Community Planning: Methods
Process planning session
- description
- more detail
Process planning sessions allow people to work together to determine the most suitable public participation process for their particular situation. It is particularly useful to hold them at an early stage in a community planning initiative and then at periodic interval.
As many as possible of the key interested parties or 'stakeholders' are invited to ensure that the outcome is supported by all parties.
Participants are introduced to the various options available and helped to design a process of their own, usually by an external facilitator.
A formal workshop format is normally followed ( see Process planning session sample format in the second tab) to make the procedure equitable and transparent.
Sessions are held periodically whenever there is a need to review the overall process.
As many as possible of the key interested parties or 'stakeholders' are invited to ensure that the outcome is supported by all parties.
Participants are introduced to the various options available and helped to design a process of their own, usually by an external facilitator.
A formal workshop format is normally followed ( see Process planning session sample format in the second tab) to make the procedure equitable and transparent.
Sessions are held periodically whenever there is a need to review the overall process.
Photocredits
top: Ore Valley, Hastings, UK, 1997, Nick Wates
bottom: East Street, Farnham, UK, 1996, Nick Wates.
top: Ore Valley, Hastings, UK, 1997, Nick Wates
bottom: East Street, Farnham, UK, 1996, Nick Wates.
Evening session
Police, residents and other stakeholders taking part in an evening process planning session in a community centre. It led to a community planning weekend seven months later.
Lunchtime session
One of four tables at a working lunch for key players (property owners, authorities, amenity groups) to determine a development process for a major town centre regeneration initiative. It led to a design workshop and open house event one year later.
Tips
- Make people feel comfortable and relaxed. Spanning lunch can work well for officials and business people with participants seated around circular tables. Evening sessions spanning a buffet supper will normally work better for residents.
- Be on guard for sabotage by those who don¹t want any kind of process to take place.
- Showing photos or videos of methods in use is usually a good way to generate enthusiasm.
- Invite external facilitators to present options, but keep ownership local from the start.
Costs
- Main costs: Venue; catering; fee for presenter.
Process planning session sample format
- Introductions
Facilitator explains event objectives and structure. Everyone says briefly who they are and what their hopes are for the session. (15 mins) - Presentation
Slide showor video of possible processes to provide inspiration. (45 mins max) - Aims
Short debate on overall objectives and specific constraints. (15 mins) - Refreshment break
- Individual ideas
People fill in a process planner form (see sample below) or a strategy planner (see toolbox) or develop their ideas on a blank sheet of paper. (10 mins minimum) - Group ideas
People are divided into groups (4 - 8 ideal). Individuals present their idea to group. Group votes to pursue one idea only and develop it further. (20 mins minimum) - Report back
Each group makes semi-formal presentation of their idea to plenary of all participants. (5 mins each group) - Selection
Vote on which idea to pursue and then discuss improvements and next steps. (10 mins minimum).
Ideal numbers: 16 - 20. Larger numbers no problem.
Running time: 2 - 4 hours. 3 hours comfortable.
Note: This format can also be used for general training purposes with no specific location or issue in mind.
Sample process planner
Customise and leave space for responses.
Aims
1 What do you want to achieve? ..................
2 What are the main issues? .....................
3 What geographical area are you concerned with?
.................................................
Process
4 What methods do you favour?....................
5 When should activities take place? ............
6 Who are the key people to involve?.............
7 What expertise do you need?....................
Organisation
8 Which organisation/s should lead? .............
9 Who else should help? .........................
10 How much will it cost and who pays? ..........
11 Who does what next?...........................
12 Other thoughts and ideas ......................
1 What do you want to achieve? ..................
2 What are the main issues? .....................
3 What geographical area are you concerned with?
.................................................
Process
4 What methods do you favour?....................
5 When should activities take place? ............
6 Who are the key people to involve?.............
7 What expertise do you need?....................
Organisation
8 Which organisation/s should lead? .............
9 Who else should help? .........................
10 How much will it cost and who pays? ..........
11 Who does what next?...........................
12 Other thoughts and ideas ......................
Sample poster
