It is possible that some of the groups within a community who may be affected by a proposal may not come forward and volunteer to be a part of the consultative process. A scan of the list of sub-groups above shows that barriers to involvement may exist.
Therefore it may be necessary to put more effort into seeking people out, and finding a way of including their views in the consultative process. This suggests that a targeted and direct consultation process may be required. Potential points to consider include:
- consider using an independent expert, or an objective third party to mediate, interpret or facilitate.
- be clear about the level of consultation (refer to the IAP2 spectrum) and find methods that are appropriate to the level of consultation being offered, and the resources available.
- ensure that good information about the proposal is widely disseminated as a first step
- consult with key agencies and peak bodies that provide services to relevant groups and sub-groups that may be particularly affected by the proposal.
- tap into existing groups to assist with the consultation:
- Youth Advisory Councils, Aboriginal Communities, Service Organisations.
- Utilise specific interest sectors such as government agencies, non government organisations and universities
- Undertake an initiated feedback process through established peak bodies, using their networks
Find the resources to meet people on their terms - in places that suit them, at times that suit them and using methods that suit them. Be flexible with the consultation to fit with the circumstances of the people being consulted.
If you are consulting with representatives of particular organisations or groups, allow time for them to canvass views from their constituencies.
Use a diversity of methods to increase exposure and optimise engagement with difficult-to-reach sub-groups. Don’t rely on one method.
The question of whether or not stakeholder groups should be resourced to participate in consultation deserves discussion. It is not recommended that individuals are paid for participation. However, there are two different types of resourcing: resourcing to remove barriers to participation, and resourcing to provide incentives.
Resourcing to remove barriers to participation includes payment for travel, parking, child care costs, and refreshments and should be considered. This would be particularly relevant if the time commitment involved is likely to be frequent over an extended period of time. Resourcing as incentives includes gifts and sitting fees. While this is not recommended, it is left to the discretion of the proposal proponent.
If specific groups are hard to access, it may be useful to identify groups or associations who can represent those interests. Look at other examples of similar proposals to provide links to representative bodies or speak to others who have worked with a specific community to see how they identified representative groups or individuals.
Be aware that people may choose not to get involved for a range of reasons such as consultation fatigue or a sense of powerlessness. Consultation fatigue is where people feel over-consulted. Consider whether representative bodies exist who could be asked for input on their behalf.
In addition, be specific about the purpose of the consultation and the opportunity that is being offered to influence the proposal, so people can determine whether or not they wish to become involved.
Lessons learned*
- Make sure sufficient resources are made available - time and money
- Develop and implement a systematic process
- Don’t consult if decisions have already been made
- Be aware of the importance of transparency and objectivity
- Provide an educative process to assist people with context so they can provide feedback – enables broader feedback than front of mind responses
- Don’t assume that one process is appropriate for all circumstances
- Cater for special needs
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