6a Raising Awareness through Discussion

The following outlines a number of approaches that you can use to consult on the Travel Plan.

Discussions generally involve a small number of people who provide their views on an issue or subject and can be used to:

• understand what questions should be asked in the staff travel survey
  
• probe more deeply into important issues raised by surveys or other forms of consultation
  
• explore sensitive questions which need to be asked in the right context, for example identifying criteria for allocating essential car parking permits
  
• test the effectiveness of promotional material

In-depth discussions are conducted with between one and three individuals and can provide more information than larger discussions.

They are useful for situations where information is sensitive or where the individuals would not want to contribute to a larger group.

Examples include public transport operators, personnel managers and departmental heads.

Focus groups/group discussions are generally open discussions conducted using an agreed topic guide and they tend to be held with between 8-10 people. Although discussions can be held with larger groups, it is much more difficult to maintain the group dynamics and the information produced can be of lower quality.

Considerable skills are required to recruit and facilitate group discussions, so it is advisable that facilitators are trained to conduct this work. The main advantage is that their inherent flexibility allows issues to be raised and explored which may not have even been thought of in advance.

The views expressed by those who take part are not necessarily representative of all of those affected by the Plan, even though you may have invited a representative sample to attend. When inviting people to take part you need to consider the following:

• that a broad range of age, gender and organisational level are represented
  
• mixed groups can lead to some people succumbing to peer pressure, for example junior members of staff not speaking out in front of senior management
  
• groups where views conflict can be as informative as those whose participants have similar interests, for example cyclists and car drivers

INVOLVING THE APPROPRIATE POLICY MAKING BODIES

Public sector organisations such as local authorities, educational establishments, health authorities and trusts need to ensure that they hold discussions with, and seek formal approval through, the appropriate policy makers. Areas to be considered are wide ranging and depend upon the type of organisation. Where relevant, consideration should be given to those involved with personnel, building services, Best Value, environment and transport.

Staff consultative groups and trade unions

Many organisations have a mechanism for raising awareness amongst staff about corporate issues that affect them, and for providing a forum for responding to concerns. In some organisations this may be in the form of a trade union. In others it may consist of staff representatives who have been nominated by colleagues.

It is important that these consultative groups are approached during the early stages of Plan development and are given the opportunity to comment on the concerns and issues raised.

Human resources

The nature of a Travel Plan means that it will require an alteration in company policy, however the degree to which this arises depends on the initiatives that are introduced. It is important that you hold discussions with Personnel to understand how initiatives may complement or conflict with the service that they provide for staff. Initiatives which require input from Personnel include:

• changes in car user allowances
  
• changes in car mileage rates
  
• introduction of flexible working arrangements

User groups

There may be existing groups of staff who use the same mode of travel for travel to and from work who already meet to discuss issues surrounding transport.

Raising Awareness
Establishing User Groups
Analysis & Feedback
The Use of Consultants
Travel Plans & Income Tax
Example Questionnaire
Example Registration Form