Voluntary Sector Reference Group

Feedback from partners highlighted that this approach risked limiting input, as each pillar would only hear from a single organisation rather than a broader collective voice.

In response, the Voluntary Sector Reference Group (VSRG) was established to provide a shared space for input across all pillars from the VCFSE sector.

Findings from the HDRC phase one evaluation indicated a need to shift the group’s focus; from contributing to infrastructure design (“building”) to more active participation and practical contribution (“doing”). It also highlighted the need to create a more supportive and open environment for VCFSE partners to shape their involvement in the HDRC Coventry.

What we did

To respond to feedback from the group and strengthen engagement with them, a series of changes were introduced to reshape how the VSRG operates.

The HDRC Programme Officer Harmony Lully held 1:1 conversations with each organisation, creating a safe and confidential space to explore experiences, challenges, and ideas for improvement. These discussions were guided by evaluation findings and focused on identifying practical actions.

Feedback was then shared back with the group using a “you said, we did” approach, ensuring transparency and demonstrating responsiveness. Open and honest conversations about what could and could not be achieved helped build trust and clarity.

Changes to the structure and format of the group included:

• Moving from bi-monthly two-hour in-person meetings to one-hour online sessions via MS Teams

• Refocusing in-person meetings on workshops and co-production activities

• Introducing monthly HDRC Coventry updates via short private YouTube videos, reducing time spent on updates during meetings

• Starting each session with a “research spotlight”, allowing VCFSE partners to share their own work, identify opportunities, and seek support

These changes aimed to create more space for meaningful contribution, collaboration, and shared learning.

What changed

The revised approach has strengthened engagement and participation across the group.

There has been:

• Increased attendance at VSRG meetings and related workshops

• Greater willingness among members to take on roles, such as the rotating chair of the group

• More connections forming between organisations outside of formal meetings

• Stronger links with HDRC VCFSE Research Ambassadors

HDRC Coventry has also developed a better understanding of VCFSE research activity, priorities, and challenges, enabling more tailored opportunities and support.

This has helped ensure that VCFSE perspectives are more visible in wider research discussions within the HDRC Coventry and the academic sector, including advocating for their voices to be heard, and their involvement to be appropriately recognised and costed in funding bids where possible.

While these changes have certainly led to improvements in engagement, this remains an ongoing learning process. NIHR HDRC Coventry continues to review and adapt the approach, learning from VCFSE partners as the work develops. There is recognition that more can be done to strengthen engagement further, particularly in supporting greater involvement from VCFSE organisations in research activity and funding bids.

What we learned

Feedback suggests that the new format is more effective and accessible. Participants have particularly valued the shorter, focused updates, and opportunities to contribute more actively, with one noting that the revised approach has improved how they stay informed while still allowing time for discussion and input.

A key lesson has been the importance of creating safe, honest spaces for dialogue. The 1:1 conversations were critical in understanding partner needs and building trust.

Shifting from a passive to a more active, co-productive approach has also been important in ensuring VCFSE partners feel valued and able to contribute meaningfully.

Clear communication and transparency, particularly through the “you said, we did” approach, has helped strengthen relationships and demonstrate that feedback leads to action.

One ongoing consideration is balancing expectations and capacity, ensuring that commitments are realistic and clearly communicated.

Advice for others

• Prioritise open and honest conversations with partners from the outset

• Create safe spaces for feedback, including 1:1 engagement where needed

• Don’t just share information; create opportunities for co-production, and contribution

• Be clear about what can and cannot be achieved to manage expectations

• Provide clear, concise communication and appropriate notice

• Use VCFSE expertise to shape your approach to public involvement and research

Contact

Harmony Lully, Programme Manager for Inequalities in Coventry City Council’s Public Health Team, and Programme Officer at the NIHR HDRC Coventry, Harmony.Lully@coventry.gov.uk