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