In addition to setting out a clear role outline, it’s important that people with lived experience are supported to participate.
This includes:
Training and induction: Provide a general induction to the programme and to the specific work people will be involved in. This will help familiarise them with their role, project vision, activities to date, key terms and documentation. It will help people working together to gel and avoid misunderstandings. Induction should include an opportunity to meet key people, understand each other’s roles and ask questions before the first meeting. Consider if any mandatory training is required/ if they need to complete a register of interests form – for example if they will be involved in procurement, do they need training on any computer systems to access documents and score bids?
Meeting set-up:
- Chairing: Done right, the chair will involve those with lived experience and give them space to share views, ideas and provide challenge. At their first meeting, participants should be introduced and welcomed. To help manage time and contributions, you may want to consider having a specific slot on the agenda for those with lived experience and/or encouraging participants to co-design the agenda with you.
- Briefings and de-briefing: These should be offered before meetings (to prepare people with lived experience to ask any clarifying questions) as well as after, to discuss how things went, whether they felt able to contribute and how working together could be improved for next time. Remember, participants are not ICS employees and therefore do not have access to “insider” information about how the NHS works – this is one of the benefits of their contributions.
- Logistics: Plan meeting days/times well in advance, or in collaboration with those who have lived experience. Ensure papers are received with enough time for people to read and absorb the key points. Participants may be comfortable reading documents on screen, but be prepared to provide printed copies if needed/ reimburse the cost of printing
- Jargon busters: jargon and acronyms should be avoided as much as possible but a glossary of terms for easy reference can be useful
- Valuing people’s time: reimbursement of out-of-pocket expenses and other payments: seek advice from your engagement team/ use appropriate recognition policy or guidelines on incentive payments for involving people with lived experience
- Contact person: there should be one named contact for any queries or concerns that arise before sessions / between meetings
Take time to regularly review what is working well and what could be improved (from everyone’s perspective) so that any adjustments can be made.