Co-production framework (HTML) Starting to co-produce

Once we have decided that co-production is the right method for the outcomes we want to achieve we need to bring people together. 

With this group we need to make sure that we have a shared understanding about:

  • what we want to co-produce and why
  • the issue we are tackling (and what is outside of our remit)
  • the outcomes we want to achieve from working together
  • how we will keep track of progress
  • how we will capture and share our learning

Before getting started we need to be confident that:

Everyone is clear about what co-production means in the context of our specific project and why we want to use it to approach this work.

We have got the right people in the group to be able to understand and represent the important perspectives and experiences that are important for our work together.

During co-production

When we are working together, we need to keep reflecting on our progress, relationships and the principles of co-production. We will consider the following:

  • Are we assuming that people who are here are speaking for wider groups and is this justified?
  • What is realistic and achievable within the (practical) constraints that we have? For example resources, timeframes and decision-making.
  • Is everyone able to contribute to discussions? Who is quiet and who dominates? Can strategies be put in place to enable all members of the group to contribute?
  • Is everyone asking questions and sharing their knowledge? Is everyone’s knowledge valued?
  • Does any jargon or local context need explaining?
  • Does anything need to happen to support the group to work for everyone?
  • Are the times and places that we meet making our work accessible to everyone?

Other things that will help

Think about these other things that can help during co-production:

  • dedicated time and resource to give co-production space to flourish
  • a commitment to working in a way that recognises the skills and experiences (strengths) that everyone brings and an understanding that we don’t have all the answers
  • thinking carefully about how to share power and level out the playing field - for example, taking off our lanyards, meeting people where they’re already gathering, meeting outside ‘office hours’
  • thinking beyond ‘sessions’ that people have to come to
  • working with people to go beyond the ‘usual participants’
  • creating the ‘ways we will work together’ with people, including how shall we behave, what language shall we use, what shall we do together?

Be honest about what is possible

You should:

  • be upfront and realistic about what people can influence and be comfortable explaining why
  • be aware of what else is happening in the organisation and avoid duplication which can lead to ‘engagement fatigue’
  • remain open to change and open to unexpected ideas and solutions - be ok with uncertainty
  • make sure everyone understands the timeframes and when and how information will be shared during and after your work together

Governance within the co-production work

Within the programme of work, it’s really important that the group is clear about what is within their control and how decisions will be made and then taken through the council’s key decision and governance processes. Some of this can be agreed through collaboration - working together with people to decide ‘how we will behave together’ and ‘how we will make decisions together’.

Making time for these discussions and being upfront about the council’s governance processes will help to build trust and make sure there are fewer surprises on the way. Making sure everyone understands the wider governance processes will help the group keep focused on the areas where they can have biggest impact.

Some useful questions include:

  • Are we making assumptions about who leads our meetings and our work? How do we share responsibility and accountability? 
  • When do decisions need to be made by the group?
  • When are important decisions being made outside the group which will impact on our work? How much influence do we have over those decisions? 
  • How does information flow from the group to key senior leaders and vice versa?
  • Which senior leaders do we need to involve in our work and when?