Freedom of Information and Stakeholder Engagement

Freedom of information if done well can be a great tool for stakeholder engagement.

FOI promotes openness and accountability, and as such is an important role in helping people hold public authorities to account. However, it is often treated as an administrative burden and a distraction from people’s “day job”.

Nevertheless, when strategically combined with stakeholder engagement initiatives, FOI can be a key for a public authority that wants to build relationships with, and confidence among, stakeholders. In short, a mature public authority recognises the potential of freedom of information as a tool to use instead of a problem to cope with.

• you can learn more about handling freedom of information requests here.

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Understanding Freedom of Information Laws

The FOI Act grant individuals the right to access information held by public authorities, with exemptions for disclosure and publication. These laws ensure transparency and hold authorities accountable. Grounded in principles of accountability and citizen empowerment, these disclosure laws require public entities to share certain information upon request.

If anyone asking for information is unhappy with the response they get they can ask for an internal review or make a complaint to the Information Commissioner. This means there is independent oversight and regulation that gives FOI real power.

Public Authorities and Disclosure Obligations

Public authorities, which include the NHS, schools, local authorities and others, have a legal duty to disclose information on request, free of charge and within 20 working days of being asked. If an exemption to disclosure exists then there is an obligation to explain why the information cannot be released.

In addition there is a duty on public authorities to maintain a statutory publication scheme. This should include any FOI requests received and the response to them.

• found out more about what a good statutory publication scheme looks like here.

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Stakeholder Engagement: A Vital Aspect of Governance

Good governance involves stakeholder engagement. As discussed above a mature organisation can utilise FOI as a means of achieving or enhancing that engagement. But what do we mean by stakeholders and engagement?

Definition of Stakeholder Engagement

Stakeholder engagement involves interactions between public or private organisations and individuals or groups that can be impacted by or impact the organisation’s activities.

Stakeholders include:

• staff

• customers

• suppliers

• partner organisations

• the wider community

• regulators and governmental bodies

• the media

Disclosure under FOI is a dynamic process that, if done well, goes beyond mere information dissemination and encourages meaningful dialogue, collaboration, and influence. It is important for stakeholders to be reassured and feel engaged from disclosures as well as informed.

The Intersection of FOI and Stakeholder Engagement

FOI laws provide individuals with the means to access information that might otherwise not be readily available, ensuring disclosure in the public interest. This access empowers stakeholders, including staff, the public and the media, to scrutinise the actions of public authorities such as:

• expenditure

• policies

• strategies and plans, and

• performance

In addition scrutiny by the Information Commissioner acts as a check on potential avoidance of disclosure and ensures that exemptions are properly implemented.

Empowering Stakeholders with Access to Information

When stakeholders have access to information, they are better equipped to engage in informed discussions and contribute meaningfully to public discourse. This allows them to understand the forces at play and make informed decisions when engaging with public authorities. These disclosures, facilitated by FOI laws, promotes transparency, allowing the public to hold authorities accountable and influence decision-making processes. This fosters an environment where stakeholders can access information and engage with public authorities.

Strengthening Relationships through Openness

Openness is of course the cornerstone of both stakeholder engagement and freedom of information. That is why combining them makes sense for public authorities interested in fostering positive relationships.

Building Trust through Transparency

Transparency builds trust, a fundamental element of stakeholder engagement. When organisations publicly disclose information about their activities, stakeholders are more likely to trust their intentions and actions. This transparency can help build trust and confidence. This in turn helps build a positive reputation and will maintain the trust of the public and other stakeholders. This trust forms the basis of collaborative relationships.

Too often public authorities that want to change what they do and how they provide services are met with resistance and mistrust – even though any such plans are typically the subject of consultation or engagement. Having an robust and long-standing programme of transparency can help.

Fostering Collaboration and Cooperation

Stakeholder engagement thrives when there is a willingness to collaborate, both from the public and the forces that drive change. This collaboration builds open communication and creates an environment where applicants feel empowered to participate. Transparency and disclosure nurture public collaboration by providing stakeholders with the necessary information to engage constructively. When stakeholders are treated as partners, their contributions become more valuable, leading to more effective outcomes. This disclosure of information, if done well, enables stakeholders to become more involved in decision-making processes.

Strategies ans Benefits of Utilising FOI for Stakeholder Engagement

To achieve the level of maturity required for making FOI a key part of stakeholder engagement and effective communication strategies public authorities must understand the benefits of doing so, and the strategies for achieving them.

Informed Decision-Making

Informed stakeholders make for more robust decision-making processes. FOI enables the public to request comprehensive information, allowing them to analyse situations from multiple angles and offer well-grounded insights. The disclosure of such information forces stakeholders to be transparent and accountable. Therefore disclosures could be linked to wider engagement work. For example, if the topic of information requested under FOI links to a survey or other feedback mechanism, you can ask the requestor to take part when you respond.

Enhanced Accountability and Feedback Loops

FOI-based stakeholder engagement creates a cycle of accountability. Stakeholders provide feedback, authorities respond, and actions are taken. This loop ensures that public stakeholders remain engaged and responsive to disclosure requests from authorities. Data on FOI requests should therefore be reported to senior managers to help them make decisions on wider communication activities.

Proactive Disclosure of Information

Instead of waiting for requests, organisations can proactively disclose information that is of public interest in order to address the forces shaping transparency and accountability. This not only saves time but also demonstrates a commitment to openness in response to public forces and request.

As public authorities have a statutory obligation to maintain a publication scheme (and because responding to requests is often seen as a burden) you can save time and effort by putting information in the public domain proactively. Again, the topic of previous requests can inform this approach.

Streamlining Communication Channels

Efficient communication channels are crucial for effective stakeholder engagement. Organisations should provide clear pathways for stakeholders to request information and offer feedback in order to effectively address the forces at play.

Governmental agencies often engage with local communities on development projects. By using FOI to share project details, budgets, progress reports public authorities can empower people to actively participate and provide insights. This encourages transparency and accountability in the decision-making process, as citizens can make informed requests for information.

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Freedom of Information and Stakeholder Engagement: Conclusions

Combining Freedom of Information and stakeholder engagement can promote transparency, and encourage participation. It allows individuals to request information and forces organisations to provide it, ensuring accountability and fostering an informed society. When FOI laws and stakeholder engagement strategies converge, governance becomes more inclusive and accountable by harnessing the force of transparency. This dynamic duo not only fortifies the principles of accountability but also shapes the way organisations interact with people internally and externally. As we continue on the journey of transparent governance, let us remember that information is not just a commodity; it is the cornerstone of having engaged people and a thriving society.