5 STEPS TO HOST SUCCESSFUL PUBLIC MEETINGS

Public meetings allow a community to voice their concerns about issues that matter to them. They direct conversations, allowing the masses to be in the driver’s seat. If executed effectively, public meetings can shed light on the opinions and values of a project’s most important stakeholders, the community.

Follow these 5 easy steps to help you host successful public meetings.

1. Understand Your Audience

Each community has a unique culture. Build rapport with your audience by customizing your processes to adapt to specific stakeholders and their expectations of each community. By doing this, you will have a goodwill reservoir that may come in handy when dealing with any potential issues.

2. Set an Agenda

Creating an agenda lays the foundation for a successful meeting. Prepare by doing a dress rehearsal of your presentation and run-of-show to see where possible hiccups may exist. If you have multiple speakers, practice the hand-off, ensuring the transitions are smooth and natural. Preparation can be the difference between a sweet victory or a sour meeting.

3. Have a Plan

To instill a sense of certainty and transparency within the community, be very clear about how the meeting will flow (pre-frame). Understand how their feedback will be utilized, and have realistic expectations of outcomes, based on the real limitations of what their options are. If there are significant limitations, try to identify areas where they may have more ability to influence changes.

4. Mange Your Time

Allot a specific amount of time for each item within your agenda, and watch your time! Planning out the entire meeting, down to the last minute, will ensure every topic is covered and voice heard.

5. Engage Your Audience with Social Media

Use social media as a tool to drive the conversation. It will allow you to gauge the temperature of your audience, misunderstandings,  or consensus, within real time.