1

Stakeholder and Public Consultation in Community

Energy Planning (CEP): Best Practices using
PlaceSpeaks Online Platform
Prepared by: Sinead Murphy
April 21
st
2014















2

Table of Contents
Introduction ..................................................................................................................................... 3
Community Energy Planning (CEP) ............................................................................................... 5
PlaceSpeak's Utility in the Community Energy Planning (CEP) process ...................................... 7
Best Practices for Community Energy Plan (CEP) Topic Page Setup and Topic Promotion ........ 8
Best Practices Guide for CEP Topic Page Setup and Topic Promotion using
PlaceSpeaks New Topic Editor (Beta).10
Best Practices Online Template for CEP.......................................................................... 20
Acknowledgements........................................................................................................................21
Appendix ....................................................................................................................................... 22


















3

Introduction
One of the primary challenges in natural resource management is resolving disputes
between competing stakeholders over the use of limited natural resources. Consequently,
collaborative planning has been increasingly utilized by communities and local governments as
an innovative approach to resolve these disputes by creating sustainable management plans that
meet the interests of all stakeholders.
1,2,3
Contrary to traditional planning approaches that rely on
expert decision making with limited public consultation,
4,5
collaborative planning delegates
responsibility for planning to stakeholders who engage in interest-based negotiation to create
consensus-based plans
6
. Not only does this planning approach build social capital and facilitate
mutual learning between stakeholder groups, but it also ensures that plans are context specific
and, therefore, more effective once they are implemented.
7

Methods to engage stakeholders and the public in collaborative planning processes have
varied from traditional face-to-face techniques to more contemporary online methods.
Traditional methods, such as public hearings, open houses, and surveys, provide stakeholders
and the public with the opportunity to express their opinions, concerns, and ideas on a variety of
different topics. However, these methods are time consuming and can impede collaborative
planning processes by making it challenging to advance past the consultation phase.
8,9

Furthermore, participating in these time consuming meetings has become increasingly difficult
for many individuals who have less free time and less predictable schedules than previous
generations.
10
For example, Hardwick (2012) emphasized that people who are at an economic

1
Wondolleck, J., and Yaffee, S. Making collaboration work: Lessons from innovations in natural resource
management. Washington, DC: Island Press; 2000.
2
Conley, A., and Moote, M. Evaluating collaborative natural resource management. Journal of the
International Association for Society and Natural Resources. 2003; 16: 371386.
3
Susskind, L., van der Wansem, M., and Ciccarelli, A. Mediating land use disputes: Pros and cons. Environments.
2003; 31(2): 3959.
4
Wondolleck and Yaffee, op. cit.
5
Susskind et al., op. cit.
6
Frame, T., Gunton, T., and Day, J. The Role of Collaborative Planning in Environmental Management: An
Evaluation of Land and Resource Management Planning in British Columbia. Journal of Environmental Planning
and Management. 2004; 47(1): 57-80.
7
Gunton, T., and Day, J. Theory and Practice of Collaborative Planning in Resource and Environmental
Management. Environments. 2003; 31(2): 5-19.
8
Fainstein, S. New Directions in Planning Theory, In Campbell, S. and Fainstein, S. (eds.). Readings in Planning
Theory. Malden, MA: Blackwell Publishers; 2003.
9
Grant, J. The Culture and Theory of Canadian Planning. In the Context of Planning, pp 49-73; 2008.
10
Hardwick, C. Best Practices of Online Public Consultation [Internet]. 2012 [cited 2014 March 20
th
]. Available
from http://www.scribd.com/doc/101651714/Best-Practices-in-Online-Public-Consultation
4

disadvantage, who perform shift work, or who have young families are hampered from
participating. Alternatively, online engagement methods allow stakeholders and the public to
participate at any time, from any location, and at their own comfort. Subsequently, consultation
is less time consuming and individuals who have less free time and less predictable schedules are
able to participate whenever and wherever they please.
Online engagement offers a way to engage with stakeholders and the public while saving
time and resources; however, there are potential barriers to its success. For example, critics claim
that users lack of knowledge and experience with digital technology coupled with inequitable
access to the internet hampers collaborative planning processes that use online platforms for
engagement.
11
While these are valid concerns, the internet is now the dominant form of
communication and the so-called digital divide is disappearing amongst historically
underrepresented groups.
12
Nevertheless, individuals respond to different incentives and
processes and each form of consultation has its own unique strengths and limitations. Nothing
can beat the convenience and choice of online tools, and nothing can beat the emotional impact
of a face-to-face conversation (Hardwick, 2012). Therefore, both traditional face-to-face
techniques and contemporary online methods are recommended to effectively incorporate
stakeholder and public opinion into collaborative planning processes.
As an online participation platform, PlaceSpeak offers a range of web-based tools to
support evidence-based decision-making and policy development by facilitating stakeholder and
public participation in a variety of different community plans. For example, PlaceSpeak has been
very successful at incorporating stakeholder and public opinion on a wide variety of topics in the
Official Community Plans (OCPs) of Chilliwack, Cumberland, Kent, and Port Moody in British
Columbia (BC). Additionally, PlaceSpeak has facilitated successful stakeholder and public
consultations during the creation of the transportation plans for New Westminster, BC and
Nanaimo, BC, the infrastructure plan for Parksville, BC, and the sustainability plan for Orange
County, CA. Nonetheless, as communities begin to face significant issues of population growth,
urbanization, climate change, and unsustainable development, the need for stakeholder and
public engagement in Community Energy Plans (CEP) will become increasingly important for
the long-term competitiveness, prosperity, and resilience of our cities.

11
Goodspeed, R. Citizen Participation and the Internet in Urban Planning [Internet]. 2008 [cited 2014 April 12
th
].
Available from http://ipg.org.ph/old/images/Files/patricip/goodspeed-internetparticipation.pdf
12
Hardwick, op. cit.
5

This paper will review the CEP process and highlight why stakeholder and public
participation throughout the process is essential for the creation of a successful CEP.
Subsequently, PlaceSpeak's utility in the CEP process will be discussed and a guide
demonstrating best practices to CEP topic page set-up and promotion on PlaceSpeaks platform
will be presented. To further exemplify these best practices, an online consultation template will
be published on PlaceSpeaks website to help proponents set up a successful online consultation
for CEPs. The overarching goal of this project is to inform proponents about how PlaceSpeak
can be used to engage with stakeholders and the public throughout the CEP process to accurately
address community energy security issues and achieve sustainability goals.

Community Energy Planning (CEP)
As concerns about global climate change and energy security escalate, communities and
local government are looking for ways to make their energy use more sustainable. Currently, the
amount of energy required to drive our economic system is primarily derived from scarce non-
renewable resources, making up 70% of the worlds total energy supply.
13
However, converting
non-renewable sources into useable energy generates greenhouse gas (GHG) emissions that
contribute to global climate change.
14
Furthermore, these resources will run out in the next half
century if we continue to exploit them at our current rate.
15
As a result, communities and local
government are motivated to reduce GHG emissions, limit exposure to rising prices for
centrally generated electricity, and shift to a more self-sufficient energy system.
16
One way to
manage sustainable energy use at the local level is through a Community Energy Plan (CEP).
The purpose of a CEP, or a Community Energy and Emissions Plan (CEEP), is to provide
guidance to communities and local government when planning future developments and making
long-term decisions. Specifically, a CEP evaluates a communitys existing energy use and GHG
emissions to reduce energy consumption and emissions, improve efficiency, and increase the

13
Natural Resources Canada. Community Energy Planning Guide [Internet]. 2007 [cited 2014 Apil 13
th
]. Available
from http://www.naturallifenetwork.com/energyplan/Volume%201.pdf
14
Chow, J., Kopp, R., and Portney, P. Energy Resources and Global Development. Science. 2003; 302, 1528-1531.
15
Ibid.
16
St. Denis, G., and Parker, P. Community energy planning in Canada: The role of renewable energy. Renewable
and Sustainable Energy Reviews. 2009; 13: 20882095.

6

local renewable energy supply.
17
A CEP does not replace existing legislation; instead, it is an
unofficial, voluntary planning tool that is complementary to other legislation.
The CEP process is a locally-driven concept. Stakeholder and public engagement are
common elements within guides that have been developed to assist communities and local
government in creating a CEP. For example, Natural Resources Canada (2007) developed a
Community Energy Planning Guide that recommends engaging with stakeholders and the
public throughout their five-step framework (Figure 1).
18
The framework includes:
1. Developing a community vision;
2. Ascertaining the status quo (where are we now?);
3. Quantifying the vision (what do we need?);
4. Developing programs and projects and a schedule; and
5. Implementing and monitoring.
QUEST (Quality Urban Energy Systems for Tomorrow) (2013) also developed a guide,
Advancing Integrated Community Energy Planning in Ontario: A Primer, that offers a more
robust approach to CEPs by supporting engagement with a broader range of stakeholders to
design and implement Integrated Community Energy Solutions (ICES) - based CEPs.
19
Both of
these guides advocate stakeholder and public engagement throughout the CEP process as the
plan will directly affect how they manage their energy use. A CEP must reflect the collective
desires and ambitions of the community, especially when it is the community that must invest in
the product, either in the built environment or in lifestyle changes.
20
Additionally, since the
specificities of place (i.e. assets, populations, histories, and circumstances) are crucial to
sustainable community planning,
21
engaging with stakeholders and the public is important to
ensure plans are context specific and effective once they are implemented.
22




17
Ibid.
18
Natural Resources Canada, op. cit.
19
QUEST (Quality Urban Energy Systems for Tomorrow). Advancing Integrated Community Energy Planning in
Ontario: A Primer [Internet]. 2013 [cited 2014 March 30
th
]. Available from
http://www.questcanada.org/sites/default/files/files/The%20Primer%20-%20reduced%20size.pdf
20
Natural Resources Canada, op. cit.
21
Markey, S. Halseth, G., and Manson, D. Challenging the inevitability of rural decline: Advancing the policy of
place in northern British Columbia. Journal of Rural Studies. 2008; 24(4): 409-421.
22
Gunton and Day, op. cit.
7

PlaceSpeak's Utility in the Community Energy Planning (CEP) process
As an online consultation platform, PlaceSpeak is an excellent tool to engage with
stakeholders and the public in the CEP process and help decentralize the energy planning
process. Contrary to online social media, such as Facebook and Twitter, which focus on the
communication of information, PlaceSpeak fosters civic participation and obtains verifiable data
to support evidence-based decision-making and policy development.
23
Verifiable data is obtained
through PlaceSpeaks unique geo-verification ability which allows proponents to connect with
residents based on verified work, home, and leisure locations. Geo-verification enables
proponents to obtain feedback from the broadest possible population within effected geographic
areas.
24
It also allows proponents to compare and contrast consultation results (i.e. discussions,
surveys, and polls) between different geographical areas to inform decision-making and policy
development. Feedback in the CEP process is crucial as it allows stakeholders and the public to
accurately and transparently communicate their priorities.
QUEST identified three applications that PlaceSpeak can be used for to effectively
implement ICESs in Ontario. First, PlaceSpeak can be utilized to inform policy at the provincial
and municipal level.
25
By recognizing the importance of stakeholder and public participation in
energy planning processes, PlaceSpeak can help create policies that consider what the public
wants to get out of energy services. Second, PlaceSpeak can be used to improve energy literacy
training by gaining a better understanding of peoples knowledge about energy and how that
knowledge affects their daily lives as well as providing a platform to improve energy
education.
26
Third, PlaceSpeak can be used to explore how the public uses public services,
buildings, and spaces to better integrate energy planning to fit the needs of the community.
27

PlaceSpeak can also be used to fulfill engagement requirements of CEP funding
programs that support communities and local government. For example, successful applicants for
Ontarios new Municipal Energy Plan (MEP) and Aboriginal Community Energy Plan (ACEP)
programs can use PlaceSpeak to meet stakeholder engagement requirements.
28
Additionally,

23
Hardwick, op. cit.
24
Ibid.
25
Samira Drapeau, QUEST (Quality Urban Energy Systems for Tomorrow) Ontario Coordinator, personal
communication. March 10
th
2014.
26
Ibid.
27
Ibid.
28
Ministry of Energy. Ontarios Municipal Energy Plan Program [Internet]. 2014 [cited 2014 April 20
th
]. Available
from http://www.energy.gov.on.ca/en/municipal-energy/#.U16lplVdWkU.
8

PlaceSpeak can be to fulfill public outreach as required in BCs Community Action on Energy
Efficiency (CAEE) and First Nation and Remote Community Clean Energy programs.
29
Not only
can PlaceSpeak fulfill these minimal requirements, but other techniques and tools provided by
PlaceSpeak can also be used to further improve proponents CEPs. For example, proponents can
utilize PlaceSpeaks survey, poll, and discussion features to obtain contextual information from
stakeholders and the public that is essential to accurately address community priorities with
respect to sustainability goals and energy security issues. Furthermore, from a sustainable energy
perspective, holding stakeholder and public consultations online via PlaceSpeak can significantly
reduce the carbon footprint of traditional engagement processes.

Best Practices for Community Energy Plan (CEP) Topic Page Setup and Topic Promotion
A variety of best practices can be employed when setting up the topic page and
promoting the topic using PlaceSpeaks platform. The following guide and online template are
presented to inform proponents on these best practices when setting up an online engagement for
a CEP. Both were created by consulting PlaceSpeaks User Guide
30
and Topic Promotion
Checklist
31
as well as ideas from Kathleen (Kathy) Porter, Senior Facilitator at Summit
Environmental.
32
General best practices for topic page setup and topic promotion include:
1. Avoiding the use of complex language and jargon;
2. Targeting your audience. Whether it is youth, adults, seniors, or a combination of all
three, make sure to consider what content, background information, style, wording, and
tone is appropriate for your targeted audience;
3. Being succinct, but insightful;
4. Using graphics to display complex content ;
5. Using similar font style, size, and color to maintain consistency; and
6. Not copying and pasting text from Word into the What You See Is What You Get
(WYSIWYG) editor. Doing so will make formatting difficult and time consuming.
Remove all formatting by right clicking on the text in Word or pasting within Skype chat

29
Ministry of Energy and Mines. Community Action on Energy and Emissions [Internet]. 2014 [cited 2014 April 3

rd
]. Available from http://www.empr.gov.bc.ca/RET/COMMUNITYENERGYSOLUTIONS/CAEEI/Pages
30
PlaceSpeak. User Guide [Internet]. 2014 [cited 2014 April 3
rd
]. Available from
https://www.placespeak.com/uploads/assets/PlaceSpeakManual_1.pdf
31
PlaceSpeak. Topic Promotion Checklist [Internet]. n.d. [cited April 3
rd
]. Available from
https://www.placespeak.com/static/pdf/topicpromotionchecklist.pdf
32
Kathleen (Kathy) Porter, Senior Facilitator at Summit Environmental, personal communication. March 28
th
2014.
9

and then recopying into the editor. Alternatively, input all of the text into the editor first
and then format.
10

Best Practices Guide for CEP Topic Page Setup and Topic Promotion using PlaceSpeaks New Topic Editor (Beta)

Topic Edit Menu Description PlaceSpeak Directions Best Practices
Topic Title
Topic Title
50 character maximum - Keep it short and simple.
- Ensure it is memorable and
descriptive of your topic.
- Use general keywords that the public
would use to describe your topic.
Category
Category
Choose one category from the options
below that best describes your
organization.

Agency
A business or organization that provides
a particular service.
- Agency is the most common
category for consultations in the CEP
process.
Community
A group of people living in the same
place or having a particular characteristic
in common.

Government
The governing body of a nation, state, or
community.

Private Sector
The part of the national economy that is
not under direct government control.

Team
Team
PlaceSpeak liaisons to help manage your
topic page.
- Add administrators and moderators
who you trust as they will have full
access to your topic page.
Administrators
People who can edit the content and
other users roles on your topic page.
- Include a combination of PlaceSpeak
staff and proponent staff to ensure
consultations run smoothly.
Moderators
People who can only post, edit, and
delete comments in your topics
discussions. They can also block abusive
users.
- Include at least one proponent staff
as they are the experts on the content
of your topic.
Contact Details
Contact Details
Organization information and the
information for at least one contact are
required to publish your topic online.

11

Topic Edit Menu Description PlaceSpeak Directions Best Practices
Organization Details
The name, website, Facebook, Twitter,
and logo of your organization.
This information is featured prominently
in the upper right-hand side of your topic
page.
- For best results, use jpg, gif, or tif
files for your organizations logo.
Contact Details
The first and last name, title, email,
phone, and mobile of a person who can
answer questions from participants.
This information is publicly-viewable. - Provide the contact details for a
person who is an administrator under
the Team section so that they have
full access to your topic page to
address participants inquires
promptly.
- Make sure this person understands
the CEP process and your topic.
- This point of contact is essential to
establishing trust between your
organization and your participant, so
ensure this person is readily available
for participants via email or phone.
Who Can Participate?
Who Can Participate?
PlaceSpeak allows you to select
graphically who can join your
discussions as well as who can take your
polls and surveys.
Residents are people who have a place
within the polygons, or boundaries, you
create on your map in the Map section.

Who Can Add Comments?
PlaceSpeak lets participants comment on
your topics discussion page.
Anyone can add comments unless you
select Area Residents Only.
- The disadvantage to allowing anyone
who has a PlaceSpeak account to
comment is that you may get
irrelevant commentary from
participants who do not reside within
the boundaries of your consultation
area which could steer discussions
away from the original questions.
Poll/Survey Contributors
PlaceSpeaks allows participants to
contribute to your polls and surveys,
Select Anyone Connected to allow
anyone with a PlaceSpeak account to
contribute to your polls and surveys.
Select Connected Residents Only to
allow only people who reside within the
boundaries of your consultation area to
contribute to your polls and surveys.
- The advantage to allowing anyone
who has a PlaceSpeak account to
take your polls and surveys is that
you acquire a larger amount of
verifiable data on your topic.
- PlaceSpeaks geo-verification feature
still allows you to obtain poll and
survey results for connected
residents only.
12

Topic Edit Menu Description PlaceSpeak Directions Best Practices
Map
Map
The key feature of PlaceSpeak is the
ability to selectively choose who can
connect to your topic based on their
geographic location.
Use the draw button to create polygons,
or boundaries, around your consultation
area on the map to allow the people who
reside within them to connect to your
topic.
- PlaceSpeak allows you to create
multiple polygons, or boundaries.
- Each polygon can vary in size from a
single property to an entire country;
however, to avoid confusion use
boundaries of existing
neighborhoods or municipalities.
- Make sure to include all areas where
potential stakeholders in the CEP
process may reside.
Tabs
Tabs
Additional pages that participants can
open from your topic page.
Select which of the tabs below you
would like participants to see on your
topic page. Select a default tab.

Overview
A general review of your topic with all
relevant information participants need to
know in order to be informed.
- Set as default tab so that the first
thing participants see when they
open your topic page is the topic
overview.
Discussions
Open conversations with participants to
gauge public opinion on your topic.
- See Discussions section.
Resources
Additional information that can be drawn
on by participants to become better
informed on your topic
- See Resources section.
Events
Upcoming occasions, such as public
meetings, municipal votes, or the closing
of discussions and polls on your topic
page.
- See Events section.
Notice Board
A place for participants to post their own
ideas through text, photos, and videos
onto your topic page.
- See Notice board section.
Polls
A type of survey where you can ask one
multiple choice question in which
participants can choose from a variety of
pre-defined answers.
- See Polls section.
13

Topic Edit Menu Description PlaceSpeak Directions Best Practices
Overview
Image
An artistic representation of your topic. This image is featured prominently at the
top of your topic page.
- Upload an engaging, memorable
image that best represents your topic.
Abstract
A very short description of your topic. 140 characters maximum. It appears in
PlaceSpeaks topic menu, as well as on
search engines, Facebook links, and the
PlaceSpeak widget.
- Your goal is to capture the attention
of your targeted audience so that
they are eager to participate.
- Use descriptive and SEO (Search
Engine Optimized) keywords to
increase your topics visibility in
search results.
Description
A general review of your topic with all
relevant information participants need to
know in order to be informed.
Text:
- Be concise, but be thorough.
- Optimal word count is under 400
words.
- First, thank participants for their
input and let them know how their
participation on PlaceSpeak will help
in the CEP process.
- Inform participants on what CEPs
are and why they are necessary to
fulfill the specific needs of the
community (i.e. provide stats on
current energy consumption and the
benefits to reducing it).
- Create a Whats New section to keep
participants up-to-date on the CEP
process.
- Provide the overall community
vision for the CEP.
- Add a project timeline (here or in the
Resources tab) that lets participants
know where you are in the CEP
process, what the goals/targets are,
and when they are to be met.
- If your plan is to report results to
participants, tell them you will do so.


14

Topic Edit Menu Description PlaceSpeak Directions Best Practices
Format:
- Make your topic page aesthetically
pleasing by customizing it with your
organizations logo, color, and style.
- Use the pre-designed heading and
paragraph sizes and fonts to keep
format consistent.
- Use bullets to highlight key points.
- Use images and links to help tell the
story (i.e. an artistic representation of
the project timeline is easier to
comprehend).
- Add links to external web pages
within the text to direct participants
to additional information on your
topic.
- Split up your topic overview
information and specific PlaceSpeak
information (i.e. how to connect to
your topic).
Keywords
Keywords
Informative words that indicate the
content of your topic page and increase
your topics visibility in search results
via a free internet marketing strategy
called search engine optimization.
Keywords are how users will search for
topic, or they will choose to be notified
by email about them.
Choose up to five keywords. - Choose keywords that are related to
your topic that the public would
frequently type into a search engine
(i.e. Google).
- Choosing these common words as
keywords increases the number of
times your topic page appears in the
search results list which
subsequently increases the number of
visitors to your topic page.
15

Topic Edit Menu Description PlaceSpeak Directions Best Practices
Current Keywords
Keywords that you are currently
following.
Add your own keywords or drag the
recommended keywords into the box to
follow them (up to five words). To
unfollow a keyword, click the x beside
the word.
- Try to keep keywords from being too
broad (i.e. public engagement).
- e.g. community energy plan,
sustainability planning, greenhouse
gas emissions, smart growth,
sustainable development, energy
efficiency, climate change, energy
security, urban planning, and
resilience.
Recommended Keywords
Keywords that are recommended by
PlaceSpeak as they have been used in
previous topics and are likely to be
followed by a number of users.
Drag and drop the recommended
keywords into the Current Keywords box
to add to your current
KeywordsData.store.

Surveys
Surveys
A general view, examination, or
description of an issue related to your
topic in which you can ask multiple
questions across a wide range of question
types (i.e. multiple choice, single choice,
array multi flexible, mask, and text
questions).
Only one survey may be active any time.
Once you create a survey using an
external provider it will appear on your
topic page.

- Use one of the two most trusted
providers for developing surveys
Limesurvey or FluidSurveys.
- Both providers offer a selection of
free and paid subscription options.
- Upload PDF versions of surveys to
the Overview or Resources section
for participants who do not wish to
register with PlaceSpeak.
- For more information on how to
develop survey questions, visit the
LimeSurvey user manual or consult
Dillman, D.A. (2007). Mail and
Internet Surveys: The Tailored
Design Method. Hoboken, N.J.:
Wiley.
16

Topic Edit Menu Description PlaceSpeak Directions Best Practices
Discussions
Discussions
Open dialogue with participants to gauge
public opinion on your topic.
Create questions to facilitate dialogue.
You can add as many discussions threads
as you wish. Sub-themes or threads of
discussions can also be created. If you
selected Discussions as a tab in the Tabs
section, this information appears under
its own Discussions tab at the top of your
topic page.
- Pose questions that get participants
to think about the CEP process and
how it affects them (i.e. What role
would you like to play in the CEP
Process? What questions do you
have about CEPs in general? If you
could change one aspect of the
proposed CEP, what would it be?)
- Embed videos of a prominent public
figure in the community speaking
about the CEP and how it will help
the energy planning for the future.
- Ensure that discussion questions are
evocative in order to elicit useful
responses.
- Tips for writing engaging discussion
questions:
Be Clear
Be Concise
Be Open
Present Options
Be Specific
Provide Context
Be Honest
Empower Participants
Dig Deeper
Promote Positivity
Events
Events
Upcoming occasions, such as public
meetings, municipal votes, or the closing
of discussions and polls on your topic
page.
Provide the details of these upcoming
events. You can add as many events as
you like. They will automatically appear
in chronological order. If you selected
Events as a tab in the Tabs section, this
information appears under its own Events
tab at the top of your topic page.
- Utilize the 5 Ws (who, what, where,
when, and why) to convey event
information clearly.
- Make sure to personally invite key
stakeholders via phone or email.
- Prepare promotional materials
displaying your topics URL and add
a note to encourage attendees to
register with PlaceSpeak.
17

Topic Edit Menu Description PlaceSpeak Directions Best Practices
Resources -
Resources
Supplementary information such as,
images, videos, documents, links, or
other media, that can be drawn on by
participants to be better informed on your
topic.
If you selected Resources as a tab in the
Tabs section, this information appears
under its own Resources tab at the top of
your topic page.
- Add a project timeline (here or in the
Overview tab) that lets participants
know where you are in the CEP
process, what the goals/targets are,
and when they are to be met.
- Input a title for each resource to
entice participants.
Images
An artistic representation of your topic. - Upload engaging, memorable images
that best represent your topic and
help clarify complex information.
Videos
A recording or broadcasting related to
your topic.
Copy the URL from a YouTube or
Vimeo vid and paste it in the space
provided.

Documents
A written record that provides additional
information on your topic.
- If available, provide other official
community documents such as, the
official plan, or official community
plan (OCP), community
sustainability plans (CSP), and
climate adaptation plans.
- Write a brief sentence or two to let
participants know what these
documents contain.
Links
A hyperlink that connects you to another
location or file that is typically activated
by clicking on a highlighted word or
image on the screen.
- Links to your own webpage and
other relevant pages are very
important to encouraging cross-
promotion of your topic.
- Enter a title, as participants are more
likely to click on a link if they
understand why you posted a link.
18

Topic Edit Menu Description PlaceSpeak Directions Best Practices
Social Media
Social Media
Websites and applications used for social
networking. These are different from
online consultation as they do not contain
research or obtain verifiable data.
Embed social media feeds directly into
your topic pages sidebar.
- Leveraging social media is one of the
most important tools for sharing and
engagement.
Facebook
An online social networking service that
enables users to continuously stay in
touch with friends, relatives, and other
acquaintances wherever they are in the
world, as long as there is access to the
Internet. It can also unite people with
common interests and/or beliefs through
groups and other pages.
- Create a Facebook page that
highlights the key points of your
topic, why public participation is
important, and directions on how to
sign up with PlaceSpeak and connect
to your topic.
Twitter
An online social networking and
microblogging service that enables users
to send and read short 140-character text
messages, called tweets.
Follow a mention using @ (i.e.
@PlaceSpeak) or follow a keyword using
# (i.e. #CEP). Add new Twitter
parameters.
- Find energy groups within your
community on Twitter and share
your page specifically with those
groups to help promote your topic.
Notice Board
Notice Board
A place for participants to post their own
ideas through text, photos and video onto
your topic page.
If you selected Notice Board as a tab in
the Tabs section, this information
appears under its own Notice Board tab
at the top of your topic page.
- An additional way to get the public
involved is to use this as a forum for
photo contests, user-generated
content, and idea generation.
Polls
Polls
A type of survey where you can ask one
multiple choice question in which
participants can choose from a variety of
pre-defined answers.
You can only publish one poll at a time.
Results are calculated and displayed
immediately for participants. If you
selected Polls as a tab in the Tabs
section, this information appears under
its own Polls tab at the top of your topic
page.
- Write a brief, concise poll question
followed by the response options (i.e.
yes or no).
- Use the Surveys or Discussion
sections to ask longer, more complex
questions.
Published Polls Polls that are active on your topic page.
Closed Polls Polls that you have closed, or archived.
19

Topic Edit Menu Description PlaceSpeak Directions Best Practices
Participants
Participants
People who take part in your online
consultations.
PlaceSpeak allows you to view the
names and geographic location of the
people who are connected to your topic.

Widgets
Widgets
Small pieces of code that provide a
variety of different interfaces that you
can embed into your organizations
website to directly connect the public to
your topic page.
- Great for cross-promotion between
your topic and your website.
Buttons
A link image that the public can click on
and be directed to your topic page.
Choose one of the two options provided
and copy the code to your website.
- Insert alongside other social media
icons, such as Facebook and Twitter,
on your organizations website.
PlaceSpeak Widgets
A dynamic link image with additional
information on your topic such as the
title, abstract, statistics, and map that the
public can click on and be directed to
your topic page. The public can also
directly connect to your topic by clicking
the Connect Now button at the bottom of
the widget.
Title the widget, choose the appropriate
size, and select the information you wish
to appear.
- Insert a widget into your
organizations website to direct
traffic to PlaceSpeak.

Reports
Reports
An account of the results from your
topics discussions, surveys, and polls
that allows you to compare and contrast
results between the different
geographical areas on your map in the
Map section.
Reports can be exported for each of the
following feedback tools:
- Surveys in csv or xls form
- Polls in csv or pdf form
- Discussions (number and location of
comments) in pdf form
- Notice Board in pdf form
- Export reports in pdf form and send
to participants to increase
transparency.
Google Analytics
A service offered by Google that tracks
participants use and viewing of your
topic page,
- Create Google Analytics account.
- Use statistics to assist you in creating
a plan for promoting your topic.
Activity
Activity Participant action on your topic page.
Activity Map
A map that contains live stats for topic
discussions, polls, surveys, and notice
board input.
- Export activity map in csv form to
assist you in creating a plan for
promoting your topic.
20

Topic Edit Menu Description PlaceSpeak Directions Best Practices
Activity Graph
A graph that shows the number of
participants connecting with you topic
over time.
- Export activity map in csv form to
assist you in creating a plan for
promoting your topic.
21

Best Practices Online Template for CEP
Please refer to PlaceSpeaks website (www.placespeak.com/topic/1026-community-
energy-plan-template/) to see the best practices online template.

Acknowledgements
I would like to thank all of those who provided the opportunity for this internship and
support in the writing of this paper:
Aime Brisebois, PlaceSpeaks Resource Industry Analyst, for her support, encouragement,
guidance, and knowledge throughout this entire internship;
Renate Bublick, an Advisor at PlaceSpeak, for her general support, expertise in community
engagement, and help with community energy proponent outreach;
Colleen Hardwick, PlaceSpeaks Founder and CEO, for her expertise in online public
consultation and providing the opportunity for this internship;
Samira Drapeau, QUEST (Quality Urban Energy Systems for Tomorrow) Ontario
Coordinator, for her insight on the application of PlaceSpeak to effectively implement ICESs
in Ontario;
Kathleen (Kathy) Porter, Senior Facilitator at Summit Environmental, for sharing her
experiences and ideas regarding best practices for topic page set up using PlaceSpeaks
platform;
Dr. Thomas Gunton, Director and Professor in Resource and Environmental Planning
Program at SFU, for providing the opportunity for this internship and support throughout the
work term; and
The PlaceSpeak team for their general support.






22

Appendix

Figure 1: Community engagement throughout the five-step framework used to create a CEP.
33



33
Natural Resources Canada, op. cit.