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Inclusive Engagement Techniques and Approaches

Workshops

Four pople at a table with notes. The table has a "Urban Design Implementation" label. Many people are in the background having discussions at other tables.

What is it?

A workshop is a structured and interactive event where community members can provide input on projects through discussions, problem-solving and visioning. Participants may engage in small group activities to identify issues and priorities and offer feedback to the larger group at the conclusion of the event.

When to use it

Workshops are best used to help participants develop ideas through conversations and collaboration with others. They are particularly effective for surfacing issues and new solutions and gathering in-depth feedback.

How to do it

Before

  • Clearly define the workshop objectives and desired input.
  • Identify any activities that would be appropriate to incorporate into the workshop such as vision walls, project models or mapping exercises.
    • Develop an agenda.
    • Develop any visual aids needed to help explain key concepts or complex information.
    • Consider and assign roles that may be needed, such as facilitators and notetakers.
  • Choose venues that are fully accessible, including parking, entrances and restrooms. Choose venues near transit and that have adequate parking.
    • Identify an area with enough space, seating and appropriate audiovisual equipment for workshop activities.
  • Conduct pre-meeting outreach to invite and encourage participation, such as using email notifications, flyers or social media.
    • Consider if outreach materials should be translated based on the intended audience.
    • Consider asking people to register for the meeting to provide a sense of the number and interests of attendees.
    • In addition to standard outreach channels, directly contact organizations and people that may be particularly interested in the topic.
  • Schedule and conduct practice session(s) at least one week before the meeting to review the agenda and roles.
  • Arrive to the venue early for any necessary set-up. Arrange seating to allow for small groups of four to nine people.

During

  • Welcome attendees. Build in some extra time for arrival at the beginning.
  • Provide a sign-in sheet to collect names and optional contact information of attendees to share project updates.
  • Share the productive engagement event guidelines or create engagement event agreements.
  • Start off with simple questions that build rapport and allow participants to get to know each other.
  • Encourage engagement with a variety of activities within small groups; this may include brainstorming using poster boards, visual preference surveys or mapping exercises. Facilitate each small group as needed and allow small groups to share their ideas with the larger group.
  • Optionally allow participants to share feedback about the engagement event using a participant satisfaction survey.
  • Note any next steps in the project and future opportunities for engagement.

After

  • Compile, digitize and review collected input to inform decision-making. Upload any sign-ups for the project contact list.
  • Follow up as needed with answers to any questions that came up during the workshop.
  • Workshop summaries can be developed to share with attendees and the broader public.

Resource considerations

Cost: Moderate

Expenses may be minimal as City facilities are available for hosting workshops for free or a small rental fee. Costs will vary depending on materials developed, participation support provided and any consultant support.

Time: Moderate

Planning a workshop can take about two months. Workshops themselves last only a few hours.

Capacity: High

A full team is needed to support a workshop, including planning, facilitation of breakout groups, note-taking and logistical support.

How to make it more inclusive

  • Children can also provide input at workshops, using activities such as games or art.
  • Consider hosting workshops at different times of day/days of the week to accommodate different schedules.
  • Identify any language access needs in advance and consider providing participation support.
  • Offer multiple ways for people to share their perspectives (verbally, in writing, etc.).
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