Promote effective follow up
Tell participants what happens next. Follow-up communication is important to let participants know their commitment and effort were effective.
Why communicating outcomes is important
Participants appreciate transparency. Where possible, inform participants about the outcome and impact of their participation. Be upfront if no actions or changes could be implemented and explain why.
Provide options for follow-up communication. Some participants may not wish to be contacted further. You can include an option to opt-in or opt-out of follow-up communication within the consent form and/or preparatory materials.
Ensure you have understood and communicated the role of participants as guided by the IAP2 Public Participation Spectrum.
Related pages
Context: Define the level of participation
When to follow up
You may decide to follow up once or at multiple points during your activity. Follow up as often as possible during your activity. For example:
- immediately after the activity ends
- during or after analysing the information
- after finalisation, submission or decisions have been made
- after implementation, launch, or publishing.
The purpose of the follow-up may be to:
- thank participants
- share the next steps for your project
- share the findings of your activity
- provide an update on the outcome of your activity
- provide access to more information and resources
- provide alternative channels for participants to provide further input
- get feedback from participants on the activity.
Related pages
Plan: Give participants clear information in advance
Deliver: Deliver an inclusive activity
Follow up: Use feedback to evaluate
What to include in a good follow up
Make sure follow-up communication, information, and materials are in accessible formats. Plan for the time and resources this may require in your schedule, budget, and logistics.
A follow-up typically consists of:
- acknowledging participants’ contributions to the activity
- an accessible summary of the findings from the activity and what happened after. For example, the analysis and report writing
- an accessible copy of any report or artefacts
- an overview of the outcomes, impact, and intended next steps
- a reminder of available supports for participants to access if the activity or information covers sensitive, challenging, or potentially triggering topics.
Relevant pages
Design: Start by thinking about accessible design
Design: Consider time and costs
Plan: Create accessible materials
Follow up: Use feedback to evaluate