Methods and Leading Practices for Advancing Public Participation and Community Engagement with the Federal Government
Summary of Responses to the OMB Request for Information

EXPERIENCES

• People want to have a say in Federal Government decisions that impact them and their communities, and want to be included early and often.
• Many individuals, including members of underserved communities, are unaware of opportunities to engage with Federal agencies. They may not understand where to find engagement opportunities, how to participate, or how their involvement can make a difference.
• Comments noted that finding engagement opportunities within and across multiple Federal agencies is difficult.
• Navigating confusing websites can discourage meaningful participation.
• Respondents encouraged agencies to expand and improve outreach to engage more and varied people, using methods like surveys, mass texts, focus groups, and townhalls, and even more discussion-based models like advisory boards.
• People value their time, have competing interests and priorities, and want to make informed choices about engaging with Federal agencies. Government should “meet people where they are,” including by:
  • providing clear expectations about the goals of the engagement, and what the public can influence through their participation;
  • making it easier for people to participate, such as by sharing information and holding events at local venues (e.g., post offices, DMV centers, public libraries);
  • making public engagement activities more inclusive, such as by ensuring that physical and virtual event spaces are accessible by default, proactively seeking feedback from disability organizations, accounting for different time zones and work hours, and using different channels and formats to gather input; and
  • ensuring language and communications access, including by using plain language in materials, offering language assistance services to individuals with limited English proficiency and individuals who are deaf or hard of hearing, and addressing the needs of individuals who are blind or have low vision.
• Agencies could explore available options for compensating participants to acknowledge the value of the public’s time, lived experience, and expertise. Agencies could also explore providing support like child or elder care, meals, or transportation, particularly for those who may face financial hardship. Without compensation or support, agencies might hear only from those who can afford to volunteer their time.
• Some comments conveyed that members of the public, including those from underserved communities, may be hesitant to engage with the Federal Government due to a lack of trust based on past negative interactions or privacy concerns about information shared with the Government. It would be helpful for agencies to acknowledge past harms, and focus on sustained, long-term engagement to build trusted relationships with communities.
• Above all, people want a conversation with Government. They want to be heard and know their feedback matters.
  • Respondents expressed that listening sessions and other “one-way” communication may be perceived as limiting the public from meaningfully interacting with their government. Federal agencies could use “two-way” communication, which could enable participants to understand how and why their input may or may not be used, and to offer alternatives.
  • Many comments urged agencies to build “feedback loops.” A feedback loop is the process of getting feedback, acknowledging and responding to the feedback, and sharing updates and results with the public. Feedback loops let people know that agencies take public input seriously and that it can impact the agency’s decision-making.

CONTENT

• Federal agencies and the public want clearer expectations for engagement and greater consistency across agencies. Common guidelines and definitions, metrics, an interagency collaborating and learning space, and centralized tools could help agencies start or improve their public participation and community engagement
• Respondents shared a wide range of existing frameworks for participation and engagement—including some currently used by Federal, State, and local government agencies. Flexibility will be particularly important for Federal agencies and comments recommended that OMB present a sample framework for agencies to adapt as needed.
• Metrics, such as reach, inclusiveness and accessibility, and transparency, can help agencies assess the effectiveness of their participation and engagement activities.
• From engagement plan templates to accessibility checklists and tips for writing public comments, existing materials can support agencies in building their own capacity to broaden engagement and building the public’s capacity to engage with agencies.
  • Agencies expressed a need for tools and resources to help facilitate the review and reporting of public feedback. Collaborative tools and technologies, including artificial intelligence platforms, may also potentially improve the public’s ability to engage with government.
• Agencies and the public can perceive the Paperwork Reduction Act (PRA) as an obstacle to timely engagement. Respondents requested that OMB provide clear and centralized guidance on how the PRA applies to public engagement activities.
• OMB should consider including leading practices in a Federal framework for participation and engagement:
  • Continuous, interactive communication between agencies and the public;
  • Outreach to communities often overlooked by Federal engagement opportunities;
  • Specific engagement activities to boost participation; and
  • Collaboration across agency components, other Federal agencies, and with outside organizations on similar topics or objectives, especially to reduce “engagement fatigue” within underserved communities and the broader public.

PROCESS

• Respondents encouraged OMB to take advantage of the many existing tools and approaches within and outside of Federal Government to develop the framework by:
  • building on related Federal efforts, like the 2023 PCAST Letter to the President on Advancing Public Engagement with the Sciences, and the 2015 U.S. public participation playbook and other U.S. Open Government initiatives;
  • tapping into the expertise and networks of individuals and organizations who are doing this work well or have previously participated in an engagement activity conducted by OMB (such as a rulemaking or a U.S. Open Governmen listening session);
  • creating an interagency working group that includes agency staff with experience working directly with the public, including in underserved communities;
  • learning from Congressional efforts to improve public involvement in the legislative process; and
  • testing co-design approaches and collaborative processes (e.g., open-source tools).
• According to commenters, OMB should expand outreach, including to members of underserved communities by:
  • using a wider variety of communication methods and channels, including social media and non-digital communications (e.g., radio and newspaper ads);
  • drawing on Federal agencies’ community relationships through any local, district, or regional field offices;
  • promoting opportunities for engagement through community-based organizations and other trusted partners;
  • providing information in languages other than English; and
  • ensuring materials are accessible to people with disabilities.
• Collaboration between the Government and the public is important. Respondents suggested that OMB share a draft participation and engagement framework for public review, facilitate collaborative input, and continue sharing the comments received.