Barriers to Participation

Making Technical Language Accessible

Use short sentences and vocabulary that is familiar to the target audience.

Clearly state why the information is relevant to the target audience.
Use visuals, examples and analogies.
Avoid jargon and acronyms. When they must be used, define them in simple language.
Use language similar to what you would in a conversation with stakeholders.
Do not “dumb down” the language. The purpose of creating accessible information is to educate and inform, not to oversimplify concepts that are inherently complex.

Adapted from Public Participation in International Waters Management. 2007. Environmental Law Institute.

The last step in designing the public participation program is anticipating barriers to participation and removing them in advance. There are several things that may limit an individual’s ability or desire to participate in local planning decisions. Some view public involvement as “mere politics” and believe that their contributions will not be taken seriously. Others find the complexity of local government overwhelming. In many cases, the timing or logistics of attending a meeting presents the biggest challenge. Common barriers to participation and suggestions for overcoming them include:

Meeting times – consider holding meetings at a variety of times including days, nights and weekends.
Meeting locations – hold meetings at a variety of locations considering where people live, work and play.
Transportation – make sure events are accessible via public transportation.
Geography – provide opportunities to participate from a distance (i.e. internet, webinar, telephone, writing, etc.).
Work and family obligations – consider providing meals or child care on-site or adjusting meeting times and locations to accommodate busy schedules.
Political sensitivities – hold meetings on “neutral” turf. Consider a mediator if issues are particularly sensitive.
Cultural or ethnic differences – work with leaders of ethnic communities to understand and accommodate cultural differences. If needed provide interpreters or materials in multiple languages.
Language and reading skills – provide materials in a variety of formats using clear, easy to understand language, free of jargon (see the checklist at right).
Procedures – describe complex procedural rules at the beginning of meetings and hearings. Allow plenty of time for questions and answers.

No two planning projects are exactly alike, and public participation tools and techniques should be selected to reflect the particular characteristics of each project—the planning process, stakeholders, objectives for public participation, barriers to participation, successes and failures of previous efforts, and so forth. While not everyone will be interested in participating in a planning process, the plan commission should foster an attitude of openness and be creative in selecting methods to encourage as many people as possible to participate.

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