Deﬁni:on any process that involves the public in problem solving or decision making and uses public input to make decisions‘ Boroondara Council Policy 2011 IAP2 Core Values Award
How often do you engage withcommunities? Often Sometimes Never A lot is common sense, just not common prac2ce.
Why? Why? Why is ishere a need to engage at your Why t there a need to engage at your library? library? Do you need to engage because it’s mandatory? Do you need to engage because it’s Or because you really want to reflect the mandatory? of your community? views and needs Or because you really want to reﬂect the diverse views and needs of your community?
How oLen do you engage with communi:es? OLen Some:mes Never
What are the benefits of involving thepublic?Let’s discuss
External Barriers What are the external inﬂuences that make it diﬃcult to engage?
Internal Barriers What are the internal inﬂuences that make it diﬃcult to engage?
Lessons Learnt Can you think of a :me that you engaged really well with the public? Why do you think that was successful? Let’s share
What are the issues or topics that you would like to engage on with your community right now? Let’s share
Why are these topics important to you? What impact do they have on your business? Let’s share.
Let’s pick a topic that has common ground and explore it.
Deﬁning the Decision – lets take a closer look What exactly do we want to know? What decisions need to be made? Come up with a decision statement. Is everybody on board and key people consulted within the business for their input?
What do we want from the community? What decisions are we asking the community to be involved in?
Who will you be asking? Take a moment to write down all the relevant communi:es that you would like to engage on this topic.
How do we reach them? Easy to Reach targets Highly u2lised Community Groups and Library members and visitors, mothers groups, re:red leaders communi:es Mothers groups, local members, schools, rotary, RSL Hard to reach targets Under u2lised Community groups and Young men, NESB, disabled, aged, shiL workers, business men, leaders job seekers Council staﬀ, spor:ng clubs, local spor:ng personali:es ie: VFL coaches, non-‐proﬁt or council groups with similar interests, chamber of commerce, small business victoria, centrelink, youth groups
What other channels might work? Easy to Reach targets Highly u2lised Channels Library members and visitors, mothers groups, re:red Local print and electronic media, direct mail, web, events such communi:es as sausage sizzles Hard to reach targets Under u2lised Channels Young men, NESB, disabled, aged, shiL workers, business men, Social media and viral campains, business magazines, targe^ed job seekers adver:sing ie: seek.com, local social workers and cousellors, ie: rela:onships australia, PR including ar:cles in targeted local magazines and special interest magazines and community group newsle^ers, local u:lity newsle^ers, community service annoucements, leveraging on local events with informa:on kiosks, NES radio and community TV
An:cipa:ng Noise Have we consulted on this before? What were the issues and outcomes? What other issues might come up for the community that could cloud the process? Are there any groups that would be opposed to the decision? Who are they? What issues will they have?
Techniques to share informa:on Bill stuﬀers, brieﬁngs, expert panels, ﬁeld oﬃces, hot lines, posters, informa:on kiosks, informa:on repositories (cafes etc), press conferences, newspaper inserts, press releases, adver:sements, advertorial, informa:on sheets and materials, technical info contacts, technical reports, television, web sites.
Techniques to compile and provide feedback Comment forms, web polls and e-‐surveys, mailed surveys and ques:onnaires, community facilitators/leaders, one-‐on-‐one surveys, interviews – in-‐depth, telephone surveys and polls, compe::ons
Techniques to bring people together Charre^es (intense joint design), ci:zen juries, kitchen table mee:ngs, computer assisted mee:ngs, delibera:ve dialogues and polling, fairs and events and sausage sizzles, ﬁshbowl techniques (watch decision makers), focus groups, mee:ngs with exis:ng groups, advisory groups, steering commi^ees, open houses, open space (Flexible group sizes and topics), panels, public hearings, public mee:ngs, revolving conversa:ons, study circles and roundtables, symposia (expert speakers)
So which techniques do we use? To determine the type of techniques you are going to use you ﬁrst need to determine the level of engagement required.
Determine the level of engagement How do we know what level to engage on?
The Interna:onal Associa:on of Public Par:cipa:on (IAP2) There are two ways we can determine which level to engage. By consul:ng the IAP2 spectrum, or by comple:ng the IAP2 public outcry matrix.
The IAP2 Spectrum INFORM CONSULT INVOLVE COLLABORATE EMPOWER Goal Goal Goal Goal Goal To provide the To obtain public To work directly To partner with the To place ﬁnal public with feedback on with the public public in each decision-‐making in balanced and analysis, throughout the aspect of the the hands of the objec:ve alterna:ves and/or process to ensure decision including public. informa:on to decisions. that public the development of assist them in concerns and alterna:ves and understanding the aspira:ons are the iden:ﬁca:on of problems, consistently the preferred alterna:ves, understood and solu:on. opportuni:es and/ considered. or solu:ons. Promise Promise Promise Promise Promise We will keep You We will keep you We will work with We will look to you We will implement informed. informed, listen to you to ensure that for direct advice what you decide. and acknowledge your concerns and and innova:on in concerns and aspira:ons are formula:ng provide feedback directly reﬂected in solu:ons and on how public the alterna:ves incorporate your input inﬂuenced developed and advice and the decision. provide feedback recommenda:ons on how public into the decisions input inﬂuenced to the maximum the decision. extent possible.
The IAP2 Spectrum in Plain English INFORM CONSULT INVOLVE COLLABORATE EMPOWER Goal Goal Goal Goal Goal Is telling the public Here it is, what is This is about input We collaborate as The ﬁnal decision is that a decision is your feedback?’, and saying, ‘we partners with the made by the public. being made and plus it goes back to want your input to community to come Ie: Elec:ons informing them par:cipants to give feed into our ideas out with the about the decision them feedback on and op:ons’ to help preferred outcome/making journey and how their shape the outcome. decision. the outcome. informa:on/idea was implemented. Example Example Example Example Techniques Example Techniques Techniques to Techniques to Techniques to to Consider: to Consider: Consider: Consider: Consider: -‐Factsheets -‐Public comment -‐Workshops -‐Ci:zen Advisory -‐Ci:zen juries Commi^ees -‐Ballots -‐Web sheets -‐Focus groups -‐Deliberate polling -‐Consensus Building -‐Delegated decisions -‐Surveys -‐ Open houses -‐Par:cipatory -‐Public mee:ngs decision making
The IAP2 litmus test IAP2 have developed a public expecta:on matrix to help determine the level of engagement that is recommended. Let’s try it.
The IAP2 litmus test 1-‐2 Very Low to Low Inform 2-‐3 Low to Moderate recommenda:on: at least Consult 3-‐4 Moderate to High recommenda:on: probably Involve 4-‐5 High to Very High recommenda:on: minimum Involve consider opportuni:es for Collaborate or Empower, if feasible
So we’ve determined that we should be engaging at “involve” level? Next stop is to scope the project more thoroughly. So, you know why you want to engage, you have a decision making statement. You’ve mapped and priori:sed your stakeholders and thought outside the square about the channels you could use? Now you will need to determine your budget how you want to engage each community, the tools you will need to involve them, your budget, resources and :melines …. and you can begin to draL an ac:on plan.
What tools and channels would work for our involve strategy?
Congratula:ons! Plan Do Review 10. 1. Establish 6. Organise Community purpose resources input 2. Deﬁne 7. Invite 11. Report scope par:cipa:on back 8. Provide 3. Iden:fy 12. Evaluate info to stakeholders process par:cipants 4. Select 9. Conduct level(s)of engagement engagement ac:vity 5. Set :meframes