Engaging with Communities

Posted on Dec 08, 2023

During the last couple of years, I have been busy working with a strategic partner to deliver a number of community engagement events for a local council.

Engaging with local residents about proposed developments is crucial, especially when proposing new initiatives that directly impact them. Effective community engagement not only demonstrates transparency, but also ensures that the proposed project is co-designed with users and aligns with the needs of residents.

This blog shares some ideas for how to organise a successful public sector engagement event.

Define objectives and clear messages

Before diving into event planning, it’s essential to clearly define the objectives of the engagement. What do you want to achieve through an event? Establish the key messages that communicate the benefits and importance of the proposed development. Understanding the goals will help shape the structure and content of the event.

Identify stakeholders

Identify and involve key stakeholders early. Stakeholders include local residents, community leaders, professionals and other relevant groups. By mapping the stakeholders by their levels of interest and influence, you will develop a useful stakeholder map. Collaborating with stakeholders will foster a sense of ownership amongst the community and help ensure your audience is diverse and representative of the community.

Find appropriate venues

Select a venue that is accessible and familiar to the community. Consider hosting the event in a community centre, local school, or another public space. Ensure the venue is conducive to how the event will be run, such as a formal presentation or informal discussions. Consider if childcare provision needs to be made to encourage greater attendance. Don’t forget to consider the timing of your event to maximise footfall and consider people who require ramps, lifts, sign language interpreters or aids.

Consider engagement methods

People engage in different ways, so offer a variety of activities and formats to accommodate different preferences. Combine traditional methods like presentations and Q&A sessions with interactive workshops, surveys and open forums. This mix will encourage active participation and provide valuable insights. Consider people with sensory needs or those who may require easy read materials or captioning for presentations.

Use technology

Use technology to enhance engagement. Create an online platform for people to access information, submit questions and participate in discussions before, during and after the event. Record the event for those unable to attend. Use social media to generate awareness and gather input.

Provide clear information

Transparency is key to building trust. Provide clear and concise information about any proposed development. Use visuals such as maps, floor plans and artist’s impressions to help the community visualise the proposed development. Break down complex information into easily understandable segments and don’t use public sector, planning or architectural jargon.

Facilitate dialogue

Encourage open dialogue between residents and the council/developer. Allocate time for small group discussions and workshops where participants can share their thoughts and concerns. Foster a collaborative environment where residents feel heard and valued.

Collect feedback

Develop a structured system for collecting feedback during and after the event. Use surveys, comment cards, and online platforms to gather input. Analyse the feedback to identify common themes, concerns and suggestions. This information is invaluable in refining the project and addressing community needs.

Follow up

After the event, communicate the outcomes and any adjustments made following community feedback. Keep the community informed about the proposed development through regular updates such as newsletters and social media.

Organising an engagement event requires careful planning and consideration. By embracing transparency, fostering collaboration and using a variety of engagement methods, the public sector can build stronger relationships with their communities ensuring any proposed developments align with the needs and aspirations of the people they serve.

For help with community engagement events, call me on 07855 265542 or email me.