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STAGE FIVE – HOW SHOULD I CARRY OUT MY CONSULTATION?

Good Practice Principle Five

Methods should be appropriate and well managed

The Council will use a wide range of public consultation methods. They will be used appropriately, reflecting the strengths and weaknesses of each method and will be managed with a clear understanding of the particular skills, knowledge and resources that consultation requires.

Adapted from Bristol City Council Consultation Strategy

STAGE FIVE - 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.

Make sure your method is appropriate to meet your objectives – use the tools to help you select according to:

Ladder of Participation- Quick Selector Guide – Checklist 5.A
Answering Key Questions – Checklist 5.B
Quantitative / Qualitative Methods – Checklist 5.C

Consider using Existing Networks This is a link to a PDF file. (22.55 KB) to consult – even for issues outside their usual remit. Remember to check that this does not contravene the Data Protection Act – What if we want to start consultation with an existing group

Consider using a variety quantitative and qualitative methods.

Think about methods that work with groups who we find difficult to engage

Use Checklist 5.D when planning a consultation event to make sure that you have thought through the arrangements

Write in plain English and consider the communication needs of your Consultees

Make sure that you provide sufficient information for people to consider and respond

Think through the impact of the Data Protection Act and other legal frameworks on your exercise

If this is a statutory exercise ensure that you follow the appropriate Guidance.

Consider whether you need external expertise to carry out your exercise. See our Guidance on How to Write a Market Research Brief This is a link to a DOC file. (35.50 KB). You need to read Annex P of the Procurement Code This is a link to a PDF file. (436.84 KB) if you do decide to use external consultants.

Double Check – Things You Should Know By Now and Things The People You are Consulting Should Know By Now

Make sure that you allow adequate time for people to respond to your consultation.

See our Checklist on Preparing Your Timetable

Remember to follow the principles and practice set out in this Toolkit – or your process could be open to challenge.

Double Check Ask Me! – Consultation Planner & Finder to ensure that there is not another consultation you can join up with

Go to Stage Six - Analysis

5.1 INTRODUCTION
5.2 WHAT METHODS WILL YOU USE?
5.3 KNOW THE LEGAL FRAMEWORK FOR STATUTORY CONSULTATION.
5.3.1 CONSIDER THE IMPLICATIONS OF THE DATA PROTECTION ACT (DPA)
5.4 IN HOUSE / EXTERNAL EXPERTISE?
5.5 CONSULTATION PROJECT PLAN
5.6 DOUBLE CHECK - THINGS YOU SHOULD KNOW BY NOW!
5.7 DOUBLE CHECK - THINGS THE PEOPLE YOU ARE CONSULTING SHOULD KNOW
5.8 REMEMBER – KEY POINTS ON STAGE 5

5.1 INTRODUCTION

By now you should have considered the timeframe for your exercise, clarified your objectives, identified your key stakeholders and thought about what to ask them. You will now be able to decide how to go about it – you need to think about the methods you will use, the legal framework in which we operate, the process you need to go through and the practicalities of running a consultation event.

Remember – you should have checked Ask Me – Consultation Planner and Finder to see if you can join up with another consultation.

5.2 WHAT METHODS WILL YOU USE?

There are a wealth of methods to use to find out the information that you need.

There are a number of checklists / tools in this section that will help you to select your consultation method. To make it as easy for you as we can we have organised this information in different ways.

i. Quick Selector Guide - Methods organised according to the Ladder of Participation model

Checklist 5.A offers you a 'quick selector' guide to consultation methods based around our model - The Ladder of Participation.

Use this tool to select your method depending on whether you are:

informing people
consulting them
involving them

Remember that you can use a variety of methods to find out what you need to know. For example within a public meeting you could also use electronic voting, Mad, Sad and Glad Boards, nominal group techniques, focus groups, and opinion poles. You can find out more about all these methods by clicking the link above.

ii. Methods organised according to key questions

Ask yourself the following key questions below to guide you to the right method:

Do you need your responses to be representative?
Do you need to get a response from as many people as possible?
Is the issue complex?
Do you need to include groups that are often excluded?
Do you need to review / improve your service or test new approaches?
Do you need to have a regular dialogue with the same people?
Do you want to use more inter-active methods?
Do you want to find out about a particular geographical area?

iii. Methods organised according to whether they are quantitative or qualitative

Where possible use a mix of

Quantitative and
Qualitative methods.

Checklist 5.C sets out methods according to these categories

Quantitative Methods – are usually based on a representative sample of people who will give you an accurate picture of the population. Click here for further information about sampling and calculating your sample size. These methods are aimed at the collection of data that can be subjected to statistical analysis. If your key question concerns 'how many' individuals have a particular view of your service, the quantitative method will be your main type of approach. Quantitative data is generally collected through asking fairly straightforward closed questions which make it possible to carry out statistical analysis using computers. Analysing quantitative data involves 'number crunching' – results are usually expressed as percentages and frequencies. Click on your chosen quantitative method for further advice on how to frame your questions. Go to Stage 6 for further information on Analysis.

Qualitative Methods – has more to do with attitudes, views and opinions and the reasons why people feel the way they do. If your key question is why individuals have a particular view of a service, then a qualitative method will be your best approach. Qualitative methods allow you to gain a full picture of a topic and its context, explore the complexity of associations between topics, explain in depth the reasons for behaviour or views, understand processes, generate and test ideas. Qualitative research typically involves group discussions or in-depth interviews to gain information, but is less about the number of people involved and more about the type of information you are trying to get. Analysing qualitative data involves clustering those strands of opinion that are related to one another. Go to Stage 6 for further information on Analysis.

iv. Finding out the detail

Once you have an idea about what methods you will use you can click on the links in the checklists for more detail about consultation methods, the advantages and disadvantages of each, a guide to cost, a contact who can provide you with further information and useful web links for each method.

v. Using Existing Networks

Don’t forget the Council has a number of Existing Networks This is a link to a PDF file. (22.55 KB) that can be used for consultation – even if they do not usually consider your subject area. The link gives you the person to contact to talk this through.

Please be aware that you will need to follow Data Protection Act guidance on consulting with existing groups.

vi. Engaging Everyone

A key aim of our strategy is to be inclusive and to recognise the diversity of people who live in Worcestershire and listen to their views. We recognise that there are some groups of people we traditionally have not engaged with and therefore their views may be under represented in consultation processes.

Where possible try and use a variety of consultation methods to find out the information you need. When selecting your method think about different people’s preferences – the guidance on Engaging Everyone will give you ideas about which methods work best with particular groups.

vii. Planning a Consultation Event

If you are planning a consultation EVENT you can use Checklist 5.D. to develop your project plan.

This will help you to think through the practical arrangements for your event. Consider the accessibility of your venue – is it near to your target group, will it be accessible for people with disabilities? Think about whether you require interpreters (community or sign language – see Communications below) Do you need to provide childcare or do you need to arrange substitute care for dependent relatives? Think also about the appropriateness of refreshments or catering provided (e.g. using local produce, catering for specific groups, providing a vegetarian option etc). Consider the timing of your meeting – should it be daytime, evenings, in school holidays? Checklist 5.D will help you think through other considerations.

viii. Use Plain English

Whichever methods you use remember – use plain English, and avoid jargon. You can find the Plain English Campaign Guidance here http://www.plainenglish.co.uk/howto.pdf

ix. Recognise different communication needs

Remember some of our customers may have particular communication needs (e.g. because they have a particular disability, or need help to communicate in English). For further guidance click here:

x. Provide sufficient information

Sufficient information must be supplied to consultees in order for them to be able to consider and respond. For example consultation documents should set out the main information and competing arguments relevant to whatever options are possible. This should be set out in an accessible form. See Reports for further guidance on writing reports.

xi. Allow sufficient time for consultees to give you a considered response

Allow sufficient time for your consultees to give you a considered response. Be aware of factors that may make a difference – such as school and public holidays, and major sporting events.

Remember to check for religious festivals and regular days and times of worship of different faith groups that may impact on your consultation.

Sometimes it can be difficult to decide which dates to avoid but it is important to demonstrate your awareness of festivals. If festivals and worship times cannot be avoided remember you may need to set aside a room for prayers.

For written consultation documents the Cabinet Office recommends that a response time of 12 weeks should be given.

5.3 KNOW THE LEGAL FRAMEWORK FOR STATUTORY CONSULTATION.

Consultation may be governed by a legal framework . Sometimes you will be consulting because you are required to do so for example as part of a Best Value Review or due to a statutory requirement. If there is statutory guidance on how you will carry out the consultation you must follow this. In other cases consultation is required, but the methods are not prescribed. The stages of this Toolkit will help you to think through how you can carry out the consultation to a high standard.

5.3.1 CONSIDER THE IMPLICATIONS OF THE DATA PROTECTION ACT (DPA)

In particular ensure you are complying with the Data Protection Act The extensive guidance attached gives you examples of wording to use on surveys, or with user or focus groups that ensure you are complying with the spirit as well as the letter of the Act. Remember if you don’t follow the principle and practice set out in the Toolkit your consultation process could be challenged.

5.4 IN HOUSE / EXTERNAL EXPERTISE?

This Toolkit provides you with stage-by-stage advice, and a range of 'in-house' contacts and networks that can help you to make your consultation effective and inclusive. You may decide however that the scale of the task is beyond our expertise.

Factors to consider when considering using external consultants include:

Budget available
Whether the size of the consultation can be met from in–house resources
Whether the appropriate skills are available in-house
Range of methods selected – e.g. you may want to use external, on street interviewers to run face to face interviews but run a focus group 'in-house'
Profile of the consultation exercise – are the outcomes likely to be very important to the Authority / very contentious

It is recommended that before enlisting market research companies, you should ensure that they are members of the Market Research Society and that you make enquiries as to the accreditation of the Company and their experience and past projects. Helen Clive in the Research and Intelligence Unit Telephone 01905 766715 can put you in touch with reputable companies. Click here for guidance on ‘How to Write a Market Research Brief This is a link to a DOC file. (35.50 KB)’

Don’t forget that as we are commissioning the consultation the terms of the Data Protection Act (point 1.5) still apply. The link will take you to guidance about what to tell consultants in respect of the DPA.

If you do decide to go ahead and use external consultants make sure you read Annex P of the Procurement Code - Procurement of Consultants This is a link to a PDF file. (436.84 KB).

5.5 CONSULTATION PROJECT PLAN

If you have not already done so complete your Consultation Project Plan This is a link to a DOC file. (159.50 KB) now.

5.6 DOUBLE CHECK - THINGS YOU SHOULD KNOW BY NOW!

If you have worked through Stages 1 – 4 of this Toolkit you should be about ready to start your consultation.

As a quick reminder – check do you know the following:

Who to consult – have you thought of everyone?
Whose views will be most influential?
That you have thought of the right issues and questions to focus on?
That you have selected the most appropriate method /s?
How much it will cost and where the money is coming from?
What decisions will be affected and when?

That you have thought through the Data Protection Act and other legal frameworks and how they might affect your consultation?

5.7 DOUBLE CHECK - THINGS THE PEOPLE YOU ARE CONSULTING SHOULD KNOW

Before you start be sure that your consultees know:

Who is being involved and why
What decisions will be influenced
Who will take these decisions
When the decisions will be taken
How the results will be fed back to people
That anonymity will be respected if requested
Who they can contact about the exercise

If you do not know the answers to these points go to the Quick Fix Toolkit and work back through Stages 1 – 4

The Template 2.1 – Setting Out Your Objectives to Consultees will help you to make clear to your consultees what you are trying to achieve.

5.8 Remember – Key Points on Stage Five

Make sure your method is appropriate to meet your objectives – use the tools to help you select according to:

Ladder of Participation- Quick Selector Guide – Checklist 5.A

Answering Key Questions – Checklist 5.B

Quantitative / Qualitative methods – Checklist 5.C

Consider using Existing Networks This is a link to a PDF file. (22.55 KB) to consult – even for issues outside their usual remit. Remember to check that this does not contravene the Data Protection Act what if we want to start consultation with an existing group

Consider using a variety quantitative and qualitative methods

Think about methods that work with groups who we find difficult to engage

Use Checklist 5.D when planning a consultation event make sure that you have thought through the arrangements

Write in plain English http://www.plainenglish.co.uk/howto.pdf and consider the communication needs of your Consultees