Activity 01 - Identifying Stakeholders
1.1 Description and objective of the activity
Key actors (= most important stakeholders) will collaborate with you to determine the scope (boundaries) of public and other stakeholder involvement, a primary task in Activity 2. They will also participate throughout the project implementation, staying informed about each phase, and actively engaging as needed.
It is always beneficial to identify key actors and stakeholders in collaboration with the city district and its departments, ideally through meetings or brief workshops. This approach helps colleagues from the city district understand the decision-making structure of the project and the significance of embracing a participatory approach.
MAIN TASK: Enter the identified stakeholders along with their details (organization name, contact person(s), phone, email) into the provided table and upload it to your folder.
Why do we identify stakeholders? The aim is to ensure that all stakeholders are informed of the intended project in advance and are engaged in the design process to prevent complications and delays in subsequent phases of project preparation. There is nothing worse than discovering fundamental disagreements with the project, such as those from heritage authorities or environmental councilors, after four years of project preparation. Therefore, it is always preferable to involve all key stakeholders and address any issues and contradictions at the outset during the project brief preparation - which is, among other things, the objective of Activity 2 (Roundtables with stakeholders).
Examples of key actors and stakeholders:
1.2 Responsible person
Planning Coordinator of the City District
1.3 Who to contact
- City District Departments (relevant offices and persons according to the nature of the project for consultation)
- IPR Prague (relevant offices and persons according to the nature of the project for consultation)
- IPR Participation Office (support in project planning, consultation)
- City of Prague Departments (relevant offices and persons according to the nature of the project for consultation)
- City of Prague Organisations (relevant offices and persons according to the nature of the project for consultation)
- Others as appropriate (developers, owners, government organizations, etc.)
1.4 Individual steps (recommended)
A. Research and identify individual key actors and stakeholders
Consult relevant departments within the city district to inquire about commonly involved stakeholders. Collect necessary contact details and other relevant information.
B. Complete and submit the stakeholders' table
Enter the contact details for each stakeholder (institution, contact person(s), email, phone, and any other important information) into the provided table.
Recommended:
Organize a small workshop with colleagues from the city district to create a stakeholder map. This map will accelerate the process and enhance a shared understanding of the activity's purpose and the project as a whole within the city district.
C. Outline a project brief
By this stage, you should have already outlined a project brief to serve as a foundation for the roundtable discussions. If it's not yet finalized, collaborate with the city district departments, IPR Prague, and the political representation of the city district to complete it.
1.5 Outputs of this activity (recommended)
Examples of outputs for inspiration; not all are mandatory:
- Output 1A: Stakeholders' table completed and sent to the IPR team
- Output 1B: Stakeholder map (optional - the table suffices, but a map is clearer and can be used in presentations and meetings)
1.6 Budget
The activity does not require any costs from the planning coordinators' budget. Any expenses, such as refreshments, equipment rental, or office supplies, will be directly covered by the city district budget.
1.7 Timeframe (indicative)
One week.
1.8 Note of caution
You might occasionally encounter some reluctance to participate in the workshop or a lack of enthusiasm in sharing contact information. Some colleagues might argue that communication with other institutions is handled through letters and official requests, which falls under their responsibility. Consequently, they may feel it's unnecessary for you to acquire contacts or organize roundtable discussions since letters are already in use. In such instances, kindly remind your colleagues that you are gathering data as part of a pilot program endorsed by the City District Council and the City of Prague Council. This program aims to enhance communication and collaboration among various institutions through participatory planning. Be thorough when identifying individual stakeholders. Just because your colleagues suggest that inviting someone is unnecessary or that a specific institution is irrelevant doesn't mean its involvement lacks relevance for the project.
1.9 Communication guidelines (indicative)
From the outset, initiate discussions with the communications team regarding the comprehensive communication plan and schedule for your project and begin informing the public about the project's existence. Consider how communication channels will complement the participation process (refer to the communication timeline preview).
The three key words to bear in mind concerning the communication strategy are: timeliness, adequacy and clarity. Typically, the focus lies on raising awareness of the project/event, communicating the planning progress/event, and evaluating outcomes to demonstrate the specific impact of participants' contributions within the participatory process.
During the initial phase, your primary communication will be with the city district. Please brief your colleagues on the content of the project and purpose of this activity. If you require assistance in this regard, reach out to IPR.
1.10 Parallel activities
In parallel with Activity 1, you can already start thinking about expert studies and site analyses, i.e. start implementing Activity 3. Some of the expert studies may be costly and you will need to commission them, possibly even organize a tender.