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Engagement checklists
The below checklists walk you through some of the considerations for this kind of work to help ensure the experience is safe and effective for you and Community Voice Partners.
BEFORE ENGAGEMENT
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Before first meeting—these are things you can do to prepare your staff and Community Voice Partner(s) prior to the first introductory meeting.
All staff involved in the engagement have read this guide and any other resources proviced, including careful consideration and/or discussion using the reflective guide below. Project brief/information in simple language has been provided to the Community Voice Partner. There is flexibility built into the project to allow meaningful input from the Community Voice Partner. ‘Engagement needs and expectations’ form has been received from the Community Voice Partner. Accessibility needs and other requirements have been met for the Community Voice Partner as outlined in the Community Voice Partner’s ‘Engagement needs and expectations’ form. Primary and secondary contacts within the organisation have been identified for Community Voice Partner and will meet the Community Voice Partner to welcome them at the introductory meeting. Plan engagement activities, including introductory meetings, in consultation with the Community Voice Partner to ensure they are available and accessible. Consult TasCOSS for support on anything that is unclear.
FIRST INTRODUCTORY MEETING
These are things organisational staff can do and discuss when meeting the Community Voice Partner for the first time in your introductory meeting prior to the commencement of the engagement.
Have name tags available. Introduce yourself and relevant other staff (name, pronouns, something about yourself). Discuss anticipated roles of each staff member and the Community Voice Partner in the engagement. Discuss level of engagement and how Community Voice Partner input will influence outcomes and how they will be kept up to date on progress of those outcomes after the engagement. Make time commitments required and timelines for the engagement clear. Details for each engagement event (if more than one) are provided clearly and with appropriate information such as agenda, run sheet, background etc. in simple language. Discuss privacy or confidentiality requirements of the engagement. Discuss audience or additional people involved in engagement. Identify topics which will be discussed including any assumptions which have not yet been discussed. Discuss recording (audio/visual) of any engagement activities. Discuss feedback processes between the Community Voice Partner and the organisation. Invite questions and suggestions the Community Voice Partner has for the organisation.
PRIOR TO EACH ENGAGEMENT ACTIVITY
Primary and/or secondary contact meets the Community Voice Partner well in advance of the engagement (at least 10-15minutes beforehand) to make them feel welcome and comfortable, either online or in person. For in person: Orient the Community Voice Partner to the venue which is appropriately sized, laid out, and ideally has access to outside space. For online: Orient the Community Voice Partner to the online platform, showing them the mic, video, chat etc. Ask if there are any requirements for comfort, accessibility, or safety which have not been met. Discuss how the Community Voice Partner would like to be introduced to others at any future engagements. Invite and answer questions from the Community Voice Partner. Introduce the Community Voice Partner to other people involved. Consider what briefing the audience/other people involved in the engagement will need to feel safe and supported including how you will respond if participants are triggered or upset by content shared by the Community Voice Partner and if participants make unsafe/ upsetting disclosures (it should not be the responsibility of the Community Voice Partner to deal with disclosures). These are things you can invite the Community Voice Partner to share and discuss in your introductory meeting prior to the commencement of the engagement.
Invite the Community Voice Partner to introduce themselves. Engagement needs and expectations are discussed and confirmed as having been met thus far with space for suggestions for future engagements. Safety requirements are discussed in terms of any physical, emotional, and cultural safety supports the Community Voice Partner might need to have in place beyond those outlined in the ‘Engagement needs and expectations’ form. Privacy or confidentiality requirements for the Community Voice Partner confirmed. Boundaries are established regarding topics or activities the Community Voice Partner does not which to discuss or take part in.
I became a Community Partner because I recognised the rich value my lived experience gives my insights. I know too many people who (barely) survive on low incomes who feel unheard, voiceless, powerless— I’ve been that person. The program is an outlet to be heard and to help the voices of my community be heard: to stop me feeling invisible and to show others they’re not invisible either. The experience so far has been hands on & heartening. There’s a level of deep trust I wasn’t expecting and great enjoyment for me.
— Kerrie Dare, TasCOSS Community Partner
DURING ENGAGEMENT
Food and drink available for longer engagements, water at a minimum for shorter engagements. Welcome the Community Voice Partner to the engagement and introduce them as discussed prior. Clarify expectations for engagement and ways of working for other people/audience based on previous discussions and agreements with the Community Voice Partner (e.g., safety, privacy, boundaries etc.). Trigger warning where relevant. Language is kept simple, avoiding jargon, acronyms etc. Engage audience as agreed prior regarding discussions, questions, etc. making sure the Community Voice Partner can decline to answer a question by referring to the primary or secondary contact. Ensure safe disclosure procedures are conducted for audience and the Community Voice Partner as necessary. Keep time so the Community Voice Partner can start and finish on time. Wrap up at the conclusion of the engagement as appropriate (e.g., thanking the Community Voice Partner, reiterating next steps, action items, follow up etc.).
I’ve really enjoyed collaborating with a bunch of like-minded people from all different walks of life who respect differences in experiences and perspectives and have a genuine collective focus of improving the lives of Tasmanians who need it most. I’m proud to be part of something that’s going to make a real difference in the lives of Tasmanians living on low incomes.
— Jordan Abell, Senior Corporate Affairs & Stakeholder Engagement Advisor
AFTER ENGAGEMENT
Debrief with Community Voice Partner. How did they feel it went? Did anything occur during the engagement that impacted them? Did anything come up that could affect their physical, emotional, and cultural safety? Ensure they are comfortable with what they shared: was anything disclosed that they would like edited from a recording or documentation? Invite feedback from the Community Voice Partner. Could anything be done differently or better next time? You might consider multiple ways to provide feedback, with the option of anonymity. Offer feedback by sharing your reflections on how the engagement went, what the Community Voice Partner did well, the value they contributed, and constructive suggestions for improvement. Confirm next steps resulting from the engagement with clear expectations for the Community Voice Partner including timeline for actions and follow up. Action items agreed upon in the engagement in a timely manner, incorporating the contributions made by the Community Voice Partner in meaningful ways. Follow up with the Community Voice Partner about the outcomes of their contributions in the engagement. Check in with TasCOSS as needed.
IN THE EVENT OF A MISHAP
Try addressing the issue directly with the Community Voice Partner if you feel comfortable doing so. Contact the TasCOSS Community Voices Program Coordinator to discuss. If the mishap is in relation to the Program Coordinator, contact the secondary TasCOSS contact. Direct the Community Voice Partner to the ‘Grievances (Complaints)’ section of their registration pack.
This resource was adapted from the open access Safe + Equal ‘Survivor Advocate Engagement Checklist.’