• Have teachers identify successful students (present and past) including their parent’s names and phone numbers.  Get lists from the band director, coaches, debate captain, 4H Club manager, Diversity club, etc.  Think of every organization in the school and those in the feeder schools…. (Middle for a high school project, elementary for a middle)  Get names of kids and parents you didn’t even like…
• Have the teachers personally call and alert them to the upcoming request for them to attend a facility planning meeting
• Then, follow up with a “personal note” from the superintendent, principal, or teacher…And, I mean a personally signed note, addressed specifically to them.  (Not a mass mailer)
• Then, make a reminder call prior to the meeting to confirm time, location, and agenda.  

Now, you have people, lots of people, with a clear mission.  In Oceanside, CA, using this technique, we managed 8 sets of regional meetings where over 150 people attended TWICE in two weeks. Yes, they came back for a second meeting…  

Why?  Read on.  

By the way…their election passed by 65%.  

Inform and Teach…Then Ask Advice  

One reason for low attendance or few usable ideas is that parents are not usually educators.  They are living their own lives and doing their own jobs.  But, when properly presented with trends and options, they can help problem solve over-crowding, prioritize between technology options, and approve clearly explained curriculum improvements.  

They can even evaluate and prioritize facility options and costs.  

So, 

• Have a “Presentation on District Trends”  Keep it simple, focused, and not just fluff.
• Then present educational trends in the region, state, and nation.  Use normal  language, not educational jargon.
• Apply those trends to specific options for your district. Then,
• Break into groups to discuss pros/cons.
• Conduct group facilitation to collect data based on understanding.  There are lots of good techniques for this.  

This approach insures that participants are responding to the same information.  Still consider new ideas too, as additional ideas (from the work place) can be put into the mix.  But, remember, make the presentation focused, clear, using simple graphics, high energy speakers, and, have fun.  You know, the usual qualities for a school meeting.  

Facilitator without Bias

Sometimes, school presentation comes across as a “sell job” implying the decisions are already made and this meeting is just an “exercise”.  This can really insult time strapped executive parents or the single mother who got a babysitter for the evening.  Or, the facilitator is an employee who has a bias history of the community, past decisions, and even specific persons in attendance…bias, can easily show though and ruin chances for valid input.  

Consider an outside facilitator who is objective, is trained in group facilitation, listens to all sides without historical perspective, and builds upon ideas without embarrassment.  It is well worth the time and money.   

Send Out Minutes  

“Send out minutes… what?  Have real feedback?  

Ever go home from a meeting after hearing tons of good ideas, only to wonder  where they went when the project was done.   Were they ever really heard?     

After every meeting, send a personal thank you note (again, real pen signature) to attendees along with a copy of the minutes…. Is this safe you ask…?  Minutes in writing might mean they can be referenced later.   

Don’t worry.  The parents will be flabbergasted.  Even if not read in their entirety, they will look for “their idea” (which better be there) and then they may put it in the circular file.  

But now, the participation step was real.  They were really listen to.  Finally, consider the possibility for a follow-up final summary and feedback is also a good idea.  Even consider providing an email address to write with additional ideas.       

What about Senior Citizens and Business Leaders?

The more the better… if done right.  

Often times elections are lost when the seniors (children gone) close their pocketbooks and vote “NO”.  Likewise, if the business establishment feels that the price tag is too high or unnecessary the votes will also go “South”.  

Consider providing a variety of community meetings for different audiences.  But remember several important points: 

• Have personal contact by phone first
• Follow with written invitation
• Value peoples time and keep to schedule and agenda
• Facilitate professionally
• Etc, etc, etc.