plum communication community engagement for libraries - building a plan

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

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Page 1: Plum Communication Community Engagement for Libraries - Building a Plan

Building  a  Community    Engagement  Plan  

Rachael  Edginton  Managing  Director  PLUM  Communica:on  

Page 2: Plum Communication Community Engagement for Libraries - Building a Plan

Let’s Engage!

Let’s  Engage!  

Page 3: Plum Communication Community Engagement for Libraries - Building a Plan

What  is  it  again?  

Page 4: Plum Communication Community Engagement for Libraries - Building a Plan

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  

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How often do you engage with communities?

Often Sometimes Never

A  lot  is  common  sense,  just  not  common  prac2ce.    

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Why?

Why is there a need to engage at your library?

Do you need to engage because it’s mandatory?

Or because you really want to reflect the views and needs of your community?

Why?    Why  is  there  a  need  to  engage  at  your  library?  

Do  you  need  to  engage  because  it’s  mandatory?    

       Or  because  you  really  want  to  reflect  the  diverse  views  and  needs  of  your  community?  

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How  oLen  do  you  engage  with  communi:es?    

OLen                                  Some:mes                            Never                                                      

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What are the benefits of involving the public?

Let’s discuss

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External  Barriers  

     What  are  the  external  influences  that  make  it  difficult  to  engage?  

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Internal  Barriers  

     What  are  the  internal  influences  that  make  it  difficult  to  engage?  

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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  

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What  are  the  issues  or  topics  that  you  would  like  to  engage  on  with  your  community  right  now?  

Let’s  share  

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Why  are  these  topics  important  to  you?  

What  impact  do  they  have  on  your  business?  

Let’s  share.  

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

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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?  

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What  do  we  want  from  the  community?  

What  decisions  are  we  asking  the  community  to  be  involved  in?    

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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.  

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Priori:sing  your  target  audience  

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How  do  we  reach  them?  

Easy  to  Reach  targets    Library  members  and  visitors,  mothers  groups,  re:red  communi:es  

Highly  u2lised  Community  Groups  and  leaders  Mothers  groups,  local  members,  schools,  rotary,  RSL  

Hard  to  reach  targets  Young  men,  NESB,  disabled,  aged,  shiL  workers,  business  men,  job  seekers  

Under  u2lised  Community  groups  and  leaders  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  

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What  other  channels  might  work?  

Easy  to  Reach  targets    Library  members  and  visitors,  mothers  groups,  re:red  communi:es  

Highly  u2lised  Channels  Local  print  and  electronic  media,  direct  mail,  web,  events  such  as  sausage  sizzles    

Hard  to  reach  targets  Young  men,  NESB,  disabled,  aged,  shiL  workers,  business  men,  job  seekers  

Under  u2lised  Channels  Social  media  and  viral  campains,    business  magazines,  targe^ed  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  

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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?  

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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.  

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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  

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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)  

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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.  

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Determine  the  level  of  engagement    

How  do  we  know  what  level  to  engage  on?  

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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.  

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INFORM   CONSULT   INVOLVE   COLLABORATE   EMPOWER  

Goal     Goal   Goal   Goal   Goal  

To  provide  the  public  with  balanced  and  objec:ve  informa:on  to  assist  them  in  understanding  the  problems,  alterna:ves,  opportuni:es  and/or  solu:ons.  

To  obtain  public  feedback  on  analysis,  alterna:ves  and/or  decisions.  

To  work  directly  with  the  public  throughout  the  process  to  ensure  that  public  concerns  and  aspira:ons  are  consistently  understood  and  considered.  

To  partner  with  the  public  in  each  aspect  of  the  decision  including  the  development  of  alterna:ves  and  the  iden:fica:on  of  the  preferred  solu:on.  

To  place  final  decision-­‐making  in  the  hands  of  the  public.  

Promise   Promise     Promise      Promise   Promise    

We  will  keep  You  informed.  

We  will  keep  you  informed,  listen  to  and  acknowledge  concerns  and  provide  feedback  on  how  public  input  influenced  the  decision.  

We  will  work  with  you  to  ensure  that  your  concerns  and  aspira:ons  are  directly  reflected  in  the  alterna:ves  developed  and  provide  feedback  on  how  public  input  influenced  the  decision.  

We  will  look  to  you  for  direct  advice  and  innova:on  in  formula:ng  solu:ons  and  incorporate  your  advice  and  recommenda:ons  into  the  decisions  to  the  maximum  extent  possible.  

We  will  implement  what  you  decide.  

The  IAP2  Spectrum  

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INFORM   CONSULT   INVOLVE   COLLABORATE   EMPOWER  

Goal   Goal   Goal   Goal   Goal  

Is  telling  the  public  that  a  decision  is  being  made  and  informing  them  about  the  decision  making  journey  and  the  outcome.    

Here  it  is,  what  is  your  feedback?’,  plus  it  goes  back  to  par:cipants  to  give  them  feedback  on  how  their  informa:on/idea  was  implemented.  

This  is  about  input  and  saying,  ‘we  want  your  input  to  feed  into  our  ideas  and  op:ons’  to  help  shape  the  outcome.  

We  collaborate  as  partners  with  the  community  to  come  out  with  the  preferred  outcome/decision.    

The  final  decision  is  made  by  the  public.  Ie:  Elec:ons  

Example  Techniques  to  Consider:  

Example  Techniques  to  Consider:  

Example  Techniques  to  Consider:  

Example  Techniques  to  Consider:  

Example  Techniques  to  Consider:  

-­‐Factsheets      

-­‐Web  sheets  

-­‐  Open  houses  

-­‐Public    comment  

-­‐Focus  groups  -­‐Surveys  -­‐Public  mee:ngs  

-­‐Workshops  

-­‐Deliberate  polling  

-­‐Ci:zen  Advisory        Commi^ees  -­‐Consensus  Building  -­‐Par:cipatory  decision  making  

-­‐Ci:zen  juries    -­‐Ballots  -­‐Delegated  decisions  

The  IAP2  Spectrum  in  Plain  English  

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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.  

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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  

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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.  

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What  tools  and  channels  would  work  for    our  involve  strategy?  

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Plan    1.  Establish  purpose    

2.  Define  scope  

3.  Iden:fy    stakeholders  

4.  Select  level(s)of  

engagement    

5.  Set  :meframes  

Do  

6.  Organise  resources  

7.  Invite  par:cipa:on  

8.  Provide  info  to  

par:cipants  

9.  Conduct  engagement  

ac:vity  

Review  

10.  Community  

input  

11.  Report  back    

12.  Evaluate  process  

Congratula:ons!  

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