Spotlight

#12 Advisory committees that support community voice

Following Spotlight #11 Including Community Voice, we wanted to share our considerations and suggestions on having an advisory committee that supports community voice. Specifically in this spotlight, we think it is helpful to describe the process of how our Autistic and Neurodivergent Advisory Group was formed and how committee meetings were facilitated. We continue to draw from experience with members of our Autistic and Neurodivergent Advisory Group, who guide us to better ways to include and support community voice.

Context

Thought and care should be given to how advisory groups are formed and how meetings are conducted. Preparation and adapting to needs can help create welcoming and successful groups that support expression and uptake of community voice.

Opportunity

We share the before, during, and after considerations for our Neurodivergent Advisory Group as tips or suggestions for others looking to include community voice in their activities.

Before

Click toggles to read details and examples of the points.

1. Have a dedicated person to connect with the potential committee members who is a member of the community itself.

We have an experienced Community Outreach Liaison, a neurodivergent person who is the main correspondent with committee members.

2. Have back-up support to help facilitate and coordinate workshops.

Our Autistic Research Assistant helps with facilitation of workshops.

3. Consider diverse representation and sufficient committee size to gather many viewpoints but be mindful of having too many people in one committee.

Geography, identity factors (intersectionality), interest, and expressed potential contributions were considered for the expression of interest form and selecting the committee.

4. Share relevant information proactively so everyone is prepared for workshops and activities and knows what to expect.

An instructions and guidance document with key information for each attendee in the session is shared one week in advance of workshops.

In this document, members of the committee are also asked if they have concerns or access and accommodation needs so everyone can be best supported during the workshop.

It includes:

the objectives or outcomes of the workshop
the online workshop link
who will be present
a confidentiality and privacy note
an agenda of the activities
how people can contribute during the workshop
what to expect in terms of technology and activities
notes on taking breaks
asking members to have usual supports in place and identifying alternative support options (e.g., crisis lines)

5. Set expectations and ground rules early and be prepared to review them. A code of conduct and confidentiality and privacy policy can be useful.

Our committee members signed a Code of Conduct and Privacy Policy and submitted their own ground rules based on good experiences in committees and groups we have had in the past.

6. Provide clarity on compensation. When possible, monetary compensation should be provided.

Advise committee members if it is taxable income and offer an alternative (e.g., gift cards) if the member fears that this will impact any benefits they receive.

All members were advised of the compensation amount in our Call for Expressions of Interest, which also informed them on institutional wait-times and expectations that were required to accept monetary compensation.

During

Click toggles to read details and examples of the points.

1. Include a meaningful land acknowledgement prior to beginning any sessions.

We meaningfully acknowledge the territories that we are situated on and the Community Outreach Liaison’s positionality as a settler in Canada at the beginning of each workshop.

The land acknowledgement relates the issue of colonialism and racism to our key objectives of working towards housing solutions for Autistic and Neurodivergent people in Canada.

2. Allow space for introductions and icebreakers starting with the leader of the workshop. If someone requires support, allow them to “pass”, use alternative methods of communication (e.g., typing, gesturing), or contribute later or last.

The Community Outreach Liaison started so that committee members felt more comfortable knowing how much they might want to share with others during their introductions.

We used “Pancakes or Waffles”, a light-hearted icebreaker that asks people, after introducing themselves, to choose whether they prefer pancakes or waffles, and to say why.

3. Be flexible and accommodative by providing choice in activities, accepting participation in many ways (e.g., typed chat, listening with cameras off, or follow-up surveys), and letting sessions be guided by the committee members.

During one workshop, committee members shared what “safety”, an element of housing, meant to them. This conversation was enjoyed by members, including those who had “cameras off”, and allowed all members an opportunity to contribute.

This important conversation took up most of the workshop, so the leader noted that the other planned activities would not be completed.

Committee members were also able to provide feedback and follow-up contributions through anonymous surveys because thinking on the spot in a group can be challenging.

4. Supply examples for tasks (e.g., providing a template in email, verbally giving an example, or writing instructions in online chats).

Committee members were asked to share a bio to be posted on our website as a Community Voice Spotlight. When gathering these bios, we provided an example by the Community Outreach Liaison so that members knew what kind of things could be shared.

5. Provide scheduled breaks and give advance notice of transitions and activities (e.g., by showing an agenda, by telling the members that in 10 minutes we will be having a break).

Committee members know that that there are two breaks during each 2-hour workshop (shared in the Instructions and Guidance document) and know when to expect them by reviewing the agenda at the beginning of the workshop. Notice is also given when a break is coming up.

After

Click toggles to read details and examples of the points.

1. Share workshop notes or minutes for visibility and further contribution.

Within one week of the workshop, notes on all activities and tasks are shared with the Advisory Committee. The minutes include slides that organized each workshop, activity discussions, and optional follow-up tasks with due-by dates.

2. Provide opportunity for further involvement with optional tasks, such as follow-up surveys, review of project initiatives, and identification of future activities.

After each workshop, there are optional follow-up tasks based on the workshop conversations.

One follow-up task was a form that asked the community members to articulate what each element of housing (e.g., self-determination, health, etc.) meant to them, like the conversation we had about safety.

3. Solicit feedback through surveys and interviews to improve future community voice strategies and workshops.

Before soliciting feedback through interviews, provide interview questions in advance so that members are aware of the questions that will be asked, and have the option to prepare.

After each workshop, members of the Advisory Committee can fill out a short anonymous feedback survey.

After the third workshop, we also asked them to give feedback on the most and least meaningful moments in workshops through one-to-one online conversations. These helped identify the good practices in this document.

4. Meaningfully incorporate feedback by sharing with members proof while addressing ways in which you are not able to meet all of the requests of the committee.

Based on each workshop and feedback surveys, the project team prepares slides to share with committee members through “You said, we did” visuals. These identify ways in which we implement their perspective into project activities and the areas that we are not able do so.

5. Be prepared for changes in the committee, including departures and additions, and prepare all committee members for such transitions.

One member could not continue with the committee after the first workshop. After being thanked for their participation, all the committee members were informed in the next workshop.

During one-to-one feedback conversations, members were made aware that a new member would be invited to the committee. This allowed space for concerns and thoughts to be expressed.

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