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Contents

Chapter 6: Process Model

Situational Assessment  

Situational Assessment

Now that your group is established, your next step is to create a discussion framework for conducting an in-depth, collaborative situational assessment. While you have likely gathered some of this information earlier, now is the time to both expand on the range and types of information you will need to consider and to do so collaboratively.  In many ways, effective situational assessments are an essential ingredient in developing a deliberation-based approach to stakeholder engagement. 

Situational Assessment allows participants to:

  1. Share perspectives and information that augments (or even challenges) the information you initially gathered to-date
  2. Hear and learn from one another in a peer-to-peer learning environment in ways that builds relationship and allows everyone to see the assets and knowledge that the group has at its fingertips
  3. Expand on the types and range of information you will want to consider
  4. Provide an opportunity for participants to raise questions and clarify issues and bring additional information and perspectives into the discussion

Clearly, however, the time and resources dedicated to this aspect of your efforts will vary depending on your issue(s), history, budget considerations – and importantly – the capacity and preferences of your group.  The challenge of balancing these sometimes-competing needs is a crucial aspect of building your project’s foundation for success.

The key goal of an approach like this to situational or issue assessments is to build a comprehensive and shared knowledge base from which to develop priorities, action plans, and future resources.  Approached effectively, situational assessments foster the knowledge co-production and capacity-building your effort will need to succeed over both the short and long runs.  It also allows your project to ensure as many voices, experiences, knowledge types, and perspectives are brought to the table and given a fair assessment.  This worksheet will help you conduct a situational assessment for your project. 

Tools & worksheets

Solutions and Actions Identification Worksheet

Once you have reached a consensus with respect to your priority issue(s) you can use this worksheet as the basis for thinking through the potential solutions your group may want to develop to address them.

Stakeholder Identification Worksheet

This worksheet is designed to help you identify and match the five engagement goals to the stakeholders you hope to participate in your efforts. This worksheet focuses on helping you identify your broadly defined stakeholders and groups.

Situational Assessment Worksheet

The purpose of this worksheet is to help you consider the range of topics, issues, programs, and people you will want to explore with your participants or leadership group.

Background Research and Information Worksheet

The purpose of this worksheet is to help you explore some of the types of data you may want to collect as you begin your engagement project. This might include technical, legal, regulatory, programmatic, or environmental data.

Implementation Plan Template

This template provides a suggested guide that can be used to collaboratively develop an implementation plan for an engagement process.

Engagement Planning Worksheet

This worksheet is intended to serve as a starting point in the development of your overall engagement plan. It is designed to provide a framework for you to increase your ability to:
• Inform citizens and stakeholders about your project and/or goals
• Gather input from citizens and stakeholders regarding their opinions and support for, and assessment of, various actions, goals, and priorities
• Help you better understand and consider citizens and stakeholders concerns, aspirations, and ideas for addressing your specific need
• Assist you in identifying alternatives, consequences, and preferred solutions
• Help you identify stakeholders groups, leaders and citizens that can guide decision-making and contribute to implementation or contributing to solutions.

Developing Effective Surveys

“This outline provides you with a range of concepts and issues you will need to explore as you consider developing a survey.”

Communications Plan Worksheet

This worksheet offers a number of prompts designed to support you in thinking through issues you will need to consider as you develop a Communication Plan for your organization or engagement initiative.

Additional resources

Six Strategic Steps for Situational Assessment

This guide, published by Public Health Ontario, offers steps to conduct a systematic situational assessment. “A situational assessment is a systematic process to gather, analyze, synthesize and communicate data to inform planning decisions.”