Best Practice Guide: Resources

Additional Resources from Deciding Matters

The tools on this page were designed by Deciding Matters to support delivery of meaningful community engagement. There is a printable Word document attached to support easy use.

Authors: Rachel Nixseaman, Annie Cook

This project is supported by NatureScot in collaboration with The Scottish Government and in partnership with The National Lottery Heritage Fund.

This resource is open and available to all, we ask that if you are using this resource (adapted, or as is), you attribute the authors and Deciding Matters.

TNLHF_Acknowledgement_ Stamp_Scots_Teal_RGB.png

Identify a project which is bespoke, purposeful and location specific

Stakeholder Mapping Visual

This is a simplified example to provide guidance and a starting point for stakeholder mapping exercises.

Example Key Lines of Enquiry

Key lines of enquiry are the overarching questions which a community process is aiming to answer. The questions should be clear, concise, and open-ended. Questions should only be asked if the answer will be used to influence change within the project. If the answer to a question has no bearing on the project, it is likely not worth asking.

As much as possible, provide additional information and context relevant to the question to support informed decision making from community participants.

Example kick-off questions may include:

What are your community priorities?
What are some community objectives that could be addressed by the project?
How would the community measure success?
Which platforms and methods of communication would the community like the project to make use of?

Example development questions may include:

The project is planning to develop a citizen science programme, what training would be required to support volunteers?
The project is focusing on flood mitigation measures, where are local areas that are particularly vulnerable to flooding which could be protected by the project?
The project intends to share a percentage of profit with the community after five years of delivery, how would the community want this fund to be managed and distributed?

Ensure adequate funding and resourcing

Overview of types of deliberation and associated resourcing

Resourcing, in this case, refers to staffing, funding, time-taken, and the need for additional expertise (e.g. legal support for land sales).

Adapted from ARNSTEIN, S. 1969. A ladder of citzen partcipaton. Journal of the American Insttute of Planners, 35, 216-224.

Address imbalance through equitable and inclusive design

Accessibility Considerations

Events, both online and in-person, should be designed to be as accessible as possible for a wide range of participants with diverse needs. Examples listed below should be incorporated into all community engagement events where possible, and participants should be asked to provide any information on individual support needs which should then be addressed in advance of the sessions.

In-person event considerations:

Mobility friendly venues
Access to a quiet room
Access to a prayer space
Parking or drop-off area nearby
Access to funding/support for childcare
Subtitles for any films shown
Materials printed in appropriate formats
Catering for all dietary requirements
Translators in attendance if needed
Space for advocates to attend and support participants
Processing time after presentations before discussions start
Multiple methods of engagement available

Online event considerations:

Use of closed captions
Platform tutorial at the beginning of the session (how to mute/unmute, use chat, reactions, etc.)
Chat function to be monitored
Materials sent in advance for review where possible
Films to have subtitles and narration
Access to digital devices and data to be provided where required
Processing time after presentations before discussions start
Multiple methods of engagement available

Conversation Guidelines

This example is shared by Deciding Matters for participants at the beginning of deliberative sessions

Plan accessible stakeholder recruitment and onboarding

Example Consent Form

By completing this form, you consent to [Organisation] holding data that you choose to share in this form, and in interviews you choose to take part in.

[Organisation] will hold your information securely and only for the purpose of this specific piece of work. You can read [data controller]'s privacy policy here: [inset link to policy]

For Participant to Complete:

Full Name:

Contact Details [as relevant for the project, e.g. phone number, email]:

I consent to taking part in the [project] with [Organisation], and to [Organisation] collecting and processing the information that I provide, in line with controller's data handling and privacy policies: Y/N

[Organisation] may take pictures/videos/recordings at [provide information around use for media captured, e.g. reporting, social media, audit, website, promotion, etc.].
[Organisation] will hold photos/videos/audio recordings in line with [relevant policies/legislation].

You may remove permission for your data and likeness at any time, or ask for more information about the use of your data, by [process for removing permissions].

I have read and understood the information above and give my consent for [Organisations] to use audio recordings or excerpts of recordings of me:

I give my consent for [Organisation] to use images taken of me and images of materials I have produced at events: Y/N

I give my consent for [Organisation] to use videos of me taken at events: Y/N

I give my consent for [Organisation] to use audio recordings of me taken at events: Y/N

[Organisation] may seek certification to validate and verify community engagement processes undertaken and Auditors may ask to speak to participants. Do you give [Organisation] permission to pass your name and contact details onto an auditing team to discuss a certification process? Y/N

Signature:

Printed Name:

Date:

Embed evaluation, learning and impact

Wellbeing Web

A wellbeing web is a simple tool used to capture an individuals’ feeling towards project outcomes. The web would be used multiple times through the life of a project, producing a visual of outcomes which have shifted either positively or negatively. Desired outcomes are translated into appropriate statements which are then graded on a scale of 1-10 by the participant and marked on the web.

Example:

Please use the web below to mark how much you agree or disagree with the following statements on a scale of

1 (strongly disagree) - 10 (strongly agree)

I currently have easy access to green space.
I am confident that nature-finance will bring benefits to the community.
The community is involved in and listened to during decision-making.
I feel physically and mentally healthy.
The project is clear and transparent in its objectives and actions.
There are learning opportunities for me as a result of the project.
Jobs and volunteering opportunities are available in the area as a result of the project.
I feel climate anxiety.

Printable Resource

Printable Resources

Download a Word version of these resources here.

If you would like to discuss the Best Practice Guide, resources, or have any questions about community engagement please contact the Deciding Matters team.

Email the team