Cabinet Office
A discussion group opens up a form of communication between the organisation and the user. It allows the user to initiate new topics of conversation or respond to existing topics by submitting an electronic form.
A discussion group can be difficult medium to control, while it does open communication with the general public; it can also be abused. It should be moderated and seriously considered before use. It should not be seen as a shortcut to being interactive.
A discussion can be as free or as structured as is required. However, a moderator should always control the content.
Use each checklist to ensure that your web pages comply with these guidelines
1.6.1 Checklist and summary: Core guidance
Checklist
Summary
Discussion groups can be delivered by many sources. Your website hosting service may well be in a position to offer this service, or you may have to use a separate service managed by another service provider.
Discussion groups can be volatile. However the service is delivered, it will have to be managed and moderated particularly well, especially if it is an open site available to all web users
1.6.2 Implementation
Discussion group systems are sometimes referred to as message boards, bulletin boards or forums. These are not the same as live chat systems. Discussion group software typically organises user’s contributions into threads. Many threads of discussion can be running simultaneously. Users can start up new threads and take part in any number of discussion threads. There is no limit to the number of follow-on messages that expand on these themes.
1.6.2.1 Purpose
Why do you want to run a discussion group? Be careful if the purpose is to:
If you give people a space to tell you what they think, they will expect their views to have a tangible impact. By encouraging general opinion, you will probably receive very political contributions and there is little value in this. The real value of discussion groups lies in their potential to consult stakeholders on the practical implementation of policy.
1.6.2.2 Communicate your objectives to participants
Once you are clear about your goals, make sure you communicate them to interested parties, especially what it is that you want from participants, and what they will get in return. This need not imply a commitment to act on the findings. However, you should at least publish a summary of the discussion and consider an official response explaining what (if any) action you plan to take, and why. This is already required under the Cabinet Office Code of Practice on Written Consultations.
1.6.2.3 Editorial and moderation policy
Liability for comments rests with the publisher, not with the individual user. To ensure that contributions stay legal and inclusive, it is important to establish some clear ground rules.
An Acceptable Use Policy (sometimes called Terms of Use) will vary between discussion groups, but broadly there are some themes that most forbid:
1.6.2.4 Technology
Single versus multi-threaded discussions
Multi-threaded discussions encourage both deep and broad debate because participants can reply to replies as well as the initial comment. However, you may find people squabbling with one another or going off on unnecessary tangents. A single-threaded facility, such as BBC Talking Point, might be more appropriate if you want more control over the scope of the discussion. Respondents address only an initial question or proposition.
Open versus closed versus read-only
An open discussion is one that allows anyone to take part. Access to a closed group is by invitation only. Participation in closed but read-only groups is by invitation only, but everyone can read the contributions.
Post versus pre-moderation
Unfortunately, some users may behave inappropriately. You will need to plan in advance about how to deal with this. As the publisher, you will be responsible for all material. Furthermore, government discussions groups have a particular duty to promote an inclusive atmosphere.
Post moderation means checking comments after they have been published. Depending on how frequently you review new material, this risks inappropriate material sitting in your group, possibly for hours, or even over a weekend. However, it also allows the group to be fast moving - a long thread can develop in a matter of hours. It is also less of a drain on resources.
Pre-moderation means checking comments before they are published.
Strengths:
Weaknesses:
1.6.2.5 Checklist
The following checklist may help you to predict whether or not your forum is likely to attract difficult material:
Subject matter
If it concerns race, gender, age or sexuality, expect people to be racist, sexist, ageist or homophobic. Some topics may also be more prone to libellous comments, eg, standards in public life.
Audience
Will you be dealing with a professional audience or members of the general public?
Anonymity
If you allow people to contribute anonymously, some might behave irresponsibly, although anonymity can also encourage honesty.
See section 1.2.6 Developing educational content.
Important - An Acceptable Use Policy must be established and published alongside the discussion group.
See Example of an Acceptable Use Policy