ng
the
IAP2
spectrum,
or
by
comple:ng
the
IAP2
public
outcry
matrix.

28. The
IAP2
Spectrum
INFORM
CONSULT
INVOLVE
COLLABORATE
EMPOWER
Goal
Goal
Goal
Goal
Goal
To
provide
the
To
obtain
public
To
work
directly
To
partner
with
the
To
place
final
public
with
feedback
on
with
the
public
public
in
each
decision-­‐making
in
balanced
and
analysis,
throughout
the
aspect
of
the
the
hands
of
the
objec:ve
alterna:ves
and/or
process
to
ensure
decision
including
public.
informa:on
to
decisions.
that
public
the
development
of
assist
them
in
concerns
and
alterna:ves
and
understanding
the
aspira:ons
are
the
iden:fica:on
of
problems,
consistently
the
preferred
alterna:ves,
understood
and
solu:on.
opportuni:es
and/ considered.
or
solu:ons.
Promise
Promise
Promise
Promise
Promise
We
will
keep
You
We
will
keep
you
We
will
work
with
We
will
look
to
you
We
will
implement
informed.
informed,
listen
to
you
to
ensure
that
for
direct
advice
what
you
decide.
and
acknowledge
your
concerns
and
and
innova:on
in
concerns
and
aspira:ons
are
formula:ng
provide
feedback
directly
reflected
in
solu:ons
and
on
how
public
the
alterna:ves
incorporate
your
input
influenced
developed
and
advice
and
the
decision.
provide
feedback
recommenda:ons
on
how
public
into
the
decisions
input
influenced
to
the
maximum
the
decision.
extent
possible.

29. The
IAP2
Spectrum
in
Plain
English
INFORM
CONSULT
INVOLVE
COLLABORATE
EMPOWER
Goal
Goal
Goal
Goal
Goal
Is
telling
the
public
Here
it
is,
what
is
This
is
about
input
We
collaborate
as
The
final
decision
is
that
a
decision
is
your
feedback?’,
and
saying,
‘we
partners
with
the
made
by
the
public.
being
made
and
plus
it
goes
back
to
want
your
input
to
community
to
come
Ie:
Elec:ons
informing
them
par:cipants
to
give
feed
into
our
ideas
out
with
the
about
the
decision
them
feedback
on
and
op:ons’
to
help
preferred
outcome/
making
journey
and
how
their
shape
the
outcome.
decision.
the
outcome.
informa:on/idea
was
implemented.
Example
Example
Example
Example
Techniques
Example
Techniques
Techniques
to
Techniques
to
Techniques
to
to
Consider:
to
Consider:
Consider:
Consider:
Consider:
-­‐Factsheets
-­‐Public
comment
-­‐Workshops
-­‐Ci:zen
Advisory
-­‐Ci:zen
juries
Commi^ees
-­‐Ballots
-­‐Web
sheets
-­‐Focus
groups
-­‐Deliberate
polling
-­‐Consensus
Building
-­‐Delegated
decisions
-­‐Surveys
-­‐
Open
houses
-­‐Par:cipatory
-­‐Public
mee:ngs
decision
making

30. The
IAP2
litmus
test
IAP2
have
developed
a
public
expecta:on
matrix
to
help
determine
the
level
of
engagement
that
is
recommended.
Let’s
try
it.

31. The
IAP2
litmus
test
1-­‐2
Very
Low
to
Low
Inform
2-­‐3
Low
to
Moderate
recommenda:on:
at
least
Consult
3-­‐4
Moderate
to
High
recommenda:on:
probably
Involve
4-­‐5
High
to
Very
High
recommenda:on:
minimum
Involve
consider
opportuni:es
for
Collaborate
or
Empower,
if
feasible

32. So
we’ve
determined
that
we
should
be
engaging
at
“involve”
level?
Next
stop
is
to
scope
the
project
more
thoroughly.
So,
you
know
why
you
want
to
engage,
you
have
a
decision
making
statement.
You’ve
mapped
and
priori:sed
your
stakeholders
and
thought
outside
the
square
about
the
channels
you
could
use?
Now
you
will
need
to
determine
your
budget
how
you
want
to
engage
each
community,
the
tools
you
will
need
to
involve
them,
your
budget,
resources
and
:melines
….
and
you
can
begin
to
draL
an
ac:on
plan.

33. What
tools
and
channels
would
work
for
our
involve
strategy?

34. Congratula:ons!
Plan
Do
Review
10.
1.
Establish
6.
Organise
Community
purpose
resources
input
2.
Define
7.
Invite
11.
Report
scope
par:cipa:on
back
8.
Provide
3.
Iden:fy
12.
Evaluate
info
to
stakeholders
process
par:cipants
4.
Select
9.
Conduct
level(s)of
engagement
engagement
ac:vity
5.
Set
:meframes