Public Involvement From a (Social) Distance

By Matt Ashby, AICP

A robust and personalized public involvement program is key to gathering information and building buy-in for upcoming projects. But how do you do that when the public is under stay-at-home restrictions?

Digital communication tools help communities and agencies gather crucial feedback and keep projects moving forward. They also help us to stay in touch with our clients and provide the services they need. Here are just a few digital tools that have helped communities keep their residents and businesses informed.

What Online Meeting Platforms Work Best?

It seems like everyone is Zooming or Skyping these days. Making the most of online meeting software is critical to running a successful online meeting. Careful planning and facilitation are also crucial to overcoming the digital divide for communicating online. Knowing how to use breakout rooms, the whiteboard, and other available tools is essential. Here are a few possibilities:

Facebook Live is accessible to almost anyone with an internet connection; participants do not have to have a Facebook account to participate in a Facebook Live event. This format allows project leaders to present information, and feedback can be gathered via comments from viewers. Project leaders can also respond to comments in real time.

Zoom allows virtual face-to-face meetings via videoconference as well as audioconference, giving users the ability to call in if they don’t have the capability or bandwidth for a full face-to-face video conference. Zoom’s free video conference app can host up to 100 participants. However, Zoom has had some issues with privacy and hacking, so security may be an issue with this app.

Skype can handle up to 50 people in a single video call and also has file-sharing capabilities and instant messaging. It also allows for users to provide comments via text if they’re not able to provide audio/video feedback.

Microsoft Teams allows chats, video meetings, and file collaboration. It integrates with Microsoft Office 365 as well as non-Microsoft products. It not only allows staff within a company to work together, but also allows virtual meetings with clients and the public.

GoTo Meeting offers a bit more privacy and control for meeting participants. Meetings can be accessed via the internet or phone, allowing a broad range of participants.

Whichever platform you choose, it’s important to have a plan for what you want to accomplish and how participants will interact. The Harvard Business Review developed a list of tips for running effective virtual meetings. These range from testing the technology ahead of time to finding ways to call on people so everyone is heard.

What Are Other Techniques for Gathering Information?

Digital survey tools such as Survey Monkey allow project leaders to find answers to critical questions. Adding visual images and explanatory videos can help enrich knowledge and target responses at more specific project-related issues. As a bonus, digital survey responses can easily become part of the public record.

Traditional social media like Twitter, Facebook, LinkedIn, and YouTube are relatively easy to navigate, and many stakeholders are already connected via these platforms. It’s easy to create updates and links to new information while also encouraging dialogue among stakeholders and project leaders.

The MindMixer is a planning-specific online platform that can help generate ideas and refine feedback to help advance community development concepts. Although it’s more involved than setting up a Facebook page, the purpose-made planning functionality can result in greater public engagement opportunities.

The COVID-19 crisis has pushed many governmental bodies, businesses, and individuals to find new ways to stay in touch and keep projects moving. Thanks to digital tools like these and others, we’re able to stay connected while staying apart.