Statement of Community Involvement

Ended on the 4 March 2024

Appendix 2: Communication Techniques

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
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