Funding and time

In co-design, you shouldn’t have a pre-defined solution or outcome, as this will be co-designed with your team as part of the process. This can make it challenging to calculate the time and funding needed. However, we will try to break it down into the important parts below.

How can co-design be funded in Metro North?

Dedicated funding and/or time is almost always needed to undertake genuine co-design, as it takes time to build and maintain relationships and funding to pay and acknowledge the contribution of consumers.

When doing co-design in Metro North, there are a few ways you may be able to receive funding for your co-design project. These may include:

Funding and/or off-line time allocated from operational/service line budgets for co-design and consumer engagement
Internal research grants (e.g. Royal Brisbane and Women’s Hospital Research Grants, RBWH Foundation Grants, The Common Good)
External funders e.g. MRFF Consumer-led grants
Metro North Chance for Grants – find out about a range of grant opportunities

What is essential to have in my budget?

Some of the basics that will be common to almost – if not every – co-design project include:

Payment for the time and expertise contributed by all members of the co-design team including:
- Dedicated time and/or funding for staff co-design lead or team
- Funding for consumer co-design lead position
Consumer engagement budget to remunerate consumers (internal access only) for their time and contribution
Consider funding for an external facilitator (important where there is significant power imbalance or trauma)
Consider funding for a design expert to support innovative design solutions
Neutral meeting space for community and staff to come together
Incidental workshop expenses e.g. stationery, catering
Transport and parking

It is also important to consider what budget may be needed to implement and evaluate your co-designed product or intervention. Whilst it is hard to cost this at the start, having organisational commitment to fund and support it is critical.

What will take the most time and budget in the project?

When calculating the budget, it is important to know where a lot of time will be spent. It is also important to know is there are people with the right skillset with time available to dedicate to the project. There will need to be dedicated time for:

Project management
Facilitation
Meetings between members of the core co-design team
Community engagement – workshops including planning and design
Creating the co-design initiative/outcome

How should the co-design team be paid and acknowledged?

All co-design team members are entitled to payment and recognition for their contributions. This shows that we value what they each have to contribute, and encourages involvement from those who are not in a position to contribute their time for free. Recognition can be in the form of payment for their time, and/or in other way that aligns with that person’s values.

How do I pay my consumers and external consultants?

There are resources on this website about the payment process.

Tips:

Always include a budget for consumer engagement in your project plans. If your project doesn’t have dedicated funding, talk to your line manager/ project sponsor before you start to ensure that there are funds available to pay for people’s contributions.
Before you start, have a conversation with each non-staff member involved in the co-design team to ask them how you can best recognise and honour their contribution.
Be transparent with your budget within your co-design team. Holding control of your budget is another way that power imbalances are reinforced.
Refer to the standard payment rates set by Metro North in the Partnering with Consumers – Reimbursement and Payment Procedure (internal access only). As a general rule, attending a meeting or workshop will be paid at the “standard rate” and being a project co-lead or on the co-design team will be paid at a “special rate”.
Consider how you will pay for any out-of-pocket expenses such as parking.
Often we underestimate the time required to be prepared to fully participate in meetings and workshops, so be realistic in what you ask of people and ensure you pay them for their time.
You can also recognise people’s contribution by publicly acknowledging their contribution through authorship on project reports and publications, and inviting them to co-present the project outcomes at internal and external meetings and forums.
Ensure timely and smooth payment procedures are communicated to non-staff members
Managing the budget for co-design projects can be more complicated than other types of projects. This budget spreadsheet might be helpful for you to track consumer payment forms submitted and paid.