IPR Praha: Activity 06 - Analysis of Needs (1st phase of participatory planning)

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The analysis (survey) of needs serves as an analytical foundation for the design creation. Essentially, it involves gathering information on how users engage with a given location, service or product, what problems or values they perceive, and what, in their opinion, needs to be changed, preserved, or reinforced.

6.1 Description and objective of the activity

Analogous to a survey of needs, envision understanding user behavior during the redesign of a website—identifying where online users encounter difficulties, misunderstand content, click without receiving a response, or struggle to comprehend certain texts or images. Activity 6 shares a similar objective in the design or revitalization of public spaces, services, or public programs.

In addition to identifying user needs, Activity 6 serves to comprehend the context and specific relationships within the area that may not be immediately apparent. It offers insights into citizens' perspectives on various issues, such as transportation, climate change, air pollution, security, and the sustainable development of the city district. By conducting Activity 6, you signal your commitment to understanding the needs of local residents and actively involving them in the project or proposal's development.

Building on the findings from Activity 4 (Community and User Mapping), where local actors were identified in detail, the analysis of needs aims to reveal the needs, interests, expectations, dynamics of relationships, and perceptions of the current state of the public space or topic among local communities and actors.

The analysis of needs will cover a broad spectrum of topics and questions, including the frequency of visits to the location, patterns of usage, current valued characteristics, identified shortcomings, preferred activities within the space, requirements for the new version of the service, and strategic themes that the district should prioritize.

Always combine multiple methods and tools, such as:

Neighborhood meeting over a map
Community walk or bike ride
Questionnaire survey or other quantitative methods
Photo workshop / video messages
Discussion / happening
Sociological/Anthropological Survey
Consultation booth/participation container
Working group

The needs analysis phase may have important secondary objectives, including:

Initiating discussions among users of the public space
Exploring the needs of local residents
Ascertaining users' views on certain issues/facts
Collecting suggestions and feedback
Identifying residents' priorities
Finding consensus among users
Reinforcing identity to a particular place, etc.

6.2 Responsible person

Planning Coordinator of the City District

6.3 Who to contact

City District Mayor's Office
IPR (relevant office/section) - support in planning individual activities (consultation)
IPR Participation Office - support in planning individual activities (consultation)

6.4 Individual steps (recommended)

The steps in this activity will vary according to the tools selected. However, there are a few basic steps that you will always need to apply in collaboration with your participation contractor.

A. Select participation tools and methods

Once you understand the purpose and objectives of the participatory process, you can begin to decide on the specific tools to use. The following matrix is most effective.

B. Secure a participation contractor (if relevant)

C. Needs analysis (output)

6.5 Outputs of this activity (recommended)

Examples of outputs for inspiration; not all are mandatory:

Output 6A: Report from 1st phase of participatory planning - analysis of needs

6.6 Budget

If external contractors are involved, the planning coordinators' budget can be utilized. Needs analysis, coupled with Design Concept Consultation (Activity 8), are the most financially demanding activities - many aspects of these activities may be outsourced from the coordinators' budget or sourced from other channels (city district budget, partner organizations, or even private investors).

6.7 Timeframe (indicative)

2 - 3 months, preferably excluding summer holidays and the Advent season. The optimal periods are September to November and March to June when the majority of people are actively present in public spaces.

6.8 Note of caution

Not all tools can be used separately; sometimes, it is necessary to combine several tools simultaneously. For instance, a questionnaire alone may not suffice for a thorough understanding of users' needs or a comprehensive assessment of an area's limits and values. It is often more effective when used in conjunction with activities such as a neighborhood meeting over a map or a community walk/bike ride. When designing the survey, collaborate with a sociologist who can assist in defining the survey's purpose, formulating questions, and preparing the terms of reference for the survey creator. Additionally, they can ensure the quality of the survey outputs and their accurate interpretation.

6.9 Communication guidelines (indicative)

6.10 Parallel activities

Activity 6 is so extensive and crucial that it cannot be combined or intermingled with other activities. Expert studies and site analyses may still be in progress (Activity 3), and simultaneously, the design expert may begin making preparations for design concept proposal development (Activity 7).