1. Decision to establish a partnership table

Someone addresses the issue and suggests the establishment of a partnership table. The form can be found here. The municipality’s Inno group makes the decision on whether the proposal is suitable for a partnership table and appoints a responsible person.

2. Assembling the partnership table

The responsible person starts to assemble the partnership table and contacts the proposer of the topic. It is recommended for the responsible person to gather a small working group for preparatory assistance. Remember open communication before starting to ensure that all essential parties are included.

Depending on the topic, the partnership table can be assembled

• by openly inviting interested parties via the municipality’s website and a shared invitation on social media
• by personally inviting the relevant parties/individuals,
• or by a combination of the previous ones.
• It is good to point out early that the number of meetings is limited.

The appropriate size of the partnership table depends on the theme and is 5-20 people.

A public (remote) event can also be organized regarding the topic of the partnership table. The partnership table and working group can be assembled only after interested parties have been identified.
No compensation will be paid to anyone for participating in the partnership table. Participation is based on interest and voluntariness.

3. First meeting – organization

Choose a chairperson and a secretary for the partnership table, as well as 1-2 other persons for the preparatory working group. It is good to start by highlighting the principles of the partnership table, go through the slides.

The chairperson ensures a relaxed atmosphere and that participants can equally express their ideas, perspectives, and questions. Start with an introduction round.

Agree together

• what the goal of the partnership table is (have a proper discussion about the table’s topic and clarify the goal)
• how many times, when, and how you will meet, the duration of meetings (remote or in-person) 3-4 times is usually a suitable number (it’s convenient to agree on the timing of meetings electronically, for example, using https://doodle.com poll).
• how you will structure the work from the initial challenge to the solution
• minutes: the secretary prepares minutes of the meetings, which include not only the decisions agreed upon together but also information related to the issue being resolved and different perspectives raised during discussions. The same minutes can be continued and used throughout the entire work of the table.

Ensure that it works for everyone:

• That the minutes, along with the attendees, are published on the municipality’s partnership table website.
• Whether the minutes can be sent to all participants via email with all contact information visible.

Mapping the initial situation is suitable for the first meeting.
It is worth outlining the content of the next meeting at the end.

4. Working process

The work can progress, for example, through the following stages

• Mapping the initial situation and the challenges it contains
• Wild and creative brainstorming
• Reviewing, combining ideas, structuring them into wholes if necessary, and pruning, background work on what the implementation of each idea would mean
• Refining and selecting the measures and proposals to be implemented
• Defining the responsible persons and schedule for implementations
• Documenting the measures and proposals

In remote meetings, it is advisable to use digital platforms for brainstorming and pruning (Teams workspaces, Padlet etc.), and in on-site meetings, flip charts and post-it notes.

Between meetings, participants can also be given participatory tasks/surveys (like padlet)

To ensure that the work of the partnership table is as efficient as possible, the working group prepares the meetings in advance:

• plans the content of the meeting
• prepares possible digital voting platforms
• searches for answers to questions raised in the meetings
• processes the materials generated in the meetings.

The partnership table can also invite experts to be heard.

5. Concluding the work

The partnership table aims to find solutions to the issues being discussed during its work. The agreed measures and proposals are documented. In the last meeting, the document is approved.  Excel template that can be used for documentation. The document includes the agreed and proposed measures, the responsible party and person, the schedule, and whether the progress of the matter requires decision-making in the municipality and who takes care of the decision-making process. It can also be noted as needed how the progress of implementation will be monitored. The partnership table can also gather for a follow-up meeting, for example, within a year after the work concludes.

In the last meeting, also agree on how you will communicate your achievements to others, e.g., press release. Finally, it is advisable to have a feedback discussion and conclude the work with thanks, cake coffee, or even a group photo.

Supporting documents

Minutes template
Document

Tips list

• Doodle is a great tool to find a suitable meeting time for everyone
• Padlet – free digital workspace
• Teams/Zoom workspaces for small group discussions
• Mentimeter – free digital workspace
• Survey program – the municipality uses the Webropol survey program. For inquiries regarding the survey, please contact the communication planner.

Communication

• The partnership table’s work will be communicated visibly, openly, and encouragingly throughout the process.
• Information about the initiation of the table, the progress of work, and outcomes will be shared on the municipality’s website and social media channels as well as through press releases.
• The minutes will be published on the municipality’s partnership table website.
• Make sure to handle these together with the municipality’s communication.

The final document will be delivered through the communications manager for the municipality’s management team and municipal council.

The final document may also include proposals for decision-making. Those are managed by the persons named in the document.

Coaching assistance

If needed, you can ask for experiences regarding the partnership table work and coaching assistance.