What's the Easiest Way to Get Staff on My Side?

March 2, 2026 | Kristi Kandel

ASK:

How do I build a good working relationship with city planners and reviewers during a development project?

ANSWER:

City staff are not obstacles standing between you and approval. They are the people responsible for making sure projects follow the rules and serve the community. When developers struggle with approvals, it is usually not because staff are difficult. It is because expectations were misaligned early.

The easiest way to get city staff on your side is to involve them before decisions are locked in.

Start With a Pre-Application Meeting

Most cities offer some form of pre-application or concept review meeting. This is your chance to share an early version of your idea and ask questions before you spend money on full plans.

Come prepared with a basic site layout and a clear explanation of what you want to build. Ask staff what concerns they see and where projects like yours typically get stuck.

Listening here matters more than defending your concept.

Be Organized and Responsive

Staff review dozens of projects at the same time. Developers who submit clean applications, respond quickly to comments, and follow through on what they say stand out immediately.

If staff ask for a revision, acknowledge it and give a clear timeline for your response. Silence is one of the fastest ways to lose goodwill.

Show That You Respect the Process

Codes exist for a reason. Even if you disagree with a requirement, approach it professionally. Ask how others have solved similar issues instead of pushing back immediately.

Staff often help projects behind the scenes by suggesting alternatives, flagging issues early, or recommending approval when a project is borderline. That support only comes when trust is built.

Remember That Staff Reports Matter

In many cities, planning commissions and councils rely heavily on staff recommendations. A positive staff report can carry more weight than a polished presentation.

If staff believe your project is reasonable, well thought out, and aligned with policy, your approval odds increase significantly.

KEY TAKEAWAYS:

• City staff are partners, not gatekeepers.
• Early conversations prevent late surprises.
• Responsiveness and professionalism build long-term credibility.

PEOPLE ALSO ASK:

Should I bring my consultant team to staff meetings?

Yes. Having your architect or engineer present shows seriousness and helps resolve technical questions quickly.

How often should I communicate with staff during review?

Check in after each submittal or comment round. Consistent updates are better than long gaps.

What frustrates city staff the most?

Incomplete applications, missed deadlines, and developers who ignore feedback.

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