Rotary District 9510Membership HubLegendary Clubs PackageM-T1-CP-12

M-T1-CP-12 · A 90-day try-out

A club plan for Community Listening Sessions

Use this as a starting point. Cross out what does not fit, add what is missing and make it your club's own.

Where this idea came from

Playbook entry
M-T1-CP-12 · Community Listening Sessions
Theme
Theme 1: Attraction & Visibility · Subtheme CP: Community Presence
Source material
Existing checked Theme 1 guide
Linked playbook entry
M-T1-CP-12 · Community Listening Sessions

1. Is this worth trying here?

What we hope will change: Give people affected by a defined issue an accessible, bounded route to contribute experience and see how it informs an authorised decision.

2. Our 90-day try-out

What our club will do for Community Listening Sessions
StepWhat we will doWho could lead itOur dateHow we will know it is done
1Approve the question, decision context, influence boundary, evidence need and report-back commitment.Question and Decision Owner
2Map affected groups, trusted intermediaries, access needs and voices likely to be missed.Community Outreach Lead
3Design questions, participation options, capture, attribution, safer disclosure and difficult-conversation routes.Facilitator
4Recruit through trusted routes, confirm practical information and brief hosts without promising outcomes.Outreach Lead
5Facilitate balanced participation, manage scope and incidents, and record contributions without converting interpretation into fact.Facilitator and Capture Lead
6Synthesise themes and contradictions, obtain the authorised decision response and report back through promised routes.Synthesis Owner

3. Checks before we start

Things our club needs to check
QuestionWhat it means for usWho will checkDone?
Proceed only when the question, affected audience, influence boundary, safe method and report-back date are public; partner for trust or facilitation gaps, or defer when no authority can close the loop.
State attribution accurately and obtain express agreement before using a name, quotation or story beyond the listening record.
Offer feasible in-person, remote, written or assisted routes and identify practical adjustments clearly.

4. What changed?

What we will keep an eye on
What mattersWhere we are nowWhat we hope to seeHow we will checkWho
Reach by affected group, participation routes used and representation gaps

After 30 days

Is it reaching the right people? Is anything unsafe, unfair or harder than expected?

After 60 days

Make one useful change based on what people have told you.

After 90 days

Compare with where you started. Decide whether to change it, continue it or stop.

Before your club says yes

Does the idea fit?

Talk with the people it is meant to serve and check that the need is real.

Who can say yes?

Name the person or group that can approve the work, spending and any safety arrangements.

Are people protected?

Check privacy, consent and safety. Collect only the information you genuinely need.

Can everyone take part?

Check the language, format, place, technology and cost for barriers.

Are the facts and permissions right?

Check names, claims, images, quotations, partner references and Rotary branding.

How will we learn?

Note where things stand now, check in at 30, 60 and 90 days, and decide what to do next.

Worksheets for your club

Open them online, print them or change them to suit the way your club works.

01

Community Invitation Template — club worksheet

Use this worksheet to prepare clear messages and check the facts, permissions and approval before sharing them.

Open worksheet
02

Listening Session Facilitation Guide — club worksheet

Use this worksheet to hold a respectful conversation, hear different views and tell people what happens next.

Open worksheet
03

Workflow and minimum-data register

Use this worksheet to map each step and keep only the information the club genuinely needs.

Open worksheet