Demonstrating the principles of engagement:
Here is a process that should help you gather requirements:
- Decide what you need:
- Define the purpose and objectives for your engagement. The EngageTech spectrum should help.
- You may need to use different tools for different phases of your process. See the section on designing your online engagement approach
- Consider how you will engage online, but also how you will collate data for analysis and reporting. See the section on engaging your stakeholders online
- Is this a long-term or a short-term investment? Do you need to manage relationships and issues beyond the consultation or initial engagement?
- If you are planning to establish a new web presence do you need to apply for a new Domain Name, e.g. consultation.govt.nz? It is best to do this at the earliest possible time before deciding on a particular brand for your engagement.
- Find out what your stakeholders need:
- Talk to a small sample of your stakeholders. How do they want to engage with you? What approaches would encourage them to participate? What are their barriers to participation?
- Are they more likely to use mobile devices when engaging with your project? See these blog posts on writing for responsive design and responsive web design: a case study.
- Find out what you have already:
- Have you checked with the Department of Internal Affairs email@example.com to see whether there is a whole of Government tool available to meet your needs like the online engagement pilots that have been run on Govt.nz?
- Does your organisation already have tools to engage online? What online engagement methods can it provide?
- Do you have a method of collecting submissions online?
- How does your organisation track and manage issues and relationships? Is there a system for that?
- If you don’t have these things, maybe you need them. Would anyone else in your organisation be willing to champion their procurement?
- Determine a budget:
- Think about the user experience – yours and your stakeholders:
- This comes back to your strategy: How will you get them engaged? How will you keep them engaged?
- How will you integrate online and offline engagement?
- Is this a two- or three-way engagement? How will you publish and moderate input?
- Do you need to collect specific data?
- Do you want to use this tool to manage communications and events?
- What is your issues and risk management procedure?
- How will you analyse and report feedback publicly and internally?
- Consider which standards, policies, mandates and legislation you need to comply with:
- Your agency’s social media, engagement, communication, procurement, information management, security and IT policies.
- The Government Web Accessibility and Usability Standards must be implemented by all Public Service departments and Non-Public Service departments in the State Services as directed by a 2003 Cabinet mandate.
- The Requirements for Cloud Computing if you are using a cloud based software-as-a-service.
- Cabinet mandated Common ICT Capabilities like Infrastructure-as-a-Service and the RealMe Login Service.
- Public Records Act 1993, Privacy Act 2005, Official Information Act 1982.
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This guidance is a work in progress, so please email us your feedback on how useful you found it, what was missing, how it could be improved.
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