When embarking on a building project or development, effective community planning consultations are crucial. Consultations ensure that the needs, concerns, and opinions of the community are taken into account.
However, depending on your budget, managing resources for the consultation process can be challenging. Overall, a well-planned budget means a well planned consultation and a potentially higher return on investment. Higher costs initially may be justified if they save you money in the project’s long term. So, how can you allocate resources efficiently?
1. Be Clear On Strategy
The first and best way to allocate resources efficiently throughout the consultation process is to be clear on your strategy from the start. Set out how you’d like the consultation to go and what tools you would like to use.
Will you utilise existing resources or are you starting entirely from scratch? Will you use a free venue, or will you need to seek out and hire somewhere? Could you collaborate with local organisations for outreach, or will you utilise free or low-cost digital methods?
Be prepared for all eventualities and consider the costs of everything from venue hire to refreshments and promotion. In a bid to keep your consultation inclusive, you may also need to consider things like the need to provide and monitor a phone line, for those who are unable to access the internet.
It’s a delicate balance between considering all eventualities and not getting distracted. If you are united on the strategy, resource allocation won’t go to assets that don’t support the consultation goal.
2. Be Clear on Budget
Once you’re familiar with the strategy, you also need to be clear on the budget before you get the ball rolling. If planning consultations are new to you, this may also include research costs to help with understanding the scope of the consultation.
You may like to find out the average cost of a consultation in your area, identify the key stakeholders (local residents, businesses, or government bodies) and the level of engagement required.
When budgeting, it can be helpful to divide things into ‘must haves’ and ‘nice to haves’. For example, you must have promotional materials but you may not need to promote the event on every forum; while it would be nice to have radio adverts, these are expensive and so may not be essential.
Budget for various methods of engagement, such as public meetings, focus groups, online surveys, and one-on-one meetings. Each method has different costs associated with it, so allocate funds based on the most effective ways to reach and involve the community.
Understanding these factors will help you estimate the costs more accurately and avoid underfunding or overspending.
3. Consider An Online Planning Consultation
Taking your consultation online can save money and see you reaching out to more key stakeholders. It alleviates the time constraints of people who will be at work, on holiday or those who can’t travel.
However, while online consultation often makes things cheaper, you still need to make sure there is an element of printed material. This is because not everyone goes online, and consultations should reach all key stakeholders. You don’t want to simultaneously open up your consultation online while limiting accessibility to those offline.
4. Prioritising Services
Allocating your budget effectively means prioritising services. Focus on the most critical aspects and keep that initial strategy in mind.
For example, a significant portion of your budget should be allocated to communication and outreach. This includes creating awareness about the consultation process, inviting participants, and keeping stakeholders informed throughout.
Budget for marketing materials, social media campaigns, local advertisements, and other outreach activities. Effective communication ensures higher participation rates and a more inclusive consultation process.
5. Plan for Data Collection and Analysis
An important part of the consultation process is the collection and analysis of data collected from the community. This means budgeting for data collection tools like online survey platforms.
An accurate analysis of the community’s input will inform better decision-making and project planning overall.
6. Evaluate and Adjust the Budget as Needed
Finally, it’s important to continually evaluate your budget throughout the consultation process. Monitor expenses, compare them against your initial estimates, and be ready to adjust your budget if necessary. Regular budget reviews ensure that resources are being used effectively and that the consultation stays on track financially.
Unexpected costs can arise during the consultation process, such as additional meetings, extended timelines, or increased demand for engagement. Including a contingency fund in your budget can help manage these unforeseen expenses without derailing the entire project.
Budgeting for Consultations
Budgeting for consultations requires careful planning and resource allocation. By understanding the scope of the consultation, engaging stakeholders effectively, planning for thorough analysis and unexpected additions, you can ensure the process is comprehensive and cost-efficient.
Proper budgeting will not only help manage costs but will also contribute to the success of the final project and its standing within the community.
If you are looking for assistance with a consultation, DCA can assist with consultation strategy, stakeholder management, statement of community involvement, construction communications and more. Get in touch to find out how we could help today.
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