M1: Learner Manual

16.1. Consulting with Stakeholders

If the agenda is one which will impact upon the community as a whole, Indigenous and non-Indigenous community members and other stakeholders could be engaged to help in the planning and conducting of the meeting.  

Other parties who may join in the planning as partners may have: 

·       access to or provide expertise on the focus of the meeting e.g. housing, health, education and employment 

·       resources which could contribute to the success of the meeting e.g. finance, expertise and material 

An agenda for corporation’s meeting will be a formal document listing all items to be considered by participants and may, according to the purpose of the meeting, identify what outcomes are expected.  

If necessary, there may be other relevant documents which could be distributed at the meeting. These may include information brochures from other community agencies as well as media releases from government bodies. 

Depending on the purpose and who is involved, the agenda might be: 

·       written on the flyers or posters advertising the meeting 

·       announced on local/community radio or television or via social media platforms 

·       announced at earlier community meetings 

·       passed by word-of-mouth throughout the community  

·       distributed to organisations in the community 

·       written down and sent to all those invited 

There are a number of benefits from ensuring people attending the meeting are fully informed before the meeting.  These include: 

·       the initiating organisation receives informed information, opinion, advice and direction 

·       participants receive information and are empowered through their contribution to community business 

·       community protocols are strengthened and with them, the social structures and organisations they support 

·       guests receive appropriate information and gain a better understanding of communities, their cultures, business and issues (this is a two-way benefit).

Whatever way the agenda for the meeting is communicated, the final document must be approved by the appropriate people. The agenda includes: 

·       the name of the organisation initiating or facilitating the meeting 

·       the date and time of the meeting 

·       the venue for the meeting 

·       the business of the meeting 

·       contact person’s details for further information or an email address.