How to Resource Your Community Engagement Plan

Effective engagement depends on more than good intentions — it requires the right team, tools, and funding from the outset.

Why Resourcing Matters

A well-resourced engagement plan is more likely to reach the right people, generate meaningful feedback, and avoid delays or community frustration.

Insufficient resourcing leads to:

• Missed deadlines

• Incomplete or rushed engagement

• Lack of follow-up

• Burnout among internal teams

• Poor-quality reporting and outcomes

Planning your resources early ensures that engagement is deliverable, not just aspirational.

Four Key Resourcing Categories

1. Team Roles and Responsibilities

Identify who will lead, support, and deliver engagement activities. Typical roles include:

• Engagement lead – responsible for planning and oversight

• Facilitators – run workshops, focus groups, and discussions

• Communications staff – manage messaging and promotion

• Project manager – ensure alignment with project phases

• Cultural or community liaisons – support inclusive delivery

• Translators or interpreters – enable accessibility

Tip: Clarify which roles are internal vs external. For complex or high-risk projects, consider bringing in independent facilitators.

2. Budget

A clear engagement budget helps set expectations and avoid under-delivery. Budget items may include:

• Staff time and contractor fees

• Venue hire and equipment

• Catering, childcare, or transport assistance

• Interpreting and translation services

• Graphic design or video production

• Communications and printing

• Participation incentives (e.g. gift cards, stipends)

• Subscription or software costs (e.g. survey tools)

Tip: Include a contingency for last-minute changes, especially if community needs shift mid-project.

3. Technology and Tools

Choose tools that match your engagement methods, audience, and team capacity. These may include:

• Survey platforms (e.g. Typeform, SurveyMonkey)

• Interactive mapping or comment tools

• Virtual meeting platforms (e.g. Zoom, MS Teams)

• Project websites or engagement hubs

• Submission and feedback management systems (e.g. CE Canvas)

Tip: Fewer, well-integrated tools often work better than a complex mix. Prioritise usability and support.

4. Training and Internal Support

Even experienced teams need support to deliver inclusive, high-quality engagement.

Include time and budget for:

• Facilitation training

• Cultural awareness

• Disability and access training

• Plain language and communications

• Tool onboarding and technical training

Tip: Skills investment improves engagement quality and builds internal capability for future projects.

How to Plan Resourcing Effectively

• Start early: Don’t leave resourcing until delivery begins

• Work backwards from project milestones to determine what support is needed when

• Coordinate across departments so staff availability is clear

• Document roles and budget assumptions in your engagement plan

• Review and adapt as the project evolves

Common Resourcing Pitfalls

• Underestimating how long tasks will take

• Failing to budget for accessibility or inclusion needs

• Choosing tools without a plan for use or support

• Assuming teams have capacity without checking

• Over-reliance on one person for all delivery

What’s Next

Once your resources are locked in, you can deliver your engagement with confidence — knowing you’ve built a realistic, supported process.

Return to the full guide: How to Write a Community Engagement Plan