Engagement checklist

This checklist provides a potential structure for a project plan for community engagement with disabled people.

This is not an exhaustive list; it is intended to stimulate thinking and be a helpful tool to ensure that you have considered the needs of all participants.

Purpose

• What is the purpose of the engagement?
• What will be gained from the engagement process?
• What questions/issues will the engagement process cover?
• Has engagement occurred previously on these issues? Have other organisations undertaken engagement that would be useful to you?

Who are you engaging?

• Which individuals and groups should contribute to the issues and decisions?
• Who is affected by the decisions?
• Have you considered all groups (including people with disabilities, disabled people’s organisations, advocacy groups, carers, whānau, and associated support groups)?
• For information on working with people with particular impairments, see:
  • engaging with people who are blind or low vision
  • engaging with people who are Deaf or have hearing loss
  • engaging with people with complex communication needs
  • engaging with intellectually disabled people
  • engaging with autistic people.

How will the engagement process work?

What type of engagement will you undertake? Levels of engagement are to:

• inform – one-way communication of information – from your organisation to the community including people with disabilities. In this form of engagement, the community has no input into decision-making (eg, websites and letters)
• consult – two-way communication – between your organisation and the community including people with disabilities. Its purpose is to seek the opinion of the community (eg, surveys, focus groups, social media)
• involve – working directly with the community during the engagement process, including by seeking feedback and discussing questions (eg, workshops, working/planning groups)
• collaborate – a community partnership, including shared decision-making and a co-design approach (eg, advisory committees, reference groups)
• lead – a method of engagement in which final decision-making sits with the community (eg, voting).

Communication

• Is it clear who is being consulted, about what, when, and for what purpose?
• Is the information as clear, simple, and concise as possible?
• Will the engagement process generate interest from the media? Consider developing a communications plan, key messages, and/or media statements.
• See the accessibility section below to ensure your communications are suitable.

Accessibility

• Have you considered the needs of all participants?
• Will you use images, diagrams, graphs, or tables in the engagement materials?
  See using images, diagrams, graphs and tables accessibly.
• Will you use a website or other online tools in the engagement process?
  See using written information and printed materials accessibly and using images, diagrams, graphs, and tables accessibly.
• Will you produce written material in the engagement process?
  See using written information and printed materials accessibly.
• Will you give presentations in the engagement process?
  See accessible presentations and other verbal communication.
• If you are using a venue, is it accessible?
  See venue accessibility.

Timelines

• When will things happen or need to happen?
• What are the timeframes for decisions?
• Has sufficient preparation time been allowed?
• Consider the time it will take to book New Zealand Sign Language interpreters and accessible venues, and to make travel arrangements.

Resources and budget

• What is your available budget?
• Will you incur costs for the following:
  • venue
  • catering (food, coffee, tea, etc)
  • koha
  • engagement materials (including publication, printing, and distribution)
  • stationary or equipment (rental of projectors, laptops, large paper for workshops, etc)
  • advertisement or promotion costs (including promoting your event and recruiting participants)
  • external facilitators
  • interpreters/translators
  • data analysts or data entry
  • compensation for participants for their time (honorarium or payment) and/or travel (taxis, mileage, petrol, and/or parking) or any other associated expenses.

Analysis and reporting

• What information will be collected from participants?
• What reporting is needed? (eg, to decision-makers, community, stakeholders)
• Will you use images, diagrams, graphs, or tables in your reports?
  See using images, diagrams, graphs, and tables accessibly.
• Will you use testimonials to support the reports?
  See using testimonials.
• How will the success of the engagement be determined?
• After the process is complete, it is helpful to reflect on the engagement. Can any improvements be made next time?
• Is any support required for data analysis or data entry?

Feedback

• Will you provide feedback to participants? If so, what level and type? When will you provide feedback?
• How will you provide feedback? Consider the format, including the accessibility of your communication, follow-up meetings, websites, etc. For information on ensuring feedback is accessible, see:
  • using written information and printed materials accessibly
  • accessible presentations and other verbal communication.
• Will participants continue to be contacted? Is ongoing discussion or communication needed?
• Ensure that participants are acknowledged and thanked for their time and expertise in the consultation process.

Review and reflection

• Will you seek feedback on the engagement process?
• If so, you could ask some of the following questions.
  • Was anyone left out who should have been included?
  • Did participants feel satisfied with the process?
  • Did people feel listened to, heard, and respected?
  • Were participants satisfied with the feedback you provided on how their input was used?
  • Was the process useful for achieving the desired outcomes?
  • Were time and money used efficiently?
  • Were there any unintended consequences?
  • What could have been done differently and why?