Navigator’s Kit: Preparing for Challenging Consultations
Preparing for Challenging Consultations: Turning tensions into opportunities
Video Description:
Introduction (20 seconds)
“Welcome. This video offers guidance on how to approach challenging community consultations. Drawing on practical insights, it aims to support consultation teams in engaging more effectively and thoughtfully with the diverse realities and concerns of stakeholders. Meaningful consultation isn’t just about managing conflict—it’s about fostering dialogue, trust, and shared understanding.”
Section 1 – Reflecting on Internal Dynamics (30 seconds)
“Before consultation begins, teams should pause and reflect on their own assumptions, emotions, and expectations. These internal dynamics—such as personal biases or emotional reactions—can shape interactions. Recognizing them helps teams prepare with greater self-awareness and empathy.”
Section 2 – Anticipating Emotional Responses (30 seconds)
“Consultation teams must also prepare for how communities may feel: fear, confusion, disappointment, or even guilt. Understanding these emotional responses allows teams to engage in a way that is both respectful and responsive.”
Section 3 – Recognizing Diverse Community Attitudes (30 seconds)
“Communities are never monolithic. Within any consultation, there will be a range of attitudes—from enthusiastic support to deep mistrust. Effective preparation means crafting tailored approaches for different stakeholders, rather than relying on one-size-fits-all messaging.”
Section 4 – Engaging Supportive Stakeholders (20 seconds)
“For those who are supportive and eager to engage, it’s important to provide accurate, accessible information and show how their input is being used. This reinforces trust and encourages continued participation.”
Section 5 – Navigating Opposition (30 seconds)
“With those who are skeptical or opposed, the focus should be on active listening and avoiding assumptions. Attempting to ‘win over’ opposition can be counterproductive. Instead, respectful, non-confrontational dialogue and mechanisms for meaningful feedback are essential.”
Section 6 – Reaching the Disengaged (20 seconds)
“Some stakeholders may seem hesitant or disengaged. The key is relevance—connecting the project to issues that matter to them and showing how their input could influence outcomes. Respectful and consistent engagement can eventually build interest.”
Section 7 – Addressing Powerlessness (20 seconds)
“When communities feel powerless or resigned, it’s essential to show that participation can lead to change. Demonstrate how community knowledge has shaped other projects, and actively create pathways for influence to rebuild a sense of agency.”
Section 8 – When the Team Is Seen as the Problem (20 seconds)
“There may be cases where the consultation team itself is perceived as part of the problem. In these moments, humility, consistency, and active listening are vital. Avoid defensiveness and work to rebuild trust through mutual understanding.”
Section 9 – Handling Ambivalence and Contradictions (20 seconds)
“Not all community views will be clear-cut. Ambivalence or contradictions are natural. The role of the consultation team isn’t to resolve these tensions but to acknowledge and engage with them carefully. Local partners can help provide context and nuance.”
Section 10 – When Engagement Is Rejected (20 seconds)
“Sometimes, consultation is met with reluctance or outright rejection. Engagement shouldn’t be forced. Instead, try to understand the root causes and consider using trusted intermediaries to initiate dialogue more organically.”
Closing (22 seconds)
“Challenging consultations come in many forms, but they are not roadblocks—they are opportunities. While outcomes may not be immediate, preparing with care, listening with empathy, and respecting different perspectives builds trust. And trust leads to better, more sustainable projects. It’s not about avoiding difficult conversations—it’s about showing up ready for them. Thank you for watching. If you’d like a copy of the tool or want to share feedback, we’d be pleased to hear from you.”
