3 tips for integrating ‘quiet groups’

1. The right approach
Use simple, clear language and short sentences. Focus on key messages and explain technical terms in an accessible way. Examples help to make abstract concepts tangible. Address citizens directly and respectfully – because this is about their everyday lives and their involvement in shaping them. A personal approach creates a sense of connection and signals: “Your opinion matters.”

2. The right format When
engaging citizens, opt for diverse and dialogue-oriented formats. Avoid monologues and overloaded presentations; facilitate exchange on an equal footing. Provide space for one-to-one conversations, as many members of “quiet groups” prefer to share their thoughts in a personal setting.
Provide writing boards and feedback walls so that opinions can be recorded in writing. Working in small groups encourages participation, particularly for people who are less active in large gatherings. Diverse groups stimulate mutual learning.
Expand on traditional methods with creative techniques such as storytelling, mind mapping, Lego® Serious Play, walks in the project area or audio recordings. This allows you to reach different target groups and increase willingness to participate.

3. Well-planned logistics
Choose suitable venues and avoid ‘online-only’ formats – many quiet groups are less tech-savvy. If digital participation is necessary, use easy-to-understand tools. Local projects should be facilitated as close as possible to the project site; regional topics require less physical proximity.
Take different time slots into account: older people are more likely to attend during the day, working people in the evening. Ensure accessible entry points and welcome participants in person – an important step in engaging quiet groups and providing guidance.
Opt for open-plan layouts rather than podium-style setups, which create distance. Encourage interaction, including between neighbours, so that quiet groups can join the conversation more easily. A small catering service can also help create a welcoming atmosphere and convey appreciation.

Successful public engagement thrives on proximity, dialogue and clarity. Think locally rather than abstractly, informally rather than formally, and continuously rather than sporadically. Create opportunities for people to meet and guide citizens through the entire process. ‘Silent groups’ in particular are a valuable source of knowledge, perspectives and local experience – and should be actively involved from the very start.

Your Kaltwasser Citizen Communication Team wishes you every success with your next participatory event.