Open Houses, Town Halls, Community Meetings - whatever title or format you choose, the premise is the same: Get a whole bunch of people together to tell them about all of the great work you're doing, maybe answer some of their questions, and maybe ask them some questions of your own. Planning a large gathering can be pretty stressful, wondering if anyone is going to show up, wondering if you'll be prepared - so here are some tips from a recent Open House I organized and facilitated for my home community, the Gwa'sala-'Nakwaxda'xw Nations.

The way you invite people to attend your gathering sets the tone for the gathering itself. Design a poster (or, in this case, Facebook avatar) that has some colour, some visual interest, and uses information hierarchy to get your message across. Information hierarchy just means that the most important bits of information (like title, date, time) are larger, while the less important bits (like contact phone number, agenda info) are smaller.

It's also important to get your invitation out in a variety of ways. We put up posters around the reserve, put this avatar on our Facebook profile, put posters and reminders in our community's newsletter, and then sent notices to every house the day before. On the day of the event, I posted photographs to the Facebook page to remind people to come check it out, and posted a reminder on several different Facebook groups.

Why is it that so many of our meetings take place in dark, fluorescent-lit, sparsely decorated rooms? This drives me crazy. Every human being feels a little bit better with some natural light, some colour, some softness in a room. This applies no matter how large or small your gathering - make the space feel comfortable, and fun. Because our community hall is so enormous, it's really important to divide the space up into "rooms" that encourage conversation and help move people around the space better by creating natural pathways and gathering places. We're lucky to be able to borrow dividers from our local Regional District.

I think it's also really important to bring colour into a space. Tons of colourful balloons, big colourful posters, tablecloths, flowers - whatever you can do to make the space happy. Here's a picture of the sign-in table from the open house, with a tablecloth I just picked up in Mexico, some balloons, and a big poster in the background. Oh yeah, and kids LOVE balloons, we give them all away after the event is over :)

I think that good conversations are critical for the well being of all of our communities, at every scale from local to global. So, I think it's pivotal, when you're planning an event, to think about how you will nurture conversation and encourage people to add their voices to the mix. 

This can be challenging in a very large open house setting, since there are multiple conversations happening in many places all at once. My favourite activity for open houses is called "Booth Bingo" (see the picture below for a sample of the handout) and it goes like this:

Booth Bingo

• Put together a grid (I just use Microsoft Word, and create a table with an even number of rows and columns) and, inside each square, put a question that can only be answered by going to each booth and talking to the staff person there. (I ask the staff that will be running booths to give me their questions a couple days before the event)
• Give your bingo sheet a title, some instructions, and space on the bottom to write their name and phone number
• During the event, people come in the door, pick up a "Booth Bingo" sheet, and then have to walk around to each booth finding the answers to the questions. Once they have the answer, the staff person signs the sheet, or puts a sticker on it, in the appropriate square.
• When the community member has enough squares (I usually ask for at least two lines) they sign their name on the bottom, and that becomes their entry for the prize draw.

I like this activity because everyone loves bingo, it's a fairly simple activity to understand, tying it into the prize draw ensures great participation, and if the staff are savvy with their questions (and how they choose to answer them) it can be a great teaching tool. 

For example, we have a new waste depot on our reserve, and it's really important that people understand that it will only be open a couple of days each week. So, for the booth bingo question, we put "What days will the new waste depot be open?" (the answer was on a poster at the booth, Tuesday & Saturday) - this reinforces the key message that we have a new waste depot, and it will only be open for two days each week.

Another activity I used for this open house was called "Ask Roy!" 

We had a guest speaker from another community, and a Q&A session on Treaty was planned. Some of the issues with this type of plenary session is that if people are shy they won't ask their questions, or it can take a long time to walk around with a mic and get people to ask their questions. So, I came up with these little handouts that were scattered on the tables during the Q&A session, along with pens. People wrote down their questions while Roy did a 30 minutes presentation, and then we collected them (and continued to collect them throughout the Q&A portion.)

I stood up front (we only had one microphone) and read the question aloud, then handed Roy the microphone so he could respond. A couple of times I paraphrased his answers to make them more applicable to our community, or to simplify it a bit. 

This activity worked great, we had a lot of questions asked, but we were able to devote more time to answering them and less time to walking around. People who are shy were able to ask their questions, and we have a written record of the questions asked so that we can include them in future newsletter articles.

It goes without saying that all of the balloons and prize draws in the world won't make up for a lack of valuable, important information for the people attending. I think it's also really important to have a wide variety of types of information, so that there's something for everyone, regardless of age, literacy level, area of expertise, etc.

At our open house we had maps, short films, architectural drawings, questionnaires, TONS of brochures and pamphlets, graphic posters, large 3D displays, and even a bunch of groceries (my sister, who runs our Good Food Box & Nutrition programs, had brought one $10 Good-Food-Box's-worth of groceries (totalling $32 at the store) to show the value of signing up for the Good Food Box program - she got 11 new people signed up!)

It's also important to have a variety of booths. Our Treaty program funds this whole thing, but we take care to invite any and all staff and other programs that want to have a booth, to make sure the event is as well-attended, interesting, and enjoyable as possible.

We're all human beings - we like to eat, we like to rest, some of us have kids that like to run around and have fun. Rather than fighting these realities, it's important to work with them.

We had child minding at our open house, all day long, so that people could bring their children and still take part. We were supposed to have snacks and drinks all day long, although there were some glitches with that, but at least we had bottled water and juice and I made sure to walk around and hand out water and juice to the elders. We had extra chairs for people to just sit and talk, and at the end of the day we served a big delicious dinner. These things should all be a part of every community event, so that we take care of our physical well being.

At the end of the day, things will always go wrong. Hopefully nothing too major (and please make sure you have some kind of plan for potential emergencies) but it can always be better next time.

I try to always have a suggestion box, where people can write down any random rants or queries or suggestions, and it's also great to take some time to debrief with your staff team after the event to talk about what went really well, and what could be improved next time.

So, don't be afraid of community interaction! Take some of these tips, add your own, and get out there and have some fun.

-JH

*A note on Booth Bingo: The idea for using it like this has an interesting history. At a CCP workshop a few years back, I developed a bingo sheet as an ice breaker activity. The Skidegate community members who were there were then inspired to use it for their upcoming community open house, just like I've described in this post. I am Skidegate's CCP Mentor, so I was at the open house, and in turn was inspired by their application of the activity and have now used it for a couple of years in my own.*

What happens when you give a room full of community planners markers, pens, and walls full of paper? Total magic!

Every year around this time, the CCP Mentors (see my earlier blog post about what that means) get together for our wrap-up session, to talk about our mentoring experiences in the previous year. A couple of meetings ago, we went "you know, if we're trying to pass skills on to other communities, it would be really nice to have some support in our own skill-building..." and, since the lovely AANDC folks who work in the CCP program are so awesome (thanks Colette!), they hooked us up with TWO FULL DAYS of training at this years' wrap-up! 

On day one we had my dear friend and famed facilitator Aftab Erfan (check out this article that we co-wrote) teach our group a bit about Deep Democracy, a facilitation methodology that was honed in post-apartheid South Africa to help people work together, despite legitimate grievances and trauma. There is a lot of applicability of this method to First Nations, who also have unequal footing in many decision-making groups, as well as the lasting intergenerational trauma from too many things to list here.

I would do total injustice to the depth of this style of facilitation to try and describe any more here, but if you are interested please do some more digging of your own. Suffice it to say that the day was enriching, challenging (in the right way) and ended with each of us mentors, in pairs, saying as many lovely things as we could about our partner. How wonderful would the world be if we did that all the time!

On day two we had Rosanna von Sacken take us through the basics of using visual tools to enhance meetings. We learned everything from what kind of paper (4' rolls of 20lb bond) and markers (Neulands for big paper) to use, to how to design our own templates to use in meetings. Take a look at some of my notebook pages from this session - makes sense that it would be easier to describe what we learned in pictures than in words!

Here are some graphic recording resources for those interested in diving deeper into this topic:

• Afab's Graphic Recording Portfolio
  
• Rosanna's Graphic Recording Portfolio
  
• The Centre for Graphic Facilitation
  
• International Forum of Visual Practitioners
  
• The Change Handbook: Visual Recording and Graphic Facilitation
  
• Image Think
  
  

As community planners we are so often on the front lines in our communities, drawing out conversations, resolving conflict, working late hours - what a gift to have these couple of days to "fill the cup" with some new tools. More importantly, though, we strengthened our relationships with each other as mentors, because really the beauty of the mentorship model lies in the relationships, not the deliverables - the "magic in-between stuff" that we bring to the communities we work with, and to the work we do with each other. 

Do you use graphics in your own note-taking or the way you do meetings? I would love to hear your tips!

-JH

Just over a year ago, when I decided to start my own company, I knew that I would need some good tools to keep me organized and professional.

The nature of my work takes me on the road a lot, so over time I have developed a pretty good toolkit of iPhone apps, gadgets, software etc. to keep me on track and productive. I thought that I would share some of my favourite apps with you, in case you find them handy as well!

COMMUNICATIONS
Facebook & Instagram: I like to stay connected to my family even when I'm far away from home, so I love taking pictures of my travels and sharing them via social media.

Twitter: I really love how Twitter can be such a handy networking tool at conferences, where you can follow the conference hashtag and see what other people are saying. At last year's FCM conference in Vancouver, there was a pretty rousing conversation about community engagement that happened via Twitter.

Weebly: Obviously, this is a handy one to keep this website updated. I appreciate that the app lets me write blog posts and check on my site stats.

TRAVEL
Kayak: A lot of my trips require multiple flights, car rentals, and various hotels. I LOVE the Kayak app on my phone, which helps me figure out where I'm going and how I'm getting there! I just email my booking confirmation emails to trips@kayak.com (which is set up to recognize my email address) and then it organizes everything neatly for me, in chronological order! 

Yelp!: I hate ending up in a new city and not knowing where to find a great meal, or drugstore. I totally rely on Yelp! (particularly the "search nearby" function) to point me in the direction of local amenities (it even shows me what places are open, and their location on a map) and restaurants are rated by other Yelp! users.

BOOKKEEPING & INVOICING
FreshBooks: Keeping track of hours for various clients, expenses on the road, invoices that I've submitted, etc. can get pretty complicated. I've seen some super impressive spreadsheets, but for me, a program called Freshbooks has been a lifesaver. It's got a great web interface and iPhone app (which lets me take photos of receipts to accompany expense claims!) and is overall very user friendly. It even exports all of your information to an excel file, which is a time saver now that it's tax time! There's a free version, if you only have a couple of clients, but I've upgraded to the paid version and it's worth every penny.

CIBC: I'm excited that this app now lets me deposit cheques with my camera phone! A lot of banks are now offering this feature. Online banking on my phone means I never miss payments, even if I'm stuck in an airport in Winnipeg.

TurboScan: There are a lot of different document scanning apps out there, but this is a simple-to-use and reliable one that I use to scan receipts for travel claims. 

MISCELLANEOUS
Onavo Extend: This is a handy (and free!) little app that compresses incoming and outgoing data so that I don't go over my limit, no matter how many hours I spend on Pinterest.

CardMunch: This app scans business cards, and then takes it one step further by finding that person in LinkedIn and showing their profile. Super handy for conferences and other networking events.

Google Drive: Handy for sharing files with clients - I like to set up a folder for each community that I'm working with , and google drive is nice because files are editable online. I also like to keep copies of files I want access to even when I don't have cell service, like current knitting patterns for plane rides.

So, do you have any favourite apps that help you stay organized?

-JH

Here's to all of the folks scrambling today to get final reports and funding proposals in before the end of the fiscal year!

To the uninitiated, it seems crazy that so much spending and activity takes place at this time of year, but for many it's par for the course when you work on projects without permanent funding.

Over the years I have learned some tips for alleviating the stresses of end-of-year spending and reporting. Here are some favourites (which mostly apply to First Nations, but have some general applicability as well):

When you start projects:

• From the beginning of the project, make sure you are consolidating information according to the final reporting template (or, if that's not available, according to the proposal you submitted) so that you don't need to crunch all of those numbers in one day.
• My own planning mentor, Tony Wong of Quintry Management Consulting Inc. always suggested that I create a detailed list of prioritized "wants" for my program/project (computer software, cameras, office supplies, etc.). Then, when some extra funds are freed up (if, for example, you're under budget in a certain area of your project) they can be applied to the "want" list. It's a simple concept, but it gives you time to plan what you would do with extra funds, and research options, rather than blowing money on low-priority items.

Near the end of projects:

• I really like to use one-time funds to support ongoing activities in the community. For example, purchasing a three-year pro subscription to a survey program like Fluid Surveys, so that the community can continue to use the program for the next few years. 
• If you are throwing an open-house or community gathering to do end-of-project reporting back, think about how to support the community's own members and businesses with project funds. For example, using community members to cater, purchasing door prizes or gifts from artisans in the community, or using gift certificates from band-owned businesses as prizes. For example, last year my community held a big open house, and as the main prizes we gave away gift certificates to our own water taxi company, so that the winning community members could take a trip to our traditional territories. Everyone wins!
• Delegate! If you know you are going to have a ton of work to do in the last few days before March 31, and you have extra funds, hire someone to help you with basic data entry.
• Make sure to schedule some self-care in early April, to help alleviate the extra stress of this time of year!

I'm spending the day helping one of my mentees crunch numbers from some community engagement activities, and happy to be able to help out :) Do you have any favourite end-of-fiscal-year tips? I'd love to hear them!

-JH

I get a lot of questions about what exactly it is I do for work. While I do many different things, one of my favourite jobs is CCP Mentor. CCP means Comprehensive Community Planning, a community-driven, long-range, holistic type of planning that about half of BC's First Nations have participated in. 

There is a fantastic online portal for CCPs here, though you must create a (free) profile to access them. Aboriginal Affairs and Northern Development Canada (formerly known as Indian and Northern Affairs Canada, or INAC) has funded CCP projects for about ten years now, although of course communities can do CCPs without AANDC support.

AANDC also organizes an annual conference of CCPers from across the province, to network, share best practices and stories of community successes, and essentially help each other do the best community planning possible. I have been fortunate enough to help design and lead facilitation for these workshops since 2011. During the 2011 conference at En'owkin Centre,  the idea came forward that a mentorship network could help communities who were just starting their CCPs, or struggling with their CCP process. By 2011 many communities had completed CCPs, including my own community, the Gwa'sala-'Nakwaxda'xw Nations, so there was a core group of CCP mentors with experiences and stories to share from doing our own CCPs in our own communities, and so the pilot CCP Mentorship program started in 2012.

The gist of the program is that BC First Nations receiving AANDC funds for CCP work (sorry for all the acronyms) can request mentorship support from AANDC, which has a pool of contracted mentors around the province. Each mentor is paired up with a few communities (most of us work other jobs as well) and, basically, the mentor and mentee(s) are left to define the nature of the mentorship support.

The initial e-mails and phone calls help us to establish a relationship and talk about the community's needs, and the mentor's skills. A learning agreement is drafted by both parties, explaining the responsibilities of each person, and what tasks and goals will hopefully be completed as a result of the mentorship. After the learning agreement is in place, mentors travel to the mentee community, generally for a day or two, to offer direct support to the CCP team or coordinator in that community. Activities can include:

• A tour of the community, to help the mentor better understand the local context
• Informal conversation and story telling about the community, their CCP process, and the mentor's community and CCP experience
• Training in specific tasks, like proposal writing or facilitation
• Presentations to groups such as the CCP Advisory Committee, Chief & Council, community meetings, etc.
• Brainstorming and work planning for any phase of the CCP
• Offering a sympathetic ear to the CCP staff, since the mentors have "been there" through the tough parts of the CCP process, and survived!
• Even, in some cases, interviewing and helping to hire the CCP Coordinator and assistant, where none are in place already

The needs of each community are unique, as are the skills of the mentor. The beauty of a program like this is the flexibility and comprehensive nature of the mentorship. Of course, a lot of the support happens remotely as well. I am in touch with my mentees via phone, text messages, Facebook, and e-mail, sending them ideas for activities, reviewing drafts of CCPs or community questionnaires, helping with budgets and proposals, and so on. Just this morning I spent a few minutes on the phone with a mentee sharing a couple of ideas for activities to help a group of community members prioritize action items related to language revitalization, while also sending Facebook messages to another mentee to help them with a funding proposal.

My favourite thing about this whole program is that, as mentors, we build up the skills of community members, who then are able to use those new skills to help their own community. Even when their CCP is complete, that community member can then transfer those skills into other jobs - I have seen CCP coordinators go on to become elected leaders, planners in other areas like language revitalization, or in cases like mine, go on to start their own companies. So, we are strengthening First Nations and reducing their dependancy on external support. I love it when my help is no longer needed, or not needed as much, because the person I have mentored feels fully capable of moving forward with their work.

It is exciting to think about the potential for this model of training and support, the mentorship model, to spread to other areas. Experienced administrators mentoring other administrators? Housing coordinators sharing their stories and experiences with other housing coordinators? Who knows how far it could go, but I'm happy to be part of the great things that are happening right now!

-JH