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How can you ensure inclusive participation in transportation planning meetings?

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Transportation planning is a complex and dynamic process that involves multiple stakeholders, objectives, and challenges. To achieve successful and sustainable outcomes, it is essential to engage and involve the people who are affected by the transportation system, such as residents, businesses, users, and vulnerable groups. However, ensuring inclusive participation in transportation planning meetings can be difficult, especially in times of social distancing, limited resources, and diverse preferences. In this article, you will learn some practical tips and strategies to foster more inclusive and effective participation in your transportation planning meetings.

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Justin Jones, CP3

A leading voice in the development of equitable, sustainable and human-scale mobility solutions

1 Define your goals and scope

Before you invite people to participate in your transportation planning meetings, you need to define your goals and scope clearly and transparently. What are the main objectives and expected outcomes of your planning process? What are the key issues and opportunities that you want to address? What are the roles and responsibilities of the participants and the facilitators? How will the feedback and input be used and communicated? By answering these questions, you can set realistic and meaningful expectations for yourself and your participants, and avoid confusion and frustration later on.

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Justin Jones, CP3

A leading voice in the development of equitable, sustainable and human-scale mobility solutions
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It’s vital to communicate what decisions have already been made. People need to have an understanding of what is ‘off the table’ heading into the project, and what the rationale is for that decision. Leaving the process too open gives people the sense that they have veto power over the entire project, which can lead to conflict and erode trust.

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2 Identify and reach out to your stakeholders

The next step is to identify and reach out to your stakeholders, or the people who have an interest or influence in your transportation planning process. You need to consider who are the affected and affected parties, who are the decision-makers and influencers, who are the experts and advocates, and who are the underrepresented and marginalized groups. You also need to think about how to communicate with them effectively, using appropriate channels, languages, and formats. You may need to use different methods and tools to reach out to different segments of your stakeholder groups, such as surveys, interviews, focus groups, newsletters, social media, or websites.

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3 Design your meeting format and agenda

Once you have identified and contacted your stakeholders, you need to design your meeting format and agenda to suit your goals, scope, and audience. You need to decide on the type, duration, frequency, and location of your meetings, as well as the facilitation techniques, materials, and technology that you will use. You also need to plan your meeting agenda carefully, balancing the information sharing, discussion, and decision-making activities. You should aim to create a meeting format and agenda that is engaging, interactive, and respectful of the participants' time, needs, and preferences.

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Justin Jones, CP3

A leading voice in the development of equitable, sustainable and human-scale mobility solutions
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Especially when engaging equity-deserving communities, the first step is to ask them how they would like to be engaged. The second step is to show up where they already are. You cannot expect that communities who have traditionally seen transportation projects done to them rather than with them are going to make time to attend a meeting at a place outside their community. Go to their gathering spaces and engage with humility.

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4 Prepare and distribute your meeting materials

Before your meeting, you need to prepare and distribute your meeting materials to your participants. These may include background information, data, maps, scenarios, options, criteria, or evaluation tools that will help the participants understand the context and purpose of your meeting, and participate effectively. You should make sure that your meeting materials are clear, concise, and accessible, using plain language, visual aids, and examples. You should also provide your meeting materials in advance, preferably at least a week before your meeting, and in different formats, such as print, digital, or audio.

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5 Facilitate and document your meeting

During your meeting, you need to facilitate and document your meeting in a way that encourages and supports inclusive participation. You should start by welcoming the participants, introducing yourself and the meeting objectives, and setting the ground rules and expectations. You should then guide the participants through the meeting agenda, using various facilitation techniques, such as icebreakers, brainstorming, voting, ranking, or mapping, to elicit their opinions, perspectives, and preferences. You should also monitor and manage the group dynamics, ensuring that everyone has a chance to speak and listen, and that the discussion is respectful and constructive. You should also document your meeting, recording the main points, feedback, and outcomes, and sharing them with the participants and other stakeholders.

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6 Follow up and evaluate your meeting

After your meeting, you need to follow up and evaluate your meeting to ensure that the participation process is effective and meaningful. You should thank the participants for their time and input, and provide them with a summary and a report of the meeting results, as well as the next steps and actions. You should also solicit their feedback and suggestions on how to improve the participation process, using surveys, interviews, or other methods. You should then analyze and use the feedback and suggestions to refine your goals, scope, methods, and tools for your future meetings, and to inform your transportation planning decisions and outcomes.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Justin Jones, CP3

A leading voice in the development of equitable, sustainable and human-scale mobility solutions
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If you ask for the feedback and experience of equity-deserving communities, valourize their input in your documentation. Be clear that the impacts of a project are not felt equally - the loss of a parking space cannot be considered with the same weight as the removal of an accessible transit stop, for example. People who are closest to harm should have their voices placed closest to power.

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How can you ensure inclusive participation in transportation planning meetings?

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1 Define your goals and scope

2 Identify and reach out to your stakeholders

3 Design your meeting format and agenda

4 Prepare and distribute your meeting materials

5 Facilitate and document your meeting

6 Follow up and evaluate your meeting

7 Here’s what else to consider

Transportation Planning

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How can you ensure inclusive participation in transportation planning meetings?

1

2

3

4

5

6

7

1 Define your goals and scope

2 Identify and reach out to your stakeholders

3 Design your meeting format and agenda

4 Prepare and distribute your meeting materials

5 Facilitate and document your meeting

6 Follow up and evaluate your meeting

7 Here’s what else to consider

Transportation Planning

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