Participation scaleIndividual contribution
Best used forProviding evidence
At a glance
Participants doProvide documents, evidence, observations, or other requested material.
Organizers doExplain what is needed, provide a clear way to submit it, and review submissions responsibly.
ProducesA collection of material that can be reviewed or used later.
What is Submission?
A submission allows participants to provide documents, evidence, observations, or other requested material.Each participant can provide different information that may be useful to the initiative.The quality and relevance of the material usually matter more than the number of submissions.
insights
Key takeawayA submission allows people to provide useful information or material that can be reviewed and used.
Characteristics
Best used forProviding evidence
Participation scaleIndividual contribution
Target audienceReviewers
Time commitment~15–60 min
Effort requiredMedium
Coordination requiredLow
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. PrepareGather what you need and get ready to participate.
5. UploadAttach or upload the required files.
6. SubmitSend your contribution to the organizer or recipient.
7. ConfirmConfirm your contribution, attendance, or commitment.
8. Follow upCheck the outcome and respond if anything else is needed.
Organizer responsibilities
Define the goal
Prepare materials
Configure the platform
Publish
Support participants
Collect results
Review
Evaluate
Communicate the outcome
Archive
Quality checklist
Clear objectiveThe purpose and intended result of the participation method are clearly defined.
Clear instructionsParticipants can understand what to do, how to do it, and when their participation is complete.
Defined audienceThe people expected to participate are clearly identified.
Privacy consideredOnly necessary personal information is collected, protected, and handled transparently.
Supported by evidenceImportant claims, instructions, or requests are supported by credible information.
Realistic scopeThe participation method can be run with the available time, people, skills, and resources.
Transparent processParticipants can understand how contributions are collected, reviewed, used, and communicated.
Strategic strengths
Allows detailed contributionsParticipants can provide documents, evidence, photos, observations, or other material that needs more detail than a short response.
Keeps useful materialSubmissions create a record that can be reviewed, compared, or used later.
Can be done independentlyParticipants can prepare and submit their material on their own without attending an event.
Practical limitations
Requires timeParticipants or organizers need enough time to prepare, contribute, or complete the process.
Requires documentationInformation, contributions, decisions, or results need to be recorded carefully.
Requires technologyParticipation depends on suitable devices, software, internet access, or technical support.
Requires expertiseSpecialist knowledge or qualified support may be needed.
Risks & safeguards
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.
Spam and abuseUse moderation and participation controls to limit irrelevant, automated, or intentionally disruptive contributions.
MisinformationProvide reliable source material and address important inaccurate claims that could mislead participants.
Legal complianceIdentify relevant legal requirements early and seek appropriate guidance when responsibilities are unclear.
Resource overloadKeep the scope of participation within the time, people, and resources available to manage it properly.
security
InsightDo not ask for sensitive or identifying information unless it is truly needed and can be handled safely.
Accessibility
Skill barriersConsider whether the participation method requires knowledge or skills that some people may not have.
Technology barriersConsider whether participation requires devices, software, internet access, or other technology that some people may not have.
Clear communicationConsider whether the intended audience can clearly understand the instructions and participation requirements.
Alternative ways to participateConsider whether another way to contribute should be available for people who cannot use the main participation method.
Common mistakes
Unclear goalThe initiative has not clearly defined the result the strategy should support.
Insufficient evidenceClaims or decisions are made without enough credible information.
Poor communicationParticipants do not receive clear, timely, or consistent information about the work.
Weak follow-upThe initiative does not communicate results, maintain relationships, or act on what was learned.
Works well with
FAQ
What can participants submit?Organizers should explain this clearly. It may include documents, photos, records, observations, statements, or other useful material.
Does every submission need to be used?No. Organizers may need to check whether a submission is relevant, useful, reliable, and suitable for its purpose.
Can submissions contain sensitive information?Yes, but organizers should only ask for sensitive information when it is needed and should explain how it will be handled.