Preparing for Successful Public Meetings: Checklist for Before, During, and After
These are general suggestions. Formal board, commission or council meetings will have additional and more technical preparation requirements.
Successful public meeting
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Before the Meeting
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The Issue
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Develop a clear statement about the topic and how it might affect the public.
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Set clear expectations about the purpose of the meeting and intended outcomes.
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Create an agenda with estimated times, and whether an item is information, review or a decision.
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Outreach
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Identify which types of community members you hope will attend.
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In addition to advisory boards and task forces, speak to leaders from a wide range of groups (such as school, business, faithbased, health and neighborhood groups).
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Send out an e-blast; issue a press release; post to blogs.
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Use social media to announce the meeting and invite people. Include directions, transit routes and suggestions about parking.
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Reach out to the community; talk to people one on one and to groups at their meetings.
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Translate outreach materials as needed and share with appropriate community groups.
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Logistics
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If you have flexibility, choose a time of day that is convenient for those you are trying to include.
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Make sure the facility and equipment are suited to your intended purpose and audience.
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Determine if special accommodations are warranted (for example, food, childcare, translation services or devices).
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Information
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Educate oneself and staff about the topic ahead of time
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Line up subject matter experts as needed; explain the need to translate technical information into plain language that everyone can understand.
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Make information available to the public before the meeting, in a variety of formats including online and via community outreach.
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Invite questions ahead of time
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Determine application of open meeting laws and assure compliance.
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During the Meeting
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Explaining the Process
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Be clear who is running the meeting.
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Define the goal of the meeting, key topics and what decisions will or will not be made.
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Introduce all public officials.
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Explain the meeting process, when it is the public’s turn and time restrictions (and the reasons for the time restrictions).
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Clarify how comments will get recorded and used.
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Information Sharing
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Have high quality visual aids and adequate handouts.
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Keep explanations as simple as possible and avoid acronyms and technical terms.
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Managing the Discussion
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Set a friendly tone.
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Be attentive and use active listening skills.
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Explain what plan/process the agency is using to determine what is on topic and off topic.
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Capture off topic comments to be addressed at a different time.
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Be honest about what the agency can and cannot do; define parameters.
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Solicit comments from those not heard, using direct invitation, such as a “last call” or cards requesting written comments.
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Creating a Welcoming Environment
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Provide food (ideally multi-ethnic to match your community’s preferences).
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Offer name tags and sign-in sheets; collect emails for follow-up (keeping in mind that it is optional for attendees to provide their names and contact information).
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Express appreciation to all attendees
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Provide an anonymous feedback form to all attendees to learn what worked well and what can be improved for next time.
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After the Meeting
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Prepare and post a meeting summary.
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Send out an “e-blast” about decisions, action items, next steps and any follow-up meetings; provide a specific contact person.
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Reach out to attendees who did not speak up during the meeting (they may care just as much but may be introverts).
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Follow up with those who might be disappointed with the decision; encourage them to stay involved.
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Keep asking for feedback and continue to provide information about the issue
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Apply the evaluation to the next public process
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“Before the meeting, educate the public. During the meeting, educate the public. After the meeting, keep educating the public.”
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