What are the best practices for public engagement through public hearings?

1 Define the purpose

Before planning a public hearing, you need to define the purpose and scope of the hearing. What are the goals and objectives of the hearing? What are the legal and ethical requirements and expectations? What are the roles and responsibilities of the public officials, participants, and facilitators? How will the hearing contribute to the decision-making process and the public interest? By clarifying the purpose of the hearing, you can set realistic and transparent expectations, communicate them clearly, and align them with the public's needs and interests.

2 Design the process

Once you have defined the purpose of the hearing, you need to design the process and format of the hearing. How will you invite and select the participants? How will you ensure diversity, inclusion, and accessibility? How will you structure the agenda, timing, and rules of the hearing? How will you manage the information, feedback, and questions? How will you facilitate the discussion, address conflicts, and ensure civility? By designing the process of the hearing, you can create a conducive and respectful environment, engage the participants effectively, and collect relevant and reliable data.

3 Prepare the materials

Another key aspect of planning a public hearing is preparing the materials and resources that will support the hearing. What are the key messages and information that you want to convey and receive? How will you present and distribute them in a clear, concise, and accurate way? What are the tools and techniques that you will use to facilitate the communication and participation? How will you document and record the hearing for future reference and accountability? By preparing the materials for the hearing, you can enhance the quality and credibility of the hearing, provide useful and accessible information, and enable informed and constructive dialogue.

4 Conduct the hearing

The most visible and critical part of a public hearing is conducting the hearing itself. How will you welcome and introduce the participants, officials, and facilitators? How will you explain the purpose, process, and rules of the hearing? How will you deliver and receive the information and feedback? How will you moderate and stimulate the discussion, acknowledge and respond to the questions and concerns, and handle any disruptions or disagreements? How will you close and thank the participants, officials, and facilitators? By conducting the hearing professionally and respectfully, you can build rapport and trust, foster mutual understanding and learning, and achieve the goals and objectives of the hearing.

5 Analyze the results

After conducting the hearing, you need to analyze the results and outcomes of the hearing. What are the main themes, insights, and recommendations that emerged from the hearing? How do they align or differ from your expectations and objectives? How do they relate to the decision-making process and the public interest? How will you evaluate the effectiveness and impact of the hearing? How will you address any gaps, issues, or challenges that arose from the hearing? By analyzing the results of the hearing, you can generate valuable and actionable knowledge, assess the strengths and weaknesses of the hearing, and identify areas for improvement and follow-up.

6 Communicate the feedback

The final and essential step of a public hearing is communicating the feedback and outcomes of the hearing to the participants, officials, and other stakeholders. How will you inform and update them about the results and implications of the hearing? How will you acknowledge and appreciate their contributions and inputs? How will you demonstrate how their feedback influenced or informed the decision-making process and the public interest? How will you solicit and incorporate their feedback on the hearing itself? By communicating the feedback of the hearing, you can close the loop and ensure transparency, accountability, and legitimacy, as well as maintain and enhance the relationship and trust with the public.

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?