Local Comprehensive Cancer Control Toolkit
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Stakeholder Engagement Solutions

Quick Tips
  • Make an effective use of meeting time
  • Determine the best meeting location, time, duration, and frequency
  • Assess how coalition activities complement members' work commitments
  • Create realistic and achievable objectives
  • Celebrate successes

Eliminate Burn Out

When members have too many projects to manage outside of their coalition involvement, they have limited time to participate and engage in coalition activities. Local CCC coalitions must be prepared to maximize meeting time to benefit stakeholders and reduce the threat of competing interests.

It is important to structure coalition meetings in a way that makes an effective use of members' time. Prepare an agenda to focus the meeting purpose and create a spirit of engagement. Decide in advance of the meeting how much time should be allotted to specific topics and the best process for covering each item. You can poll members to determine the most convenient location and format for your coalition meetings. Holding virtual meetings is one way to save members travel time and costs. Meeting duration and frequency also play a role in enhanced membership participation. Meetings longer than 1.5 hours, and meeting more than once monthly can take a toll on members. If your group covers a large geographic area, meeting quarterly may be best.

It helps when the work of the coalition complements members' day-to-day work commitments; that way, time spent at coalition meetings does not distract members from accomplishing their other priorities but supports them in achieving their work goals. Assess how the goals and objectives of your coalition align with the goals and objectives of the organizations represented among your membership and find ways to match them with appropriate coalition activities. For example, if your coalition is forming a risk reduction committee to prevent obesity, and you have a member who is working on an obesity prevention campaign at their organization, solicit that member's involvement in your risk reduction committee, so that the work he/she contributes to the coalition will help with their campaign.

Another way to eliminate burn out is to create realistic and achievable objectives for the coalition and celebrate your successes when they are achieved. If goals seem out of reach, then coalition members may become discouraged and drop off of the coalition, because they feel their participation will not make a difference.

Explorative Questions

  • How can we make an effective use of members' time at each meeting?
  • What meeting time, format, location, duration, and frequency is most convenient for members?
  • What is the intersection between the work we must accomplish as a coalition and members' work commitments?
  • What are some quick wins our coalition can work toward?