Public Consultation Toolkit - Civil Service College

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Public Consultation Toolkit 83 84 Public Consultation Toolkit 13. Expert panels 14. Interviews An expert panel is a specially constructed group of individuals who are considered technical specialists in their field. The panel can be used as a credible evaluative and deliberative tool, representing various points of view regarding policies or projects in a balanced and impartial way. Generally, six to 12 experts are selected to form members of the panel. The panel can then meet at intervals either in a public meeting with members of the media asking them questions, or be conducted with a neutral moderator posing questions to the panel members. The target audience of this method are experts that are recognised as independent specialists in their respective spheres. Before using expert panels, agencies should determine: • Participants – the experts chosen should have extensive experience in the field and preferably be independent with regards to the proposed policy. • Moderator – it is important to appoint an experienced moderator who is able to keep the discussion on track, raise discussion points or questions to solicit relevant insights, and ensure that the consultation objectives are met. TIPS FOR EFFECTIVENESS • Establishing guidelines or ground rules for expert panel discussions may encourage panel members to be focussed on the topic at hand. • In addition to expertise in their field, try increasing the diversity of the members. This may build credibility and help address public concerns about equity. Interviews are one-to-one discussions with experts, stakeholders, or prominent public figures where agencies can gain insight on a particular issue/policy. An interview usually lasts around an hour and is framed around a particular subject. During an interview, it is possible to gain in-depth and detailed information without peer pressure. Personal, face-to-face contact allows for a more detailed understanding of the reasons and rationale behind people’s attitudes and opinions. The target audience for this tool is selected individuals with knowledge and/or experience in the relevant area. Before conducting interviews, agencies should determine: • Topic – ensure appropriate questions are crafted prior to the interview, and be clear about the reason for conducting the interview. • Questions – use open-ended questions as opposed to questions resulting in ‘yes/no’ answers. Ensure that questions are relevant to the subject area so as to fully utilise the available time. When is it most useful? TIPS FOR EFFECTIVENESS • Be sensitive to the needs of the person you are interviewing. • Ensure an appropriate venue is selected with refreshments provided depending on the anticipated length of the interview. • Provide the interviewer with the questions or areas of discussion prior to the interview to prepare the interviewer for the session. When is it most useful? This method presents an opportunity for a balanced discussion of issues. Expert panels are suitable for presenting different considerations and viewpoints, particularly for subject areas which are controversial or uncertain. Expert panels are also useful in estimating future impacts of an implemented policy. Considerations Agencies need to be cognisant that although experts are more knowledgeable than the general public, their statements and opinions still need to be properly clarified and verified to ensure accuracy. When used properly, the synthesised ideas developed during these sessions form credible sources of information. Interviews are most useful when obtaining feedback from stakeholders, experts and excluded or minority groups. Interviews offer participants a degree of privacy in a nonthreatening environment to express views, and identify new issues that might not otherwise have been thought of. Considerations Scheduling multiple interviews, collating data and analysing data can be time consuming and labour intensive. Agencies should therefore be selective in conducting one-to-one interview with individuals who can contribute the most to the policy development.
Public Consultation Toolkit 85 86 Public Consultation Toolkit 15. Working groups A working group consists of a number of selected stakeholders who meet periodically to provide their views. It provides an opportunity for in-depth analysis of policy or initiative being consulted. The target audience of this method is stakeholder-centric, and focuses on stakeholders with a direct/indirect interest in the proposed government project or policy. This may comprise experts, industry players, interest groups or selected members of public. Before organising regular working groups, agencies should determine: • Size – the typical size of a working group is eight to 15 members. • Roles – ensure roles and responsibilities of participants are defined upfront so that they are aware of their duties. The required time commitment should also be clear. • Participants – consider the group dynamics of the individuals selected for the working group. Participants can be identified through: - Agencies’ past experience; - Recommendations from external organisations (e.g. other government agencies, trade/business associations, unions); or - Prominent individuals who are known to be experts or leading players in their field. When is it most useful? Working groups are useful during the early stage of policy formulation, where there is scope for developing, influencing and assessing the strategic options available Considerations Agencies need to be aware that working groups involve selected individuals and may not necessarily represent the views of the larger stakeholder population. In addition, the effectiveness of a working group is dependent on the commitment of its members. TIPS FOR EFFECTIVENESS • Get workgroups to champion the cause by allowing them to gain a sense of ownership of the policy that they assisted the government in creating. Appendix B: Planning aid for public consultation The following can be customised by agencies to suit their own needs. Agency Policy initiative for consultation Responsible party(s) Start of consultation process DD / MM / YYYY A. Objective(s) of consultation exercise 1 2 B. Strategy for consultation Stakeholders who will benefit Stakeholders who are adversely affected Stakeholders who may have skills/resources to contribute Other stakeholders who may be interested Identify stakeholders to be consulted 1. E.g. the elderly 2. 1. 2. 1. 2. 1. 2. What tools/ channels are most suitable to engage the identified stakeholder group E.g. community meetings, public forums Targeted completion date What are some potential issues/ risks E.g. participation rate may be low DD / MM / YYYY What are mitigating strategies E.g. partner with NGOs (e.g. Third Age, Tsao foundation)
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