At Engage Delaney, we are big fans of the Study Circle method. While it’s not a method we use frequently, it is one that can achieve several rational and experiential aims. It is particularly effective at:

Rational aims:

• Generating a variety of perspectives on a topic and related sub-topics.
• Identifying new data sources, ideas, options, or alternatives.
• Gathering in-depth input, rather than only superficial or high-level reactions.

Experiential aims:

• Bringing people together to think collectively.
• Facilitating dialogue and group problem solving.
• Building relationships and supporting participant learning.

So, what’s a Study Circle?

Study Circles are small groups of participants who meet over a number of sessions to explore an issue with many dimensions. They go deep to explore those dimensions, and depending on their scope, they may be asked to:

• Compile a list of resources or data.
• Develop recommendations or ideas.
• Identify scenarios, options, or alternatives.

The great thing about Study Circles is that they can take place in person, virtually, or through a hybrid format. They can also alternate formats, with one meeting taking place in person and the next virtually.

Planning Tips for a Study Circle

Here are some tips for planning Study Circles:

• Develop a scoping document or terms of reference that clearly identifies the scope, meeting frequency, and topics.
• Assign each Study Circle a liaison or administrative support person who can help with meeting logistics and keep the group on track.
• Schedule a group meeting where all Study Circles come together to share their findings.

Here’s an example

A community is developing a new Official Community Plan. There are some key areas where the municipality is seeking more comprehensive engagement, particularly with community champions and subject matter experts.

To support the plan’s development, the municipality decides to establish six Study Circles focused on topics where there are a wide range of options and where Council is open to moving further along the IAP2 Spectrum (Involve/Collaborate).

They establish the following Study Circles:

• Climate action
• Community belonging and wellbeing
• Pathways and multi-modal transportation
• Community and social services
• Economic diversification
• Arts, Culture and Heritage

Given these six Study Circles, the municipality would recruit people with particular interests and experience in these topics. This might include members of a climate action committee or leaders who operate arts and culture organizations in the community.

The goal is to bring people together who have different perspectives but a shared interest and experience in a particular area.

Once recruitment is complete, Study Circle members would be onboarded by providing baseline information, timelines, and clear expectations for their deliverables.

In this example, the deliverable might be a series of key considerations related to the topic and potential policy considerations for staff.

Once onboarded, Study Circle participants would meet based on schedules that work for them, either in person, virtually, or through a hybrid format. While there is no maximum or minimum number of meetings, our experience is that there are usually at least three and no more than eight meetings.

All meetings should document the group’s discussions (we like to set up a shared Google Drive or SharePoint folder), and once the Study Circles are complete, all groups come together to share their insights with one another.

When NOT to use this method

Here are some examples of when not to use this method:

You don’t have sufficient time.

This method is comprehensive and usually takes at least six weeks, but can extend up to six months depending on the scope and complexity.

You don’t have enough staff capacity.

Groups need support to get started, stay organized, and remain on track.

There is no decision-maker buy-in.

If the level of support for engagement is at “Consult” or lower, this may not be the right method. Study Circles are highly participatory, and participants invest significant time and energy. If the sponsor cannot or will not use the input meaningfully, it is best to consider another approach.

Participants aren’t passionate about the project.

This method requires time, effort, and commitment. If participants do not have a genuine interest in the topic, they may not engage in the way needed for the method to be successful.

Want to learn more about this and other engagement methods? Join us for our next IAP2 Methods course.