Open Government Participation Framework Engagement Workshops

What is the Participation Framework? 

• The Participation Framework is a guide to good practice in participation work across Scottish Government. It provides information about participatory methods and when to use them, the development of an effective participation strategy, and signposts to further resources. ​ 

• The Participation Framework was first published in February 2023, with the intention for the document to be a first draft to be reviewed by the public before being updated. ​ 

Overview of work  

The Open Government team commissioned Deciding Matters to deliver a series of workshops with the public between March-April 2023, reviewing the newly published Participation Framework, and commenting on the inclusivity and accessibility of the document with the following goals:​ 

1. Enable critical reflections on the Participation Framework and its application in future policy decision-making settings and contexts. ​ 

2. Ensure the Participation Framework supports inclusive practice and is cognizant of equalities and diversity. ​ 

3. Participants will inform feedback on the Participation Framework, its design, functionality, and key improvements for reformation. ​ 

4. Clear identification of any gaps and any new participatory engagement methods not outlined in the existing Participation Framework​ 

5. Clear identification of which individuals and groups with lived experience might be impacted by the Participation Framework and areas for improvement regarding accessibility. ​ 

Approach & methodology 

We delivered six workshops delivered over two-month period:​ 

• Online (Zoom) and in-person (Edinburgh)​ 

• Morning, afternoon and evening options​ 

• Weekday and weekend sessions​ 

Workshops included a range of engagement methods:​ 

• Discursive activities​ 

• Independent written activities (using flipcharts/Jamboard)​ 

• Presentations (with closed captions and visuals)​ 

• Participant votes ​ 

Key lines of enquiry and background information (including the Participation Framework) were shared in advance to support meaningful engagement.​ 

Participants 

The workshops were open to any members of the public, but the delivery team especially wanted to engage with people and groups who are often unheard, or unable to engage in similar processes due to lack of accessible design. Recruitment was done through networked communities (e.g. SCDC) as well as public platforms (e.g. Twitter). ​ 

Of the 195 individuals who registered interest, 80 diverse people were invited to take part in the workshops.​ 

• Participants were from 21 Local Authority areas​ 

• 28.2% of participants considered themselves to have a disability or health condition​ 

• Ranging in age from 18 to 65+​ 

• 73.4% of participants identified as a woman and 21.5% identified as a man​ 

Participants were given an open text box to add their ethnicity if they so wished. Previous workshop feedback suggested this method is more inclusive than a drop-down menu where some individuals may have to characterise themselves as “other”. ​ 

Participant Support & Incentives 

Onboarding: 

• One-to-one calls with each participant in advance allows the delivery team to identify any additional support needs  

• Time to put suitable support mechanisms in place  

Gift of Thanks: 

• The insights, time commitment and lived experience of participants are invaluable to a participatory process   

• We pay all participants a gift of thanks in line with a living wage 

• Gift of thanks are typically available as bank transfer or voucher  

Outputs: Equality & Inclusion 

What does equality & inclusion mean to you? 

• Being listened to ​ 

• People being given a change to feel valued and be seen​ 

• Equality of opportunity​ 

• Removing barriers to participation​ 

• Treating everyone equally and equitably ​ 

• Equity over equality, need to recognise the needs and starting point of each individual​ 

• Level the playing field​ 

• “All means all”​ 

• Human rights and law approach​ 

• No one size fits all, and no one is left behind​ 

• Nothing about me without me​ 

• Levelling power​ 

• Levelling power hierarchies and recognise why this is important​ 

• Collective vision​ 

• What equality means and how to strive for it​ 

• Constantly moving towards more and better​ 

• Accept that equality is difficult to achieve​ 

• It can be hard to represent all groups​ 

Outputs: The Participation Framework  

What is missing from the Participation Framework? 

• There needs to be specific mention of all protected characteristics​ 

• LGBTQIA+ communities, aged groups, religious communities, and those experiencing homelessness need to be recognised​ 

• Introduction to who wrote this and it’s purpose​ 

• Information on unbiased attitudes, unconscious bias of practitioners​ 

• Reasons to engage people - so that they have a say on policies that will directly affect them - respecting human rights.​ 

• Index and glossary of definitions, recognising terms such as lived experience.​ 

• Reference other frameworks and policies this will be used in conjunction with  ​ 

• How to bring the community with you at all stages of the process, including planning and report writing​ 

• Guidance and standards with regards to paying participants a gift of thanks​ 

• Ways for those on benefits to access honorarium payments without facing sanctions​ 

• Flexibility in method (e.g. cash or choice of voucher)​ 

• When different techniques should be used and what alternative formats for information might look like​ 

Outputs: Priority Actions 

Participants were asked to identify the priority actions they wanted Scottish Government to take while implementing the Participation Framework. ​ 

Partnership Working 

• Understand and recognise the impact on organisations being asked to support, stretched organisations working at capacity might not have the money or resources to support engagement.​ 

• Scottish government and supporting organisations to build mutual understanding and critical understanding, compromising and acceptance - important for dialogue.​ 

• Look at, and share, best practice.​ 

• Work closely with community/voluntary groups to set up and deliver participation processes. 

Funding 

• There needs to be transparency around where funding is coming from. ​ 

• All financial challenges and burdens faced by participants should be considered and not added to (e.g. childcare, travel).​ 

• Participants should be renumerated for engaging in participatory processes.​ 

• Adequate funding needs to be in place for all communities to engage regardless of need or location.  

Process Planning 

• Participants should be included in all process stages, including planning.​ 

• Community facilitators should be utilised and given appropriate support and information to engage their communities.​ 

• Plan a variety of engagement methods to ensure processes are easy to engage with.​ 

• Flexible delivery needs to be planned from the beginning (e.g. a range of times and methods, in-person and online).​ 

• Considerations should be made for the needs of communities, including the different geographic impacts (e.g. rural, semi-rural and urban needs).  

Staffing & Resourcing 

• Ensure training and capacity building is in place before undertaking participatory processes.​ 

• Staff should be in place to see the process through to completion.  

Process Planning 

• Use multiple formats for engagement and different ways for people to engage.​ 

• Consider diversity and intersectionality in all its forms. ​ 

• Learn about the different needs of communities to be engaged. ​ 

• Target all use groups who will be affected by the process outcomes. ​ 

• Ensure accessibility at all engagement points (including sign-up processes, workshop delivery, background information).​ 

• Understand and address power imbalances. ​ 

• Engage with new and unheard or marginalised groups. ​ 

• Identify and remove structural barriers to engagement 

Comms 

• Communicate the value of lived experience.​ 

• Provide more information/stories and examples on what SG are doing with engagement/participation and consultations and lines of communications.​ 

• Effective communication at all levels (within government, with people), ensuring information coming from the top is reaching where it’s meant to go. 

Transparency 

• Communicate clearly the project aims, usage of outputs, and feedback.​ 

• Share timelines for the process, and when participants can expect to see the outcomes. ​

• Communicate any limitations or conflicts of interest.  

Accountability 

• Don’t overpromise, communicate clear expectations with clear parameters for the process. ​ 

• Measure outcomes and communicate this back to participants. ​ 

• Close the loop, feeding back to participants regularly. ​ 

• Commit to implementation of outcomes.