Communities must be provided with a forum to express residents\u27 opinions on proposed public policies through effective community-based public meetings. Planning is essential to conducting an effective public meeting. To be successful, an effective public policy education process must be implemented before, during, and after the public meeting

Castille, Carrie

Coreil, Paul

English

Clemson University: TigerPrints

The Journal of Extension Volume 42 Number 2 Article 27 4-1-2004 The Do's and Don'ts of Working with Local Communities: Tips for Successful Community-Based Public Meetings Paul Coreil LSU Agricultural Center, pcoreil@agcenter.lsu.edu Carrie Castille LSU Agricultural Center, ccastille@agcenter.lsu.edu This work is licensed under a Creative Commons Attribution-Noncommercial-Share Alike 4.0 License. Recommended Citation Coreil, P., & Castille, C. (2004). The Do's and Don'ts of Working with Local Communities: Tips for Successful Community-Based Public Meetings. The Journal of Extension, 42(2), Article 27. https://tigerprints.clemson.edu/joe/vol42/iss2/27 This Tools of the Trade is brought to you for free and open access by the Conferences at TigerPrints. It has been accepted for inclusion in The Journal of Extension by an authorized editor of TigerPrints. For more information, please contact kokeefe@clemson.edu. 	 JOEHOME JOURNAL GUIDELINES ABOUT	JOE CONTACT NATIONAL	JOB	BANKCurrent	Issues Back	IssuesApril	2004	//	Volume	42	//	Number	2	//	Tools	of	the	Trade	//	2TOT2The	Do's	and	Don'ts	of	Working	with	Local	Communities:	Tipsfor	Successful	Community-Based	Public	MeetingsAbstractCommunities	must	be	provided	with	a	forum	to	express	residents'	opinions	on	proposed	publicpolicies	through	effective	community-based	public	meetings.	Planning	is	essential	to	conductingan	effective	public	meeting.	To	be	successful,	an	effective	public	policy	education	process	mustbe	implemented	before,	during,	and	after	the	public	meeting.	IntroductionCommunities	must	be	provided	with	a	forum	to	express	their	opinions	about	public	policies.	Publicmeetings	provide	an	excellent	format	for	honest	and	open	local	input.	Planning	is	essential	toconducting	an	effective	public	meeting.	An	effective	public	policy	education	process	must	beimplemented	before,	during,	and	after	the	public	meeting.Before	the	Public	MeetingGo	into	the	community	early,	without	a	formal,	already-established	agenda.	Let	local	officialshelp	develop	and	be	a	part	of	a	mutually	developed	agenda.Make	early	contact	with	key	policy-makers	and	opinion	leaders	to	assure	their	participation.Convene	a	small	group	meeting	of	local	leaders	in	advance	of	any	formal	public	meeting.Meet	in	their	environment,	such	as	a	home	or	local	restaurant.Seek	local/community	college	or	university	linkages.Anticipate	conflict	ahead	of	time.Set	up	meeting	at	a	time,	place,	and	frequency	agreeable	to	local	conditions.Ask	local	leaders	for	length-of-meeting	recommendations,	including	individual	presentations.(2-hour	meetings	and	20-minute	presentations	recommended.)Organize	and	practice	your	presentations.Keep	presentation	focused	and	at	a	level	most	members	of	the	community	can	understand.Use	an	experienced	facilitator	who	is	familiar	with	local	conditions.Know	when	to	use	audio/visual	equipment.	Sometimes	you	are	more	effective	simply	talkingto	your	audience.Bring	whatever	audio/visual	equipment	needed	to	the	meeting.	Don't	rely	on	unverifiedequipment.During	the	Public	MeetingDress	professionally	for	the	occasion	and	appropriately	to	the	local	culture.Paul	CoreilVice	Chancellor	and	Directorpcoreil@agcenter.lsu.eduCarrie	CastilleExtension	Associateccastille@agcenter.lsu.eduLSU	Agricultural	CenterLouisiana	Cooperative	Extension	ServiceBaton	Rouge,	LouisianaArrive	at	the	meeting	early	to	meet	your	local	hosts,	check	out	the	room,	and	set	upequipment	and	illustrations	before	attendees	arrive.Greet,	meet,	and	mix	with	the	local	people	as	they	arrive.Speak	to	the	audience	at	ground	or	floor	level	if	possible;	avoid	elevated	stage	or	platform.Always	ask	a	local	official	everyone	knows	and	respects	to	open	the	meeting,	give	thewelcoming	remarks,	and	make	the	initial	introductions	of	state	and/or	federal	agency	guests.Introduce	elected	officials	at	the	beginning	of	the	meeting	as	a	sign	of	respect.Attempt	to	make	good	eye	contact	with	the	audience.Speak	clearly	and	slowly;	however,	be	enthusiastic.Don't	lean	on	or	drum	the	lectern.	Don't	shuffle	or	speak	monotonously	during	presentation;try	to	look	relaxed.Use	local	geographically	and	socially	familiar	examples	in	presentations.Require	all	agency	representatives	to	stay	at	the	meeting	and	take	part	in	the	discussions.Avoid	agency	"hall	meeting"	and	talking	in	the	back	of	the	room	during	the	meeting.Make	a	conscious	attempt	to	mix	up	seating	so	agency	representatives	do	not	sit	together.If	you	can't	tell	a	joke,	don't	try	to	be	funny.	Stay	away	from	potentially	distasteful	jokes,comments,	or	observations.Have	a	printed	outline	of	key	points	to	be	made	at	the	meeting,	and	distribute	it	before	themeeting	begins.Use	clear	slides	with	a	similar	layout	throughout	the	presentation(s).	Each	slide	shouldillustrate	a	point.Don't	apologize	for	lack	of	information.	Simply	point	out	that	this	is	the	information	you	have.If	a	slide	cannot	be	read	from	the	back	of	the	room,	don't	use	it.Avoid	flow	charts;	maps,	bullets,	and	checklists	are	preferred.Approach	all	issues	in	a	positive	manner;	always	take	the	"high	road."Smile	to	make	people	more	comfortable.Justify	the	issue	by	expounding	economic,	social,	and	quality	of	life	benefits	within	thecommunity	that	will	result	from	the	proposed	action;	however,	be	honest	about	potentialbenefits	and	costs.Anticipate	reactions	to	certain	policy	points/issues.	Prepare	a	concise	question-and-answerhandout	for	distribution.Create	and	distribute	a	handout	listing	your	name,	address,	phone	number,	fax	number,	ande-mail	address	for	participant	follow-up.	If	possible,	include	the	same	for	a	trusted	localcontact	working	with	you	on	the	issue.Admit	when	you	don't	know	something	or	are	not	certain.Discuss	the	strengths,	weaknesses,	and	uncertainties	about	the	issues	or	the	proposal.Maintain	your	composure;	avoid	losing	your	temper.Read	the	audience;	if	members	become	restless	or	begin	talking,	cut	back	and	adjust	yourpresentation	immediately.Make	it	clear	to	the	audience	that	the	information	flow	should	go	both	ways;	local	input	on	theissue	is	critical.Leave	quality	time	for	public	comment	and	questions.In	some	communities,	you	may	want	to	avoid	some	"hot	button"	words	such	as	"activist,""environmentalist,"	or	"preservationist."	Replace	with	more	acceptable	words	such	as"conservationist."Record	issues	of	concern	brought	up	during	the	meeting	on	a	flip	chart	in	the	front	of	theroom.After	the	Public	MeetingMonitor	local	newspaper	and	television	newscasts	to	ascertain	community	or	media	reaction.Consider	detailing	quality,	field-based	office	outreach	professionals.Prepare	a	written	summary	of	issues	of	concern,	suggestions,	and/or	questions	raised	byattendees	and	recorded	at	the	meeting.	Distribute	this	summary	report	to	all	meetingparticipants,	policy-makers	(both	attending	and	non-attending),	and	all	other	interestedparties.	Consider	placing	a	copy	in	a	local	library	or	posting	on	a	Web	site.Encourage	agency	representatives,	local	sponsors,	and	host(s)	to	get	together	immediately	toprocess	meeting	results	quickly	and	compare	notes	on	the	next	step(s).Use	effective	evaluation	instruments	to	gauge	success	of	outreach	initiative	within	thecommunity	(e.g.,	surveys,	polls,	mailed	questionnaires,	etc.).Keep	going	back	to	the	community	to	earn	trust	and	show	willingness	to	continue	listeningand	learning.Always	provide	answers	to	questions	on	a	timely	basis.ConclusionCareful	planning	and	commitment	to	the	above	recommendations	will	vastly	improve	communityoutreach	initiatives	addressing	sensitive	public	policy	issues.	Planning	and	implementing	asuccessful	community	outreach	strategy	is	not	easy,	but	it	is	essential	for	effective	long-termcommunity	buy-in.	Some	conflict	cannot	be	completely	resolved.	Even	in	these	cases,	however,state	and	federal	agencies	should	heed	the	above	outreach	tips	so	as	to	not	add	to	the	conflictthrough	poor	planning	and	poor	communication.Copyright	©	by	Extension	Journal,	Inc.	ISSN	1077-5315.	Articles	appearing	in	the	Journal	become	the	property	of	theJournal.	 Single	 copies	 of	 articles	may	 be	 reproduced	 in	 electronic	 or	 print	 form	 for	 use	 in	 educational	 or	 trainingactivities.	Inclusion	of	articles	in	other	publications,	electronic	sources,	or	systematic	large-scale	distribution	may	bedone	only	with	prior	electronic	or	written	permission	of	the	Journal	Editorial	Office,	joe-ed@joe.org.If	you	have	difficulties	viewing	or	printing	this	page,	please	contact	JOE	Technical	Support©	Copyright	by	Extension	Journal,	Inc.	ISSN	1077-5315.	Copyright	Policy

The Do\u27s and Don\u27ts of Working with Local Communities: Tips for Successful Community-Based Public Meetings

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The Do\u27s and Don\u27ts of Working with Local Communities: Tips for Successful Community-Based Public Meetings

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