The organisation of online discussion meetings or other events as part of a participation process has many advantages. On the other hand, digital implementation also creates hurdles and it can be a disadvantage if there is no personal exchange at an event on site. A survey conducted by UfU as part of another project has shown that the groups involved often wish to meet on site, as this also allows discussions to take place on the fringes of the event and new contacts to be made. The exchange and discussion in an analogue space is also often perceived as more natural and active. It is therefore important to carefully consider whether a discussion meeting should be organised digitally, online or possibly even hybrid. Switched-on cameras of all participants contribute to a good discussion atmosphere in the digital space. Moderation techniques and digital tools should also be used to encourage a dynamic discussion. At this point, the advantages and disadvantages as well as the factors that influence the decision in favour of or against a digital meeting will be discussed again. Further tips on implementing a digital discussion meeting and step-by-step instructions can be found in the online guide on digital public hearings (only available in German).
Advantages of digital public hearings
Digital public hearings can reduce barriers to participation and also motivate people who are less inclined to participate. The following reasons speak in favour of this:
- Participation is possible regardless of location: travelling times and distances are eliminated and the appointment can be more easily integrated into everyday life. This can make it easier for people with limited time resources, heavy workloads and people with small children or other care responsibilities to take part.
- Participation becomes more accessible: People with limited mobility can participate more easily.
- The barrier to participation is perceived as less high: People with little experience of participation can take part from a familiar environment and can avoid the unfamiliar and sometimes more formal setting of a face-to-face event.
- Participation is becoming more attractive for younger generations: Digital formats can facilitate access to participation processes for younger generations, as they are increasingly moving in the digital space and no longer obtain information via print media and face-to-face formats.
Disadvantages of digital public hearings
These potential hurdles arise when discussion meetings are held digitally:
- A lack of technical knowledge and a lack of technical infrastructure can hinder participation: This particularly affects older population groups, people with a low socio-economic status, those living in peripheral regions and other people who are sceptical or averse to technology.
- Costs: Initially, authorities may incur costs due to the purchase of technology and familiarisation with digital processes. However, this can be amortised over time.
- Data protection: In some countries, online appointments are only permitted by law if all parties involved give their prior written consent, which leads to significant additional work for the authorities.
Good practice examples:
Estonia
In Estonia, hearings are held on site, hybrid or online. This varies from authority to authority. Minutes and recordings of the consultation meetings are published on the Estonian Environment Agency’s website, which can be seen as an example of good practice, as this also allows citizens who were unable to attend the consultation meeting to obtain information.
Findings from the UfU project “E-Participation Environment”
UfU has conducted a practice-orientated research project on the topic of electronic participation in Germany with a focus on the implementation of online events. Firstly, minimum legal requirements and best practices were identified and authorities were supported in the implementation of online formats. The results were summarised in an online guide on digital public hearings (only available in German) in the form of a website and, above all, offers instructions on how to successfully conduct digital and hybrid discussion meetings. The guide clearly summarises project results from theory and practice and is aimed in particular at authorities that implement digital participation formats or are interested in trying them out for the first time. The guide is based on the German context, but provides information and tips on the implementation of online and hybrid events that are relevant for every country. More information can be found on the project website.
