Engagement of all LIP members (i.e., Core Team, Management Committee, LIP Network) was a key mechanism for the success of the IMPACT program. This approach to engagement was informed by approaches used by the International Association for Public Participation (IAP2) and the Consumers Health Forum of Australia. The basic premise of these engagement approaches is that good public participation results in better decisions – engagement is the outcome of coordinated and integrated participatory processes. Participation occurs along a continuum of increasing intensity of connection – informing, consulting, involving and collaborating.

Through this section we provide a basic overview of participatory processes to support engagement. The following are broad components of an engagement plan (adapted from City of Greater Geraldton Community Engagement Guide and the Consumers Health Forum of Australia report on Consumer Engagement and Participation in Medicare Locals). Details of the engagement plan should be included in the LIP Charter.

Clarifying context

Clarifying context involves identifying the issue(s) under consideration and the kinds of decisions that need to be made to implement LIP activities. For example, “What activities are already occurring in the local context that may influence the activities (e.g., forums) of the LIP?” This will help clarify engagement objectives and identify key stakeholders.

Describe engagement objectives

It is essential that the LIP objectives be relevant to the context and align with the overall objectives of the project. Therefore, in order to set direction for the LIP and to ensure connection with the people needed to implement LIP activities, it is essential that the LIP Core Team (and Management Committee, where appropriate) clarify contextually-relevant LIP objectives.

To do this, ask some of the following questions:

• What do we need to know to achieve the overarching objectives and who in the local context can help us gain that knowledge?
• How are we going to use that information?
• What levels of participation do we need to achieve our objectives? How will levels of participation vary for different objectives?

Identify key stakeholders

Who will be affected by the issue and who should be consulted? Start with existing identified LIP Core Team members and get their suggestions for additional stakeholders to achieve appropriate representation in the LIP. The LIP Core Team (and LIP Management Committee, when appropriate) will need to ensure that key stakeholders are not overlooked, ignored, or overly influenced by others. Key areas that require representative participation include (but are not limited to): within the LIP governance structure; during needs identification; for intervention design and implementation; and as part of assessment of outcomes.

Stakeholders (i.e., members of the LIP Core Team, Management Committee, and broader network) can be identified through robust existing collaborations between researchers, key decision makers and clinicians responsible for CBPHC coordination and delivery in the designated area. Community representatives and members of the public should also be integrated into each LIP. How this is accomplished will need to be determined by activities and partnerships that already exist in the local context.

Criteria for selection of team members may include:

• demonstrated expertise and capacity to address LIP objectives in the context of the local community;
• demonstrated ability to engage with and form productive (and enjoyable) relationships with key stakeholders.

Contacting new stakeholders

Contact stakeholders individually, inform them about the overall program, and the specific activities of the LIPs. Collect and document information about their potential engagement and availability. It will also be important to determine the most appropriate avenues for identifying community representatives and members of the public (i.e., to participate as active LIP members or for the deliberative forums).

Levels of engagement

For each stakeholder group, it is important to:

• carefully consider the appropriate level of engagement with LIP activities; and
• determine what strategies would be the most helpful in facilitating the varying levels of engagement.

Articulating risks and mitigation strategies

For each stakeholder group, it is important to determine the potential risks of doing these types of engagement and identify strategies to minimise the risks.

Coordination

As part of their role specifically related to engagement, the LIP Core Team will:

• identify who will coordinate and lead the engagement process;
• determine who else needs to be involved; and
• clarify the roles of all participants.

This information should be included in the Charter as part of the governance document for the LIP.

Establishing a communication plan

Ongoing, transparent communication, including reporting, is essential for the success of each LIP. It is important to discuss strategies that work most effectively for the LIP Core Team and the broader network. It is also important to clearly document the activities of each LIP (See Appendix D for a meeting notes template). Details of the communication plan should include clarification of how information and decisions will be communicated to each of the stakeholder groups.