Participation scaleCommunity input
Best used forImproving proposals
At a glance
Participants doReview an issue or proposal and give feedback.
Organizers doExplain what can still change, collect feedback fairly, and show how it was considered.
ProducesFeedback that can help improve a proposal or decision.
What is Consultation?
A consultation collects feedback on an issue, proposal, plan, or decision.Participants can share their opinions, concerns, experiences, and ideas before a final decision is made.A consultation is most useful when the feedback can still influence the final result.
insights
Key takeawayA consultation lets people give feedback before a final decision is made.
Characteristics
Best used forImproving proposals
Participation scaleCommunity input
Target audienceAffected people
Time commitment~10–30 min
Effort requiredMedium
Coordination requiredMedium
Resource costLow
Participant journey
1. DiscoverFind the opportunity and understand what it is about.
2. LearnRead the background and understand what participation involves.
3. ReviewCheck the request, materials, or details before you act.
4. AnswerRespond to the questions or prompts.
5. SubmitSend your contribution to the organizer or recipient.
6. Follow upCheck the outcome and respond if anything else is needed.
Organizer responsibilities
Define the goal
Design the participation method
Prepare materials
Configure the platform
Publish
Recruit participants
Moderate
Collect results
Review
Communicate the outcome
Quality checklist
Clear objectiveThe purpose and intended result of the participation method are clearly defined.
Defined audienceThe people expected to participate are clearly identified.
Clear instructionsParticipants can understand what to do, how to do it, and when their participation is complete.
Privacy consideredOnly necessary personal information is collected, protected, and handled transparently.
AccessibleRelevant physical, digital, language, and other participation barriers have been considered.
InclusiveAffected people have a reasonable opportunity to participate.
Participant feedbackParticipants have a clear way to raise concerns or comment on the process.
Transparent processParticipants can understand how contributions are collected, reviewed, used, and communicated.
Follow-up plannedParticipants will receive relevant updates after they contribute.
Strategic strengths
Improves proposalsFeedback can show problems, missing information, and possible improvements before a final decision is made.
Includes affected peoplePeople who are affected can share knowledge and experiences that organizers may not have.
Organizes feedbackResponses can be collected and reviewed in a clear and organized way.
Practical limitations
Requires timeParticipants or organizers need enough time to prepare, contribute, or complete the process.
Requires coordinationPeople, roles, activities, or schedules need to be coordinated.
Requires facilitationA facilitator may be needed to guide participation and keep the process useful.
Requires documentationInformation, contributions, decisions, or results need to be recorded carefully.
Risks & safeguards
Low participationSet realistic participation expectations and plan how to reach the intended audience.
Privacy concernsCollect only necessary participant information and explain clearly how it will be used.
Poor data qualityDefine what information is needed and review contributions for completeness, relevance, and reliability.
MisinformationProvide reliable source material and address important inaccurate claims that could mislead participants.
Unrealistic expectationsExplain what participation can influence, what remains uncertain, and what will happen after contributions are collected.
security
InsightDo not ask for feedback if the important decisions have already been made and participants cannot influence the result.
Accessibility
Language accessConsider whether translated materials, interpretation, or participation in several languages may be needed.
Clear communicationConsider whether the intended audience can clearly understand the instructions and participation requirements.
Technology barriersConsider whether participation requires devices, software, internet access, or other technology that some people may not have.
Alternative ways to participateConsider whether another way to contribute should be available for people who cannot use the main participation method.
Common mistakes
Token participationPeople are invited to participate without having a meaningful role or real influence.
Excluding affected peopleRelevant or affected people are left out of planning, participation, or decision-making.
Ignoring feedbackParticipant, community, or expert input is collected but not properly considered.
Poor communicationParticipants do not receive clear, timely, or consistent information about the work.
Works well with
FAQ
When should a consultation take place?It should happen early enough for participant feedback to still influence the proposal or decision.
Does every suggestion need to be accepted?No. Organizers should consider the feedback fairly and explain how important feedback affected the final result.
How is a consultation different from a survey?A consultation asks for feedback on a specific issue or proposal. A survey mainly collects answers to a set of questions.