Purpose
What this resource helps a team do
Creates a consistent record of consultation objectives, participants, decisions, local concerns, follow-up actions, and evidence.
The resource is intended to create a consistent decision trail. It helps a communication or program team identify what information is needed, who is responsible for it, what should be reviewed, and how the final output will serve its audience.
Resource components
What to include
Participant map
Document the relevant inputs, decisions, evidence, responsibilities, and review notes for this component.
Issue log
Document the relevant inputs, decisions, evidence, responsibilities, and review notes for this component.
Decision notes
Document the relevant inputs, decisions, evidence, responsibilities, and review notes for this component.
Action owners
Document the relevant inputs, decisions, evidence, responsibilities, and review notes for this component.
Evidence register
Document the relevant inputs, decisions, evidence, responsibilities, and review notes for this component.
Suggested workflow
Use the resource in four passes
1. Scope
Define the audience, activity, decision, deadline, evidence available, and owner before completing the resource.
2. Capture
Record source material, stakeholder input, consent, context, and unresolved questions while they can still be verified.
3. Review
Check accuracy, completeness, representation, attribution, accessibility, and alignment with program requirements.
4. Reuse
Store the final record so it can support reports, briefs, stories, presentations, and future planning.
Quality standard
Completion check
- The intended audience and decision are explicit.
- Claims can be traced to a source, observation, record, or named stakeholder input.
- Consent, attribution, and sensitive context have been reviewed.
- Responsibilities and unresolved follow-up actions are visible.
- The final record can be understood and reused by someone outside the original activity.
Expected outcome: A reliable consultation record that supports coordination across municipalities, programs, and partner teams.
Frequently asked questions
When should this resource be used?
Creates a consistent record of consultation objectives, participants, decisions, local concerns, follow-up actions, and evidence.
What does the resource include?
Participant map, Issue log, Decision notes, Action owners, Evidence register.
What outcome should it support?
A reliable consultation record that supports coordination across municipalities, programs, and partner teams.