Participation scaleSmall group or community
Best used forBuilding participation
At a glance
Participants doTalk directly with people, share information, or invite them to participate.
Organizers doChoose who to reach, prepare clear information, and support participants doing outreach.
ProducesDirect contact with people who may learn more, participate, or become connected to the initiative.
What is Outreach?
Outreach means contacting people directly to share information, start conversations, or encourage participation.Participants can speak with individuals or groups through personal conversations and other forms of direct contact.Outreach is useful for reaching people who may not hear about the initiative through general public communication.
insights
Key takeawayOutreach builds participation through direct contact with people.
Characteristics
Best used forBuilding participation
Participation scaleSmall group or community
Target audienceIndividuals
Time commitmentFlexible
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. PrepareGather what you need and get ready to participate.
4. ParticipateParticipate according to the organizer's instructions.
5. DiscussShare views, ask questions, and listen to others.
6. InviteAsk other people to participate.
7. RecordLog your participation or what you completed.
8. Follow upCheck the outcome and respond if anything else is needed.
Organizer responsibilities
Define the goal
Prepare materials
Recruit participants
Promote
Coordinate
Support participants
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.
InclusiveAffected people have a reasonable opportunity to participate.
AccessibleRelevant physical, digital, language, and other participation barriers have been considered.
Participant feedbackParticipants have a clear way to raise concerns or comment on the process.
Follow-up plannedParticipants will receive relevant updates after they contribute.
Transparent processParticipants can understand how contributions are collected, reviewed, used, and communicated.
Strategic strengths
Builds direct connectionsPersonal conversations can build trust and allow people to ask questions right away.
Reaches new peopleOutreach can reach people who may not see the initiative through its usual communication channels.
Adapts to the personParticipants can explain things in a way that fits the person's questions, needs, or concerns.
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 volunteersThe participation method depends on enough people being available for practical or organizational work.
Requires participant commitmentParticipants need to invest meaningful time, effort, or continued involvement.
Risks & safeguards
Participant harassmentSet clear conduct rules and provide ways to report and respond to inappropriate behavior.
Unsafe environmentAssess likely safety risks and provide participants with clear guidance, support, and suitable precautions.
Privacy concernsCollect only necessary participant information and explain clearly how it will be used.
Volunteer burnoutKeep workloads realistic, share responsibilities, and avoid relying repeatedly on the same participants.
Unrealistic expectationsExplain what participation can influence, what remains uncertain, and what will happen after contributions are collected.
security
InsightRespect a person's choice not to engage. Direct contact should not become unwanted pressure.
Accessibility
Language accessConsider whether translated materials, interpretation, or participation in several languages may be needed.
Physical accessConsider whether venues, routes, seating, or activities support different physical access needs.
Location flexibilityConsider whether people can participate from more than one location.
Support needsConsider whether some participants may need additional guidance, assistance, or accommodations.
Common mistakes
Unclear goalThe initiative has not clearly defined the result the strategy should support.
Poor communicationParticipants do not receive clear, timely, or consistent information about the work.
Excluding affected peopleRelevant or affected people are left out of planning, participation, or decision-making.
Weak follow-upThe initiative does not communicate results, maintain relationships, or act on what was learned.
Works well with
FAQ
Who should outreach focus on?People whose participation, views, or awareness are important to the initiative.
Does outreach need to happen in person?No. Outreach can happen in person, by phone, through messages, or through other suitable ways of communicating.
How is outreach different from promotion?Promotion mainly shares information. Outreach creates direct contact where people can respond, ask questions, and participate.