Uniting Woolwich Township Through Inclusive Strategic Planning
Woolwich Township is a rural and semi-urban community in the Region of Waterloo, Ontario. Known for its unique blend of small towns, villages, and agricultural landscapes, Woolwich is a "community of communities." As the township experienced demographic shifts and growth, it recognized the need for a new strategic direction that would reflect the evolving needs of its residents.
With Woolwich's substantial population of Old Order Mennonite families, it is also not unusual to see horse-drawn buggies and farm equipment alongside suburban vehicles.
The Challenge
Woolwich Township was at a crossroads. The leadership sought more than a typical strategic plan—they wanted a unifying roadmap that embraced their diverse identity and provided long-term guidance. Key challenges included:
Diverse Community Needs: Engaging a wide range of stakeholders, including historically underrepresented and harder-to-reach groups.
Fostering Ownership and Alignment: Creating a strategic plan that could be embraced by all stakeholders, sparking alignment across the diverse population.
Inclusive Engagement: Developing innovative strategies to ensure all voices were heard, especially those traditionally excluded from such processes.
Our Approach
Overlap partnered with Woolwich Township to deliver:
Stakeholder Engagement: Online surveys, focus groups, connections with special interest groups, and touchpoint sessions with Council and their Senior Management Team
1-Day Strategic Planning Retreat
Strategic Plan
Our approach centered on inclusive and innovative engagement to unite the township's diverse communities.
1. Inclusive and Innovative Engagement
Pop-up Installations: We designed pop-up installations in high-traffic areas like community centers and libraries. These exhibits remained in place for one to two weeks, passively gathering feedback from residents. The low-barrier nature allowed a wider audience—including those who might not attend formal town halls or focus groups—to participate on their own terms.
Engagement Labs: In collaboration with the township, we organized engagement labs tailored to reach insular and underrepresented groups such as youth, culturally diverse populations, and communities with historically less engagement in local governance. Using interactive activities and guided discussions, we gathered input in a safe and accessible space, fostering open conversations about their experiences and priorities.
2. Internal Stakeholder Feedback
Staff Engagement: Recognizing the crucial role of township staff, we adapted the pop-up installations for use in township office locations. This enabled staff to contribute their ideas and perspectives without disrupting their daily work, aligning the plan with both community and organizational priorities.
3. Iterative Feedback Loop
Continuous Engagement: Throughout the project, we maintained a feedback loop. At key points, we re-engaged stakeholders to ensure their input was accurately reflected in the strategic plan. This iterative process enriched the final plan and deepened the connection between the township and its residents.
The Solution
The culmination of our work was a strategic plan that was both practical and inspiring, grounded in the realities of Woolwich's diverse population. The plan provided:
Broad Participation and Inclusion: Our engagement strategy successfully reached a wide cross-section of Woolwich's population. The pop-ups and engagement labs ensured that voices from all corners of the community were heard, including those who might not participate in traditional planning processes.
Community Ownership and Alignment: By involving the community at every stage, we fostered a strong sense of ownership over the strategic plan. Residents, township staff, and leadership felt their contributions were valued and saw their priorities reflected in the final document, generating widespread support and alignment.
A Clear and Actionable Strategic Plan: The final strategic plan was a living roadmap for Woolwich's future, providing clear, actionable steps that addressed the community's most pressing needs while outlining a vision for long-term growth and sustainability.
“Overlap created a community strategic plan for us that exceeded all our expectations. We needed something scoped and simple yet easy to understand and impactful, and they delivered exactly that. As our Township strives to bring a Play, Live, and Work, model to life, Overlap helped us create a plan that provides a clear vision for our community’s future. Their process was collaborative, streamlined, and focused, leading us to the precise outcomes we were aiming for.”
Results
Inclusive Engagement: Engaged a diverse range of stakeholders, including underrepresented groups, leading to a more comprehensive and representative strategic plan.
Enhanced Community Connection: Strengthened the relationship between the township and its residents, fostering trust and collaboration.
Unified Vision: Developed a strategic plan that unified the township's diverse communities under a shared vision, equipping them to navigate future challenges and opportunities.
Overlap delivered an detailed strategic plan, and an at-a-glance document.
By prioritizing inclusivity and employing innovative engagement methods, we helped Woolwich Township create a strategic plan that truly captured the voices of all residents. The result is a united community with a clear direction, ready to embrace the future with confidence and shared purpose.
