Good planning can set the tone and the stage for respectful and productive consultation. Here are 10 simple tips that help establish a positive connection with community members and stakeholders, from planning through to follow-up.

1. Understand Why.

Clearly understand the purpose of the meeting. Why is it required? Do your homework to prevent being blind-sided at the meeting. Area residents are likely to know the history on the issue. You should too.

2. Location. Location. Location.

Book a meeting space large enough for the potential turnout. Visit the meeting room before booking it. Find out if the windows open or if there’s a thermostat in the room — overheated rooms lead to overheated meetings. Make sure you have access to enough chairs — no one wants to stand through a two-hour meeting.

3. Come One, Come All

Whether they attend or not, everyone wants to be invited. Make best efforts to ensure that all impacted parties are aware of the meeting and that your invitation delivery system is dependable.

4. Setting Up for Success

Give yourself at least an hour to set-up for your meeting and plan to be ready at least 30 minutes before the meeting start-time. And unless you are in a really small room, always use an audio system. Not all presenters are loud talkers and neither are the public who may wish to comment or ask a question. Test everything — twice.

5. Meet and Greet

Every available person on your team should participate in welcoming and engaging people as they walk through the door. Thank them for coming, ask them to sign in and tell them that you appreciate them giving you their time. Give them a brief overview of meeting flow.

6. Presenters Should Only Present

Let the presenter(s) focus on presenting. Giving these folks extra tasks will only serve to distract them and possibly detract from the quality of presentation. While public meetings are a team effort, it’s important that each team member understand what their specific role is and how they can support their colleagues who are leading the presentation.

7.  Clear Roles, Clear Messages

Be clear as to who is note taking, answering questions, continuing to check-in guests, etc. And remind your team that it’s OK to answer with, “I don’t know, but I’ll find out for you” instead of attempting an inarticulate, inaccurate or inane answer that will only serve to confuse the audience and the issue.

8. Presenting with Purpose and Passion

Some staff may be great at their day job but that doesn’t mean that they’re great presenters. Presenters/staff reps need to step up and lead the meeting with the facilitator. The presenter must “own the room” by being confident in their knowledge of the issue and the presentation content. Consider mandatory presentation training for staff that present to the public.

9. Passing the Talking Stick — Speakers’ Lists Made Easy

Instead of the facilitator trying to keep visual track of people who have put their hands up, distribute numbered index cards (one to each attendee) that they can hold up when they want to speak. That way the facilitator can easily keep people apprised of the speaking order (e.g.: “Next we have number 14, followed by 7, 38 and 29).

10. Follow Up Protocols

The team lead needs to ensure that commitments made at the meeting are followed through on. This one critical step can do tremendous good for your organization’s credibility but getting it wrong can quickly result in negative public opinion. Efficient and accurate follow up builds credibility for staff and your organization’s public engagement reputation.

Engage, don’t enrage. Take the time to connect positively, professionally and respectfully with your audience. Let’s put the engaging back in public engagement.

A comprehensive 12-point version of the public meeting planning list will be available soon at www.mobilizestrategies.com. Visit us to download the full version.

~ Mo Douglas

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