Establishing the Strength of VCS Representation on Children’s Trusts PLANNING TRIANGLES This tool supports action planning in each area covered by the checklist. Use the completed triangles to review our suggestions re. aims, objectives, outcomes and outputs. Use the blank triangle for your own planning.

Overall aim Specific aims The difference we hope to make Objectives How we plan to achieve our aims Outcomes Outputs Effective Representation 1. Diversity/Participation Representation systems reflect equalities, promote cohesion and celebrate diversity All VCS network members understand the role of rep, skills and experience required, and system of representation Network members are aware of the role of the wider network in supporting effective representation, and are enabled to play an active role in this All VCS network members understand the process of becoming a rep, and are aware of opportunities to do so Network members are enabled to develop skills in participation and representation Produce accessible reference materials re. role of rep, person spec, and systems of representation, and promote regularly through network meetings and outreach Embed representation systems into working of network (e.g. regular feedback/feed-in discussion sessions at network meetings, e-bulletins, online notice boards) Produce timely accessible materials to attract new reps, and disseminate widely through a range of means, including outreach Broker/promote/run ‘entry level’ training/taster sessions in participation and engagement skills Enable learning about decision making systems (e.g. visit LSP meetings as observers)

Overall aim Specific aims The difference we hope to make Objectives How we plan to achieve our aims Outcomes Outputs Effective Representation 2. Induction New VCS representatives have clear understanding of their role and responsibilities Training offered to new VCS reps within 6 months of taking up their role Understanding of LA structures including the CT Board Introductions to and awareness of key people from all agencies via reps buddying scheme Understanding of Children, Young People and Families’ Services acronyms Offering training to new representatives within 6 months of them taking on their role Including LA structures ‘How Your Council Works’ in training Production of ‘VCS Representative’s Handbook’ in consultation with all current VCS reps including glossary of terms, jargon buster etc updated annually Set up buddying scheme with established representatives

Overall aim Specific aims The difference we hope to make Objectives How we plan to achieve our aims Outcomes Outputs Effective Representation 3. Knowledge Reps know the local environment and how to find out what they need Local research, policy and documents are easily accessible Important information is provided in accessible format Reps have frequent opportunities for learning through networking Reps are able to consult network when necessary All CT partners are proactive in keeping reps informed Make relevant, up to date information accessible online via CVS website; prompt reps when new material is available Source/produce briefing papers on key policies/issues Lobby CT partners for good practice in sharing key documents Lobby CT partners for good practice in early dissemination of meeting papers and early circulation of meeting minutes Ensure reps are able to consult networks when necessary (e.g. through , meetings etc)

Overall aim Specific aims The difference we hope to make Objectives How we plan to achieve our aims Outcomes Outputs Effective Representation 4. Training and Development Reps receive training and other opportunities (e.g. coaching) to learn skills and knowledge to meet responsibilities Reps are highly skilled and as effective as possible Being a rep provides excellent (and transferable) personal/professional development opportunities for individuals Reps are up-to-date with local and national developments, in order to make strongest possible contribution to decision making Undertake regular training needs analysis with reps, and review progress towards meeting identified needs Promote and enable reps attendance at formal training/development opportunities by other agencies Produce regular, accessible training/development opportunities (e.g. sessions, coaching, online resources)

Overall aim Specific aims The difference we hope to make Objectives How we plan to achieve our aims Outcomes Outputs Effective Representation 5. Guidance Clear values, understanding and definitions shared across CT Clear VCS reps role description for reps agreed across CT Shared, sophisticated understanding of key terms e.g. ‘Third Sector’, ‘VCS’ and how these apply locally Shared understanding of purposes and parameters of CT bodies Systems in place to promote equal partnership of the VCS on CT Reps role description agreed and regularly reviewed by all CT’s partners Regularly bring agenda item ‘Introduction to the VCS in … Borough’ to all CT bodies; ensure local definitions for key terms are agreed and minuted (e.g. annually) Lobby to ensure that terms of reference for all CT bodies are comprehensive, easily available, and regularly reviewed by members Ensure that all members of CT bodies know how to place items on agenda and are given equal opportunity to do so

Overall aim Specific aims The difference we hope to make Objectives How we plan to achieve our aims Outcomes Outputs Effective Representation 6. Peer Support Reps are highly skilled and knowledgeable as a result of shared expertise, best practice, and peer development All reps benefit from ongoing networking and peer support opportunities More experienced reps consolidate and develop learning through cascading knowledge and experience to newer reps Newer reps benefit from ongoing information, advice and guidance from more experienced reps Offer reps regular opportunities to network as a team (e.g. , conferences etc) Promote informal mentoring between reps in a range of ways (e.g. reps sitting on boards in pairs, debriefs, contact, ‘reps surgeries’ etc) Where appropriate, establish more formal peer mentoring arrangements between reps to promote learning and development for both mentor and mentee Provide appropriate support for formal/ informal mentoring arrangements: financial, communications, admin, training and development etc.

Overall aim Specific aims The difference we hope to make Objectives How we plan to achieve our aims Outcomes Outputs Effective Representation 7. Financial Support Financial resources to support representation are found and maximised through expertise in expenditure and budget management Reps are fully committed to their role. Reps carry out additional vital duties on top of attending The importance or representation is recognised and valued as a formal role. meetings. Quality feedback is collected and disseminated by reps There is a tangible incentive to representation. Produce a strong argument for remuneration of representatives. Devise and regularly review a policy relating to remuneration of representatives. Have systems in place to ensure payments are made and monitored. Ensure funds are spent with efficiency, value for money and innovation in mind. Have a clear contract with representatives that states what they must do for their remuneration. Identify an appropriate funding source to determine budget.

Overall aim Specific aims The difference we hope to make Objectives How we plan to achieve our aims Outcomes Outputs Effective Representation 8. Influence (over agendas – over outcomes) Reps are well connected and working with others across Children’s Services to influence change and get results Reps are skilled in influencing Reps have strong working relations with a range of partners and know who to influence on key issues Processes are in place to enable reps to influence agendas, and Reps understand these Reps have a high profile in the local partnership Recruit reps with appropriate experience/expertise/skills using appropriate selection process Enable reps to further develop influencing skills e.g through training, coaching Support reps to network extensively and provide up to date information about partners and roles Lobby statutory agencies for transparency and equality in the agenda-setting process for boards and working groups, and give reps clear information on this

Overall aim Specific aims The difference we hope to make Objectives How we plan to achieve our aims Outcomes Outputs Effective Representation 9. Facilitating meetings Reps attend timely and task-focused Children’s Trust meetings and meetings to network with VCS colleagues Reps have forward plans for Children’s Trust meetings Agendas for Children’s Trust meetings are task- focused Reps attend regular VCS network meetings and other opportunities to network with the sector Lobby Children’s Trust facilitators to provide advance dates and forward plans for meetings Support Reps to influence meeting agendas Facilitate regular networking meetings with structured opportunities for Reps to liaise with other VCS organisations

Overall aim Specific aims The difference we hope to make Objectives How we plan to achieve our aims Outcomes Outputs Effective Representation 10. Communicating with VCS Colleagues All local VCS colleagues have easy access to knowledge and know how to influence reps Network members have clear understanding of CT structure and role of reps Clear, easily accessible information about reps and how to contact them is available in a range of sources Reps are committed to attending regular networking meetings Meeting notes and key documents are available in easily accessible forms in a range of sources Provide clear, accessible information on the CT and reps roles, and prompt network members to access it Ensure strong system enabling network to communicate with reps without burdening reps is in place (e.g. via development worker) Ensure reps meet commitment to attend regular networking meetings wherever possible Ensure key notes and documents are regularly added to website/other communications sources, and provide prompts to network to access them

Overall aim Specific aims The difference we hope to make Objectives How we plan to achieve our aims Outcomes Outputs Effective Representation 11. Networking Reps understand, promote and share knowledge across the sector to support those working for children and young people Reps have strong understanding and knowledge of developments relevant to their field VCS organisations access a wide range of regular opportunities for feedback from reps and to feed in Local VCS organisations gain clear knowledge and understanding of key local and national developments Local VCS organisations know how to access further information and how to influence partners on relevant issues  Provide timely resources and support to enable reps to access and understand key developments (e.g. briefing papers, e-resources, briefing meetings) Facilitate regular two-way communication between reps and networks of VCS organisations through a range of media (e.g. meetings, , website) Provide training and support for reps in effective spoken and written communications to a range of audiences Signpost effectively to further information on all issues raised, and support reps to do the same

Overall aim Specific aims The difference we hope to make Objectives How we plan to achieve our aims Outcomes Outputs Effective Representation 12. Maintaining Networks and Partnerships All stakeholders understand existing networks and partnerships and routes for developing new ones Clear information about existing networks and partnerships is available through a range of sources Networks continue to attract new members Networks sustain the commitment of members Networks have clear continuity planning built in New, productive networks and partnerships are created and sustained Maintain clear information on existing networks and partnerships, and joining instructions, through a range of sources Outreach work to new and/or less engaged organisations, supporting them to become involved Consult on and respond to needs of longer term network members, to ensure network evolves with these Put systems in place for networks to be self-governing, in order to meet member needs Lead continuity planning to ensure sustainability of networks Seek and respond to opportunities to broker and support new partnerships and networks where appropriate

Overall aim Specific aims The difference we hope to make Objectives How we plan to achieve our aims Outcomes Outputs Effective Representation 13. Effective Consultation Reps use multiple methods to gain feedback and share the results Reps are proactive in identifying key issues and consulting on them Feedback from stakeholders influences reps input to decision making process All stakeholders are able to feed in to the reps role All stakeholders understand the impact of their involvement on decision making and debate Support reps identification of key issues by providing regular briefing papers on national/local developments Ensure that feedback mechanisms (e.g. forms, phone calls) enables reps to flag key issues Embed regular feedback and consultation opportunities into workings of wider network (e.g. standing item at network meetings, online notice board, etc), and outreach work Maintain systems for updating whole network on developments occurring in response to consultation

Overall aim Specific aims The difference we hope to make Objectives How we plan to achieve our aims Outcomes How do we know if we are there yet? Clear commissioning timetable and guidelines for 3 years Up to directory of local VCS organisations and services Accessible partnership and collaboration support. Outputs How do we know if we are doing the right things to get there? Consistent representation drawn from sector. Regular meetings/mailings to share information with the sector. Support from infrastructure body (EG CVS) Effective Representation 14. Market Development Promote imaginative ways to stimulate and create services for children and young people and identify trends and themes. CT VCS reps will facilitate communication to enable VCS to take an part in review of CYP plan and priority setting this includes access to CYP data and needs analysis. CT VCS reps will provide relevant and up to date information about local VCS to CT partners CT VCS reps will ensure that all VCS organisations have access to relevant, up to date data and evidence of local trends and themes CT VCS reps will facilitate opportunities for cross sector partnership working to identify needs, respond creatively and develop service specifications. Local VCS organisations are commissioned to run services that deliver positive outcomes to match priorities identified by the CT CT partners have up to date knowledge and understanding of the local VCS The CT has transparent and relevant procedures for commissioning from VCS Local VCS are engaged in partnerships and work collaboratively to deliver effective, efficient and creative services to meet the needs of children and young people. OUTPUTS

Overall aim Specific aims The difference we hope to make Objectives How we plan to achieve our aims Outcomes Outputs Effective Representation New CTs Arrangements April 2010 Use revised role of CT to ensure that there is a clear understanding across CT of VCS representation and the role of VCS reps. Put VCS Rep role description and LBS responsibilities on CT agenda for future meeting Shared, sophisticated understanding of key terms such as Third Sector, VCS, VCO, FCR etc New members on CT are made aware of the Children, Young People & Families’ VCS and established members are reminded Make sure that VCS rep role description and LA responsibilities in relation to VCS representation is put on the agenda of CT meeting. Circulate explanation of VCS key terms to all CT members Ensure that role description and key terms are cascaded down to all CT sub groups

Overall aim Specific aims The difference we hope to make Objectives How we plan to achieve our aims Outcomes Outputs Effective Representation BLANK TRIANGLE