Table 2 High-level initial program theories

Infrastructure

Funding for engagement is insufficient and piecemeal

Funding is guaranteed/ensured for the long term/continuous, giving professionals time to plan and engage

Sufficient resources for engagement and longer time frames mean more people can be engaged with (depth/breadth) and involved in decision-making

Professionals do not have the tools they need to engage with community members

Contextually relevant, accessible and usable tools are made available

Appropriate tools enable engagement with and involvement of community members

Institutional

Engagement activities happen at the ‘wrong’ time meaning communities cannot meaningfully contribute to decision-making

Engagement activities are planned for an appropriate stage and with ample time

Planning allows communities to engage thoroughly throughout the process

Existing decision-making processes do not require community members’ perceptions and expectations to be considered and integrated

Policy changes specify that community members’ perceptions and expectations must be considered and integrated into the decision-making process

Institutions factor in community engagement in order to abide by policies

There is a lack of mandates to require meaningful depth (enough people in an individual community) and breadth (enough different types of communities/individuals) of engagement in decision-making

The mandates to meaningfully ensure depth and breadth are strengthened

Sufficient depth and breadth of community members are engaged with and involved in the decision-making process

Inter-institutional

Different bodies are unsure/unclear about how engagement should be initiated, and by whom

Systems are mapped to clarify structures and relationships, roles and responsibilities are clarified

Each organisation understands its role in the engagement process, and when action needs to be taken and by whom

Local social structures and communities are fragmented

Mapping and networking activities improve cohesiveness

Local social structures and communities are better connected, facilitating engagement and collaboration

Individual—professionals

Professionals feel uncertain (e.g. lacking skills, knowledge and aptitude) about engaging community members

Professionals have access to training and resources that support their professional practice

Professionals feel more confident and able to engage with communities

Professionals feel sceptical about engaging community members

Professionals are provided with evidence and case studies highlighting the benefits of community-involved decision-making

Professionals feel greater motivation to engage with community members

Individual—community members

Community members are sceptical about engaging with professionals and the decision-making process and have a sense of well-informed futility

Efforts are made to increase transparency and clarity about the decision-making process, to address community members’ doubts and redress previous negative experiences

Community members are reassured about the equity and validity of the process and are motivated to engage

Community members feel unable or are unable to join the decision-making process and are therefore excluded from the process

More inclusive and diversified ways of engaging with communities, that take account of people’s time/capacity, are identified and utilised

A wider range of community members engage due to barriers to participation being reduced/removed

There are power disparities within communities meaning that not everyone gets to/feels able to be involved

Equitable means of facilitating and encouraging participation which address power imbalances are used

More members of the community/s are engaged and get involved; the decision-making process itself fosters working relationships among the community

Community members feel disempowered and lack confidence or motivation to be involved

A publicity drive through appropriate channels communicates the benefits of involvement

Community members enjoy the experience and feel empowered to become more involved in decision-making in future, with positive ripple out effects beyond the immediate programme and community