Strategies for Conducting Effective Community Meetings · Strategies for Conducting Effective...
Transcript of Strategies for Conducting Effective Community Meetings · Strategies for Conducting Effective...
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Strategies for Conducting Effective Community
Meetings
June 10, 2015
Ramona Chapman
Capacity Development Specialist
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Our Focus
Preparation Process
confidence + framework allows
leadership to emerge
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Outcome
Each of us will be better prepared for and
more comfortable in guiding group meetings & processes
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Agenda
• Use our OARRS
• Key Ingredients & 4 Ps for Effective Meetings
• Outreach and Engagement Tools
• Planning & Conducting the Meeting
• After the meeting & Evaluation
• Design your next community meeting
• Interventions
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Meeting Challenges
What specific challenges have you had in facilitating or conducting
community meetings?
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Tool Discussion
The process break
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Tool Discussion
OARRS
Outcome
Agenda
Roles
Responsibilities
Scope
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Tool Discussion
OARRS
Outcome
Agenda
Roles
Responsibilities
Scope
Each of us will be better prepared for and
more comfortable in guiding group processes
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Tool Discussion
OARRS
Outcome
Agenda
Roles
Responsibilities
Scope
How we’re going to get there.
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Tool Discussion
OARRS
Outcome
Agenda
Roles
Responsibilities
Scope
Who does what to make the
meeting effective.
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Tool Discussion
OARRS
Outcome
Agenda
Roles
Responsibilities
Scope
What are our shared
responsibilities as members of the
group?
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Tool Discussion
OARRS
Outcome
Agenda
Roles
Responsibilities
Scope
What are we empowered to
do?
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Shared Responsibilities
Ground Rules Participant Guidelines Group Norms
Some prompts:
•How will we agree to act as a group?
•What are our responsibilities to each other?
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Process Break
Let’s discuss what we just
did.
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Tool Discussion
The Check-In
Check in to confirm:
• understanding
• agreement
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Are these clear?
Are these easily understandable to a person joining the group?
Do we agree to use these guidelines moving forward?
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Tool Discussion
The Negative Poll
To ask specifically for any disagreement or dissent.
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Is there any reason not to use this list?
Is anyone not willing to use this list?
Is anyone not willing for the group to take this action?
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Community Meetings
Importance of Community Voices:
• Evaluate goals and objectives
• Keeps participants updated on current events
• Allows the group to pull resources together for decision making
• Provides opportunity or opinions and ideas to be expressed
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Meeting Facts
• ~11 million meetings held each day in the US
• The “higher up” you are in an organization or system’s infrastructure, the more time you spend in meetings
• Most organizations spend 7-15 % of their personnel resources on meetings
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Beginning to Plan
• Find people to work with to help plan
• Preliminary questions
• Think about logistics
• Assign tasks
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Anatomy of Effective Meetings
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GETTING READY:
PREPARATION
GETTING UNDERWAY:
GROUP FOUNDATION
GETTING IT DONE:
GROUP WORK WRAP UP FOLLOW - UP
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GETTING READY: PREPARATION
GETTING UNDERWAY:
GROUP
FOUNDATION
GETTING IT
DONE: GROUP WORK
WRAP UP FOLLOW - UP
Purpose
made clear Roles clarified Logistics
planned Collect
information
on context,
work,
participants Agenda
determined
and
communicate
d Deliverables
defined Prepare
opening
statement
Begin with
opening that : Clarifies
session
objective Gives
results to be
achieved Explains
the roles Provide
overview of
agenda
and/or
process Establishes
Ground
Rules
Group works
towards
achieving
purpose and
outcomes May include
group
discussion,
problem
solving, and
decision –
making Most of the
meeting
time spent
in the body Managing
group
dynamics Manage the
process and
progress
Recap
outcomes Next
steps clear Evaluate
group
process
Meeting
record/outp
uts produced
and
distributed Informing
and
communicati
ng with
others Monitoring
implementati
on work Identifying
further
needs for
group work
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Key Ingredients
• Meet people where they are—convenient time & place
• Use language, exercises, games, visuals
• Allow time & space for participants to talk with one another & build relationships
• Get neighborhood involved before the meeting
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Key Ingredients
• Partner with local groups to increase potential for follow up
• Focus on turn out…attendance is critical
• Involve facilitators and community leaders
• Use staff to manage logistics
• Provide food, transportation, childcare, homework support if appropriate
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Good Meeting
Planning…4Ps
Preparedness Checklist:
• Who should be in the meeting?
• Why?
• What information do they need to be
prepared?
• By what date should they get the
information?
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4Ps
Purpose Checklist: • Is this meeting important? Why? Process Checklist: • How will the meeting be conducted? • Content & clear outcomes • Setting • Time management • Facilitation • Summary of closure
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4Ps
Payoff Checklist:
• How does the meeting payoff for
clients and customers…?
• For the organization
• For oneself
• stakeholders
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Communication
• Have a system of communication
worked out between staff and keep
your team leader updated on all
progress to avoid any confusion or
conflicting plans
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Location
Possible locations:
• Community College or University
• Library
• Local Community Center
• School
• Town Hall
• Church, synagogue, etc.
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Outreach &
Engagement Tools
Outreach Tools
– Phone calls
– Social Media
– Fliers
– Signs/banners
– Door hangers
– TV & radio announcements
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Outreach &
Engagement Tools
• Invite Elected Officials and Local Policy
Makers
• Explain what the issue(s) you will be
discussing, why it’s relevant to them
• Give them the opportunity to offer
opening remarks…send talking points
• Explain what you’d like them to say
• Send formal Thank you after the meeting
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Creating an Agenda
Agendas should include:
• Meeting date, time, location
• Meeting Purpose, Objectives, Outcomes
• Topics for discussion
• Time allotment for each topic
• Presenter or discussion leader
• Decisions & action items
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Creating an Agenda
Agenda Outline: • Welcome (5min) • Introduction (10 min) • Opening Remarks (10 min) • Agency Rep. or Panel (10 min) • Topic Discussion (30 - 45 Min) • Question & Answer (15-20 min) • Call to Action/ Next Steps (10 min) • Adjourn
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What to Bring…
Checklist of items to bring to the meeting:
• Copies of the agenda
• Informational materials about the topics
• Flip chart w/markers, paper, pens, markers
• Sign-in Sheet
• Name tags
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Meeting Room Setup
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Focus Question
Identify something you have done to make a meeting more effective.
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Facilitating the Meeting
• Listen to understand
• Stay in your role
• Don’t be defensive
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Before the Meeting
• Go into the community early, convene a small group meeting of local advocates & leaders …let them help develop the agenda
• Set up meeting at a time, place & frequency agreeable to local conditions
• Plan 2-hour meetings and 20-minute presentations
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Facilitating a Hostile
Group
What are some practices that don’t work well?
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Facilitating a Hostile
Group
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Collaborative approaches often lead to sustainable outcomes •Include key stakeholders from the beginning •Work in the best interests of all •Build relationships and trust •Practice open, honest communication
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Facilitating a Hostile
Group
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•Consider multiple ways to engage the public…engage a neutral facilitator •Determine whether or not a public meeting is the best approach •Be honest about the purpose…don’t seek input if a decision is already made •Determine what info/expertise is needed
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Dealing with
Adversarial Behavior Why individuals are adversarial
• Taken by surprise
• They perceive something isn’t fair or unresponsive public process
• Stakes are high and they want to “win”
• Sources of info are untrustworthy or “experts” don’t agree
• No alternative avenue to express their concerns is available
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Dealing with
Adversarial Behavior Controlling One’s Own Emotions
• Take responsibility for own emotions &
behaviors
• Work to de-escalate the conflict, not
escalate it
• Be prepared mentally
• Be aware that stress weakens your
behavioral control
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Before the Meeting
• Organize and practice your presentations…keep them at a level most members of the community can understand
• Know when to use audio/visual equipment…bring what’s appropriate
• Use a facilitator who is familiar with local conditions
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During the Meeting
• Anticipate conflict ahead of time
• Be clear about the meeting process
• Be clear about who the decision makers are
• Be clear about next steps and how communication will occur afterwards
• Be as specific and concrete as possible
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During the Meeting
• Arrive early to greet, meet,& mix with the local people as they arrive
• Have an agenda, nametags, key points and FAQs distributed before the meeting begins
• Make it clear to the audience that information should go both ways; local input on the issue is critical…use ground rules & microphones
• Record issues of concern on a flip chart for all to see and add to
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During the Meeting
• Leave quality time for public comment and interchange of ideas
• Admit when you don’t know something or not certain
• Ask a local official everyone knows and respects to open the meeting
• Agency staff should stay at the meeting to take part in the conversation
• Use local geographically & socially familiar examples in pp presentations
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During the Meeting
• Mix up seating so agency reps don’t sit together
• Use clear slides that illustrate the point
• Discuss the strengths, weaknesses, & uncertainties about the issues or the proposal
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Concluding the
Meeting • Set a finish time and stick to it
• If more time is needed, move the spill-over discussion to after the last agenda item or plan another meeting
• Keep working groups under 30
• Conclude with a summary and announce the next meeting
• Celebrate success!
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After the Meeting
• Be accountable to commitments
• Meeting Minutes stand as the record of a meeting and should list the decisions made, follow-up action and direct statements to avoid misquoting
• Minutes should be readily available to citizens…
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After the Meeting
• Monitor local media broadcasts to ascertain community reaction
• Prepare a written summary of issues, suggestions and/or questions raised by attendees…distribute the report to all meeting participants, policy-makers & other interested parties
• Keep going back to the community to earn their trust
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Evaluate
Evaluate the process and outcome
• Surveys, polls, mailed questionnaires
• Set a time to debrief or meet with partners and staff to discuss how the meeting event went
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Group Exercise
Design Your Next Community Meeting
What is the purpose of the meeting?
What are the key issues & concerns?
Who should play a role in the planning?
Do you need a facilitator?
Who, When, where, time, how long?
What’s the outreach & advertising strategy?
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Role Play: Managing
the Meeting Preventions and Intervention
Preventions- help avoid disruption from the start
Interventions-use when confronted with disruption or problems during the meeting
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Resources
www.ideapartnership.org
http://Mrsc.org
www.ctb.ku.edu
www.meetinggenie.com
www.mindtools.com
www.joe.org
www.orau.gov
www.sitepoint.com
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Adjourn
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“Treat people as if they were what they ought to be, and you help them to become what they are
capable of being. Goethe
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Contact
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Ramona Chapman, M.Ed.
– Capacity Development Specialist
– 804-371-7167
– 434-249-2288 (cell)