Effective community planning ensures thoughtful development that protects public health, safety, and well being; preserves and enhances local history and culture; cultivates economic vibrancy; and conserves natural resources. While public hearings and planning efforts are subject to legal notice and public engagement requirements, it is often difficult for planning teams and government officials to spark meaningful participation from the community.
In addition, populations marginalized based on race, ethnicity, ability level, income level, immigration status, and other factors, have historically been excluded from community planning and improvement projects, which means their needs, priorities, and ideas for improving outcomes are not necessarily reflected. This contributes to some groups experiencing disproportionate impacts of climate change, fewer economic opportunities, and disadvantages in other social determinants of health.
Robust, diverse community engagement that is representative of all populations and perspectives results in projects that provide greater benefit to the community and increased buy-in among invested parties. The tips below can help your community increase public participation and improve overall outcomes.
Diversify Your Engagement Opportunities
- Go beyond council chambers and formal hearings to open two-way communication between officials and community members in a less formal, more comfortable environment.
- Organize community events attended by elected and appointed officials, such as town cleanups, community picnics, ice cream socials, and coffee talks.
- Organize focus groups or small group brainstorming sessions.
- Hold a visioning or “futures” conference and invite community members to identify mutual interests, build a shared vision, and set goals
- Partner with local educators or community groups to reach a broader community audience
- Host a community open house to kick-off process meetings
- Implement community attitude surveys and photo surveys (e.g., visual preference survey)
- Develop a community member planning academy.
Promote It
A multi-media, multi-channel approach will ensure that your community has awareness of the project, event, or other opportunity for engagement in question by providing multiple means in which to access information. Consider using languages in addition to English in your promotional materials and campaigns, and ensure your promotional and digital materials are accessible.
- On your website: Create and maintain an up-to-date landing page for your event, project, or engagement opportunity. Ensure that events are posted on your website calendar.
- Create a blog post about your engagement opportunity. Include an email address, form, or other avenues to receive public comments.
- Post your upcoming events or engagement opportunities on social media to reach more audiences. \
- Leverage traditional media like the newspaper, radio, or TV. Issue a media release, place a paid ad, or ask local media to broadcast a public service announcement regarding your event.
- Printed communications still have their place. Place flyers, posters, or brochures around town (including your Town Hall) to reach those who are less digitally connected.
- Include pertinent information regarding civic involvement in the welcome materials for newcomers (e.g., public meeting schedules, important community events, list of boards and commissions).
- Reach out proactively to community groups and clubs; bring ideas of how they can participate.
Engagement for All
Accessible meetings and events that are easy to get to, easy to follow, respectful of time, and accommodating of all abilities can boost attendance and participation.
- Provide agendas, draft plans, and reports ahead of time, and include a brief explanation of when and how community members can comment or engage.
- Stay on task and on time by establishing a reasonable time limit for agenda items and public comment.
- Offer a virtual option for meetings to reduce accessibility, transportation, and time barriers. Record the meeting and make it publicly available.
- Avoid calling special meetings, and make an extra effort to be clear about actions, motions, etc.
- When possible, hold meetings and hearings at times that are convenient to the public.
- Arrange your meeting/hearing room so that the public can see what is being presented by staff, applicants, etc.
- Consider using translation and interpretation services for your event.
Make it Welcoming
Interacting with local government can sometimes feel cumbersome and intimidating to community members, especially those who are more vulnerable.
- Plan community events in places that are familiar to and near your targeted audience, like community centers, schools, or local businesses.
- Provide complimentary food and refreshments.
- Offer child care or child-friendly options at community engagement events to make it easier for young families to attend
- Use inclusive, approachable, non-jargony language in your promotional materials and during events whenever possible.
Dive Deeper
- Find more equitable engagement tips and learn how the City of Longmont engaged the LatinX population on the DOLA Planning for Hazards website.
- The Colorado Department of Local Affairs (DOLA), in partnership with the Colorado Energy Office (CEO), and Colorado Department of Transportation (CDOT), recently awarded over $35 million to 16 communities from the Strong Communities grant program which helps develop community benefit-driven infill affordable housing. Grant application guidance included a required inclusive engagement strategy and assessment of impacts of the project on historically disadvantaged communities. This grant also allowed funding requests to support a high level of inclusive stakeholder engagement and partner communications throughout the project. Learn more about incorporating equitable engagement in your next grant application.
- The Colorado Department of Transportation and the Safe Routes Partnership have developed the Colorado Community Engagement Toolkit to provide tips, strategies, and resources for engaging communities.