Guidance: PEDRI Good Practice Standards Toolkit

How to use the Toolkit

• Download the toolkit: Access the toolkit on our website.
• Understand toolkit components: Review this guidance document to understand key concepts.
• Plan your public involvement and engagement (PIE) activity: Map your public involvement and engagement activity in the Journey Log to relevant PEDRI’s Good Practice Standards. We recommend defining your objectives, key results, activities and timeline at the start of your activity. You can record this in the Journey Log.
• Be inspired: When planning your activity, refer to the Real-World Examples and Practical Examples for inspiration.
• Record reflections: Use the Reflection/Lessons Learned column in the Journey Log to capture reflection, quotes and learning with your team and public contributors. You can capture this both as work is ongoing and at completion of the activity (as part of evaluation). To gather feedback from public contributors, you could use our Lived Experience Feedback Form template.
• Share your work: If you consented for the PEDRI team to contact you, the team will be in touch to see if you would be interested in writing a case study/impact story. This is an opportunity for you to share your success and lessons learned from your PIE activity, and we’ll support you every step of the way. This will also support PEDRI in evaluating the adoption of the Standards.

Introducing the Toolkit

The Good Practice Standards (GPS) Toolkit, developed by the Public Engagement in Data Research Initiative (PEDRI) GPS Working Group, will support the practical application and ongoing reflection of the Standards in public involvement and engagement (PIE) activities and projects.    
 
The GPS Working Group was established to support the advancement of PIE in data research and statistics. Since the publication of the GPS, the Group has focused on creating this practical toolkit to help apply the GPS in real world contexts. The toolkit is intended to support planning, reflection, accountability and learning ensuring that PIE activities are well delivered but also aligned with the Standards from start to finish. 

Why should I use the Toolkit?

The PEDRI GPS Toolkit is designed to:   

• Support the practical application of the PEDRI Standards across all stages of PIE activity 

• Provide a structured framework to assess how well PIE activities reflect the PEDRI Standards 

• Help identify strengths and areas for improvement   

• Encourage consistent, thoughtful practice across the data research and statistics field

Who is the Toolkit for?

• Researchers working with data about people and communities  

• Practitioners delivering public engagement activities  

• Teams and organisations embedding PIE into data research and statistics  

• Public contributors and advisors involved in shaping data research

When should I use the Toolkit?

The Toolkit is designed to be used throughout your project. It can support: 

• Planning: Use the Toolkit to help you in developing objectives, key results, and activities at the start of your project or programme of work and add these to the Journey Log. Get inspired by the examples we have provided to see how you could adopt the Good Practice Standards in your own work. 

• Delivery: Refer to the Journey Log throughout your work. You could use this document to support review of an activity or guide Steering Group meetings with team members and public contributors. Questions you can ask include: Are you still aligned to your objectives? Will you achieve your key results? Has the context surrounding your work changed? Highlight updates, challenges and changes in the Journey Log. 

• Evaluation: To support evaluation, you can use the prompt questions under “Impact” and “Reflections/Lessons Learned” and record your responses in these sections. We have also provided a Lived Experience Feedback Form template to help you in gathering feedback from public contributors. We recommend recording reflections and feedback throughout the project or programme – not just at the end. You could do this by setting regular evaluation touchpoints throughout your project to monitor progress.

How does the Toolkit relate to the other PIE resources that are available?

There are numerous PIE guidance documents, frameworks and tools to support researchers with their PIE activities, many of which of tailored to specific purposes or contexts. However, much of what is available is tailored to health research and offers limited direction for the distinct context and challenges of data research and statistics. 

As a result, the GPS Working Group has designed the Standards and this accompanying toolkit to support those working in data research and statistics with adopting the Standards in their own work.  

 This Toolkit is not intended to replace existing PIE resources; instead, it can work with them. For example, if there is a specific evaluation framework you prefer to use, you can use it and record any impacts, reflections and lessons learned in the journey log – or link to your evaluation findings from the Journey Log. 

What is included in the Toolkit?

Guidance

This explains how to use the toolkit, including reflection prompts and step-by-step instructions.

Journey Log

A detailed log template for planning PIE, monitoring progress and capturing reflections over duration of a project, programme or activity.

Real-World Examples

Examples of what you could include in the Journey Log based on real data research projects.

Practical Examples

Sample objectives, key results and activities, mapped to each PEDRI Good Practice Standard.

Lived Experience Feedback Form Template

A template to support you in gathering feedback from public contributors throughout your work.

What are the components of the Journey Log?

Listed below are the different sections you can find within the Journey Log and the type of information to input into each section. Tailor the Journey Log to suit the size and scale of your work – you do not need to use all parts of the Journey Log to support you in your PIE journey.

Standards

Highlight which of the PEDRI Good Practice Standards each of your objectives relate to. You may find that there is more than one Standard that relates to your objective. 

Objectives

The goal(s) you aim to achieve through PIE activities.

Key results

The outcomes that will indicate progress toward the stated objective.

Activities

The specific actions or tasks carried out to help achieve the key results.

Timeline

The timeframe for delivering the activities and reaching the objectives.

Context

Internal or external factors that may influence your work, including enablers, connected activities, collaborations, or other relevant conditions.

Impact

The changes that resulted from your activities. We recommend recording immediate and medium-term impacts. The changes that occur may relate to (not a definitive list): 

• Changes in perspectives or awareness 

• Changes in policy 

• Changes in governance 

• Changes in behaviour 

• Change to processes 

• Change in PIE approach or strategy 

Reflections/Lessons Learned

A reflective space for team members and public contributors to record changes, challenges, successes, and lessons learned throughout the process.

Incorporating public perspectives

Whilst planning, reviewing and reflecting on your PIE activities via the Toolkit, it is important to work with the public. You may do this by:

• Working with public contributors to develop your objectives, key results and activities.
• Gather feedback from public contributors throughout your work and record it in the Journey Log. Examples of how to do this include feedback forms (see our template), during meetings, video or audio testimonials, polls, after action reviews, and more.
• Work with public contributors to create public-facing materials to share successes and learnings. If you share your completed Journey Log with PEDRI, we can support you with sharing findings from your work in different ways.

To further your commitment to adopting the Standards in your work, you may want to consider making the PEDRI Pledge. This is a public commitment to adopt the Good Practice Standards and transform how the public experiences involvement, making it more inclusive, transparent and impactful. By signing up to the Pledge, in addition to your work being highlighted via the PEDRI website and networks at no-fee, it will show the public how actively using the Standards will shape, improve and impact your work with them. Find out more.

The Good Practice Standards

Each component of the toolkit maps directly to one or more of the seven PEDRI Good Practice Standards. These standards guide your PIE practices and ensure they are inclusive, accountable, and reflective of lived experience in data research. We encourage you to adopt all seven Standards in your PIE projects and programmes. 

Equity, Diversity & Inclusion 

Equity, Diversity, and Inclusion (EDI) refers to the fair and balanced inclusion of people with different backgrounds, experiences, and identities in research projects or initiatives involving data about people and communities. This standard supports an environment where anyone, including underrepresented and underserved groups, can participate in public involvement and engagement activities and inform change. 

How could you achieve this Standard? 

This could be achieved by: 

• Adopting a jargon-free, flexible, and creative approach to talking about data, to help ensure anyone can participate without being excluded by methods used or inaccessible information. 

• Developing targeted and adaptable public involvement and engagement plans, which incorporate equality impact assessments and follow relevant guidance to address the specific needs of different people, groups or communities. 

• Collaborating with a variety of groups and organisations to build and maintain relationships with underrepresented and underserved communities, ensuring their voices are heard. 

• Seeking contributions from a broad range of public members, including those who may be unfamiliar or have questions or concerns about the topic at hand. 

• Celebrating and embracing the unique skills, knowledge, and real-world experiences that members of the public bring. 

• Reimbursing costs associated with taking part in public involvement and engagement activities to help ensure everyone has access to the tools, support, and opportunities to participate. 

• Working with others to find solutions to funding challenges or areas where there is a lack of EDI knowledge. 

Data Literacy & Training  

The ability to read, understand, and communicate data—known as data literacy—empowers people to engage in data research and statistics, which can often be complex and challenging to navigate. By embedding training in public involvement and engagement activities, it is possible to better understand the unique aspects of research projects or initiatives involving data about people and communities, contributing to a more informed and inclusive community. 

How could you achieve this Standard? 

This could be achieved by: 

• Exploring what public members already know and what they wish to learn about the topic at hand, while managing expectations. 

• Personally seeking data training and offering it to public members, ensuring that these opportunities are tailored to individual needs and the specific context of the research project or initiative. 

• Defining commonly used terms, such as anonymisation, de-identification, data access processes, and privacy safeguards, to support public participation in conversations about data. 

• Ensuring public members have the time and support necessary to build their confidence in understanding data, where needed. 

• Providing real-world examples in discussions with the public about data to make them more relatable. 

• Sharing any training materials developed for public involvement and engagement activities widely, so that they are available and accessible to all those interested. 

Two-Way Communication 

Data research and statistics often includes complex terms and abstract information. As such, two-way communication is essential to promote an active exchange of information between parties, allowing both to share and receive insights. This approach can help all parties to better understand each other’s views and contribute effectively to the conversation. 

How could you achieve this Standard? 

This could be achieved by: 

• Increasing awareness of how data is used in people’s daily lives. 

• Ensuring conversations are engaging, culturally sensitive, and relatable for members of the public from all educational backgrounds. 

• Listening, acknowledging, and responding to public views and concerns, demonstrating their opinions are valued. 

• Investigating communication preferences of various audiences to meet diverse needs, including non-native English speakers, neurodivergent people, or people living with disabilities. 

• Using jargon-free language, limiting or avoiding the use of abbreviations where possible, and unpacking abstract information by co-creating summaries and glossaries. 

• Increasing accessibility by using a range of channels of communication and formats, such as large print documents, videos, images, and diagrams, to invite feedback and ensure clarity. 

• Being mindful of reading age when developing materials for public involvement and engagement activities, encouraging understanding and open dialogue. 

• Acknowledging the barrier of digital exclusion, seeking ways to overcome it where possible. 

• Anticipating the likelihood of uncomfortable conversations and planning for trained facilitators to address them, or to signpost to relevant information and support. 

• Providing varied opportunities for the open and constructive exchange of views and ideas. 

• Recognising that consensus may not always be possible but ensuring that all perspectives are heard and considered. 

Transparency 

Transparency refers to an approach to Public Involvement and Engagement that involves making information freely available and easily accessible while fostering a safe space for open and honest conversations with the public. This approach can help create an inclusive environment, allowing all parties to contribute comfortably and effectively to discussions. 

How could you achieve this Standard?

This could be achieved by: 

• Being open and clear throughout the research project or initiative, including the public in decision-making around planning, partnerships, access to data, public involvement and engagement activities, budget, and timelines. 

• Clarifying the purpose of public involvement and engagement activities at all times, highlighting the value and purpose of public participation. 

• Encouraging a dialogue that meets public expectations for transparency, allowing enough time for questions and answers. 

• Providing up-to-date research materials in accessible formats, including summaries and user-friendly channels of communication. 

• Ensuring timely follow-up with people involved in public involvement and engagement activities to share their impact and outline the next steps. 

• Sharing all outcomes of the research project or initiative (including successes and lessons learned) with those involved in public involvement and engagement activities. 

• Recognising public members’ contributions and inviting them to assist in broader communication of information where possible. 

Mutual Benefit 

To maximise the benefits of public involvement and engagement activities, it is important to adopt an ongoing, dialogue-based approach that encourages benefits for all parties involved, including public members, professionals, and the wider population. This approach can help achieve valuable insights and ideas that generate impactful research informed by public views. 

How could you achieve this Standard? 

This could be achieved by: 

• Explaining to public members why they have been invited to participate in public involvement and engagement activities. 

• Highlighting the broader benefits of the research project or initiative and clarifying what the public would gain by participating and contributing to public involvement and engagement activities. 

• Setting realistic expectations for public involvement and engagement together, agreeing on ways of working, and preparing to navigate any disagreements that may arise. 

• Acknowledging the contributions of public members by offering payments and or other agreed forms of appreciation. 

• Ensuring ongoing evaluation of the public involvement and engagement impact on all parties involved, while providing updates on any changes made and the rationale behind them. 

• Promoting knowledge exchange among all parties involved, ensuring that dialogue is driven by active listening and responsive behaviour. 

Effective Involvement & Engagement  

Public involvement and engagement practices should be led by clear objectives, purpose, outcomes, and a strategy for integrating public input into the project. What constitutes ‘effective’ public involvement and engagement may vary depending on the specific context of involvement and engagement, but it ultimately rests on the genuine intention for collaboration. This approach can help ensure that public involvement and engagement plans and the projects they support are informed by and shaped through public input. 

How could you achieve this Standard?

This could be achieved by: 

• Collaboratively developing public involvement and engagement plans, using shared decision-making approaches, such as co-creation, co-development, and co-production. 

• Setting realistic objectives for public involvement and engagement activities, including how public input will be integrated into the relevant projects. 

• Creating an environment where everyone feels able to contribute throughout the project. 

• Continually monitoring public involvement and engagement progress and public’s needs, making necessary adjustments based on real-time feedback. 

• Ensuring adequate time and budget is allocated to public involvement and engagement activities, as insufficient resources can limit the achievements of desired results. 

• Evaluating the impact of public involvement and engagement activities by agreeing on indicators of success and clarifying the characteristics that make public involvement and engagement effective in each specific context. 

• Capturing lessons learned and sharing strategies for promoting positive change. 

Creating a culture of involvement and engagement 

Creating a culture of involvement and engagement in an organisation means embedding public involvement and engagement at every level, ensuring adequate resources and ongoing support while also encouraging an environment where public members’ contributions are valued and integrated throughout research projects or initiatives. This approach can support a seamless partnership between the data research community, public involvement and engagement professionals, and the public.  

How could you achieve this Standard?

This could be achieved by: 

• Championing public involvement and engagement at all organisational levels, recognising the added value of public members’ contributions to strategic thinking and forward planning. 

• Promoting senior leaders’ accountability and commitment to adequately resource public involvement and engagement, ensuring they actively support and take responsibility for the success of public involvement and engagement efforts. 

• Resourcing public involvement and engagement throughout the entirety of a research project or initiative, ensuring adequate funding, staff, training, and other relevant resources that are necessary to align to good practice standards. 

• Promoting the value of public involvement and engagement across the data research and statistics community to ensure outcomes remain relevant and can be implemented in real-world contexts. 

• Offering ongoing and updated public involvement and engagement training extended to the wider data research and statistics community, beyond just public involvement and engagement professionals. 

• Embedding public involvement and engagement throughout any research project or initiative, while being mindful of the differences across the four nations, and always prioritising public benefit. 

• Sharing and exchanging knowledge on good practices, especially with those new to public involvement and engagement. 
• Continually improving approaches to public involvement and engagement, including evaluation methods and evidence of impact. 

Sharing your success and learning

It is important to share information about your PIE activities and learnings with the data research and statistics community because it helps build collective knowledge and best practice. By sharing, you enable others to learn from your experiences, adopt effective approaches, and avoid common challenges. This openness fosters collaboration and accelerates progress toward embedding good practice PIE across the sector.  

Equally, when others share their experiences, it benefits you too. You gain access to new ideas, practical solutions, and lessons learned that can strengthen your own PIE activities. Sharing creates a two-way exchange that supports everyone in delivering research that is inclusive, transparent, and impactful.  

If you consented for the PEDRI team to contact you, we will be in touch to see if you would be interested in writing a case study/impact story. The team will work with you to develop this and will promote your story across our partners and wider network. By sharing your work, you will also support PEDRI in monitoring how the Standards are being adopted.

Support and questions 

If you require any support whilst using the toolkit or have any questions, please contact the PEDRI team at contact@pedri.org.uk.  

Thank you for using the PEDRI Good Practice Standards Toolkit!