Inclusive and Authentic Engagement

Here are some steps you can build into the stakeholder engagement process to ensure it supports developing relationships and inclusive engagements.

Consider how you describe those who you are engaging. “Stakeholder” can be a useful broad term in some contexts, but it can be problematic. In most situations, it’s better to use more descriptive and specific terms such as community members, organizational leaders , system users, program participants, customers, or subject matter experts.
Be clear about how the input will be used. Participants should know from the beginning how their input will be used (i.e., informing, consulting, collaborating, or shared decision-making). Provide an overview of data privacy, explaining how personal information (such as names) will be used in the project.
Set aside time. Set aside a sufficient amount of time, both in the planning stage and for actual meetings, to allow for thoughtful, engaging participation. For engagement efforts geared toward members of the public or those that have been historically left out of decision-making, be sure to allow calendar time and hours for intentional, and potentially iterative, recruitment and consider holding meetings and discussions in the evening or on the weekend. Whoever is leading the conversation should set aside time to build awareness and competence for the specific engagement—or should partner with others. If the discussion facilitator does not use the participants’ language, build time for contracting with and using interpreter services.
Build trust. Creating an environment of trust for participants allows those involved to provide meaningful, productive feedback and keeps them engaged in the process moving forward. By providing an accessible platform for stakeholder feedback and ensuring that they are being heard, decision-makers demonstrate their recognition that these voices are important, and their views have merit.
- Consider partnering with community organizations or arts organizations that have established relationships with communities that have been traditionally underserved, such as Black, Indigenous, and other communities of color. Community members are more likely to attend and participate in events held by those they know and trust.
- Consider attending community-led events and building personal relationships with the communities and populations you hope to reach.
- Consider abilities and needs of people attending the engagement, and take steps to ensure they can fully participate.
Encourage participation. All participants should be welcome to openly participate and share their perspectives, suggestions, and feedback. For in-person small-group and focus-group meetings, the room should be set up so all participants can see one another. The discussion facilitator should actively manage the conversation to ensure that all participants have an opportunity to speak and that the discussion is not dominated by a few participants (e.g., round robin). Though some context setting and information sharing may be necessary, maximize the amount of meeting time dedicated to hearing from participants.
Assign a note taker. Assigning a note taker and letting participants know how their responses will be used signals that what is discussed is important and will be revisited at different stages in the process. Other meeting documentation methods—like using transcription alone or having the facilitator take notes—can have negative effects on participation and the quality of the documentation.
Provide refreshments or other incentives. Consider providing refreshments (for in-person meetings) or gift cards (e.g., retail or grocery store gift cards). This signals to participants that their time and input is valued and appreciated. Be mindful of your organization or agency’s policy on purchasing food or using incentives, and allow calendar time for any processes you’ll need to follow.
Consider online meetings. Provide participants the option to call in or join remotely as this may be more accessible, especially for people with disabilities and those who may have to travel long distances, have busy schedules, or have family obligations.
- When choosing which platform you’ll use, consider the accessibility needs of your participants. For example, some may need closed captioning.
- Email presentation materials ahead of time, as screen reader technology does not work with materials shared on a screen.
Build internal capacity for inclusive and culturally appropriate engagement. Take time to build awareness and understanding of the implications of race, culture, ability, and socio-economic status on public process. Consider a short training for all staff and participants who will attend meetings with community members to strengthen their ability to listen and learn for authentic exchange with communities. Individuals planning the engagement should also be aware of how their own identities and roles may shift the dynamics of the engagement and unintentionally influence how people participate. If someone, particularly someone who would be perceived as having power, intends to join the engagement just to listen, consider other options for informing them of the conversations, such as sharing the notes or holding a meeting to debrief.
Create a feedback loop. Make sure there is an established mechanism to share the results of the findings or summary or report with the communities who were consulted for the project. This can be providing information about the time frame and location of a downloadable report or sending the report to those who participated when it is ready.