Step 2: Engaging tenants, residents, staff 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 building. 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 throughout the process.

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

Think about anyone who may be affected by, or may influence or make decisions about, a smoke-free policy. Some of your stakeholders will be more directly affected by a smoke-free policy, such as the tenants and the individuals and companies responsible for property, service and financial decisions about the building, and therefore you may want to speak with them.

Analyze stakeholders

Know what your stakeholders think about a smoke-free policy. Following suggestions in Step 1: Assessing your situation, find out what your stakeholders currently experience in terms of smoking in the building and what they think about going smoke-free. Use methods such as surveys and meetings to gather and analyze information.

Download analysis tools like our sample tenant survey, cover letter, meeting invitation and meeting agenda in Tools and Resources.

Communicate with stakeholders

Keeping stakeholders informed throughout the smoke-free policy-development process is one of the most important aspects of proper engagement. Tell them what you are going to do, and how and when you are going to do it. During implementation of the smoke-free policy, continue to communicate progress, successes and concerns as well as how they are being addressed.

Download a sample tenant notification letter.

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.

For more detailed information, download our comprehensive guidebook on smoke-free policies for rental properties or contact us to order a print copy.