Consultation, Information and Participation (Implementation Guidelines): Final Draft and Final Version
This section will give ideas for actions, methods and examples. Its purpose is to make sure we can communicate well.
Information Giving
All partners, when asking community and voluntary sector organisations to attend a meeting which has been called for the purpose of giving information, should ensure that this is clearly stated. This type of meeting is not a consultation and should not be described as such.
Information provided should be jargon-free, concise and well laid out. Where appropriate it should be provided in a variety of formats, including translations, Braille and recorded tape.
Long reports should include a short executive summary to enable people to understand the scope of the information given.
A range of methods of giving information should be used, for example: community and voluntary sector newsletters; meetings; dissemination through local infrastructure organisations and local networks and partnerships; local community newsletters; community websites; local noticeboards; the local press; and local TV and radio.
Information Gathering
Agencies will gather general and specific information to give an informed base to planning services, usually before any consultation or ongoing evaluation process.
The purpose of any information gathering exercise should be made clear to those being asked to provide information.
Partners should ensure that the information requested has not already been provided to other agencies/departments.
There is a range of methods of information gathering - surveys, questionnaires, interviews, meetings etc. Ensure that the most appropriate mix of methods is used.
Consultation
The aim of consultation is to ensure that agencies listen effectively and consider the views of Bristol's citizens as part of the decision making process. This will ensure that policies and services reflect the aspirations and needs of Bristol's diverse communities.
Planning
Partners should ensure that the information being sought is not available elsewhere and does not duplicate earlier consultations.*
Before consulting, partners should ensure that other agencies do not intend to consult at the same time. If this is the case, the potential for joint consultation should be considered.
Account should be taken of any barriers to communication (hearing or visual impairment and language), restrictions on access or participation (physical impairment, transport, lack of confidence).
Ensure that all community and voluntary organisations that have an interest in the subject of the consultation will be consulted.
Ensure that all groups are treated equally - there should be no "favoured" groups.
Joint consultation, in partnership with the community and voluntary sector, should be considered where this helps both parties - for example production of joint consultation documents, or funding of community and voluntary sector organisations to carry out a particular consultation exercise. This may be particularly helpful when hard to reach groups are being consulted.
Organisations being consulted should consider carefully how members/service users will be involved in formulating the response, ensuring the full range of members' views is represented.
Methods
Agencies must ensure that the diverse needs and perspectives of the community and voluntary sector are taken into account.
The consultation process can be a positive and enjoyable experience. It is important to ensure that the methods used are appropriate for the groups being consulted. Bristol City Council's document "Consultation Methods" describes and costs a range of different consultation methods. The Council's Consultation website contains links to guidance on working with Equalities Forums.
It should be acknowledged that facilitating a consultation meeting requires particular skills. Partners should only use appropriately skilled facilitators**.
The use of interpreters, suitable venues and suitable times for meetings will always be considered.
Timescales
Timescales will be made clear at the start of each consultation. Any particular constraints will also be explained, such as statutory requirements.
The minimum period allowed for responses to major consultations should be twelve weeks. Allowances will be made for holiday periods, known busy periods and other potential timing difficulties. Where less than twelve weeks is allowed any consultation document will specify the reason why a shorter response time is set.
The City Council will regularly update its Consultation Finder database. All partners will be invited to use the Consultation Finder database in order to avoid duplication or consultation overload.
Consultation strategies
- Consultation strategies should include accessible written plans which:
- state what is already decided, what decisions can be influenced and how responses will be analysed
- include a summary of no more than one page
- explain the aims and procedures of the consultation
- clearly identify issues and intentions
- include a list of those being consulted
- make clear where policy decisions have already been taken and where consultation relates only to their interpretation or implementation
- are easy to read (checked for plain language), and available on request in languages and formats other than written English
- include easy references to relevant publications
- include the names and contact details of staff who can be contacted about the consultation
- include fairly argued options
- explain whether and why one option is preferred
- enable respondents to put forward their own proposals
- enable confidential responses to be made
- identify any action required from the community and voluntary sector and any policy changes which might involve increased costs for the sector
- invite comments on how the proposals might affect the sector
- invite comments on the methods and quality of consultation
- make clear when decisions will be taken and by whom
- publicise the way in which feedback will be provided
- indicate how the consultation will be evaluated.
These principles apply equally where consultation information is made available in forms other than written documents. This information should be widely and easily available.
Analysis and reporting
Analysis of information gained through consultation will vary depending on the type of consultation methods that have been used. Surveys will usually generate statistical data whilst events, groups, meetings and conferences will usually result in qualitative information. In both instances, it is important that the consultation report should include details ofÂ
- a description of the methodology that has been followed
- details of the number and range of participants in the consultation along with a consideration of whether particular groups are under or over-represented in the response that has been achieved
- a short analysis of top-line 'key findings'
- a more detailed discussion of the range of views that have been expressed, drawing attention to areas of consensus and disagreement between stakeholder groups
- a clear account of how any conclusions that are drawn or any recommendations that are made relate to the range of views that have been expressed in the consultation.
In many cases it will be necessary to consider the likely impact of conclusions and recommendations on the work of community and voluntary sector organisations and to bring forward any views expressed on these issues.
Feedback
Feedback is an essential part of consultation. It allows participants to see how their views have been used in arriving at a decision, and to know what will happen next. It enables those consulted to make further contributions to the debate. If feedback is not provided, participants believe their views have not been heard or acknowledged, and the effectiveness of the consultation process (and confidence in future consultations) is undermined.
Information should accurately reflect the views put forward and show how these have been taken into account in arriving at the decision.
Feedback will be made available to everyone consulted. It will include information about the method of consultation, a summary of responses, the outcome and how the decision was reached.
The way in which feedback will be provided will be publicised at the time of the consultation. It could include written responses, posting of outcomes on websites, feedback meetings, information in libraries and community centres and a contact person for follow-up enquiries. It will not necessarily include sending an individual response to each organisation consulted.
Dialogue
Public agencies and community and voluntary sector organisations may develop an ongoing dialogue about a range of issues, aswell as communicating in one-off consultations. Much of this dialogue will take place in formal partnerships and working groups.
Representation at partnerships, committees or working groups
All partners will ensure that meeting papers are clear, concise and in plain English. Papers should be distributed at least ten days in advance of any proposed meeting.
The role of community and voluntary sector representatives to partnerships will be made clear and where possible, a 'job description' provided. The role of public sector representatives to partnerships will also be clearly described.
Community and voluntary sector representatives should ensure that they are part of a representative structure which enables member/service users views to be heard and taken forward. Other partners will describe how they will communicate with and bring forward the views of their agencies, and where relevant, their users.
Costs of participation
A properly costed and resourced consultation is an investment in successful decision making. The main costs are: staff and volunteer time (in preparation and research aswell as participating in consultations), travel, childcare, personal assistance and interpreters, printed materials, buying in expertise, venues, and administration. The resource implications of consultations should be recognised, costed and provided for by partner agencies.
Confidentiality
Where respondents request confidentiality for their comments, their wishes will be respected.
Evaluation
Evaluation should be built into the consultation process. Check that objectives were met, a wide range of people were consulted, appropriate consultation methods were used, the timescale was right, the information provided was effective, value for money was achieved, the consultation itself was effective (did something change?) and training needs were identified and acted on.
*Bristol City Council has developed Consultation Finder as an interactive, web-based calendar and database, which can be searched to find out about past, present and proposed consultations in any area of the city and in relation to different areas of interest. It includes consultations carried out by the council and by other local agencies.
www.bristol-city.gov.uk/consultation
**Bristol City Council is supporting the development of a network of trained facilitators and looking into accreditation of facilitation skills. The Council also runs a programme of seminars on the different aspects of running a successful consultation exercise.