Checklist
Preparation
| Question | Mark with an X |
|---|---|
| Which community/ies are you engaging? Why? | |
| Will all voices in that community be included? For example, young people, women, older people and people with a disability. | |
| Do we need to engage? Does this information already exist or is someone already doing this work? How will this build on previous engagement? | |
| Are we giving community enough time to decide to engage? | |
| Are we giving community enough time to speak to their peers or read materials? | |
| What is in scope to influence the final decision? Have we communicated this clearly? | |
| Are your engagement activities relevant, respectful and co-designed with community input? | |
| Are there any upcoming significant dates to consider (for example, religious holidays, cultural events, Sorry Business or reconciliation events)? | |
| Have you identified local organisations, leaders or trusted service providers who can help? Can they partner with you on this engagement? | |
| Are your communications in plain language aiming for a reading level of grade 8? Are they translated? |
Promotion
| Question | Mark with an X |
|---|---|
| Have you used multiple and relevant channels (for example, WhatsApp, local radio and newspapers, ethnic media, posters)? | |
| Have you shared a stakeholder pack with community organisations and leaders? | |
| Are there different ways to participate (in-person, online, one-on-one)? |
Inclusion
| Question | Mark with an X |
|---|---|
| Is the venue physically accessible and culturally safe? For example, you have considered wheelchair access, parents rooms, gender-neutral toilets and prayer rooms. | |
| Have you addressed barriers such as transport and childcare options, digital access, time of day, or gendered settings? | |
| Are facilitators reflective of the communities you’re engaging? | |
| Have you arranged for interpreters (including Auslan) or translated materials if needed? | |
| Have you asked for names (including spelling and pronunciation), pronouns and honorifics? | |
| Are your questions trauma-informed and inclusive? | |
| Have you planned how to support participants who may become distressed? This is important if the topic is sensitive. |
In-person
| Question | Mark with an X |
|---|---|
| Do an Acknowledgement of Country (it can also be done in other languages) | |
| Does your facilitator have lived experience or a connection to the community? | |
| Have you limited the number of representatives who are attending from your organisation? | |
| Have you provided transport, parking or reimbursed travel costs? | |
| Is food and drink provided? Does it consider dietary and cultural needs? | |
| Have you allowed time for introductions, breaks and informal chats? | |
| Encourage everyone to speak openly and with respect. Actively listen to participants. | |
| Is there room on name tags for pronouns? | |
| Do you have psychosocial support available if needed on the day? | |
| Do you have a quiet space or breakout area available if needed? |
Online
| Question | Mark with an X |
|---|---|
| Do an Acknowledgement of Country (it can also be done in other languages) | |
| Does your facilitator have lived experience or a connection to the community? | |
| Is your platform easy to use and accessible? | |
| Have you tested the platform with community representatives beforehand? | |
| Have you provided joining instructions? Is there support for people who need help to join? | |
| Have you used visuals and live captioning where possible? Are interpreters visible? | |
| Have you allowed time for introductions, breaks and informal chats? | |
| Encourage everyone to speak openly and with respect. Actively listen to participants. | |
| Share your pronouns next to your name on screen. | |
| Have you followed up with a summary or recording after the session? |
After
| Question | Mark with an X |
|---|---|
| Have you shared a person to go to with more feedback, questions or concerns? | |
| Have you followed up with a summary or recording after the event? | |
| Have you shared back what you heard and how it will be used? | |
| Have you offered ongoing opportunities for input and feedback? | |
| Have you documented and celebrated community contributions? | |
| Have you measured success in partnership with the community? |
Fast-tracked engagement checklist
If your time and resources are limited, you can offer a lighter-touch option. Use this approach for small, local conversations if you are unable to do any other engagement.
Week 1
- Confirm purpose and scope of the conversation with community.
- Book a venue already familiar to participants (for example, local youth hub, mosque, sports club).
- Identify one to two helpers from your organisation or a partner (for example, a note taker and a facilitator).
- Promote the engagement through stakeholders, community leaders, WhatsApp groups, Facebook groups, newsletters, or local council.
Week 2
- Host a short session (45–60 minutes max).
- Use a circle seating format with ice-breaker questions.
- Capture notes on key themes.
- Thank participants verbally; offer simple refreshments (tea/coffee).
- Send “thank you + what’s next” message within 48 hours.
- Close the loop once you know how their feedback will be used or influence the outcomes.
- Send participants the final product.
Updated