Community Engagement Toolkit
Engage
What are you looking to do with the public? Click in the options to find out more
Find the best engagement tool through this comprehensive guidance toolkit.
Consult
Glossary
Inform
Tools To Inform
Inclusion and Accessibility Considerations
Resources
Informing is about communicating clearly and accessibly, not seeking feedback or influence. Before choosing a tool, consider how people will receive the information, whether it will reach those affected, and whether additional support or formats may be needed to ensure it is understood.
Click Info for more information about using these tools to inform
Social Media
Council Website
Newsletters
Letters/Leaflets
Social media is used to share timely updates, announcements, or signposting information with a wide audience. It is most useful for raising awareness quickly and directing people to more detailed information elsewhere.
The council website is used as a central, authoritative source of information about services, updates, decisions, and public-facing activity. In an informing context, it provides clear, accessible information, not dialogue or influence.
Letters, newsletters and leaflets are used to provide clear, consistent information directly to individuals or communities. They are most useful when information needs to reach people reliably, in a controlled format, or where digital channels alone may not be sufficient.
Newsletters are used to provide regular updates, news, or information to an existing audience. They are most useful for keeping people informed over time about ongoing work, service developments, or opportunities to find out more.
+INFO
+INFO
+INFO
+INFO
+INFO
+INFO
+INFO
+INFO
Tools to Consult
Inclusion and Accessibility Considerations
Resources
Methods
Consultation should only be used where proposals are sufficiently developed, and feedback can genuinely influence outcomes. Before choosing a method, consider whether participation opportunities are fair, whether affected groups have a reasonable chance to respond, and how responses will be recorded and considered in decision-making. Not sure what tool to use? Click Info to access the decision aid. Community asset mapping can be a useful step before consultation. It helps identify local organisations, networks, and community strengths that may shape how consultation is designed and who should be involved. Refer to this link for more guidance on community asset mapping.
+INFO
Objective 3
+INFO
+LINK
Once you have established your tool, click below to find out more.
Pop Up Event
Survey
Workshop
Focus Group
Forums
One to One
Community Asset Mapping
Community Asset Mapping is a structured, strengths‑based approach used to identify the people, places, organisations, and activities that support wellbeing within a community. Instead of starting with gaps or problems, the process highlights existing resources and local strengths. In North Lanarkshire, Community Asset Mapping supports locality planning, local outcome improvement plans, community priorities development, and community‑led activity by providing a consistent evidence base that can be used across all local areas.
Purpose
When To Use It
Core Principles
The Process
Typical Outputs
Tools to Engage
Inclusion and Accessibility Considerations
Resources
Engagement helps build insight, test ideas, and improve understanding, but it does not give participants a direct role in decision-making. Before choosing a tool, consider who you need to hear from, what level of discussion is appropriate, and how you will use the insight gathered. Not sure what to use? Click Info to access the decision aid.
+INFO
Objective 3
Find out more about the tool of engagement below:
Pop Up Event
Survey
One to One
Forums
Workshop
Focus Group
Accessibility & Inclusion Considerations - Inform
Navigation
Further Supports
Older Adults/Children/Young People/Disabled/ASN/Deaf Community/Visually Impaired/Minority Ethnic Groups/Groups Facing Social/Economic Barriers
When informing the public, consider the barriers some people may face when accessing your communication:
Resources
Accessibility & Inclusion Considerations - Engage
When engaging with the public, consider the barriers which might prevent some people from participating.
Navigation
Older Adults/Children/Young People/Disabled/ASN/Deaf Community/Visually Impaired/Minority Ethnic Groups/Groups Facing Social/Economic Barriers
Further Supports
Resources
Adjustments
Common Barrier
Navigation
Accessibility & Inclusion Considerations - Consult
Older Adults/Children/Young People/Disabled/ASN/Deaf Community/Visually Impaired/Minority Ethnic Groups/Groups Facing Social/Economic Barriers
Further Supports
When consulting the public, consider whether people have a fair opportunity to understand proposals and respond.
Resources
Adjustments
Common Barrier
Workshops
Workshops bring people together to explore issues, share experiences, and generate ideas through structured activities.
In an engagement context, they are used to deepen understanding, test approaches, and explore possibilities, rather than to make decisions or determine outcomes.
Use workshops when you:
- Want to explore issues collaboratively with participants.
- Need discussion supported by structured activities or prompts.
- Want to test ideas, language, or approaches.
- Want to understand how people might respond to different options.
- Are at an exploratory stage and want insight to inform next steps.
Workshops are not appropriate when:
- Participants may expect their input to directly determine the outcome.
- The decision has already effectively been made.
- You need input from a large or broadly representative audience.
- You only need quick or light-touch feedback.
- You need individual responses rather than group exploration.
Facilitation Training - LearnNL
Checklist for Inclusive Engagement
Workshop Session Template
Community Forums
Community forums are established meetings or groups where residents, community representatives, or local organisations come together to discuss issues affecting their area or interests.
In a consultation context, they can provide informed local feedback on proposals, highlight potential impacts, and raise issues that may not emerge through broader consultation methods.
It is important to consider whether forum participants reflect those affected by the proposal and whether additional
Use community forums when you:
- Are consulting on proposals affecting a specific place or community.
- Want to gather views from existing local networks or representatives.
- Need to understand local impacts or unintended consequences.
- Are using forums alongside wider consultation activity.
- Can record and report feedback transparently.
Do not use community forums when:
- The decision affects a wide population but only a small group is involved.
- The forum does not reflect those most affected.
- Participation opportunities must be demonstrably open to all.
- Consultation relies solely on forum discussions.
Resources
- Trauma Informed Consultation Guide
- Written Communications Guide
Core Principles
- Strengths‑based – focusing on what exists, not just what’s missing.
- Inclusive – ensuring diverse groups and voices are involved.
- Local knowledge‑driven – capturing insights from those who live and work in the area.
- Partnership‑led – drawing on contributions from council services, NHS, HSCP, Police Scotland, third sector partners, and communities.
- Consistent – following a shared North Lanarkshire approach.
- Practical – producing outputs that directly support planning and decision‑making.
Community Forums
Community forums are established meetings or groups where residents, community representatives, or local organisations come together to discuss issues affecting their area or interests.
In a consultation context, they can provide informed local feedback on proposals, highlight potential impacts, and raise issues that may not emerge through broader consultation methods.
It is important to consider whether forum participants reflect those affected by the proposal and whether additional
Use community forums when you:
- Are consulting on proposals affecting a specific place or community.
- Want to gather views from existing local networks or representatives.
- Need to understand local impacts or unintended consequences.
- Are using forums alongside wider consultation activity.
- Can record and report feedback transparently.
Do not use community forums when:
- The decision affects a wide population but only a small group is involved.
- The forum does not reflect those most affected.
- Participation opportunities must be demonstrably open to all.
- Consultation relies solely on forum discussions.
Surveys (Paper/Digital)
Surveys are used to understand experiences, views, or priorities across a wider group of people in a structured way.
In an engagement context, surveys help build insight and understanding, but they do not give participants direct influence over decisions.
You should use surveys when:
- Want to gather views from a broad audience.
- Need consistent feedback on specific topics or experiences.
- Want to identify trends, patterns, or common issues.
- Are exploring perceptions, awareness, or experiences.
- Want insight that helps shape understanding or future work.
Surveys are not appropriate when:
- Participants may expect their responses to directly decide what happens next.
- You need detailed discussion, explanation, or co-creation of ideas.
- The issue is complex and requires dialogue rather than tick-box responses.
- Trust in the topic or organisation is low and people may need conversation rather than a questionnaire.
- You need to understand why people feel a certain way, not just what they think.
Pop Up Event
Pop-up or in-person can be used during consultation to raise awareness of proposals, explain options, and support people to participate in formal consultation methods such as surveys or structured discussions.
They can help reach people who may not otherwise take part and improve the accessibility of consultation.
Pop-up engagement should normally support other consultation methods rather than function as consultation on its own.
Use pop-up / in-person engagement when you:
- Want to increase awareness of a consultation.
- Are helping people understand proposals before responding.
- Are supporting completion of surveys or other consultation tools.
- Need to reach people in familiar community settings.
- Are encouraging participation from under-represented groups.
Pop-up / in-person engagement is not appropriate when:
- It would be the only consultation activity.
- Responses would not be captured consistently.
- Participation opportunities must be demonstrably open.
- The issue requires structured or comparable responses.
Engage
When you want to understand experiences, views, or concerns to inform understanding. Input may shape thinking, but ultimately not make decisions.
Go To Engage Tools
Workshops
Workshops bring people together to consider proposals, share views, and discuss how changes may affect them.
In a consultation context, workshops are used to gather structured feedback on defined proposals or options. They allow participants time to understand information, discuss impacts, and provide views that will inform decision-making.
Use workshops when you:
- Are consulting on clear proposals or options.
- Need participants to consider information before responding.
- Want structured discussion on impacts, feasibility, or unintended consequences.
- Are exploring how proposals may work in practice.
- Can record feedback consistently across participants.
Workshops are not appropriate when:
- Proposals are still being developed or open-ended.
- Participants may expect to determine outcomes directly.
- Outputs cannot be captured consistently.
- Decisions are already effectively made.
- Broad participation is required but workshops will only reach a small number of people.
Facilitation Training - LearnNL
Checklist for Inclusive Engagement
Workshop Session Template
Resources
- Trauma Informed Consultation Guide
- Written Communications Guide
Social Media Posts
Before using social media as your informative method, check whether your audience includes groups who may face barriers to access or participation. Link to “Inclusion & Accessibility Considerations” can be found in the eye icon at the top of the Tools to Inform page.
Use social media posts when you:
- Want to raise awareness of an update, change, or decision.
- Need to signpost people to more detailed information elsewhere.
- Are sharing time-sensitive or high-level information.
- Want to reach people who already engage with council channels.
- Are clear that responses or comments will not influence outcomes.
Do not use social media when:
- You want to gather views, experiences, or feedback.
- Comments are likely to be interpreted as influencing decisions.
- The topic is complex, sensitive, or emotionally charged.
- Moderation, safeguarding, or accessibility cannot be managed.
- People may reasonably expect dialogue or response.
Surveys (Paper/Digital)
Surveys are structured tools used to gather views on defined proposals, options, or changes.
In a consultation context, surveys collect responses that will be analysed systematically and used as evidence to inform decisions.
They are most useful where broad participation is needed and where consistent, comparable responses are required.
You should use surveys when:
- Are consulting on clear proposals or options.
- Need responses from a wide or dispersed audience.
- Require consistent data to support decision-making.
- Want to evidence how different groups responded.
- Are combining surveys with other consultation methods.
Surveys are not appropriate when:
- Proposals are unclear or still being developed.
- Participants need dialogue to understand options.
- Literacy, language, or digital barriers cannot be mitigated.
- Consultation relies solely on open comments without analysis.
Focus Groups
Focus groups bring together a small number of participants to discuss their experiences, views, or ideas on a topic.
In an engagement context, they are used to build understanding and explore perspectives, rather than to determine outcomes. They allow for deeper exploration than surveys and help uncover reasons behind opinions, not just what people think.
Use focus groups when you:
- Want to explore experiences or perspectives in depth.
- Need to understand why people feel a certain way.
- Want to test ideas, language, or assumptions.
- Want discussion between participants to generate insight.
- Are at an exploratory stage and want to build understanding before taking action.
Focus groups are not appropriate when:
- You need input from a large or broadly representative audience.
- Participants may expect their views to directly determine the outcome.
- The topic is highly sensitive and people may not feel comfortable speaking openly in a group.
- You need quick or light-touch feedback.
- You need structured responses rather than open discussion.
Focus Group Guidance
Focus Group Session Template
Facilitation Training - LearnNL
Checklist for Inclusive Engagement
Further Guidance and Support
For advice and support on how to engage with specific community groups, you may wish to contact:
Who are you engaging?
This decision aid will assist you in understanding the most appropriate tools for different community groups.
Council Website
Before using the Council website as your informative method, check whether your audience includes groups who may face barriers to access or participation. Link to “Inclusion & Accessibility Considerations” can be found in the eye icon at the top of the Tools to Inform page.
Use the Council website when you:
- Need a single source of accurate, up-to-date information.
- Are publishing service updates, decisions, or explanations.
- Want to provide detailed or reference information that can be revisited
- Need to signpost people from other channels (e.g. letters or social media).
- Are clear that people are not being asked to influence outcomes.
Do not use the council website when:
- You want to gather views, experiences, or feedback.
- Interactive features could reasonably be interpreted as engagement or consultation.
- The topic requires dialogue, trust-building, or shared understanding.
- Digital access barriers cannot be mitigated.
- People may reasonably expect a response or influence.
Typical Outputs
- Asset registers or databases
- Maps showing services, facilities, and community activity
- Community‑generated maps (digital or paper)
- Thematic summaries (e.g., youth services, wellbeing spaces)
- Gap and opportunity analysis
- Evidence inputs for locality plans and LOIP/Community Priorities review.
One to One Interviews
One-to-one interviews allow structured discussion with individuals whose experiences or expertise are directly relevant to a consultation.
In a consultation context, interviews provide documented evidence of how proposals may affect individuals or groups and can ensure voices are included where group participation may not be appropriate.
Use one-to-one conversations when you:
- Need input from individuals with relevant expertise or lived experience.
- Are consulting on proposals affecting specific groups.
- Want to understand impacts in depth
- Need to ensure inclusion where group participation may be difficult.
- Can document responses consistently.
Do not use one-to-one interviews when:
- They would replace broader participation opportunities.
- Decisions affect large populations without wider input.
- Responses cannot be captured transparently.
- They risk being perceived as selective consultation.
Resources
- Trauma Informed Consultation Guide
- Written Communications Guide
Pop Up Event
Pop-up or in-person involves approaching people in public spaces or at events to gather quick views or reactions.
In an engagement context, it is used to capture a snapshot of experiences or opinions and to hear from people who may not respond to more formal engagement activities.
Use pop-up / in-person engagement when you:
- Want to reach people in everyday settings.
- Need quick, informal insight or reactions.
- Want to raise awareness while gathering views.
- Are testing messages, ideas, or priorities at an early stage.
- Want to hear from people who may not normally take part in engagement activities.
Pop-up / in-person engagement is not appropriate when:
- The issue requires detailed discussion or reflection.
- You need structured responses or comparable data.
- Participants may expect their views to directly determine the outcome.
- The topic is sensitive or requires privacy.
- You need a reliable or consistent sample of participants
When to use it
Community Asset Mapping is valuable when:
- Developing or reviewing locality plans.
- Planning engagement for local outcome improvement plan processes.
- Preparing for regeneration or funding bids.
- Identifying local partners for new initiatives.
- Assessing community capacity or readiness for participatory budgeting.
- Exploring local needs in response to emerging issues.
Consulting
Where you would like to seek views that will directly inform decisions, and the public have a defined level of influence.
Some consultations must follow specific procedures or timescales set out in legislation or policy. If you are unsure, seek advice from your service lead, policy team, or legal services before proceeding. For all other consultations, refer to the National Standards for Community Engagement for best practice.
Go To Consult Tools
Further Guidance and Support
Further Guidance and Support
For advice and support on how to engage with specific community groups, you may wish to contact:
For advice and support on how to engage with specific community groups, you may wish to contact:
- Action for Children Young Carers
- Alzheimer’s Scotland
- GBT
- Lanarkshire Carers
- NL Carers Together
- NL Disability Forum
- PAMIS
- Parkinson’s Self Help Group
- Hope For Autism
- ADHD Network
- NLC Sensory Impairment Services
- Deaf Services Lanarkshire
- NL Deaf Hub
- NLC Community Partnership Team
Further Guidance and Support
Further Guidance and Support
For advice and support on how to engage with specific community groups, you may wish to contact:
For advice and support on how to engage with specific community groups, you may wish to contact:
- Action for Children Young Carers
- Alzheimer’s Scotland
- GBT
- Lanarkshire Carers
- NL Carers Together
- NL Disability Forum
- PAMIS
- Parkinson’s Self Help Group
- Hope For Autism
- ADHD Network
- NLC Sensory Impairment Services
- Deaf Services Lanarkshire
- NL Deaf Hub
- NLC Community Partnership Team
Who are you consulting?
This decision aid will assist you in understanding the most appropriate tools for different community groups.
One to One Conversations
One-to-one conversations involve speaking directly with individuals to understand their experiences, perspectives, or concerns.
In an engagement context, they are used to build trust, explore personal experiences, and gain deeper insight that may not emerge in group settings or written responses.
Use one-to-one conversations when you:
- Want to explore individual experiences in depth.
- Need to understand sensitive or personal issues.
- Want to hear from people who may be less comfortable speaking in groups.
- Need richer context behind views or behaviours.
- Are building relationships or trust with individuals or communities.
Do not use one-to-one conversations when:
- You need input from a large number of people.
- The issue requires open discussion or shared dialogue between participants.
- Participants may expect their views to directly determine the outcome.
- You need structured or comparable responses across many people.
- You need a quick or light-touch method.
Inform
Where you will share information or updates with the public, and people are not being asked to influence decisions.
Go To Inform Tools
Resources
- Trauma Informed Consultation Guide
- Written Communications Guide
The Process (step by step)
- Define Purpose & Scope – Identify key questions, area of focus, asset types, partners, and timeline.
- Gather Existing Information – Use profiles, directories, databases, partner information, and staff insights.
- Engage Communities & Partners – Through mapping sessions, pop‑ups, online tools, and targeted engagement.
- Identify & Categorise Assets – Organise assets into categories such as places, organisations, services, networks, and skills.
- Analyse & Prioritise – Identify coverage, gaps, duplication, opportunities, and areas for collaboration or investment.
- Produce Outputs – Create maps, registers, reports, and summaries that feed into locality intelligence and decision‑making.
Resources
- Trauma Informed Consultation Guide
- Written Communications Guide
Letters and Leaflets
Before using letters and leaflets as your informative method, check whether your audience includes groups who may face barriers to access or participation. Link to “Inclusion & Accessibility Considerations” can be found in the eye icon at the top of the Tools to Inform page.
Use letters or leaflets when you:
- Need to inform people about changes, updates, or decisions.
- Want to explain what is happening and why.
- Are signposting people to further information or support.
- Need a consistent message shared with a defined or wide audience.
- Are clear that people are not being asked to influence outcomes.
Do not use letters or leaflets when:
- You want to understand experiences, views, or concerns.
- Feedback is expected to shape or influence decisions.
- The issue is complex, contested, or requires dialogue.
- People could reasonably believe their response will change outcomes.
Purpose
Community mapping helps to:
- Understand community strengths, skills, and informal support networks.
- Identify active groups and organisations, including small or informal initiatives.
- Spot opportunities for collaboration, service development, and investment.
- Enhance engagement by involving communities in identifying what matters to them.
- Inform decisions relating to locality planning, LOIP review, funding, and service design.
- Support prevention by recognising assets that reduce demand on public services.
Resources
- Trauma Informed Consultation Guide
- Written Communications Guide
Glossary of Terms
A downloadable PDF document containing a glossary of terms, acronyms and phrases useful for when you are dealing with the public. Click to access the downloadable document.
Resources
- Trauma Informed Consultation Guide
- Written Communications Guide
Focus Groups
Focus groups can be used in consultation to gather structured discussion on defined proposals or options.
In a consultation context, they provide documented insight into how proposals may affect different groups and help decision-makers understand impacts that surveys alone may not capture.
They are most effective when used alongside other consultation methods.
Use focus groups when you:
- Are consulting on defined proposals or options.
- Need to understand impacts on specific groups.
- Want structured discussion to support survey findings.
- Need insight into how proposals work in practice.
- Can document outputs consistently.
Focus groups are not appropriate when:
- Broad participation is required for fairness.
- They would be the sole consultation method.
- Outputs cannot be recorded systematically.
- Participation opportunities must be demonstrably open.
Focus Group Guidance
Focus Group Session Template
Facilitation Training - LearnNL
Checklist for Inclusive Engagement
Resources
- Trauma Informed Consultation Guide
- Written Communications Guide
Newsletters
Before using newsletters as your informative method, check whether your audience includes groups who may face barriers to access or participation. Link to “Inclusion & Accessibility Considerations” can be found in the eye icon at the top of the Tools to Inform page.
Use newsletters when:
- Want to provide regular updates about ongoing work, services, or developments.
- Are communicating with an audience who have opted in or expect to receive updates.
- Want to share information, news, or opportunities in a consistent format over time.
- Are signposting readers to more detailed information elsewhere.
- Are clear that recipients are not being asked to influence decisions.
Do not use newsletters when:
- You need to reach a specific group reliably or urgently.
- Feedback or responses are expected to influence decisions.
- The issue is complex, contested, or likely to raise concerns.
- People may reasonably expect a response or dialogue.
- Information must reach people who are not already connected to the channel.
Community Engagement Toolkit
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Transcript
Community Engagement Toolkit
Engage
What are you looking to do with the public? Click in the options to find out more
Find the best engagement tool through this comprehensive guidance toolkit.
Consult
Glossary
Inform
Tools To Inform
Inclusion and Accessibility Considerations
Resources
Informing is about communicating clearly and accessibly, not seeking feedback or influence. Before choosing a tool, consider how people will receive the information, whether it will reach those affected, and whether additional support or formats may be needed to ensure it is understood.
Click Info for more information about using these tools to inform
Social Media
Council Website
Newsletters
Letters/Leaflets
Social media is used to share timely updates, announcements, or signposting information with a wide audience. It is most useful for raising awareness quickly and directing people to more detailed information elsewhere.
The council website is used as a central, authoritative source of information about services, updates, decisions, and public-facing activity. In an informing context, it provides clear, accessible information, not dialogue or influence.
Letters, newsletters and leaflets are used to provide clear, consistent information directly to individuals or communities. They are most useful when information needs to reach people reliably, in a controlled format, or where digital channels alone may not be sufficient.
Newsletters are used to provide regular updates, news, or information to an existing audience. They are most useful for keeping people informed over time about ongoing work, service developments, or opportunities to find out more.
+INFO
+INFO
+INFO
+INFO
+INFO
+INFO
+INFO
+INFO
Tools to Consult
Inclusion and Accessibility Considerations
Resources
Methods
Consultation should only be used where proposals are sufficiently developed, and feedback can genuinely influence outcomes. Before choosing a method, consider whether participation opportunities are fair, whether affected groups have a reasonable chance to respond, and how responses will be recorded and considered in decision-making. Not sure what tool to use? Click Info to access the decision aid. Community asset mapping can be a useful step before consultation. It helps identify local organisations, networks, and community strengths that may shape how consultation is designed and who should be involved. Refer to this link for more guidance on community asset mapping.
+INFO
Objective 3
+INFO
+LINK
Once you have established your tool, click below to find out more.
Pop Up Event
Survey
Workshop
Focus Group
Forums
One to One
Community Asset Mapping
Community Asset Mapping is a structured, strengths‑based approach used to identify the people, places, organisations, and activities that support wellbeing within a community. Instead of starting with gaps or problems, the process highlights existing resources and local strengths. In North Lanarkshire, Community Asset Mapping supports locality planning, local outcome improvement plans, community priorities development, and community‑led activity by providing a consistent evidence base that can be used across all local areas.
Purpose
When To Use It
Core Principles
The Process
Typical Outputs
Tools to Engage
Inclusion and Accessibility Considerations
Resources
Engagement helps build insight, test ideas, and improve understanding, but it does not give participants a direct role in decision-making. Before choosing a tool, consider who you need to hear from, what level of discussion is appropriate, and how you will use the insight gathered. Not sure what to use? Click Info to access the decision aid.
+INFO
Objective 3
Find out more about the tool of engagement below:
Pop Up Event
Survey
One to One
Forums
Workshop
Focus Group
Accessibility & Inclusion Considerations - Inform
Navigation
Further Supports
Older Adults/Children/Young People/Disabled/ASN/Deaf Community/Visually Impaired/Minority Ethnic Groups/Groups Facing Social/Economic Barriers
When informing the public, consider the barriers some people may face when accessing your communication:
Resources
Accessibility & Inclusion Considerations - Engage
When engaging with the public, consider the barriers which might prevent some people from participating.
Navigation
Older Adults/Children/Young People/Disabled/ASN/Deaf Community/Visually Impaired/Minority Ethnic Groups/Groups Facing Social/Economic Barriers
Further Supports
Resources
Adjustments
Common Barrier
Navigation
Accessibility & Inclusion Considerations - Consult
Older Adults/Children/Young People/Disabled/ASN/Deaf Community/Visually Impaired/Minority Ethnic Groups/Groups Facing Social/Economic Barriers
Further Supports
When consulting the public, consider whether people have a fair opportunity to understand proposals and respond.
Resources
Adjustments
Common Barrier
Workshops
Workshops bring people together to explore issues, share experiences, and generate ideas through structured activities. In an engagement context, they are used to deepen understanding, test approaches, and explore possibilities, rather than to make decisions or determine outcomes.
Use workshops when you:
Workshops are not appropriate when:
Facilitation Training - LearnNL
Checklist for Inclusive Engagement
Workshop Session Template
Community Forums
Community forums are established meetings or groups where residents, community representatives, or local organisations come together to discuss issues affecting their area or interests. In a consultation context, they can provide informed local feedback on proposals, highlight potential impacts, and raise issues that may not emerge through broader consultation methods. It is important to consider whether forum participants reflect those affected by the proposal and whether additional
Use community forums when you:
Do not use community forums when:
Resources
Core Principles
Community Forums
Community forums are established meetings or groups where residents, community representatives, or local organisations come together to discuss issues affecting their area or interests. In a consultation context, they can provide informed local feedback on proposals, highlight potential impacts, and raise issues that may not emerge through broader consultation methods. It is important to consider whether forum participants reflect those affected by the proposal and whether additional
Use community forums when you:
Do not use community forums when:
Surveys (Paper/Digital)
Surveys are used to understand experiences, views, or priorities across a wider group of people in a structured way. In an engagement context, surveys help build insight and understanding, but they do not give participants direct influence over decisions.
You should use surveys when:
Surveys are not appropriate when:
Pop Up Event
Pop-up or in-person can be used during consultation to raise awareness of proposals, explain options, and support people to participate in formal consultation methods such as surveys or structured discussions. They can help reach people who may not otherwise take part and improve the accessibility of consultation. Pop-up engagement should normally support other consultation methods rather than function as consultation on its own.
Use pop-up / in-person engagement when you:
Pop-up / in-person engagement is not appropriate when:
Engage
When you want to understand experiences, views, or concerns to inform understanding. Input may shape thinking, but ultimately not make decisions.
Go To Engage Tools
Workshops
Workshops bring people together to consider proposals, share views, and discuss how changes may affect them. In a consultation context, workshops are used to gather structured feedback on defined proposals or options. They allow participants time to understand information, discuss impacts, and provide views that will inform decision-making.
Use workshops when you:
Workshops are not appropriate when:
Facilitation Training - LearnNL
Checklist for Inclusive Engagement
Workshop Session Template
Resources
Social Media Posts
Before using social media as your informative method, check whether your audience includes groups who may face barriers to access or participation. Link to “Inclusion & Accessibility Considerations” can be found in the eye icon at the top of the Tools to Inform page.
Use social media posts when you:
Do not use social media when:
Surveys (Paper/Digital)
Surveys are structured tools used to gather views on defined proposals, options, or changes. In a consultation context, surveys collect responses that will be analysed systematically and used as evidence to inform decisions. They are most useful where broad participation is needed and where consistent, comparable responses are required.
You should use surveys when:
Surveys are not appropriate when:
Focus Groups
Focus groups bring together a small number of participants to discuss their experiences, views, or ideas on a topic. In an engagement context, they are used to build understanding and explore perspectives, rather than to determine outcomes. They allow for deeper exploration than surveys and help uncover reasons behind opinions, not just what people think.
Use focus groups when you:
Focus groups are not appropriate when:
Focus Group Guidance
Focus Group Session Template
Facilitation Training - LearnNL
Checklist for Inclusive Engagement
Further Guidance and Support
For advice and support on how to engage with specific community groups, you may wish to contact:
Who are you engaging?
This decision aid will assist you in understanding the most appropriate tools for different community groups.
Council Website
Before using the Council website as your informative method, check whether your audience includes groups who may face barriers to access or participation. Link to “Inclusion & Accessibility Considerations” can be found in the eye icon at the top of the Tools to Inform page.
Use the Council website when you:
Do not use the council website when:
Typical Outputs
One to One Interviews
One-to-one interviews allow structured discussion with individuals whose experiences or expertise are directly relevant to a consultation. In a consultation context, interviews provide documented evidence of how proposals may affect individuals or groups and can ensure voices are included where group participation may not be appropriate.
Use one-to-one conversations when you:
Do not use one-to-one interviews when:
Resources
Pop Up Event
Pop-up or in-person involves approaching people in public spaces or at events to gather quick views or reactions. In an engagement context, it is used to capture a snapshot of experiences or opinions and to hear from people who may not respond to more formal engagement activities.
Use pop-up / in-person engagement when you:
Pop-up / in-person engagement is not appropriate when:
When to use it
Community Asset Mapping is valuable when:
Consulting
Where you would like to seek views that will directly inform decisions, and the public have a defined level of influence.
Some consultations must follow specific procedures or timescales set out in legislation or policy. If you are unsure, seek advice from your service lead, policy team, or legal services before proceeding. For all other consultations, refer to the National Standards for Community Engagement for best practice.
Go To Consult Tools
Further Guidance and Support
Further Guidance and Support
For advice and support on how to engage with specific community groups, you may wish to contact:
For advice and support on how to engage with specific community groups, you may wish to contact:
Further Guidance and Support
Further Guidance and Support
For advice and support on how to engage with specific community groups, you may wish to contact:
For advice and support on how to engage with specific community groups, you may wish to contact:
Who are you consulting?
This decision aid will assist you in understanding the most appropriate tools for different community groups.
One to One Conversations
One-to-one conversations involve speaking directly with individuals to understand their experiences, perspectives, or concerns. In an engagement context, they are used to build trust, explore personal experiences, and gain deeper insight that may not emerge in group settings or written responses.
Use one-to-one conversations when you:
Do not use one-to-one conversations when:
Inform
Where you will share information or updates with the public, and people are not being asked to influence decisions.
Go To Inform Tools
Resources
The Process (step by step)
Resources
Letters and Leaflets
Before using letters and leaflets as your informative method, check whether your audience includes groups who may face barriers to access or participation. Link to “Inclusion & Accessibility Considerations” can be found in the eye icon at the top of the Tools to Inform page.
Use letters or leaflets when you:
Do not use letters or leaflets when:
Purpose
Community mapping helps to:
Resources
Glossary of Terms
A downloadable PDF document containing a glossary of terms, acronyms and phrases useful for when you are dealing with the public. Click to access the downloadable document.
Resources
Focus Groups
Focus groups can be used in consultation to gather structured discussion on defined proposals or options. In a consultation context, they provide documented insight into how proposals may affect different groups and help decision-makers understand impacts that surveys alone may not capture. They are most effective when used alongside other consultation methods.
Use focus groups when you:
Focus groups are not appropriate when:
Focus Group Guidance
Focus Group Session Template
Facilitation Training - LearnNL
Checklist for Inclusive Engagement
Resources
Newsletters
Before using newsletters as your informative method, check whether your audience includes groups who may face barriers to access or participation. Link to “Inclusion & Accessibility Considerations” can be found in the eye icon at the top of the Tools to Inform page.
Use newsletters when:
Do not use newsletters when: