The Health Canada Policy Toolkit for Public Involvement in Decision
Making
Level 5 Technique:
Study Groups
What Is It?
A study group consists of a series of structured and non-structured
discussions which take place over a period of time. These discussions
can take place through any/or all of the following means: face-to-face
meetings, teleconferences or the use of electronic links. Participants
are selected for their knowledge in a particular area. The process
is used to share ideas and opinions on issue areas and to provide
advice on direction setting to decision makers. Issue areas include
(but are not limited to) the social, ethical, political, economic
and scientific fields. The study group differs from a study circle
in that it does not seek to track participant views on an unfamiliar
issue as new information is introduced and participant expertise
increases. It is similar to a study circle in that an important
output is the generation of quality suggestions or recommendations.
How It Works
A study group can be made up of approximately five to 12 people.
The group's work will likely be initiated with a face-to-face meeting.
Future meetings may be primarily through conference calls or electronic
means. Meetings will normally run from one to two hours, with the
exception of the first session which may last longer. The location
of the meetings may depend on whether the study group is composed
of local or national participants.
The first meeting focusses on an introduction to the mandate of
the group and the process which they will follow. The facilitator
thus reaffirms that the group has been established to both "keep
an eye" on the issue area over a particular period of time, and
to alert decision makers on areas of concern and then provide recommendations
on potential courses of action.
The facilitator will likely introduce broad question areas that
decision makers are presently grappling with and make initial requests
for recommendations on direction setting. Time frames for print
and/or electronic feedback will be discussed and agreed upon.
The schedule for future meetings will also be established (e.g.
a monthly basis). The facilitator may continue in these meetings
as a resource person to move discussion along, or the group may
nominate one of its members to assume this role.
When Is It Most Useful?
Study groups are used to:
- provide decision makers with a "heads-up" on potential concerns
in issue areas and to suggest early solutions or prevention strategies
- provide long-term recommendations on direction setting and
to point out windows of opportunity to set strategy options in
motion
- convene for special meetings to provide advice on urgent concerns.
Logistics and Limits
People selected for their expertise may experience other conflicting
demands on their time and decide to withdraw from the group, thus
taking away the richness of their perspectives.
Cost Implications
In most instances, study groups are quite affordable. Apart from
an initial face-to-face meeting, most meetings will be via telephone
or virtual in nature. If the study group is local, the face-to-face
meeting costs will be limited to meeting space, standard presentation
equipment and basic writing supplies. If the study group is national,
initial meeting costs will include accommodation and travel expenses.
Fees for the facilitator (as appropriate) will also need to be
covered.
Expectation for Feedback or Follow-up
The study group normally sets up ongoing feedback loops with the
sponsoring organization.
Timelines
Like study circles, study groups can be assembled quite quickly.
This is especially the case if key participants have already been
identified and if the circle is convening locally for an initial,
face-to-face meeting. An initial meeting of this nature for a national
group may require several months' notice to the participants.
Potential Pitfalls
Evolving group dynamics or existing dissonances among experts
may stifle the development of insightful options for action.
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