Effective strategic planning in metropolitan areas requires an active involvement of a wide range of stakeholders. The new solution “Engaging metropolitan stakeholders in strategic planning process” provides metropolitan authorities with a functional mechanism to consult stakeholders in a structured, recurring, and institutionalized manner. It ensures that strategic plans reflect real priorities, fosters participatory decision-making and drive sustainable metropolitan development.
The concept of the new solution
The solution is built on a regularly administered survey that formalizes stakeholder engagement in strategic planning. By collecting perspectives from a diverse range of metropolitan actors, the survey contributes to addressing current metropolitan challenges.
The survey aims at political representatives, private sector actors, civil society and community organizations, as well as academic and research institutions.
Its adoption requires formal competence in strategic planning and the execution of the following steps:
1. Define the goals of the survey
The survey can pursue three core objectives: evaluating the effectiveness of participatory processes, monitoring progress toward the goals of the current metropolitan strategic plan and gathering stakeholder feedback for its future updates. These goals should be tailored to the specific needs of the metropolitan area.
2. Identify metropolitan stakeholders
A comprehensive mapping of all relevant stakeholders must be conducted. These may include municipal governments, business associations, NGOs, research institutions, residents, and advocacy groups. Stakeholders should be prioritized based on their influence and interest.
3. Adapt the questions
Questions should be aligned with the goals of the survey. They must be clear, concise, unbiased, and tailored to the survey’s purpose to maximize clarity and relevance.
4. Conduct a pilot test
A pilot test helps identify ambiguities or technical issues and allows necessary adjustments that enhance clarity while fostering a more user-friendly and engaging environment.
5. Administer the survey and monitor responses
The survey should be conducted periodically by the metropolitan authority responsible for strategic planning. Participation should be encouraged through reminders and other engagement tools.
6. Analyse the results
Responses should be segmented by stakeholder group to identify trends, priorities, and areas of concern. Visual representation of the data can enhance understanding and communication.
7. Integrate the feedback
The outcomes of the survey should be summarized and shared with stakeholders, either through public presentations or reports. This feedback must then be integrated into the current metropolitan strategic plan or its next version, supported by follow-up discussions if needed.
8. Evaluate and optimize the process
Each survey cycle should include a review phase to assess its effectiveness and improve the process for future survey rounds.
An example of the survey developed by the Metropolitan City of Turin can be found here. The Metropolitan City of Turin will launch the newly developed tool even this year. Following its pilot phase, the tool will be used annually to gather input for strategic planning, with future improvements based on feedback and evolving needs.
Significance, innovativeness and transferability
The solution is based on a pilot action aimed at evaluating and enhancing the strategic planning through structured dialogue, building on the best practice “Questionnaire among Mayors” developed by the City of Brno. More details about the pilot action are available here. The new solution introduces several key innovations compared to the original Brno’s tool.
- Broader target audience – Unlike the original tool, which focused solely on mayors, the new survey includes representatives from the public, private and academic sectors.
- Institutional integration – While the Brno’ tool was developed as a voluntary initiative, the new solution is designed for formal planning with direct integration of stakeholder inputs into strategic plan updates.
- Enhanced stakeholder engagement – The recurring nature of the survey fosters ongoing dialogue, participatory governance, and creates a culture of collaborative decision-making.
This tool is easily transferable to other metropolitan areas with formal strategic planning responsibilities. Its methodology for development, administration, result evaluation, and follow-up can be widely adopted and adapted.
Strengthening metropolitan cooperation
The recurring survey embeds stakeholder involvement into the formal strategic planning process, ensuring that plans align with real needs and priorities. This approach builds trust, supports participatory governance, and helps maintain the relevance and inclusiveness of metropolitan strategies. Regular follow-up and transparent communication further strengthen cooperation and shared responsibility across the metropolitan area. For more details, read the full report here.