How to run a cross-agency consultation
What’s the issue?
As policy professionals, more often than not, the policy challenges that we’re trying to address are complex and multi-dimensional and cross organisational boundaries. But cross-agency consultation can often have pressing timeframes – especially if you’re undertaking it as part of consultation on Cabinet papers – and may involve having to resolve some tricky issues between policy colleagues. It can be really easy to fall into the trap of focusing on your own agency’s (or team’s) perspective and see other agencies’ concerns as a bit of an irritation! But what’s good to keep at the forefront of your mind is what your shared objectives are, and how you can work together to figure out solutions for the people or policy issue you are serving.
Why does it matter?
If it’s a Cabinet paper that you’re consulting on, then at a practical level, your colleagues in other agencies will be giving their own advice to their Ministers, so you’ll want to do what you can to resolve any issues before the paper is considered by Cabinet. But open and genuine cross-agency consultation, particularly when it’s done early and unrushed, can help identify risks and barriers to progressing policy options, as well as opportunities or areas of overlap, which will strengthen the rigour of your policy advice.
Consultation with population group agencies – for example those that focus on the needs and outcomes of Māori, Pacific people, women, young people, or people with disabilities – can often provide insights that you might otherwise not have been aware of. As well as a vehicle for gathering the wisdom of different agencies, cross-agency consultation is also a courtesy to others, because their work might be affected by the policy advice you are developing. For example, if you’re making legislative changes, these might have operational – or ‘on the ground’ – implications for other agencies.
What’s the solution?
We reckon timing and relationships are key to effective cross-agency consultation. Things like, letting people know in advance what you’ll be consulting on and when, can go a long way, as well as being open to changing your approach and amending your analysis and advice. Even better is to get other agencies involved early in the policy process – such as when you’re defining the problem or canvassing the options – to make the most of their skills and knowledge.
From our experience, it can really help to continually nurture your relationships with colleagues from other agencies, so you have a good basis to work from. And when differing perspectives arise, it helps to focus on the objectives you’re trying to meet so you can stay open to the different ways there might to achieve them. Focusing on commonalities, acknowledging challenges, and recognising that every agency has its own priorities, makes for open and transparent consultation.
For some logistical information, check out this guide from DPMC. It provides information on how to determine which agencies should be consulted, considering whether to meet with all agencies together or individually, and what to do if consensus can’t be reached.