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Checklist for building an engagement strategy for risk based planning

Building blocks Questions Engagement options

Scope and goals

Goals and outcomes
  • What are the goals for this public engagement? I.e. where do you want to get to
  • What are the intermediate (sub outcomes) that are important? I.e. what decisions need to be made along the way?
  • How will you know you have got there?
  • Public notices (leaflets, newspapers, radio)
  • Information days
  • Public meetings
  • Expert groups
  • stakeholder groups
  • scenario workshops
  • kitchen workshops
Process orientation
  • Is this engagement approach designed to gather ideas, meet statutory consultation requirements, foster debate, raise awareness?
  • What are the implications of this purpose for how the process should be run?
Timeline
  • What is the timeline for this process?
  • Are there key dates?
  • Working back from fixed dates – when does engagement need to start?
Risks
  • What are the risks for the council associated with this process?
  • How will these be managed?
Opportunities
  • What are the opportunities?
Complexity and ncertainty
  • How complex is this situation?

(see table – defined, complex, uncertain, ambiguous)

  • Where is there uncertainty and how can this be addressed?
  • Direct discussion between agency staff & affected parties
  • Workshop, with science, management, and stakeholder representatives
  • Public - open space forum
  • Citizen panel, citizen jury
 

Context

History
  • What has been the history of dealing with this issue?
  • Are there outstanding concerns that will resurface?Conflict resolution
 
Conflict What is the potential for conflict? How will this be managed?
Trust What is the existing level of trust in the organisation? In the decision-making process?
Stakeholders Different interests What are the different interests in the issue (e.g., life/livelihood, financial, legal, important knowledge, interest groups) – see table
  • Surveys
  • Kitchen workshops
  • Public meetings
  • Hui
  • Individual group meetings
Stakeholder representation
  • What do you know about the different interests?
  • Are there existing relationships between council & stakeholders that are important to consider?
  • How will these different views and stakes be represented in the decision-making process at different times?
Engagement preferences What are the preferred ways these stakeholders like to be involved in land use decisions?

Existing views

  • What do people already know about the natural hazard risk?
  • What kind of investment in the existing land use is there?
  • What kind of appetite is there for land use restrictions or public costs associated with mitigation?
  • Open, information days
  • Public talks
  • Articles in local online newsletters
  • Kitchen workshops
First steps Partners
  • Are there other, agencies or non-governmental bodies it would be helpful to partner with?
  • What are others already doing in this area?
  • Media releases
  • Community board agenda items
First messages
  • When should the first information regarding this issue be released?
  • How should this go out?
  • What information should this message contain?
 
Building knowledge
  • What knowledge needs to be built – by the council?
  • Are there exiting views that need to changed about the issue?
  • How does this affect first steps?
 
Making decisions
  • What decisions are possible?
  • What needs to be done to prepare for these?