We recognise that face-to-face engagement is usually best practice
In all our work we would usually propose methodologies that include face-to-face (kānohi-ki-te-kānohi) engagement and interviewing (including for 1-1 meetings, focus groups and workshops).
Face-to-face engagement is considered optimal in qualitative research and policy settings, and is preferred by a number of cultural groups.
However, we need to adjust our engagement methods to respond to the changing situation with COVID-19
With the outbreak of COVID-19, the health and safety of our participants, clients, team and wider public is paramount. We are closely following official guidance regarding social distancing practices, and recognise that this has impacts on face-to-face engagement methodologies.
We are seeing a greater degree of tolerance at these times for non-face-to-face contact, even with groups who have stated their strong preference in the past for face-to-face engagement. We have heard from our clients and communities that they want to continue with engagement and want continued engagement approaches to be flexible.
The good news is, being flexible is part of the fabric of who we are as a company.
How do we best engage during a pandemic?
We have moved to a model of virtual means of engagement for our work.
We utilise a range of options for virtual engagement, including:
- Zoom videoconferencing,
- Microsoft Teams conferencing,
- Skype,
- BlueJeans videoconferencing,
- Direct telephone calls, and hosted teleconferencing.
Allen + Clarke’s experience with virtual engagement
Allen + Clarke has considerable experience in effectively engaging with clients and stakeholders using a range of virtual methods. We are confident in our ability to continue to deliver existing and future projects to an excellent standard utilising these methods.
We note that there are a number of virtual engagement platforms and we are flexible with what platform we use (including others not listed above). Our most commonly used platform is Zoom – we find this to be an effective virtual engagement tool. Zoom can be used on all devices as well as on mobile phones.
Our subscription to Zoom allows us to use several additional tools to enhance our hosting of videoconferences, such as:
- Basic functions: this includes screen sharing, muting participants, removing participants, recording meetings (including the video, which is helpful in identifying who said what).
- Chat: this can be between participants (as a group) and the host, or individually from the host to specific participants. Transcripts of the chat can be saved for future analysis.
- Whiteboard sessions: the virtual whiteboard allows the host and participants (if allowed) to annotate on a whiteboard, which is useful for brainstorming sessions.
- Polls: the host can run mini polls during the group, allowing for single choice or multiple-choice answers from the participants.
Many of these functions are available on other platforms too.
We make it easy for people to engage
If a participant cannot easily access a computer and/or broadband, we would investigate other ways for them to participate. If a participant is unable to access this technology, we can undertake one-on-one interviews via telephone.
We are also aware that some of our clients are not able to access Zoom or other platforms due to restrictions on this site in place from their organisation (although we note that Zoom includes options for people to join a meeting without downloading or installing a programme). In this case we will use other methods (e.g. skype, MS teams) or telephone conferencing.
We have vast experience in-house on running engagement processes in a virtual environment and have guidelines in place for Allen + Clarke staff on how to use virtual mediums effectively. We will work flexibly with clients to fit with their virtual engagement requirements.
Some of the areas covered under our guidelines include:
- contacting participants 1-1 prior to a shared meeting in order to establish a relationship with them
- providing help in setting up Zoom, teleconferencing or other platform for those who have not used it previously
- testing the technology as necessary
- discussing in advance how we will run the meeting, with advice to people on how to engage with other participants effectively
- establishing a chair, minute taker, and protocols around taking turns speaking
- recording of video conferences and secure storage of these.
We will continue to observe cultural protocols
We recognise and respect Te Tiriti o Waitangi as the basis of the contractual relationship between tangata whenua, the Crown and providers working with the Crown. We acknowledge Māori as first peoples and kaitiaki of Aotearoa New Zealand, and are committed to embracing Kaupapa Māori principles within our practice.
While kānohi-ki-te-kānohi is our strong preference for engagement with Māori, we must continue to ensure that the diverse realities of Māori are heard in all our work. We will therefore do our best to make all our engagements culturally safe and appropriate. This will include incorporating suitable cultural protocols into our virtual engagement such as karakia, mihi, and waiata.
For our engagement with other groups, for example Pacific peoples, we will similarly observe cultural protocols and be guided by those communities in how best to do this.
