Statement of Community Involvement

Technique

When suitable

Advantages

Disadvantages

Resources

Letters

• all stages to inform and promote
• all stakeholders and consultees
• obtain information by request
• inform proposed activities
• provide feedback on responses

• can send letters/etc. with a reply slip
• dual purpose e.g. send out consultation documents at same time
• can be managed internally easily
• existing database allows for speedy process
• effective with good administrative back up

• can dominate office resources as often large job diverts from other tasks
• ensure database constantly up to date otherwise errors occur

• limited impact- peaks and troughs
• officer/ administrative staff time
• printing stationery costs

Reply slips

leaflets and

surveys

• all stages to inform and promote
• all stakeholders and consultees
• obtain information by request
• seek views and aspirations
• publicity of events and activities

• can send letters/etc with a reply slip
• dual purpose e.g. send out consultation documents at same time
• can be managed internally easily
• existing database allows for speedy process
• effective with good administrative back up

• can dominate office resources as often large job diverts from other tasks
• ensure database constantly up to date otherwise errors occur
• to achieve good return need to pre-pay envelopes/return slips

• limited impact- peaks and troughs
• officer/ administrative staff time
• printing stationery costs
• pre-paid envelopes costs
• uncertain of response rate

Leaflets

• can be at all stages to provide a summary
• can go to all consultees but of most use to general public and local community groups

• summarise/simplify complex issues
• appeal to wide audience with non-planning background
• can have a wide circulation to reach out to many groups in the community

• important not to over simplify and miss key points
• careful not to create information overload

• printing and stationery costs
• consider distribution costs (post/e-mail)
• wider distribution e.g. through newspapers and local magazines

Consultation Document

• will be used for consulting on draft technical documents and to comply with statutory legislation
• obtain views and reactions to proposals in a more formal context

• give people something to consider and react to
• can be produced and distributed in various formats
• enable people to make an informed response
• can be made available in various accessible locations throughout the district

• can be daunting and difficult to read
• may not be suited to all groups in community
• can be over technical and open to mis-interpretation
• less opportunity for two-way participation as reacting rather than putting forward ideas

• costs of printing and distribution
• costs of making documents available in a variety of formats

Media and publicity

• press releases and newspaper articles and briefings for radio/TV
• suitable at the key stages to inform and promote activities

• quickly reach large and varied audience
• good way of advertising events
• usually written in accessible language catering for most readers
• can use free paper - Tendring Matters

• do not have full editorial control of articles
• no control or idea of how many people actually read and consider information
• groups of community who may not read or buy a paper or listen to other forms of media

• newspaper articles can be expensive
• alternative media events costly

Public exhibitions (unstaffed) could be combined with drop centre / surgeries

• useful to supplement other forms of consultation
• inform and explain issues at various stages
• could include specific staff time for drop in centre or surgery

• good publicity in accessible locations
• inform about other more participative opportunities for involvement
• visual aids can be a good way to get across complex matters
• located in places where people are visiting anyway (visitor attraction/libraries schools etc)

• not interactive
• not necessarily representative of community as a whole
• no direct contact for questions etc would need to be supplemented by other events/activities

• good exhibitions costly to produce (although once prepared can be used repeatedly)
• cost to advertising exhibitions

Public exhibitions (staffed)

• useful to supplement other forms of consultation
• inform and explain issues at various stages

• good publicity in accessible locations
• inform about other more participative opportunities for involvement
• visual aids can be a good way to get across complex matters
• exhibitions can be held at times and in locations suited to target groups
• staff on hand to explain and answer questions

• not interactive
• not necessarily representative of community as a whole
• no direct contact for questions etc, would need to be supplemented by other events/activities
• can be difficult encouraging people in community to attend particularly some of the hard to reach groups (would need to consider this in planning venues and times)

• good exhibitions costly to produce (although once prepared can be used repeatedly)
• cost to advertising exhibitions
• staff resources significant to effectively cover wide coverage of exhibitions
• hiring venues costs

Presentations

to specific groups

• early stage participation particularly useful
• qualitative information can be obtained from key audiences

• can be good qualitative participation
• explains complex issues face to face
• opportunities for questions and answers
• useful to inform those with less time to absorb documentation

• can be emotive
• need to ensure not to give any impression of exclusion
• need to be structured to be clear of aims and objectives

• cost of hiring venues
• advertising and publicity/ invitations

Surveys

• most useful for evidence gathering at early stages for all documents
• consider postal telephone and electronic surveys

• good quantitative evidence
• seek opinions and aspirations of wide range of audiences
• may obtain evidence otherwise not available

• time consuming
• response rate can be poor
• need to consider all formats to enhance response rates

• high staff resources
• cost could include pre-paid envelopes

Public meetings

• to address key concerns that may have been raised by public
• inform and explain issues and process

• seen to be listening
• providing opportunity for people to come together and express opinions
• well managed meetings can be good source of information and feedback

• can be very emotive and difficult to manage
• often attract only those people who have an axe to grind
• must be well structured and objective
• can be intimidating for some people so they are reluctant to speak

• low cost other than venue hire
• advertising and publicity costs
• material to be prepared to get most out of meeting

Interactive website

• can be used throughout process for all stages including formal consultation opportunities

• quick and effective for many people particularly organisations
• cover wide geographical areas
• may reach groups who don't like to respond to other conventional methods, not comfortable with face to face contact or have time limitations
• less paper work and can help with speed of analysis

• large numbers of people still do not have access or understanding of technology
• web site should not be used as an alternative but as an addition
• lack of opportunity to build up rapport and develop discussions from feedback (personal contact removed may also be a disadvantage)

• cost effective
• software and programming to set up