1. CR Toolkit Workshop Consultation Matrix Ref ICMM CD Toolkit #3 Trainer: Monty & Allan K Date Venue: CR Conference Tabubil

2. Mobiles Phones be put to silent or better still switched off. Raise your hands if you have questions/ or wish to comment on the presentation Everyone is a peer (i.e., no rank!) All opinions are valid One conversation at a time 5 minute rule — if at an in-pass, anyone has the right to ask how the conversation is meeting the workshop objectives When opinions conflict, focus on the interest rather than positions Breaks — everyone is encouraged to request one if they feel the group needs it No jargon; but if you have to, then let’s define it Workshop Ground Rules CR Officers - OTML

3. What to do during Fire & Emergencies Remain Calm- Do not panic. And follow instruction from Safety/ Fire warden Locations in the BuildingBuildingSafety CR Officers - OTML

4. About the session –Definition, Description and Purpose – Group Discussion –Steps and application – followed by group exercise –Conclusion and summary Objective of this session –Get CR Staffs to understand the concept of Consultation Matrix –Get CR to practice and adopt the tool –At the end of this workshop, CR officers will be able to become communication specialist in their future prospect. Method to be used during the session –power point presentations, –group work/exercise, –examples and plenary questions/debate Outline CR Officers - OTML

5. Consultation Matrix; Is a tool for developing a comprehensive well thought consultation plan. It is a useful tool for ensuring that information gets to the people who need it at the right time. Secondly the information from the stakeholders reaches the right people in the company or Government and finally the stakeholders are informed of the results from their input. Can be divided into four (4) type that is Informing, Consulting, Involving & Partnership. Description/ Definitions CR Officers - OTML

6. The consultation matrix enables you to establish a comprehensive plan for project consultations and communications, and to ensure that your consultations activities are appropriate to the specific needs of different stakeholders groups. It should also enable you to keep up to date with consultations with stakeholders. You will be able to tell when you last spoke to a stakeholder and what you or your colleague talked about. That is when officer are still employed but if they move on to other job then it is important to keep records to enable consistency and continuity in relationship with stakeholders. Purpose CR Officers - OTML

7. Whenever there is an exploration activities going on; the directed affected stakeholders such as the surrounding communities who may be providing labour, resources or their land to support explorations may need to be consulted. Indirect impacted stakeholders include financiers, Government Agencies, institutional organisations, & employees. When there is a legal requirement or agreement reached between concern stakeholders. In OTML case, during 2001 CMCA there was a need to gain social licence to operate the mine due to environmental impact, hence it became a prerequisite to consult the impacted communities, Government, NGOs. Change in operational requirements & structural change within an organisation, eg. Mine closure. Employees, their families, contractors, communities, Government are stakeholders When to use this tool CR Officers - OTML

8. Step1:Do a Stakeholder Impact Analysis/ Asssesment Determine the likely level of impact of the project, issue services or action using the assessment criteria in the tables. Step2: Determine Community Participation; Determine the desire level community involvement Step 3: Determine the type of Consultation Use the Matrix to determine the type of consultation that should occur. Step 4:Establish a consultation/ Communication Strategy Using the matrix, plan a communication strategy for your projects that incorporate timetables Step 5: Keep a record of consultation activities Step 6: Monitor & Evaluate the how effectiveness of your consultation activities How to use this tool CR Officers - OTML

9. Currently OTML is going though a transition period. There are stakeholders who will be affected directly and indirectly. You have been nominated to be in a working committee to effectively communicate the changes to the stakeholders. In two groups, do the following; Step 1 – Do a Stakeholder Impact Analysis/Assessment Step 2- Determine level of community participation Step 3: Determine the type of Consultation to be used Step 4- Establish a consultation/ Communication Strategy CR Officers - OTML Group Exercise

10. OTML CR to adopt Consultation Matrix as a tool to be used within CR Operations. In doing so, CC Team to have an effective process and procedure in place for capturing information from consultation meetings. CC Team to develop a Consultation database for storing captured information. CC Team to establish a effective Reporting Captured information to Management and feedback to stakeholders & CMCA Communities. CR Officers - OTML Recommendation

11. Communication and Consultation Program is a Community Relationship Tool & has been part of OTML CR Department all these years since its inception in 2001. This current workshop is complementing what we are already doing, and actually adding value and recognition to the process we have in place. The workshop is a step in the right direction as it will guide the CR Department and CC Team to implement missing links within its consultation process/procedures. Furthermore, the workshop will assist CR Staff and enhance their skills for future prospects in the mining industries around PNG and abroad. CR Officers - OTML Conclusion

12. Questions & General Discussions CR Officers - OTML Questions & General Discussions