Step 2: Engaging members and other relevant stakeholders

Are you hesitant to consider a smoke-free policy because it could be divisive? Stakeholder engagement is about talking with and listening to the people who would be affected by a smoke-free policy in your condo. Going smoke-free is easier when everyone is meaningfully engaged. This site has a wealth of information and resources to overcome communication barriers and plan exactly how you will engage all important stakeholders to successfully pass and implement your bylaw.

Ask, involve and engage

Stakeholder engagement is the process by which an organization involves people who may be affected by the decisions it makes or who can influence the implementation of its decisions. Involving your stakeholders is extremely important to achieving a smoke-free policy in your building.

When people are informed and give suggestions about a smoke-free policy, they are more likely to understand, accept, support and comply with it.

Your stakeholders are any individuals who are affected by the smoke-free policy or who can affect it.

During a stakeholder analysis, identify and be prepared to address common misunderstandings. A smoke-free policy is not a no-smoker policy. A smoke-free policy doesn’t disqualify people who smoke from owning or residing in a smoke-free condo building; it simply states where smoking is and is not allowed. If this is not well understood, include clear messaging when communicating.

Identify stakeholders

Know who your stakeholders are. Think about anyone who may be affected by, or may influence or make decisions about, a smoke-free policy. Develop a list and divide it into primary and secondary stakeholders.

  • Some of your stakeholders will be more directly affected by a smoke-free policy, and therefore you need to identify and engage with them.
  • Primary stakeholders are the people living in the building (tenants, owners, residents) and the people responsible for property, service, and financial decisions about the building (condominium board members, owners, property managers).
  • Secondary stakeholders, such as service personnel and visitors, are not directly affected by a smoke-free policy except when visiting the building. They do not need to be directly consulted as they will be informed about the smoke-free policy by the primary stakeholders.

Communicate with stakeholders

Keeping stakeholders informed throughout the smoke-free policy-development process is one of the most important aspects of proper engagement.

At the beginning of the smoke-free policy-development process, tell your stakeholders what you are going to do, and how and when you are going to do it. During the engagement stages, regularly communicate information and indicate ways for stakeholders to participate. When you make a decision about a smoke-free policy, clearly communicate it and explain why you made it. During implementation of the smoke-free policy, continue to communicate progress, successes and concerns, as well as how they are being addressed.

Engage stakeholders

Many ways exist to engage your stakeholders. The Continuum of Stakeholder Engagement will help you decide upon and carry out an engagement plan of action.

When using the Continuum to guide stakeholder engagement, know that:

  • the stages you use depend on your situation, particularly your stakeholders’ knowledge about and willingness to adopt a smoke-free policy.
  • Inform is a necessary stage for each situation. Share information to start the engagement process and continue to do so throughout.
  • communicate with stakeholders throughout the entire process and at all stages.

Download a comprehensive description of the Continuum of Stakeholder Engagement, including:

  • purpose of each stage
  • promise to the stakeholders in each stage
  • examples of techniques for each stage

Download additional tools and resources to support stakeholder engagement, including:

arrow-tothetop2to the top