Community and public meetings
Description
Town hall or community space event inviting key stakeholders to attend.
Benefits / challenges
Attendance may not be high or representative. Barriers such as transport, childcare and health can impact attendance. Can be a bit formal, labour intensive and incur costs for venues and catering.
How to overcome
Offer a range of methods, combine with online and surveys. Provide transport and childcare options for attendees if appropriate.
Resources
Handouts, information displays, refreshments, staffing to meet the needs of an in-person audience.
Community workshops
Description
Smaller/ less formal/ structured meetings.
Benefits / challenges
Can allow for smaller groups/ one to one meetings. Less formal/ easier for views to be expressed.
Reach is less wide/ need a greater number to gather range of views.
How to overcome
More appropriate for some locations including smaller villages.
Resources
Staff resources and suitable venues, offer refreshments.
Focus or discussion groups
Description
Smaller more focussed discussion.
Benefits / challenges
Can target specific issue or groups. Allow more in-depth discussion.
Require trained facilitators. Require planning and can be labour intensive.
How to overcome
Can be used to follow up on survey or in conjunction with other methods.
Resources
Staff resources and suitable venues.
Online meetings
Description
Online or hybrid meetings rather or in addition to in person meeting. Can have breakout rooms for smaller discussions
Benefits / challenges
Can attract those with barriers to participation – health, transport, childcare etc.
Hybrid in particular can be difficult to manage. Lose some value of face to face interaction and can be subject to technical issues with connectivity etc.
MS Teams – can be challenging with external groups.
How to overcome
Use of online where there are challenges with geography/ transport and as an alternative option as appropriate.
Resources
IT equipment/ digital connectivity, audio speakers etc.
Electronic engagement tools
Description
Can be used for online meetings to facilitate discussions and seek views
Benefits / challenges
Can be useful however can require some explanation if participants are not familiar and also rely on connectivity.
How to overcome
Keep to one or 2 online tools per session or can be confusing and have a back up if technology fails.
Resources
Provide joining instructions for the platform and any directions for using voting and collaboration tools and applications.
Examples
- Mentimeter
- Consul
- Miro
- Slido
- Place check
- Greenmapping
- A dedicated website
Surveys - in person
Description
Can be carried out by staff or volunteers to gather views
Resources
- Case study: survey in- person
- Case study: survey in person and online
- Microsoft forms
- Googleforms
- Community survey with ballot
Surveys - electronic
Description
Can be sent out by email, via mailing lists, published on websites and social media
Benefits / challenges
Level of return may be low depending on topic/ interest/ length of survey etc. Limited reach/ risk of digital exclusion.
Capture entire audience in a school.
How to overcome
Offer paper copies as alternative.
Resources
- Council website
- Social media
- Printed handouts
- Case study: survey online and in person
- Place standard survey
Description
Can be useful for promoting engagement and updating on stages of consultation and outcomes.
Benefits / challenges
Limited reach, risk of digital exclusion.
How to overcome
Need to combine with other methods to reach non – digital audiences.
Resources
- Case study example: informing social media content for school news
- Staffing to administer and update the site
Community events
Description
Linking to existing events or planning a specific event.
Benefits / challenges
Can reach new audiences and work in partnership with community organisations to plan events.
How to overcome
Links with other services/ organisations planning events and community organisations.
Can reduce costs if linked to existing event.
Resources
Use variety of communication methods and resources to promote your presence and activity at the event.
Road shows / pop up stalls
Description
Taking information out to communities into local areas or facilities.
Benefits / challenges
Can reach a wider audience including people who don’t normally engage. Can be limited time for engagement or interest in topic.
Opportunity to get creative with varied engagement methods to keep people at the stall.
How to overcome
Target areas and locations carefully and link with other activities or incentives for engagement. Produce and provide promotional information and materials.
Can be labour intensive, consider cost of materials, transport and staffing.
Resources
Check if a table is provided, take leaflets, pop up banner, giveaways if you have them, laptop with video promoting your service, link to questionnaire, printed surveys, quizzes and interactive engagement such as games.
Social media / websites