Challenges in community participation

Community participation will not always run smoothly. Sharing power and building relationships can be unpredictable and frustrating. But challenges are normal and working through them together can actually strengthen future partnerships. 

Two key tips: 

• See setbacks as opportunities. Every successful project has faced bumps along the way. What matters is how you rebuild trust and move forward with the community. 
• Talk to colleagues. Others may have faced similar issues and can offer helpful advice. 

This section explores common problems and how to handle them, with real examples in our case studies. 

Common challenges and what to do 

‘I started too late’  

It’s common to realise too late how much planning is needed. If time is short or engagement is low, use this as a learning moment. Be honest with participants and start building trust for the next round. Avoid rushed or token efforts they can do more harm than good. 

‘The community don’t understand the my constraints I’m working with’ 

You and the community bring different knowledge. Some of your work may be technical or hard to explain. Take time to build shared understanding and don’t overlook the community’s own expertise. If people disagree with things outside your control, acknowledge their concerns and focus on shared goals. 

Helpful tools: 

• Use creative ways to share information or build knowledge over time. Check out great examples of innovative consultation methods and unlocking planning methods. 
• Try a step-by-step approach to build understanding. See an example of a multi-staged approach to problem-solving. 
• Need to strengthen your skills in handling tough conversations? Go Vocal has some great guides to support you on your journey. 

'My project can’t be meaningfully influenced by communities at this stage'

There are times when plans have already been confirmed, yet there is still a responsibility to consult. It’s always important to be fully transparent with communities about the influence that they are able to have. Where a consultation offers limited scope for influence, consider whether it should happen at all, and whether another type of participation activity would be more meaningful.  

'My outreach efforts aren’t working'

There might be several reasons why outreach efforts aren’t working. You may need to build more trusted relationships with communities before they feel ready to engage. Consider using trusted intermediaries such as voluntary community and faith sector groups. Maybe your participation approach is not really meeting the current priorities and interests of the community. Are you asking the right questions?  

'My timelines are too tight to allow for community participation'

Sometimes there are fixed external timelines (like statutory processes) which limit your ability to involve the community. When this is unavoidable, it’s best to be honest about it.  

'I’m getting too many different perspectives and opinions - I can’t incorporate them all'

Often there will be many conflicting and strongly held views on your project. This is normal and will reflect the wider differences in opinion in society at large. In situations where it is impossible to incorporate all viewpoints, it’s important to acknowledge this and support communities to understand why their participation is still valued.