Share
Download PDF
Sabrina.Colon@hdrinc.com
Strategic Communications Manager
Sabrina Colón
As communities begin to reopen, we need to determine how we can provide safe and equitable engagement opportunities for all community members.
We envision a hybrid approach of both virtual and in-person engagement going forward.
We brought the experiences of our team of 120+ strategic communications professionals together to create this three-step decision-making guide designed to verify your community needs, regulations and tactical adjustments for safer in-person engagement.
Step 1
Determine whether in-person engagement is required or recommended
Reflecting on your engagement goals using data and a current understanding of audiences is a meaningful way to determine the best path forward.
According to demographic data, is more than 20% of your community population without access to the internet?
1. Internet Access
See Key Elements to Consider
Next >
Trying to determine whether in-person engagement is recommended?
While the convenience and broad reach of virtual engagement has enhanced participation for some community members, many continue to have limited access and connectivity. Varying regulations, risk levels, expectations and community needs are considerations when defining how to safely gather the community.
read our virtual engagement guide
A 3-step guide
Featuring recommendations for safely gathering the community going forward
We partner with organizations to create space for the community conversations that keep projects moving forward. Instead of returning to pre-COVID-19 meeting formats — workshops, pop-up events, open houses, event tabling, etc. — it’s time to embrace this transformational moment.
Yes
no
1.
2.
3.
4.
5.
6.
Let's find out >
Is in-person engagement recommended for my project?
If you’ve decided that your meeting will involve an in-person gathering, be sure to review all applicable guidelines and listen to your audience.
1
Review CDC guidelines.
2
Get to know state and local guidelines.
3
Understand your community.
CDC guidelines can change daily so check back periodically to review the
latest recommendations.
Planning needs to begin with the
most recent requirements in mind.
You may find specific restrictions
like capacity and curfew.
Every community has a different comfort level when it comes to community engagement. The first step in creating rapport and trust with the community is to show respect for their wishes.
Consider the CDC’s Worker Protection Tool as you prepare staff to serve the community.
CDC guidelines to help maintain healthy behaviors, environment and operations.
Do your local, state or federal guidelines require an in-person meeting?
Skip to step 2
Complexities with COVID-19 may provide an opportunity to waive the requirement. If not, skip ahead to Step 2 to see recommendations for in-person engagement.
+
Step 2
Review Guidelines and Expectations
Staff Considerations
Event Considerations
Federal, state and local guidelines are helpful, but it can feel challenging to apply them directly to your event. Below are common public meeting components and how you can possibly modify them to create a safer operation.
Step 3
Adapt to Make it Work
The responsibility for safety is on the hosting agency, so it’s critical to take proper precautions. This means protecting both the meeting staff and the meeting participants.
Then: Open House
Now: Designated Time Slots
+
Then: One Big Room
Now: Personal Space
+
Then: Paper Attendee Sign-in Sheets
Now: Electronic Check-in
+
It’s important to take what we’ve learned and apply it so we can engage with the community in pragmatic but quantifiable ways.
We may not have the same level of restrictions placed upon us as we come out of the pandemic, but our communities will have new expectations and comfort levels related to how they engage with the organizations that serve their community. We should be using this time to learn how to enhance, extend and operationalize our new methodologies moving forward.
Then: Comment Stations
Now: Online Comments
+
Then: Snack Station
Now: Individual Snacks
+
Then: Big Maps
Now: Individual or Virtual Maps
+
About the Authors
Emily leads teams of innovative, high energy communications professionals. Her work is characterized by cutting edge visual communications (online and in print), bold and thoughtful leadership, and flawless attention to every detail of a community engagement program. Emily is a natural mentor and devotes a great deal of time and energy to building the careers of others.
Strategic Communications Director, Power, Waste & Industrial
Emily Hyland
A natural relationship builder and strategist, Sabrina prides herself on recognizing the many perspectives required for achieving a shared community vision and finding ways to bring those perspectives together in a productive decision-making process. She’s a skilled facilitator with a background in developing charrettes, focus groups and workshops. In addition to her experience in strategic planning and public involvement, Sabrina brings proven leadership skills and 12 years of local government and non-profit experience.
Strategic Communications Manager
Sabrina Colón
2. Audience Expectations
Does your audience expect an in-person meeting?
Next >
While specific restrictions affect our freedom of movement, community engagement is pushing forward.
3. Postponed Event
Due to COVID-19, did you postpone engagement with the expectation in-person engagement opportunities would soon be available?
Next >
Key Elements to Consider
+
4. Direct Mail & Newspaper
Does your audience receive most of their information through direct mail or the newspaper?
Next >
Key Elements to Consider
+
5. Past Perception
Have you received complaints or negative feedback following virtual engagement?
Next >
Key Elements to Consider
+
6. Audience Connection
Are you concerned that messages aren’t reaching your audiences virtually?
Finish >
Key Elements to Consider
+
Tally Your Results
We recommend shifting to include in-person engagement if you answered “Yes” to more than two questions.
Start Over >
0 - 2: Moderate recommendation
3 - 4: Recommend
5 - 6: Highly Recommend
Most virtual engagement opportunities require an internet connection. Typically, public buildings are available to provide the bridge to internet connectivity.
Due to COVID-19, many of these facilities are currently closed or have restrictions that may not provide access to your community. Check local restrictions and pull demographic data for your project community to determine internet access before deciding on your meeting format.
Some communities are ready for a virtual engagement shift and some may expect an in-person meeting. Talk to local leaders to learn about how other engagement efforts are currently conducted within the community.
Social listening tools can also help you understand sentiments within the community around virtual or in-person engagement.
At the onset of COVID-19, communities expected delayed schedules until people could gather safely to have conversations in person. With the extended length of the pandemic, additional communication efforts will need to be put into place sharing the shift in strategies and the need to move the process forward in a virtual setting. Consider including details of the meeting to show the benefits of gathering virtually.
Strong engagement success includes leveraging existing communication channels that your audience is likely already using. Instead of a direct shift to in-person meetings, thoughtful engagement can be conducted through direct mail and newspaper coupled with telephone public meetings to continue to reach your community while social distancing.
It is important to make any accompanying materials easy to follow and accessible. For example, include a pre-stamped return envelope with mailers to limit costs, add convenience and increase participation.
Review the overall tone and messages of previous virtual engagement to help you understand if there have been issues with your virtual engagement, or if you had a few isolated incidents.
If so, what happened? How can you make it better next time? Would a different platform or tool change the outcome? Should you meet in person instead? It’s important to take note of comments made during engagement to track how participants are responding to the meeting format. Social listening tools can also help you understand sentiments within the community around virtual or in-person engagement.
If you’ve already held virtual engagement events and there are important audiences or groups of people who have not participated, think about how the event was promoted. Are there opportunities to further the reach of the meeting?
Other aspects beyond promotion or internet connectivity that could impact engagement include topic interest, competing community events or language barriers.
See Key Elements to Consider
+
Host events outdoors.
Where we've done it
If an outdoor venue isn’t possible, consider a space with multiple smaller rooms. Limit capacity and equip each room with identical info.
Texas-New Mexico Power Public Meeting
If a large room is the only option, direct foot traffic in one direction.
In a rural area, we coordinated with a local school district to meet outdoors at the football stadium. We held the meeting under the bleachers to stay shaded and spread out.
Monahans, Texas
Event management systems enable attendees to sign up for a designated time slot.
Schedule time slots over an entire day or designated times over multiple days to control the number of people in the space at a time and allow for scheduled cleaning.
Texas-New Mexico Power Public Meeting
Texas City, Texas
Attendees made appointments for a one-on-one meeting at the TNMP office. During the 20-minute appointment with our team, we discussed the project and potential property impacts.
Where we've done it
One-touch check-in works fluidly with designated time slots.
If attendees aren’t pre-registered, consider electronic sign-in kiosks cleaned between each use.
If pen and paper is the only option, collect and disinfectant pens after each use.
Central Virginia Business Association Project Kick-off
Virginia
Safety precautions included spacing chairs appropriately, offering masks and hand sanitizer at sign-in, and placing business cards in a bowl rather than using a shared pen to sign in. Press were kept 10 feet from the presenters podium, and masks were worn by those not speaking.
Where we've done it
Encourage presenters to use onscreen large maps.
Larger maps can be broken into a grid to allow for a zoomed-in view of specific areas.
If individual maps are more logical, take-home handouts can be provided, or a laminated maps can be cleaned and reused.
Florida Department of Transportation
Community Open House
Florida
Description
Where we've done it
Encourage attendees with web access to submit post-meeting comments in an online format.
NDOT TIM Stakeholder Meetings
Monahans, Texas
printed survey, QR Code to the survey on the printed Agendas and survey is emailed out
Where we've done it
Consider forgoing snacks or offering individually wrapped and packaged items.
For staff staying at the event, provide individually packaged items.
Yadkin Regional Water Supply Groundbreaking Ceremony
Norwood, North Carolina
Our outreach material specified that masks were required and asked invitees to stay home if they had a fever or didn't feel well. Events were held outside with chairs spaced, and doubled the number of port-a-johns to prevent lines. Individually wrapped refreshments, swag, and hand sanitizer bottles were placed on attendees' chairs.
Where we've done it
Meetings were held in a large, indoor conference room set for two simultaneous appointments—one at each end of the room.
CDC readiness and tool for planning events and gatherings.
Be sure to plan for state, local or other jurisdictional regulations as well.
This tool includes guidance on protective measures for interactions between workers and/or the public.
Personal Space
Designated Time Slots
Electronic Check-In
Individual or Virtual Maps
Online Comments
Individual Snacks
A series of interactive maps were used during online and in-person public meetings to show existing land use, environmental conditions and general character details of the study area. Attendees were able to zoom in on their county or city to review specific data and info.
We asked ourselves — what are our next steps? During this exploration, we started to see themes surface. As we all know, there is not a one-size-fits-all solution for a public engagement strategy. Every community is unique; however, we know we’re not the only ones asking these questions.
Our hypothesis? We envision a hybrid approach of both virtual and in-person engagement going forward. But the one thing we know for sure is that we must place the focus back on our communities, listen to their individual needs and align engagement strategies.
Focusing on Accessible Engagement
Add a QR code to your comment forms to encourage attendees to add feedback online directly from their phone or take in feedback using a live polling software.
Hard copy surveys featured QR codes to encourage participants to respond online quickly and conveniently. A mail in option and hotline number was also provided.
Winston-Salem Human Services Transportation Plan
Winston-Salem, NC
Where we've done it