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Purpose-Driven Meeting Design and Facilitation
                                        for Stakeholder Engagement                                                                                                                                                                        For more information, please contact the Georgia Health Policy Center at
                                        Elizabeth Fuller, DrPH, MSPH; Holly Avey, PhD, MPH.; and Naima Wong, PhD, MPH                                                                                                                                       404.413.0314 or visit us online at www.gsu.edu/ghpc.



                            BACKGROUND                                                            Time Management: Adults will attend a meeting because they                                                                       Engagement: Adults come to the meeting with much life
                                                                                                  want to learn. They are often giving up personal time with                                                                       experience. Draw on this knowledge and experience.
                            Health Impact Assessments should include, at minimum,
                            “meaningful and inclusive stakeholder participation in each stage     family and/or time which could be spent on other projects in                                                                        Make sure everyone has been engaged in conversation at the
                            of the HIA”.1 Purpose-driven meeting design and facilitation is a     order to be present.                                                                                                                beginning of the day
                            critical HIA tool to use when engaging stakeholder groups. HIA           Start and end the meeting on time                                                                                                    Spend time on introductions to connect everyone
                            practitioners can serve in a neutral role to convene stakeholders,       Do not provide detailed times on the participant agenda, as                                                                          in the room. If there is not enough time, have small table
                            facilitate the sharing of trustworthy information, and assist in         it can set up unrealistic expectations                                                                                               introductions
                            complex decision-making processes. Utilizing in-depth meeting
                            design and adult learning principles can support meaningful                   Instead, provide start and end times for the day, and time                                                                  Use visual imagery as a way to access visual learners and/or
                            stakeholder participation.                                                    for lunch                                                                                                                   engage learners in a di erent way
                                                                                                     Manage discussion by circulating facilitators with hand-held                                                                     Give participants the opportunity to provide feedback and
                                                                                                     microphones that they control                                                                                                    evaluation throughout the meeting
                            Room Set-Up: The learning environment is important to adults.
                            It can enhance the learning experience and adults’                            Standing microphones are likely to only attract extroverts                                                                      Address feedback as soon as possible
                            engagement in the materials.                                                  in the room, limiting the diversity of opinions                                                                                 Be exible! In a multi-day meeting, the second day agenda
                               Set up the meeting room with small round tables to promote            Give information “just in time”                                                                                                      may need to be modi ed
                               discussion among participants                                              If information is given in advance, it can be a distraction                                                                 Engage in small group discussions that solicit practical
                               Make sure all tables have an unimpaired view of the                        Give handouts at the time participants need                                                                                 examples and allow participants to share and bene t from the
                               speaker’s podium                                                           the information                                                                                                             knowledge in the room
                               Ensure the use of a good sound system which clearly projects               Only use handouts when there is detailed information
                               to all parts of the room                                                   to convey
                               Provide microphones to capture questions from the learners
                               Assign a logistics person to attend to room set up issues          Design with a Purpose: Adults want to know why they are
                               throughout the meeting                                             learning something. Design the meeting around a central
                                                                                                  purpose that will convince them to attend.
                                   Be exible! If there is a problem with the room set up, take                                                                                                                                                               Source: Whole-Scale Change, Dannemiller Tyson Associates
                                   time to address it. Otherwise, it could negatively impact          State the overall purpose for the meeting and the expected
                                   the productivity of the meeting.                                   outcomes
                                                                                                                                                                                                                                      Alternate between large group presentations of high-level
                                                                                                          Design break-out and table discussions by utilizing                                                                         information and small group discussions to re ect and answer
                            Create the Right Mix: Adults learn from non-confrontational                   questions speci cally crafted to achieve desired meeting                                                                    questions on the topic
                            opportunities to be exposed to others’ perspectives.                          outcomes
                                                                                                                                                                                                                                          Have a recorder at each table record comments on
                               Design the maximum mixture of stakeholder sectors                      Create a very detailed facilitator guide with speci c times,                                                                        poster paper. This captures high-level notes which can
                                                                                                      people responsible, supplies needed, description/goal of the                                                                        be displayed in the room
                               Create a spreadsheet with all meeting invitees                         session, etc. Participants will not be able to see this guide, it is
                                                                                                                                                                                                                                          Have a reporter at each table to report ndings to the
                                   Categorize participants according to their                         for planning and facilitation purposes only.
                                                                                                                                                                                                                                          larger group
                                   stakeholder sector
                                                                                                                                                                                                                                          When time is limited, have roaming room facilitators
                                   Assign seats so that each table has a mixture of all sectors
                                                                                                                                                                                                                                          solicit reports from a few select tables
                                   Use table tents or dots on nametags to inform participants
                                   of their seating assignments
                                                                                                                                                                         Health Impact Assessment
                                                                                                                                                                      Sample Participant Meeting Agenda
                                                                                                                                                                              October XX, 201X
                                                                                                                                                                                                                                   SUMMARY
                                                                                                                                                                         14 Marietta Street, Ste 221
                                                                                                                                                                               9:00am-1:00pm                                       Stakeholder engagement is crucial to HIA. Valuable information for
                                                                                                                                            Desired Outcome:

                                                                                                                                                  Solicit and obtain stakeholder perspectives on draft recommendations
                                                                                                                                                                                                                                   each step of HIA can be obtained through stakeholder meetings
                                                                                                                                                                                                                                   and important relationships can be developed among diverse
                                                                                                                                                                                                                                   stakeholders. For stakeholder engagement to be most e ective,
                                                                                                                                            Agenda:

                                                                                                                                               1. Welcome & Introductions                                                9:00am



                                                                                                                                                                                                                                   meetings should utilize adult learning principles to enhance
                                                                                                                                               2. HIA Overview

                                                                                                                                               3. Scoping & Assessment Steps

                                                                                                                                               4. Draft Recommendations Presentation

                                                                                                                                               5. Break
                                                                                                                                                                                                                                   diverse learning styles and an active information exchange.
                                                                                                                                               6. Large & Small Group Facilitated Discussion

                                                                                                                                               7. Lunch                                                                  12:00pm
                                                                                                                                                                                                                                   Strategies of “max-mix”, which purposefully mixes stakeholders
                                                                                                                                               8. Next Steps & Wrap Up

                                                                                                                                               9. Adjourn                                                                1:00pm
                                                                                                                                                                                                                                   from di erent sectors, and “converge-diverge”, which provides
                                                                                                                                                                                                                                   large group presentations followed by small group discussions, are
                                                                                                                                                                                                                                   e ective in increasing stakeholder engagement and fostering
                                                                                                                                                                                                                                   learning.
ANDREW YOUNG SCHOOL
        OF POLICY STUDIES                                                                                                                                                                                                                               1. Minimum Elements and Practice Standards for Health Impact Assessment.
                                                                                                                                                                                                                                                           North American HIA Practice Standards Working Group. November, 2010.

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Purpose-Driven Meeting Design and Facilitation for Stakeholder Engagement

  • 1. Purpose-Driven Meeting Design and Facilitation for Stakeholder Engagement For more information, please contact the Georgia Health Policy Center at Elizabeth Fuller, DrPH, MSPH; Holly Avey, PhD, MPH.; and Naima Wong, PhD, MPH 404.413.0314 or visit us online at www.gsu.edu/ghpc. BACKGROUND Time Management: Adults will attend a meeting because they Engagement: Adults come to the meeting with much life want to learn. They are often giving up personal time with experience. Draw on this knowledge and experience. Health Impact Assessments should include, at minimum, “meaningful and inclusive stakeholder participation in each stage family and/or time which could be spent on other projects in Make sure everyone has been engaged in conversation at the of the HIA”.1 Purpose-driven meeting design and facilitation is a order to be present. beginning of the day critical HIA tool to use when engaging stakeholder groups. HIA Start and end the meeting on time Spend time on introductions to connect everyone practitioners can serve in a neutral role to convene stakeholders, Do not provide detailed times on the participant agenda, as in the room. If there is not enough time, have small table facilitate the sharing of trustworthy information, and assist in it can set up unrealistic expectations introductions complex decision-making processes. Utilizing in-depth meeting design and adult learning principles can support meaningful Instead, provide start and end times for the day, and time Use visual imagery as a way to access visual learners and/or stakeholder participation. for lunch engage learners in a di erent way Manage discussion by circulating facilitators with hand-held Give participants the opportunity to provide feedback and microphones that they control evaluation throughout the meeting Room Set-Up: The learning environment is important to adults. It can enhance the learning experience and adults’ Standing microphones are likely to only attract extroverts Address feedback as soon as possible engagement in the materials. in the room, limiting the diversity of opinions Be exible! In a multi-day meeting, the second day agenda Set up the meeting room with small round tables to promote Give information “just in time” may need to be modi ed discussion among participants If information is given in advance, it can be a distraction Engage in small group discussions that solicit practical Make sure all tables have an unimpaired view of the Give handouts at the time participants need examples and allow participants to share and bene t from the speaker’s podium the information knowledge in the room Ensure the use of a good sound system which clearly projects Only use handouts when there is detailed information to all parts of the room to convey Provide microphones to capture questions from the learners Assign a logistics person to attend to room set up issues Design with a Purpose: Adults want to know why they are throughout the meeting learning something. Design the meeting around a central purpose that will convince them to attend. Be exible! If there is a problem with the room set up, take Source: Whole-Scale Change, Dannemiller Tyson Associates time to address it. Otherwise, it could negatively impact State the overall purpose for the meeting and the expected the productivity of the meeting. outcomes Alternate between large group presentations of high-level Design break-out and table discussions by utilizing information and small group discussions to re ect and answer Create the Right Mix: Adults learn from non-confrontational questions speci cally crafted to achieve desired meeting questions on the topic opportunities to be exposed to others’ perspectives. outcomes Have a recorder at each table record comments on Design the maximum mixture of stakeholder sectors Create a very detailed facilitator guide with speci c times, poster paper. This captures high-level notes which can people responsible, supplies needed, description/goal of the be displayed in the room Create a spreadsheet with all meeting invitees session, etc. Participants will not be able to see this guide, it is Have a reporter at each table to report ndings to the Categorize participants according to their for planning and facilitation purposes only. larger group stakeholder sector When time is limited, have roaming room facilitators Assign seats so that each table has a mixture of all sectors solicit reports from a few select tables Use table tents or dots on nametags to inform participants of their seating assignments Health Impact Assessment Sample Participant Meeting Agenda October XX, 201X SUMMARY 14 Marietta Street, Ste 221 9:00am-1:00pm Stakeholder engagement is crucial to HIA. Valuable information for Desired Outcome: Solicit and obtain stakeholder perspectives on draft recommendations each step of HIA can be obtained through stakeholder meetings and important relationships can be developed among diverse stakeholders. For stakeholder engagement to be most e ective, Agenda: 1. Welcome & Introductions 9:00am meetings should utilize adult learning principles to enhance 2. HIA Overview 3. Scoping & Assessment Steps 4. Draft Recommendations Presentation 5. Break diverse learning styles and an active information exchange. 6. Large & Small Group Facilitated Discussion 7. Lunch 12:00pm Strategies of “max-mix”, which purposefully mixes stakeholders 8. Next Steps & Wrap Up 9. Adjourn 1:00pm from di erent sectors, and “converge-diverge”, which provides large group presentations followed by small group discussions, are e ective in increasing stakeholder engagement and fostering learning. ANDREW YOUNG SCHOOL OF POLICY STUDIES 1. Minimum Elements and Practice Standards for Health Impact Assessment. North American HIA Practice Standards Working Group. November, 2010.