Consulting in today’s world
One of the areas where Xseed Lead consistently receives compliments from clients is how extensively we consult with stakeholders in our work.
No matter how urgent the timeframe we believe that consultation is a core requirement for both the quality of the work developed as well as its’ likely chance of being supported/implemented.
Convincing people of a new approach or to make change is difficult, trying to convince them when they haven’t been consulted initially about the matter – is much more difficult.
We see consultation as a non-negotiable activity even in difficult situations. In the last year while working remotely we have:
- over four months, consulted over 60 scientists and government officials in Australia, NZ, the Pacific region, PNG, and Timor-Leste for a biosecurity project to produce four reports to the Department of Agriculture, Water and Environment.
- over a two-month period, consulted over 50 scholars in PNG, plus more than 15 other stakeholders in PNG and Australia in the development of an alumni strategy with supporting implementation plan for the PNG Australian Centre for International Agriculture Research (ACIAR) office.
- consulted over 30 representatives from industry, government, foreign nations, and NGOs to develop a report for the Pacific Labour Facility in four weeks.
The quality of our products has not been impacted from working remotely, but it has taken some additional planning.
So how did we do it?
1. You need to have an implementation plan with a clear timeframe linked to activities.
My advice, work backwards from the client end date and then map in everything that needs to be done to achieve the results required. Ensure you put in some extra days for delays, cancellations, drafting revisions, and the unknown – something always happens, which is no problem if you have factored it in your timing.
2. Determine the level of consulation that is feasible.
If you are reaching stakeholders in locations of poor internet, other nations (with time differences), or those who are often out of the office, then the number of people you can realistically speak to is less than if your stakeholders are based in offices in cities with similar time zones. :
Consider
Who do you need to consult with? How likely will they be available in your timeframe?
How many people from the stakeholder group do you really need?
3. Don’t overcommit yourself.
Be clear on who the essential stakeholders are. The people you will reschedule repeatedly for to get their thoughts, versus the “nice-to-have” – the stakeholders that it would be great to hear their thoughts if you have time. Being clear will ensure you stay focused in your consultations and if time runs short, will enable you to focus your efforts.
4. Making use of calendar scheduling apps.
Using a calendar scheduling app like Calendly, Bookme or TidyCal can save you an immense amount of time. You can create a specific calendar with times for meetings then send the link out to every stakeholder who can access the calendar and select the best time for them. It saves a heap of time. The challenge is when you want a small group of people, in those instances I tend to provide two potential times via email and request they consult internally and advise me of their preferred time.
5. Being specific with your meeting requests.
When you book meetings, you need to tell your stakeholders why you wish to speak to them, and what outcomes their contribution will make. You should also provide an overview of the project. This will ensure they are clear on what you are seeking and help them prepare.
If you haven’t met them before a brief bio is also a good idea. When people don’t know you, are busy, and are unclear of what is being asked of them they are more likely to refuse a request for their time.
Consider your stakeholders and try to make it as easy as possible for them to contribute.
6. Maintain a running sheet based on your calendar.
This will show you quickly who is locked in and who remains outstanding. It will also let you send a meeting reminder one or two days before to participants, reducing the likelihood of them missing the meeting.
7. Have a plan for non-attendance.
If the stakeholder is essential:
How will you rebook? What words will you use to stress the importance of their input to the process?
How many times will you try before you have done enough?
Be clear on these things as you will have people who miss their meetings, and you will need to rebook, or decide when you can cross them from your consultation list.
8. Prepare your questions ahead of time.
This is to ensure you cover the same topics with all stakeholders to permit comparison of the feedback gathered. I guarantee you will get different answers and follow different tangents so no two meetings will be the same, but without a standard framework you will struggle to collate the information for analysis.
You can read more about the importance of questions for effective data collection and analysis here.
9. Express gratitude and inform them of the outcome.
Remember everyone you have consulted is busy, and they gave you the gift of their time and their opinions. That deserves a thank you as well as an update on the outcome of the project.
An email is sufficient, and guarantees they will remember you, and help again if you need it. Everyone deserves acknowledgement.
Final thoughts
The above is how we at Xseed Lead have achieved extensive consultation for projects successfully. There are more potential options based around who your client and stakeholders are, but these nine points will ensure you achieve success in your consultations. Contact us if you would like help to incorporate consultation in your project/s, as we love making this happen.
Also, if you have any tips you would like to share, please do so below!
Author Bio
Deborah Knight is the founder of Xsead Lead with a background in organisational and individual leadership and executive coaching.
As a coach, Deborah aims to create an inclusive and respectful space where individuals and organisations can do the work necessary for growth and change. She is also passionate about helping women be valued for themselves while also contributing and being successful.
Apart from her company which she is deeply passionate about, Deborah also loves bushwalking, reading, travelling, and learning new things.
For any coaching or organisational support enquiries Deborah can be contacted via email: info@xseedlead.com.au or via her company website which is www.xseedlead.com.au.
