Checklist: formal consultation
Before you begin
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Check whether consultation is necessary.
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Make sure consultation is not a substitute for research and thought.
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Determine resources and time required.
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Clarify what information you are seeking and how you will use it.
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Allow plenty of time to prepare.
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Allow enough time for the consultation process itself.
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Allow plenty of time for people to participate, especially for written submissions or group responses.
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Consider cultural issues: consult colleagues and agencies if you are unsure.
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Make sure you consult the appropriate people; seek advice if unsure.
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Tell participants why they are being consulted and what their answers will be used for.
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Keep all written and spoken communication simple, straightforward and respectful.
For meetings
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Think creatively about how to advertise your consultation.
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Choose an appropriate venue where participants feel at ease.
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Wear appropriate clothing at meetings with community representatives; seek advice if unsure.
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Select a skilled and impartial facilitator.
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Think carefully about how senior the officials attending meetings need to be.
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Plan your meeting agenda thoughtfully.
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Make sure presentations are clear, concise and interesting.
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Start with an open mind about the outcome - if the decision has already been made, this is not consultation.
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Respect all participants and their ideas. Acknowledge their commitment and input.
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Make sure everyone has their say. Don't rush, and don't allow some individuals to dominate a meeting.
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Listen carefully and make sure you understand what people say to you. If unsure, repeat it back to them and check you have recorded their views accurately.
After consultation
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Provide feedback to the people you have consulted through a follow-up letter, a summary of the report or a full report.
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Publish your media releases, or details of issues and proposals you are consulting on, on the New Zealand government website.
