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What are the best practices for explaining site planning to non-technical stakeholders?

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Site planning is the process of designing and arranging the physical features of a site, such as buildings, roads, utilities, landscape, and environmental aspects. It is an essential skill for engineering design, as it affects the functionality, sustainability, and aesthetics of a project. However, site planning can be challenging to explain to non-technical stakeholders, such as clients, investors, regulators, or community members, who may have different expectations, interests, and concerns. How can you communicate your site planning decisions effectively and clearly to these audiences? Here are some best practices to follow.

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Lateef Akinola

Machine Learning & AI Engineer | i-Scholar Awardee'24 | Robotics Research Enthusiast | BEng Mechanical Engineering…

1 Understand your audience

Before you present your site plan, you need to understand who your audience is, what they care about, and what they want to know. Different stakeholders may have different levels of technical knowledge, involvement, and influence on the project. For example, a client may be more interested in the cost, schedule, and quality of the site plan, while a regulator may be more concerned about the compliance, safety, and environmental impact. A community member may be more curious about the aesthetic, social, and cultural aspects of the site plan. Therefore, you need to tailor your message and language to suit your audience's needs and expectations. You can also do some research or ask questions to learn more about your audience's background, goals, and preferences.

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Younus Raza

Entrepreneur | Mechanical Design Engineer | CAD Automation | DFA | DFM | ANSYS | Freelancer | Mechanical Maintenance | Google? PMP | ISO 45001:2018 | Safety | ISO 9001:2015 | Q/A & Q/C
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Effectively explaining site planning to non-technical stakeholders involves using visual aids such as maps, diagrams, and 3D models. Simplify technical jargon, focusing on key aspects like layout, accessibility, and aesthetics. Use real-world examples to illustrate concepts and emphasize the impact on the surrounding community. Encourage questions and provide opportunities for stakeholder input, ensuring a collaborative understanding. Regularly update stakeholders on progress, addressing concerns promptly, and maintaining transparent communication throughout the site planning process.

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2 Use visual aids

One of the most effective ways to explain site planning to non-technical stakeholders is to use visual aids, such as maps, diagrams, sketches, photos, or videos. Visual aids can help you illustrate the layout, scale, dimensions, orientation, and features of your site plan in a simple and engaging way. They can also help you highlight the benefits, challenges, and trade-offs of your site plan, as well as compare different alternatives or scenarios. You can use different types of visual aids for different purposes and audiences. For example, you can use a map to show the location and context of your site, a diagram to show the functional and spatial relationships of your site elements, a sketch to show the conceptual design and style of your site, a photo to show the existing or proposed conditions of your site, or a video to show the dynamic and interactive aspects of your site.

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Lateef Akinola

Machine Learning & AI Engineer | i-Scholar Awardee'24 | Robotics Research Enthusiast | BEng Mechanical Engineering (First Class Hons.)
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Visualization goes a long way in helping non-technical individuals understand site planning perfectly. The use of maps, pictures, demo videos, and sketches cannot be overemphasized. This will not only help them see every detail they need to conceptualize your design but also contribute greatly from their point of view.

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3 Explain the logic and rationale

Another important aspect of explaining site planning to non-technical stakeholders is to explain the logic and rationale behind your site planning decisions. You need to show how your site plan meets the objectives, requirements, and constraints of the project, as well as how it addresses the opportunities, challenges, and risks of the site. You also need to show how your site plan aligns with the best practices, standards, and principles of engineering design, as well as how it incorporates the feedback and input of other stakeholders. You can use data, evidence, and examples to support your explanations and arguments. You can also use analogies, metaphors, or stories to make your explanations more relatable and memorable.

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4 Simplify the complexity

Site planning can be a complex and technical process that involves many factors, variables, and calculations. However, when you explain site planning to non-technical stakeholders, you need to simplify the complexity and focus on the key points and messages. You need to avoid using jargon, acronyms, or technical terms that your audience may not understand or appreciate. You need to use clear, concise, and simple language that your audience can easily follow and comprehend. You need to organize your information and presentation in a logical and coherent way that your audience can grasp and remember. You can also use examples, analogies, or stories to illustrate and clarify your points.

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5 Invite questions and feedback

Finally, one of the best practices for explaining site planning to non-technical stakeholders is to invite questions and feedback from your audience. Questions and feedback can help you gauge your audience's understanding, interest, and satisfaction with your site plan. They can also help you identify and address any gaps, issues, or concerns that your audience may have. You can encourage your audience to ask questions and share their feedback by creating a friendly and open atmosphere, by using interactive and participatory methods, and by acknowledging and appreciating their contributions. You can also use questions and feedback as an opportunity to learn more about your audience's needs, expectations, and perspectives, and to improve your site plan and communication skills.

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6 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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What are the best practices for explaining site planning to non-technical stakeholders?

1

2

3

4

5

6

1 Understand your audience

2 Use visual aids

3 Explain the logic and rationale

4 Simplify the complexity

5 Invite questions and feedback

6 Here’s what else to consider

Engineering Design

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What are the best practices for explaining site planning to non-technical stakeholders?

1

2

3

4

5

6

1 Understand your audience

2 Use visual aids

3 Explain the logic and rationale

4 Simplify the complexity

5 Invite questions and feedback

6 Here’s what else to consider

Engineering Design

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