Download marketing and conference expenses

Bristol City Council Equality Impact Assessment Form
(Please refer to the Equality Impact Assessment guidance when
completing this form)
Name of proposal
Directorate and Service Area
Name of Lead Officer
Reducing non-essential spend - mobile
phones, printing, marketing and
conference expenses. (BE25)
Resources – IT, HR, Corporate
Communications
Steph Griffin
Step 1: What is the proposal?
Please explain your proposal in Plain English, avoiding acronyms and jargon.
This section should explain how the proposal will impact service users, staff
and/or the wider community.
1.1 What is the proposal?
To reduce or stop spending money on non-essential items such as
a) mobile phones
b) printing
c) marketing
All managers have reviewed these budgets and identified what needs to be
retained for essential work, with the remaining non-essential spend will be
taken as savings.
This proposal could affect staff, service users and the wider community.
Step 2: What information do we have?
Decisions must be evidence-based, and involve people with protected
characteristics that could be affected. Please use this section to demonstrate
understanding of who could be affected by the proposal.
2.1 What data or evidence is there which tells us who is, or could be affected?
For marketing and printing – we use Mosaic data to give us information about
the city and the audiences we are trying to reach.
For each project and campaign we work with the service team to understand
their service-users and those with protected characteristics.
For mobile phones - given the number of phones and the usage, we know that
all types of staff who are issued with mobile phones and tablets will be
affected
2.2 Who is missing? Are there any gaps in the data?
Marketing and printing – for each individual communication project, the target
audiences are researched to identify those with protected characteristics.
Mobile phones – there is no data on the protected characteristics of the
current users of the service
2.3 How have we involved, or will we involve, communities and groups that
could be affected?
Marketing and printing - We use insight gained from the service manager
about their service users’ needs. We use reference groups to test that our
communications with hard-to-reach groups continue to be accessible and
effective.
Mobile phones – Any changes will be reviewed by appropriate management
and user groups where necessary.
Step 3: Who might the proposal impact?
Analysis of impacts on people with protected characteristics must be
rigourous. Please demonstrate your analysis of any impacts in this section,
referring to all of the equalities groups as defined in the Equality Act 2010.
3.1 Does the proposal have any potentially adverse impacts on people with
protected characteristics?
Marketing and printing - less printed information, campaigns and public
engagement could result in citizens public being less well informed about
council services available to them.
There is a potential impact for those who might rely on printed information,
for example those who are not online, have a disability or are older people.
Internally, staff who are not online or do not have an office base may be
affected by the reduction in printed materials
For mobile phones - There may be some potential impacts on users that are
currently provided with specific devices or facilities for specific purposes,
usually based on individual disabilities or circumstances.
3.2 Can these impacts be mitigated or justified? If so, how?
For marketing and printing - we will continue to ensure our communications
are accessible and available in alternative formats. We will tailor campaigns to
meet the needs of the target audience and prioritise printing budgets where
they are most needed. We will continue to work with partners and community
groups to help us find the best communication routes.
For staff we continue to work with the managers of offline staff to cascade
information and seek feedback.
For mobile phones – The changes to the mobile phone arrangements will
consider the impact on users with protected characteristics and we will work
with them to find the most appropriate solution.
3.3 Does the proposal create any benefits for people with protected
characteristics?
Marketing and printing - Identifying low cost or no cost ways of communicating
may help us reach a wider audience than we do currently
Mobile phones – there may be improved technical solutions for some users,
where we can find a more appropriate device or service for their needs.
3.4 Can they be maximised? If so, how?
Marketing and printing – developing stronger networks and relationships with
community groups and developing stronger communication mechanisms
Mobile phones – for users with a disability, assistive technologies such as
touchpad or voice recognition software may be appropriate
Step 4: So what?
The Equality Impact Assessment must be able to influence the proposal and
decision. This section asks how your understanding of impacts on people with
protected characteristics has influenced your proposal, and how the findings of
your Equality Impact Assessment can be measured going forward.
4.1 How has the equality impact assessment informed or changed the
proposal?
For marketing and printing – we will retain a budget for marketing and printing
to those audiences who we can’t reach through digital means. We will
continue to produce accessible communications and find appropriate the
channels to reach our target audiences.
IT – Confirmed the need to consider these groups.
4.2 What actions have been identified going forward?
We are further developing our stakeholder lists and identifying the most
creative and low-cost ways of reaching our audiences.
IT - We will consider and consult affected groups.
4.3 How will the impact of your proposal and actions be measured moving
forward?
We will continue to monitor the impact of our communications using a variety
of measurements and will work proactively review the effectiveness of our
campaigns and take action in the event of evidence of poor levels of
engagement or low take-up.
IT – We will review the provision of affected groups.
Service Director Sign-Off:
Nicki Beardmore
Date: 18th January 2016
Equalities Officer Sign Off: Anne James
Equality and Community Cohesion
Team Leader
Date:18/1/2017