STAGE FOUR – WHEN TO CONSULT?

STAGE FOUR – THE SUMMARY
This box gives you a brief summary of the main points in this stage. Click on the links below to find out more information on each point.

4.1 THE BUSINESS PLANNING PROCESS
4.2 THE DECISION PRINCIPLE
4.3 AT WHAT STAGE IN THE PROCESS DO I WANT TO INVOLVE OTHERS?
4.4 IS THERE AN OPPORTUNITY TO JOIN UP WITH ANOTHER EXERCISE IN THE SAME TIME FRAME?
4.5 CONSULTATION ALWAYS TAKES LONGER THAN YOU THINK!

4.6 REMEMBER - KEY POINTS FROM STAGE 4

4.1 THE BUSINESS PLANNING PROCESS

All major consultations should have been identified as part of your business planning process. You will therefore be clear about the timeframes for this consultation and how it fits into your wider Directorate Performance Plan and the decision-making process.

It should also have been registered on – Ask Me! – Consultation Planner & Finder. If it has not been please register NOW.

4.2 THE DECISION PRINCIPLE

Remember that most of the consultation the Council undertakes should be linked to a decision that it intends to take. You need to identify at what point the decision on this issue will be taken and work your timetable back from that point.

Where strategic or potentially contentious consultation exercises are planned the Cabinet Member with Responsibility needs to be involved in the early planning stages - before the consultation starts. For information about when a consultation might be defined as contentious please click   (21.00 KB)here. The Lead Member needs to be aware of, and have input to, the purpose of the exercise, the Consultation Project Plan and the key messages that the Council intends to communicate about this consultation. For strategic/potentially contentious consultations the proposals should be approved by Cabinet before the consultation is undertaken.

Remember to flag up strategic/potentially contentious consultation exercises in the Cabinet Forward Plan. Consult your manager about the process for this in your Directorate.

The Member / Officers Relations Protocol  (231.95 KB) gives further advice on the distinctive roles of Officers and Members.

You will find the Cabinet timetable and cycle of full Council meetings here.

4.3 AT WHAT STAGE IN THE PROCESS DO I WANT TO INVOLVE OTHERS?

There is always a judgement to be made about when you should discuss your initial thoughts, proposals and ideas with others to seek their views. We are all aware of the difficulties of getting this right – a 'blank sheet' approach may be unrealistic – and leave others unsure what you are asking for, while more worked up proposals may suggest to consultees that there is little left to influence.

If you have worked through your objectives in Stage Two – What Are You Consulting About   you should be in a good position to decide on your approach. You will have identified what you want to consult about and identified any constraints. This is important, as it will help you decide whether a 'blank sheet' is really being offered or whether some choices have already been ruled out.  

When you involve others is ultimately your judgement but consider a number of factors.

Where am I on the ladder of participation?  Think carefully – are you giving people information about what will happen – if so, this will usually be at the end of a process when a decision has been reached that is being communicated. Do you want to involve others early on (e.g. a service user group or network) to help you to formulate ideas and proposals – this will usually be at the beginning of a process. This initial involvement may help you frame proposals that you wish to consult a wider audience about. At this stage you will be setting out known constraints, and giving options and choices about what can still be influenced. This is likely to be in the middle of the process.

What are your objectives? What are you trying to achieve? What sort of views are you looking for?

Are there existing Networks and Forums  (22.55 KB) where you can discuss initial ideas and get input from others before putting together options and proposals? Could you use these forums after a wider consultation to refine and finalise your options in the light of the feedback that you have received?

4.4 IS THERE AN OPPORTUNITY TO JOIN UP WITH ANOTHER EXERCISE IN THE SAME TIME FRAME?

Check Ask Me! – Consultation Planner & Finder – is there another exercise you can join up with that fits your time frame? Or can your time frame be modified to allow this to happen?

4.5 CONSULTATION ALWAYS TAKES LONGER THAN YOU THINK!

When planning your process you need to build in time for each stage of the process. Checklist 4.A – Preparing Your Timetable will help you with this.

Do allow time to publicise your exercise

Do identify your budget and the staff resources you will need. For guidance on budgeting for a postal survey or a focus group click here  (30.00 KB). .  

Do allow adequate time to complete the Consultation Project Plan and plan your consultation

Do make sure that if you require assistance from colleagues at any stage in your exercise, (e.g. design of materials, reprographics, making consultation materials accessible to hard to reach groups, survey analysis) that you have scheduled this in to other colleagues work programmes

Do make sure that you know when decisions will be taken – run your timetable back from this point

Do give people sufficient time to respond to your consultation. Be aware of significant events that will effect people’s participation – e.g. religious festivals (click here to view our calendar of religious events), school holidays etc. Allow additional response times to take account of this

Do build in adequate time to collate, analyse and consider the responses.  

Do build in sufficient time for results to be considered by the appropriate management teams, COMB or Cabinet

Do make sure that you have used your results – and identified the actions arising from them

Don’t forget to build time for feedback and evaluation  in to your process.

Your feedback is important!

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