Designing with Communities: The Value of Engagement in the Planning Process

Author: Hannah Wilson

Despite being a crucial part of the planning process, community engagement is a practice that has in the past fallen victim to the label of “box-ticking.” That said, when undertaken effectively, meaningful engagement can shape stronger proposals, build trust, reduce conflict and ultimately lead to better outcomes for both applicants and communities.

As planning policy continues to evolve, the importance of engagement is becoming increasingly clear. The draft National Planning Policy Framework (NPPF) reinforces the need for “early” and “proportionate” engagement, particularly for major developments. Under draft policy DM1, applicants are expected to engage with “neighbours and the local community, as well as with the local planning authority, statutory consultees and other relevant bodies where appropriate, to identify and seek to resolve key planning matters prior to the submission of a planning application”. This reflects the growing importance being placed on collaboration transparency from the outset. Communities increasingly expect to be involved in shaping development proposals that may affect their area, and planning authorities are looking for evidence that applicants have listened to local feedback.

While the current NPPF doesn’t make clear distinctions between minor and major schemes, stating “Applications that can demonstrate early, proactive and effective engagement with the community should be looked on more favourably than those that cannot,” the emerging NPPF raises the bar for community engagement to be undertaken on major developments. That said, the benefits of consultation are not limited to large-scale developments. Applicants should not be discouraged from engaging with local residents and stakeholders on smaller proposals. Even modest schemes can benefit from local insight, helping to identify issues early and create proposals that respond more effectively to their surroundings.

Streamlining the Process

The most successful engagement exercises are those that move beyond compliance and embrace an open dialogue. At its best, community engagement enables applicants to better understand the needs and concerns of local people. It provides an opportunity to explain proposals, address misconceptions and gather valuable feedback before plans are finalised. This process can lead to design improvements and demonstrate a commitment to creating schemes that work for the community as well as the applicant.

Importantly, engagement can also help reduce objections later in the planning process. By identifying concerns early and making changes where appropriate, applicants can resolve issues before an application is submitted. This can support a smoother determination process and reduce the likelihood of applications becoming contentious.

That said, although consultation does not mean every suggestion can (or should) be accommodated, people are more likely to engage constructively when they feel like their views have been heard and that feedback has informed the evolution of a scheme.

Choosing the Right Approach

One of the challenges applicants often face is understanding what level of engagement is expected. Some local authorities provide detailed guidance on community consultation, setting out recommended approaches and expectations based on the scale and nature of development. Others offer less prescriptive advice, leaving applicants to determine the most appropriate approach themselves.

Where expectations are unclear, pre-application discussions with the local planning authority provide an ideal opportunity to establish what level of engagement is likely to be expected and how best to reach affected stakeholders.

Regardless of the specific requirements, effective engagement should be inclusive. While digital consultation has become increasingly popular as an efficient way to reach large audiences, relying solely on online engagement risks excluding those who are less confident using digital platforms.

A successful consultation strategy should therefore use a range of communication channels. Combining online surveys and digital information with exhibitions, workshops, meetings and targeted outreach helps ensure that a broader cross-section of the community has the opportunity to participate.

Learning from Experience

At LEP, our Planning team have supported and led a wide range of community engagement exercises, helping clients obtain genuine insights from local stakeholders that can then be reflected in planning submissions.

A recent example is the proposed regeneration of Margate Winter Gardens. To maximise participation, both printed and digital consultation materials were distributed to local residents and businesses. This was supported by an in-person public exhibition attended by approximately 200 people, of which around half provided formal written feedback.

The value of this approach was not simply the volume of responses received. The event created an opportunity for direct dialogue between the project team and the community, helping to build understanding and address concerns. Feedback gathered through the consultation process was subsequently considered and addressed within the planning application, ensuring local voices played a role in shaping the proposals.

Similarly, LEP helped facilitate engagement for a relocated and enhanced Family Hub serving the Queen’s Park neighbourhood in Westminster. In this case, Westminster City Council’s guidance on Early Community Engagement provided a clear framework for consultation, outlining expectations based on the scale of development.

The engagement programme combined an online survey, an in-person workshop and direct engagement with local ward councillors. This multi-channel approach helped ensure a diverse range of stakeholders could participate and contribute their views.

Clear guidance from planning authorities can be extremely valuable, providing certainty for applicants and helping to establish a meaningful consultation framework from the outset. However, it is important to recognise that such guidance should be viewed as a starting point rather than a limit. The most successful engagement strategies often go beyond minimum requirements to create opportunities for genuine collaboration.

Better Engagement = Better Outcomes

Planning is ultimately about shaping places for people. It promoted the idea that the people who live, work and spend time in those places should be part of the conversation. Early engagement can help identify challenges before they become obstacles, reduce the number of objections received during the planning process and support more efficient decision-making.

As planning policy continues to place greater emphasis on engagement, applicants who embrace consultation as a valuable design tool – rather than a procedural requirement – will be best placed to deliver successful, sustainable and well-supported development.

For more from LEP Planning, see www.lee-evans.co.uk/planning