Community Insight
For this Community Insight, we share considerations for creating advisory committees that support community voice. We describe how our Autistic and Neurodivergent Advisory Committee was formed and how committee meetings were facilitated.
Members of our Autistic and Neurodivergent Advisory Committee continue to guide our approach to including and supporting community voice.
Context
Advisory committees require thoughtful planning and facilitation. Planning ahead and adapting to people’s needs helps create welcoming and effective groups. These steps support people to share their experiences and ensure community voices are heard and included.
Opportunity
We share before, during, and after considerations from our Neurodivergent Advisory Committee to support others looking to include community voice in their work.
Before
Expand each point to read details and examples.
1. Have a dedicated person who connects with potential committee members and is part of the same community.
We had an experienced Community Outreach Liaison, a neurodivergent person who was the main point of contact for committee members.
2. Have back-up support to help facilitate and coordinate workshops.
Our Autistic Research Assistant supported workshop facilitation.
3. Consider diverse representation and committee size. Include diverse perspectives, but avoid having too many people in one committee.
We considered geography, identity factors (intersectionality), interest, and potential contributions when reviewing expressions of interest and selecting committee members.
4. Share relevant information proactively so everyone is prepared and knows what to expect.
We shared an instructions and guidance document with each participant one week before each workshop.
In this document, we also invited committee members to identifty any concerns or access needs so we could support participation during the workshop.
The document included:
- workshop objectives and outcomes
- the online workshop link
- information about who will be present
- confidentiality and privacy information
- an agenda of the activities
- ways members can contribute during the workshop
- information about what to expect in terms of technology and activities
- information about taking breaks
- reminders to access existing supports and information about alternative support options (e.g., crisis lines)
5. Set expectations and ground rules early and revisit them throughout the process. A Code of Conduct and Privacy Policy can support respectful participation.
Our committee members signed a Code of Conduct and Privacy Policy. They also contributed to shared ground rules informed by positive past experiences in groups and committees.
6. Provide clear information about compensation. When possible, offer monetary compensation.
Let committee members know if the payment is taxable and offer alternatives (e.g., gift cards) if it could affect their benefits.
We shared compensation details in our Call for Expressions of Interest, including the amount, expected timelines, and any requirements for receiving payment.
During
Expand each point to read details and examples.
1. Include a meaningful land acknowledgement at the start of each session.
We began each workshop with a meaningful acknowledgement of the territories we were situated on. Our Community Outreach Liaison also acknowledged their positionality as a settler in Canada.
In our land acknowledgement, we recognized how colonialism and racism continue to shape housing experiences in Canada and connected this to our work in neuroinclusive housing.
2. Create space for introductions and icebreakers, starting with the leader of the workshop. Encourage flexible participation by allowing members to ""pass,"" use alternative communication methods (e.g., typing or gesturing), or contribute later or last.
The Community Outreach Liaison introduced themselves first so committee members could feel more comfortable and better understand how much they might want to share.
We used a simple icebreaker called “”Pancakes or Waffles,”” where participants introduced themselves, shared whether they prefer pancakes or waffles, and explained why.
3. Be flexible and offer different ways to participate. This can include allowing engagement in different ways (e.g., typed chat, listening with cameras off, or follow-up surveys), and letting sessions be guided by committee members.
In one workshop, committee members shared what “safety” means to them in housing. This discussion was meaningful for all participants, including those with cameras off, and took up most of the session. The facilitator adjusted the workshop plan, as not all planned activities could be completed.
Committee members could also provide feedback and ideas through anonymous surveys, recognizing that responding immediately, especially in a group setting, could sometimes be challenging.
4. Provide examples for tasks. Share examples in different ways (e.g., templates via email, verbal examples, or written instructions).
When asking committee members to share a short biography for our website, we provided an example from the Community Outreach Liaison to guide them.
5. Provide scheduled breaks and give advance notice of transitions and activities.
Schedule regular breaks and let participants know when they are coming, as well as when activities or transition will happen (e.g., by sharing an agenda or giving reminders when a break is coming up).
We included 2 breaks in each 2-hour workshop. Participants were given this information in advance through the Instructions and Guidance document. They also knew when to expect breaks because we reviewed the agenda at the beginning of each workshop. We also gave reminders when a break was coming up.
After
Expand each point to read details and examples.
1. Share workshop notes or summaries so members can revisit discussions and contribute further.
Within one week of each workshop, we shared notes with the Advisory Committee. The notes included workshop slides, activity discussions, and optional follow-up tasks with due dates.
2. Provide opportunity for further involvement through optional tasks (e.g., follow-up surveys, review of project initiatives, identifying future activities).
After each workshop, committee members could complete optional follow-up activities related to workshop discussions.
One follow-up activity invited members to describe what different elements of housing (e.g., self-determination, health, etc.) meant to them.
3. Gather feedback through surveys and interviews to improve future community engagement and workshops.
Before interviews, we shared questions in advance so members knew what to expect and could prepare if they chose.
After each workshop, committee members could complete a short anonymous feedback survey.
After the third workshop, we also invited members to reflect on the most and least meaningful moments from workshops through one-to-one online conversations. These reflections helped identify the promising practices shared in this resource.
4. Meaningfully incorporate feedback by showing members how their input shaped the work and identifying areas where requests could not be implemented.
After each workshop and feedback survey, the project team prepared “You said, we did” visuals to share with committee members. These visuals highlighted how committee perspectives informed project activities and identified areas where changes could not be implemented.
5. Prepare for changes in the committee, including members leaving or joining, and support members through these transitions.
One member was unable to continue after the first workshop. After thanking them for their participation, we informed the remaining committee members during the next workshop.
During one-to-one feedback conversations, we also let members know that a new committee member would be joining. This created space for members to share qustions, concerns, and thoughts about the transition.
