How can you engage the public in contingency planning?

2 Identify the stakeholders

The next step is to identify who are the stakeholders that you need to engage with. Stakeholders are the individuals or groups that have an interest or influence in your contingency planning, or that are affected by its results. They may include internal or external actors, such as employees, customers, suppliers, partners, regulators, media, community groups, citizens, or vulnerable populations. You need to map out the different types of stakeholders, their roles and responsibilities, their perspectives and preferences, their level of involvement and influence, and their potential benefits and risks from the engagement.

3 Choose the methods

Once you have identified your purpose and stakeholders, you need to choose the appropriate methods for engaging them. There is no one-size-fits-all method for public engagement. You need to consider various factors, such as the scope and complexity of your contingency planning, the availability and accessibility of resources and technology, the diversity and inclusiveness of the participants, the timing and frequency of the engagement, and the ethical and legal implications of the engagement. Some of the common methods for public engagement include surveys, interviews, focus groups, workshops, forums, consultations, deliberations, participatory mapping, simulations, games, or crowdsourcing.

4 Implement the process

After you have chosen your methods, you need to implement the engagement process in a systematic and consistent way. You need to plan and prepare for the logistics, facilitation, and documentation of the process. You need to recruit and invite the participants, provide them with relevant information and guidance, and ensure their safety and comfort. You need to facilitate and moderate the discussions, activities, and feedback, and ensure that they are respectful, constructive, and productive. You need to document and record the data, insights, and outcomes of the process, and store and manage them securely and appropriately.

5 Analyze and report the results

The final step is to analyze and report the results of the engagement process. You need to process and interpret the data, insights, and outcomes that you collected from the participants, and identify the key themes, patterns, gaps, and recommendations. You need to report and communicate the results to the participants and other stakeholders, and acknowledge and appreciate their contributions. You need to explain how you used and integrated their input into your contingency planning, and what are the implications and impacts of their input. You need to provide them with opportunities and channels to ask questions, give feedback, or follow up on the results.

6 Evaluate and improve the process

The engagement process does not end with the analysis and reporting of the results. You also need to evaluate and improve the process for future iterations or applications. You need to collect and analyze the feedback and evaluation from the participants and other stakeholders, and assess the strengths and weaknesses of the process. You need to identify the lessons learned, best practices, challenges, and opportunities for improvement. You need to document and share your findings and recommendations, and implement them in your next engagement process.