Methods of stakeholder engagement

Information repositories are used for stakeholder information and represent centralised public places, which can be both on-line (e.g. website) and off-line (e.g. infopoint) where stakeholders can access relevant information about the project.

Depending on the project and on the stakeholders you are targeting, the information you should share can be about different aspects, like:

Information about your organisation, aims, objectives, regular activities, staff, etc.

Foreseen activities in the project

Locations where the activities will take place

Consultations that will take place

Opportunities for offering feedback

Target groups and foreseen benefits

Plans and actions for insuring:

− the protection and comfort of the stakeholders

− the protection of the environment

− the protection of human rights

− fair working conditions

− an ethical behaviour

− the sustainability of the project

The alternatives you had and the reasons you have chosen this approach

While the process of setting up an information repository is not very straightforward, as it should be carefully adapted to the specific of the project and the profile of the stakeholders, here are the basic steps you should take:

1. Select the information that you want to make public and create the materials that are best to be included in the repository (e.g. brochures, leaflets, posters, videos, presentations, articles, infographs, etc.). Don’t forget to apply the knowledge and skills you got in the previous chapters;

2. Select the suitable way to share the materials. First, given the stakeholders you are aiming, decide if it should be on-line, off-line or both. If it is also a physical location, choose the best place for it, one that it is easily accessible for your stakeholders. The repository also needs appropriate staff that can properly present the information in a friendly way and interact with the stakeholders. Keep in mind that not all the stakeholders will have a positive attitude towards you and the staff of the repository must be ready to deal also with this kind of persons. Also, think about an appropriate schedule (e.g. if your stakeholders are working from 9 to 5, then the repository should also be opened earlier or later than these hours, in order for them to be able to get the needed information).

3. Inform your stakeholders about the availability of the repository and how it can be reached both by advertising it and by referring to it during other meetings that you have with them.

4. It is advisable to have a log of visitors and also a way in which you can record any feedback you get from them.

5. Be sure to update the information regularly. Out-of-date information can do more harm than good, as it gives the impression you are not being honest.