Hybrid, digital and asynchronous engagements can be incredibly powerful when designed intentionally. Here are some best practices to consider when designing your own:

1. Design for asynchronous first, not just as a recording of a live meeting

Don’t treat your digital platform as a dumping ground for meeting slides or a recording replay.

• Break content into short, scannable sections (project overview, key questions, maps, FAQs).
• Use interactive tools (surveys, mapping, ideas boards, Q&A) instead of just PDFs.
• Let residents engage on their own time—nights, weekends, and mobile-friendly.

Think: “digital open house,” not “uploaded presentation.”

2. Use the same questions across in-person and online formats

Hybrid only works if the feedback is comparable and can be analyzed together.

• Ask identical or aligned questions in:
  • In-person workshops
  • Live virtual meetings
  • Asynchronous digital activities
• Train facilitators to input in-person feedback directly into the platform when possible.

This avoids creating two data silos: “online voices” vs. “room voices.”

3. Make participation simple and low-barrier

Every extra click loses participants.

• Limit activities to 3–5 focused questions.
• Use plain language (no planning jargon).
• Avoid mandatory account creation unless absolutely needed.
• Optimize for mobile first (many users will engage from phones).

If it takes more than 5–10 minutes, participation drops sharply.

4. Communicate clearly: what’s open, when, and why it matters

Asynchronous engagement needs structure, not ambiguity.

• Clearly state:
  • What decisions are being influenced
  • How long engagement is open
  • What happens next
• Pin timelines and “Next Steps” sections at the top of the page.
• Send reminders before closing dates via email and social media.

Transparency builds trust and increases completion rates.

5. Close the loop with visible outcomes

People won’t come back if they never see results.

• Publish a summary of:
  • What you heard
  • Key themes
  • How input will shape the project
• Use platform reporting tools and visuals (charts, maps, quotes).
• Link results back to the original engagement page.

This turns participation into a relationship, not a one-off transaction.