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Inclusive Engagement Techniques and Approaches

Project-specific Groups

What is it?

A project-specific group is a group composed of members of the public and selected by staff who have perspectives and knowledge to share. This technique can allow for more in-depth input for a specific project. These groups typically have 10 to 15 members and meet regularly on a temporary basis for a predetermined amount of time to review materials and provide input and ideas.

When to use it

Project-specific groups can be most useful when deeper conversations are needed to explore a range of perspectives or when a project is controversial or complex. Members of the group bring expertise, experience or knowledge specific to the project and may represent stakeholders or communities affected by the project.

How to do it

Before

  • Determine the number of participants.
  • Consider the timeframe for the group to meet based on the project timeline. Typically, participants will meet at the beginning of a project and when information is available to be shared up until a decision is made or a stage of the project is completed. Choose a frequency for the group to meet, which can be regular or based around project milestones.
  • Consider who should be included in the group and identify a list of criteria to select participants and/or add new members as needed. An important criterion is the ability to attend group meetings. Applications can optionally be evaluated based on criteria such as geography (such as where applicants reside, work, or attend school), occupation, income or topics of interest and a double-blind coding approach can be used that anonymizes applications to avoid any biases when selecting members. Selection criteria based on race, gender, sex, color, ethnicity, or national origin should not be used.
  • Be aware that if any member of the group will economically benefit or suffer economic detriment from any decision ultimately made about the item or project the group is advising on, they may have a conflict of interest. Those details will need to be analyzed individually. Guidance can be found on the City’s Ethics Commission website.
  • Inform group members of their selection and optionally publish member selection results on the project webpage.
  • Identify a group facilitator.
  • Consider whether the meetings of the group will be open to the public and establish a clear approach for documentation.
    • Documentation could include notetaking, summary documents and/or recording meetings. Recording meetings can be beneficial for providing information to community members who cannot attend but can also prevent participants from sharing openly. Regardless of the method chosen, sharing information with the broader public about the group’s input can build understanding and trust in the group’s work and recommendations.
  • Choose venues that are fully accessible, including parking, entrances and restrooms. Choose venues near transit and that have adequate parking.
  • Meetings should be consistent and at the same time of day and day of week when possible. Coordinate with group members on their preferred meeting date and time. 
     

During

  • In the first meeting, share the productive engagement event guidelines or co-create engagement event agreements.
  • Share an agenda and any background materials with group members in advance of meetings.
  • Use a sign-in sheet or roll call to track member participation at meetings.
  • Facilitate the meetings and document member input according to the established plan.
  • Upon completion of a project stage or at the final meeting, set aside some time to celebrate what has been accomplished.
    • Provide space for participants to reflect on their experience.
    • Staff can express appreciation for group members, note how their input has influenced the project and what the team will do with the input moving forward.

After

  • In accordance with the documentation plan, consider publishing meeting summaries on the project webpage to improve transparency by sharing the key topics discussed and input themes.

Resource considerations

Cost: Moderate

Costs will depend on any reimbursement provided to participants for meeting-related expenses (parking, transit, meals, etc.) and consultant support needed. Other costs may include printing materials and venue rentals.

Time: High

The planning and participant selection process may take a few months. Project-specific groups typically meet consistently for at least a few months.

Capacity: High

A team will be needed to help plan, recruit and select members and consistently support group meetings. Meeting roles may include facilitation, notetaking and other logistical support tasks.

Other considerations

  • Consider any audiovisual needs (projector, microphones, screen, etc.) for meetings. Bring extra extension cords in case electrical outlets are difficult to reach.
  • Provide opportunities for participants to review any meeting summaries to verify that the recorded feedback includes what was shared.

How to make it more inclusive

  • Identify any language access needs in advance.
  • Offer multiple ways for members to share their perspectives (verbally, in writing, through hands-on activities etc.)
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