The Health Canada Policy Toolkit for Public Involvement in Decision
Making
Level 1 Technique:
Site Visit
What Is It?
A site visit is a scheduled tour designed to give decision makers
or members of a public involvement panel a more immediate, hands-on
perspective on an issue or discussion point. The most common types
of site visit include:
- Optional tours associated with a conference or workshop
- Site audits related to regulatory or review processes that
may be defined by legislation
- Fact-finding missions, in which elected officials, appointed
panelists or senior policymakers visit one or more communities,
eco-regions, businesses or public institutions during a larger
deliberative process
- Orientation or information sessions, in which community representatives
are invited to visit adjacent neighbourhoods or facilities (e.g.
schools, hospitals or libraries) to build broader understanding
of a common issue or concern
- Professional development opportunities, where participants
pay an extended visit to a specialized facility to follow a specific
curriculum.
One or more site visits may take place as part of a
larger public involvement strategy.
How It Works
A site visit can last anywhere from a couple of hours to a couple
of weeks, depending on the purpose, context and audience for the
activity. The best site visits are scheduled well in advance and
orchestrated carefully, with close attention to minute details
of content, sequencing and logistics. Even if a site visit is requested
by the host organization, advance discussion and joint design of
the on-site process can help ensure full buy-in and cooperation
by everyone involved.
If a group of participants must sign up for a site visit before
it takes place, publicity materials should be distributed at least
six to 10 weeks before the event and emphasize timing, cost (if
any), and specific information related to comfort and safety (appropriate
dress and any advance preparations required). At a conference,
it may be necessary to supplement advance publicity with announcements
on-site, from the podium and through the conference newsletter.
Participants should be fully briefed on any cross-cultural issues
or other sensitivities that may arise during the visit. For example,
for a group of non-Aboriginal participants about to visit a First
Nations, Inuit or Métis community, the experience will be greatly
enhanced and the potential for misunderstanding or embarrassment
will be greatly reduced if the itinerary begins with a session
with an experienced cross-cultural facilitator. The same would
apply for a visit to an ethnocultural centre, an adult literacy
program, a shelter for homeless people or battered women, or any
other event that takes participants out of their accustomed cultural
milieu.
Hosts may require time to prepare presentations or demonstrations,
or to assemble the specific information that will make the program
a success. Scheduling should be rigorous enough to give participants
an intensive experience and make best use of limited time, while
allowing sufficient time for rest and reflection.
When Is It Most Useful?
Site visits are a useful tool when:
- a theoretical or abstract discussion can be brought into focus
by seeing direct evidence that is available in the field or at
a specific location
- an issue can be clarified through face-to-face interaction
with stakeholders or field specialists, or among different groups
of stakeholders.
Logistics and Limits
Logistics for a site visit are similar to the concerns associated
with any conference, event or tour. For large, complex or high-profile
visits, it may be advisable to involve an experienced meeting planner
or special event organizer.
Cost Implications
Costs depend on the purpose, scale and overall design of a visit
and on the number of visits in a series. Standard cost items will
likely include travel, lodging, meals and incidental expenses for
visiting panelists and support staff, staff time, telephone and
telecommunication costs for the event organizer, and any specific
expenditures associated with staging the visit.
Expectation for Feedback or Follow-up
Feedback mechanisms should be clarified from the outset, for hosts
and panelists alike. If a deliberative or decision-making panel
undertakes a site visit as part of a broader public involvement
exercise, other participants will want to be informed of the panelists'
findings, and the hosts will likely want to hear about the eventual
outcome of the process.
Timelines
As suggested above, the time frame for a site visit can range
from a couple of hours to a couple of weeks, depending on the purpose
and context of the visit. For advance planning, it is best to allow
at least four to six weeks for a simple site visit - or longer,
for a more in-depth event.
Potential Pitfalls
While site visits can provide valuable perspectives on specific
issues or experiences, it may eventually be necessary to place
this information in a broader context. It is also important to
avoid disappointment or disillusionment on the part of hosts, by
clearly explaining the outcomes they can and cannot expect as a
result of the visit.
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