Policy without (much) pain - University of Ballarat

Policy without (much) pain the current status of policy in the area (which could range from the absence of a policy to theinadequacy of the existing policy) why a review is necessary and the issues on which consultation is sought for each issue, suggested solutions/approaches/options.Consultation is likely to turn up issues of which the policy developer was unaware. Staff may holdstrong views, and may express themselves forcefully. Where frustration has built up over lack ofconsultation in the past, the frustration may be expressed when consultation begins. Vigorousdebate should be welcome, but in rare cases the policy developer may have to discourageunprofessional behaviour.The best tool for moderating angry behaviour is positive listening: calmly demonstrate that youare interested in what the staff member is saying and taking note of their concerns. Maintaining –and projecting – a professional detachment also helps. Remind yourself that you are merelyfacilitating this process on behalf of the institution. If angry staff sense that they are not gettingunder your skin, they may calm down. We have frequently seen that the most passionateparticipants in initial consultation become the strongest allies of the resulting policy.There is no substitute forgathering a group ofknowledgeable staff in aroom.Consultation should not just be on drafts of thepolicy, but also on implementation. What needsto occur for successful implementation? Whatcommunication actions will be needed? Who arethe target audience? What training will beneeded? Who needs to be trained? Whatforms/templates will they need? Who will carryout these various activities, and on what dates?Your stakeholders can provide valuable feedback on the implementation plan – and thinking thisthrough will stimulate the group’s thinking about the practical implications of the policy draft.Keep an attendance sheet for all consultation activities, so you can provide a detailed record ofconsultation to the approving committees or managers. It is essential to be able to reassure amember of an approving committee that their area was indeed consulted.If a policy unit is responsible for developing large numbers of policies, it should compile aconsultation map of the institution – for each major area of policy, the units, positions andindividuals who should be involved in consultation. This will help to make consultation morecomplete, and possibly more efficient if stakeholders can be gathered to consult on several policyprojects at once.Key points/tips:‣ Identify all stakeholder areas and include representatives of these inconsultation.‣ Demonstrate active listening to your stakeholders.‣ Include implementation planning in the consultation.‣ Keep attendance records.‣ Develop a consultation map of your institution.~ 26 ~