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Creating Youth Friendly Meetings

If no one cares about what TAY say, then why should youth care about their own lives?– Amy, age 23

While there is no simple answer to how to create a youth friendly meeting, there are some specific things that TAY say work. When involving youth, there needs to be a general awareness from the group that they are now engaging a population that has not been historically invited to participate in high level discussions. In addition, many TAY have not had the formal education or years experience on the job and therefore may not be at the same level of comprehension that other more senior members are. It is important to remember that this is not because they are less motivated, responsible, or involved, but that they are simply younger in age.

Overcoming stigma – TAY as experts:

When you decide to bring a young person onto your committee, board, or meeting, the group should be clear beforehand on the purpose and reason for engaging the young person. “TAY should not feel as if they have to justify being included”. The group should be made aware that the TAY is there as an expert in their own field, and the group should be sure to treat them as equal partners in the discussion. It is the young person’s life experience and background that make them an expert on TAY issues, however, this often also means that they are coming from a place in life where they have been disempowered. Because of this disempowerment some young adults forget why their voice is so important and some have internalized years of negative stigmas. This makes TAY extra sensitive and highly aware of their position in a group, and additional care must be used to integrate them as equal partners and show them that their voice is important.

Prepping your committee:

Some youth have suggested that before asking TAY to be part of your meeting, committee, or board, that you do a quick Youth 101 with the groups so that everyone in the meeting feels prepared to accept the young person and be culturally appropriate. This will ensure that the young person you invite to the table will feel comfortable, and perhaps prevent unnecessary hurdles in the future. This can be as simple as a discussion or training on adultism and youth cultural competency. Language is a good start, as it challenges people to be aware of any adult bias that they may hold. It is also important for the group to be aware of the TAY perspective, and that it may be different then what has previously been discussed. This often is because many programs and policies are currently driven from the parent or family member perspective, and not necessarily the youth’s perspective.

Creating a connection:

Just like anyone else, youth feel more comfortable when they know someone in the room. TAY collaborate and support each other very naturally, so when possible, engage more than one young person in your meeting. While adults can look around the table and find commonalities in other adults, young people feel more comfortable if there is at least one other young person at the table. It is someone they can instantly connect with, and who they feel will share their opinion and perspective. This concept of having at minimum two youth is one thing that TAY say makes a significant difference in their comfort level and active participation. Young people often also report feeling “tokenized” and feel that they are there just because it is a requirement to have a TAY participate. This feeling inhibits their trust in the group and their willingness to engage. By having more than one young person participating it shows them that their voice and opinion truly matter and that they are there because your group wants the TAY perspective.

If you are unable to have two youth participate there are other steps you can take to make the young person feel more comfortable such as spending time before the meeting developing an adult to TAY relationship. This can begin when you reach out to the young person and invite them to your meeting. Make yourself available to answer questions and serve as a resource for them on background information. When working with young people “there has be to a focus on connecting with them and trying to relate”.

Introduce yourself:

If there is a mingling or networking period before the meeting, have the leader of the group informally and personally introduce themselves to the young person. If appropriate, ask other people in leadership positions to also introduce themselves to the young person and thank them for their participation. This shows respect for their time and contribution.

Give them the info:

Give the young person the information beforehand with enough time so that they can do research and prepare themselves for the meeting. Additionally, be sure to provide a contact person so that the youth can ask questions before the meeting if anything comes up. If possible, provide them with a contact person that will be at the meeting. This allows the TAY to form a relationship with someone beforehand so that they will feel more comfortable at the meeting.

Be aware of your language:

Groups must be conscious of ageist language that they may not be aware that they use. For example, many people often refer to youth receiving services as “kids”. While not meant as a derogatory term, the TAY in the room may interpret this as disrespectful or that you value their opinion less than the adults. Refrain from using, or be sure to define, acronyms as youth may not be familiar with their meanings. A good tool, for any new member of a group including TAY, is to provide an “acronym cheat sheet” with all the acronyms and their definitions. This will help the young person follow the conversation without always having to ask. Additionally, make everyone in the group responsible for not using acronyms and pointing out with someone does, this ensures it is not always the young person’s responsibility to ask for a definition.

Creating youth leadership opportunities at meetings:

An important point for youth is that they feel that their voice, standing, and contributions are equal to that of the adults in the room. They need to feel that they are treated the same, given the same respect, and same opportunities to “step up” into a leadership position. Young people suggest giving youth a job so that they feel like they are contributing in an active way at one of the first meetings. For example, a young person explained that when she became a new member of a committee she was always the scribe. This gave her a role in the group and a way that she could contribute until eventually she was comfortable actively participating in the discussion. When divvying up work for committees be sure to include the young person and give them a way to contribute to the committee. While young people have a lot going on in their lives, they are participating in your group because they care.

A word of caution – do not give TAY busy work to keep them active. Young people have very busy lives with many competing priorities, so if you ask them to help with a task, be sure the task is genuine.

Pay them for their time:

If possible provide a stipend for the young person if they are not employed by an agency which is sending them. Remember that most adult meeting participants, or people on committees and boards, are employed professionals who are being paid for their time and participation. If you are inviting a young person to be an active participant and contribute their time and ideas, it shows mutual respect and value to also pay them for their time. If your agency or group does not have the financial ability to provide a stipend, gift cards are also adequate and can be donated by local businesses.

Meeting time and location:

When working with TAY who are employed by an agency that is allowing them to participate in your meeting they will often have transportation and be available during regular business hours. However, if engaging young people who are not employed within one of the agencies you work with, time and location are crucial factors to consider when planning your meeting. Many youth work and go to school, and therefore are often unavailable for meetings in the middle of the day. Another factor to consider is the location of the meeting as TAY who do not have cars will be using public transportation. To accommodate for this, be sure to choose a meeting location that is centrally located and near public transportation. Many times it has been said that young people must not care about an issue because they are not showing up for meetings, when in fact they were not informed about the meting and it was scheduled at a time and location that they could not attend.

Youth as guests:

You can either be incorporating youth as a permanent fixture on your board, committee, or meeting, or you can be bringing them in for a select meeting to give feedback and information on TAY. While CAYEN encourages incorporating youth as permanent members in decision making bodies, we also understand that this is not always the reality. If you are bringing a young person in for a specific meeting, here are some additional points to keep in mind.

When inviting a young person to participate in a select meeting be sure to make the meeting relevant. If you want their feedback or opinion on a specific issue, do not ask them to sit through the entire meeting only to participate in the final part. Instead, set your agenda so that the youth is able to participate at the beginning or end and not have to wait through other unnecessary agenda items.

Young people have different opinions on meeting structure, and the inclusion of food and getting-to-know-you exorcises. While some say that the inclusion of food, informality, and games makes for a welcoming environment, others feel it can be disempowering and condescending. Therefore, it is important to assess the young person, or people, that you are engaging and the purpose of the meeting, to determine what is best.

As a general rule, if engaging many young people in a group who are donating their time to your cause, providing refreshments can be a sign of appreciation and respect for their time. If you are working with young people who are employed by an agency that is sending them during work hours or as part of their job, providing refreshments specifically because of their attendance may be interpreted as segregating them from other paid participants. The same applies for changing the structure and feeling of your meeting – if bringing a group of young people in for a specific meeting and purpose, it is more appropriate to change the meeting format then if incorporating a young person as a permanent member of your group.

Supporting TAY to Get Involved and Grow…