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Building	  a	  Community	  	  Engagement	  Plan	  Rachael	  Edginton	  Managing	  Director	  PLUM	  Communica:on	  
Let’s Engage!Let’s	  Engage!	  
What	  is	  it	  again?	  
Defini:on	  any	  process	  that	  involves	  the	  public	  in	  problem	  solving	  or	  decision	  making	  and	  uses	 ...
How often do you engage withcommunities? Often          Sometimes             Never      A	  lot	  is	  common	  sense,	  ...
Why?	  	  Why? Why	  is	  ishere	  a	  need	  to	  engage	  at	  your	       Why t there a need to engage at your library?...
How	  oLen	  do	  you	  engage	  with	  communi:es?	  	   OLen	  	  	  	  	  	  	  	  	  	  	  	  	  	  	  	  	  Some:mes	...
What are the benefits of involving thepublic?Let’s discuss
External	  Barriers	                         	  	  	  What	  are	  the	  external	  influences	                            ...
Internal	  Barriers	                             	  	  	  What	  are	  the	  internal	  influences	                        ...
Lessons	  Learnt	  Can	  you	  think	  of	  a	  :me	  that	  you	  engaged	  really	  well	  with	  the	  public?	  	  Why...
What	  are	  the	  issues	  or	  topics	  that	  you	  would	  like	  to	  engage	  on	  with	  your	  community	  right	 ...
Why	  are	  these	  topics	  important	  to	  you?	  What	  impact	  do	  they	  have	  on	  your	  business?	  Let’s	  sh...
Let’s	  pick	  a	  topic	  that	  has	  common	  ground	  and	  explore	  it.	  
Defining	  the	  Decision	  –	  lets	  take	  a	  closer	  look	  What	  exactly	  do	  we	  want	  to	  know?	  	  What	  ...
What	  do	  we	  want	  from	  the	  community?	  What	  decisions	  are	  we	  asking	  the	  community	  to	  be	  invol...
Who	  will	  you	  be	  asking?	  Take	  a	  moment	  to	  write	  down	  all	  the	  relevant	  communi:es	  that	  you	 ...
Priori:sing	  your	  target	  audience	  
How	  do	  we	  reach	  them?	    Easy	  to	  Reach	  targets	  	                                                       Hi...
What	  other	  channels	  might	  work?	    Easy	  to	  Reach	  targets	  	                                               ...
An:cipa:ng	  Noise	  Have	  we	  consulted	  on	  this	  before?	  What	  were	  the	  issues	  and	  outcomes?	  What	  o...
Techniques	  to	  share	  informa:on	  Bill	  stuffers,	  briefings,	  expert	  panels,	  field	  offices,	  hot	  lines,	  pos...
Techniques	  to	  compile	  and	  provide	  feedback	  Comment	  forms,	  web	  polls	  and	  e-­‐surveys,	  mailed	  surv...
Techniques	  to	  bring	  people	  together	  Charre^es	  (intense	  joint	  design),	  ci:zen	  juries,	  	  kitchen	  ta...
So	  which	  techniques	  do	  we	  use?	  To	  determine	  the	  type	  of	  techniques	  you	  are	  going	  to	  use	  ...
Determine	  the	  level	  of	  engagement	  	  How	  do	  we	  know	  what	  level	  to	  engage	  on?	  
The	  Interna:onal	  Associa:on	  of	  Public	  Par:cipa:on	  (IAP2)	  	  There	  are	  two	  ways	  we	  can	  determine	...
The	  IAP2	  Spectrum	         INFORM	                      CONSULT	                        INVOLVE	                    CO...
The	  IAP2	  Spectrum	  in	  Plain	  English	          INFORM	                             CONSULT	                       ...
The	  IAP2	  litmus	  test	  IAP2	  have	  developed	  a	  public	  expecta:on	  matrix	  to	  help	  determine	  the	  le...
The	  IAP2	  litmus	  test	        1-­‐2               	  Very	  Low	  to	  Low 	                                  	  Info...
So	  we’ve	  determined	  that	  we	  should	  be	  engaging	  at	  “involve”	  level?	  Next	  stop	  is	  to	  scope	  t...
What	  tools	  and	  channels	  would	  work	  for	  	  our	  involve	  strategy?	  
Congratula:ons!	     Plan	  	                 Do	                Review	                                                  ...
Plum Communication Community Engagement for Libraries - Building a Plan
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Transcript of "Plum Communication Community Engagement for Libraries - Building a Plan"

  1. 1. Building  a  Community    Engagement  Plan  Rachael  Edginton  Managing  Director  PLUM  Communica:on  
  2. 2. Let’s Engage!Let’s  Engage!  
  3. 3. What  is  it  again?  
  4. 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. 5. How often do you engage withcommunities? Often Sometimes Never A  lot  is  common  sense,   just  not  common  prac2ce.    
  6. 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. 7. How  oLen  do  you  engage  with  communi:es?     OLen                                  Some:mes                            Never                                          
  8. 8. What are the benefits of involving thepublic?Let’s discuss
  9. 9. External  Barriers        What  are  the  external  influences   that  make  it  difficult  to  engage?  
  10. 10. Internal  Barriers        What  are  the  internal  influences   that  make  it  difficult  to  engage?  
  11. 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. 12. What  are  the  issues  or  topics  that  you  would  like  to  engage  on  with  your  community  right  now?  Let’s  share  
  13. 13. Why  are  these  topics  important  to  you?  What  impact  do  they  have  on  your  business?  Let’s  share.  
  14. 14. Let’s  pick  a  topic  that  has  common  ground  and  explore  it.  
  15. 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. 16. What  do  we  want  from  the  community?  What  decisions  are  we  asking  the  community  to  be  involved  in?    
  17. 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. 18. Priori:sing  your  target  audience  
  19. 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. 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. 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. 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. 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. 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. 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. 26. Determine  the  level  of  engagement    How  do  we  know  what  level  to  engage  on?  
  27. 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. 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. 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. 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. 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. 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. 33. What  tools  and  channels  would  work  for    our  involve  strategy?  
  34. 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  
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