AD ToolKit

Most public institutions and administrations today reflect a neo-liberal model, structured similarly to companies where public administrators and elected officials function like managers running a business. Over time, this approach has led to budget cuts and constrained the ability of these institutions to operate effectively. Consequently, it is essential to shift towards a more collaborative form of democracy. In this model, citizens are not merely seen as clients or voters but as active agents of change and participants in their communities, fostering a more inclusive and effective democratic process. 

The citizen-engagement intensity scale developed by the World Bank illustrates one example of how 'deep' the efforts of institutions can be when engaging with citizens and CSOs. It can be used to determine the degree to which institiutions in a country are effectively accountable.

1. Inform. Information is the first pillar of accountable democracies. Citizens who are aware and informed about institutional quality standards e.g. schools, hospitals, etc and know what their rights are, represent empowered citizens. Although information sharing per se does not qualify as citizen engagement, as it is not a means through which states can collect feedback, information can empower citizens and communities, by e.g. knowing their rights it is still an important pillar that ensures transparency.

2. Consult. Consultations consist on obtaining broad-ranging, one-time citizen feedback on specific issues and initiatives that are supported by institutions, e.g. programs or services with high discretion among project/service implementers to apply feedback. Depending on how frequent and how they are designed consultations can be viewed as weak or stronger forms of engagement. In the weakest form they could be conducted as base line and end line surveys. In other occasions they could be focus group discussions, public consultations and public hearings, as well as open grievance redress mechanisms, in which citizens are consulted as early as possible and throughout the entire process of the activity. 

3. Collaborate. Using participatory approaches to engage citizens in some or all aspects of decision making in the project/service is one of the best way to engage citizens as this ensures that they are an integral part of the decision making body.

4. Monitor. A good indicator of transparency and accountability requires public sector institutions involving citizens/CSOs/Third Party Monitors in measuring, recording and tracking project results/outcomes to improve performance and enhance accountability. This ensures that independent evaluators report whether public institutions delivered what was promised.

5. Empower. Citizens are fully empowered when they not only have oversight of issues happening in their local communities, but also management of resources and have decision making authority over issues in their communities. Empowerment include voluntary mechanisms which put final decision-making in the hands of citizens over a sustained period of time; long -term responsibilities rest with citizens even after project closure.

It is important to note that tools per se do not ensure a high standard of accountability and transparency. How effective citizen engagement tools are largely also depends on the depth, frequency, openness, and quantity of available channels. The above mentioned levels of engagement rely on a number of mechanisms that can be put in place either by the state, or by civil society organization, third parties, and citizens. To understand how you can engage with your government or constituency it's important to understand what types of tools are available to citizens. These often include:

Citizen-State Interfaces - To facilitate dialogue between citizens and institutions and the state it is necessary to build and strengthen platforms for dialogue and integrate processes that embed social accountability mechanisms into service delivery and public institutions.

Civic Mobilization - Social accountability happens seldom on its own and the existence of information alone, or of a citizen state interface does not mean that citizens or the state will act on an issue. Civic mobilization is a key element of social accountability that is often needed to trigger and facilitate the collective voice of marginalised and vulnerable groups. Likewise, state officials need to be mobilized to seek out and engage with citizens.

Citizen Action - The most traditional form of social accountability entails citizens making demands, claiming better goods, protesting against injustice and voicing their needs.

State Action - Is a primary element of social accountability. It focuses on building incentives for politicians and/or non-elected officials to ensure the state is responsive to the needs of citizens, acknowledging citizen voice and facilitating citizen state dialogue through pro-accountability actors and building accountability coalitions.

Step-by-Step Process

This process has been originally developed and inspired by Albert W. Dzur in his student sustainability workshops.

Reference:

McGill University. (n.d.). Student Sustainability Workshop: Power Mapping and the University. Retrieved from McGill University Sustainability. 

1. Determine the Target:

1. • Target: Identify Representative

   • Goal: Gain representatives's support for the desired initiative.

2. Map Influence of the Target:

2. • Research the Target: Gather information about the representative. This includes their interests, past initiatives they have supported, key advisors, and their decision-making process.

   • Identify Key Influencers: List individuals and groups who have influence over the representative. This could include:

2. • 1. Local Government Officials 

a. City/Town Council Members 

b. Mayor 

c. County Commissioners 

2. Administrative and Department Heads

a. City Manager/Town Manager

b. Department Heads (e.g., Public Works, Health, Education)

3. Community Leaders and Activists

a. Neighborhood Association Leaders

b. Local Business Owners

c. Nonprofit Organization Directors

4. Political and Campaign Advisors

a. Campaign Manager

b. Political Consultants

5. Media and Communication Professionals

a. Local Journalists and Editors

b. Social Media Influencers

6. Advisory Committees and Boards

a. Advisory Board Members

b. Planning and Zoning Boards 

3. Determine Relational Power Lines:

   • Create a Visual Map: Draw a central node representing the university president. Around this node, place the names of the identified influencers. Connect these influencers to the president with lines to show their relationships.

   • Identify Secondary Influencers: Look for connections between the influencers themselves. For example, a major donor might have a close relationship with a dean who, in turn, has the president’s ear.

4. Target Priority Relationships:

   • Analyze the Map: Identify which influencers have the most connections and the strongest relationships with the president. These are your priority targets.

   • Develop Strategies: Plan how to approach these key influencers. For instance, if a major donor is a strong supporter of sustainability, you might arrange a meeting to discuss the initiative and seek their endorsement.

5. Make a Plan:

   • Action Steps: Outline specific actions to engage with the identified influencers. This could include:

     1. Setting up meetings with key influencers to present the sustainability initiative.

     2. Organizing a campus event to raise awareness and gather support, inviting key influencers to attend.

     3. Creating informational materials that highlight the benefits of the initiative and how it aligns with the university’s goals.

6. Implement and Monitor:

   • Execute the Plan: Carry out the planned actions, ensuring to document interactions and feedback.

   • Monitor Progress: Regularly update the power map based on new information and shifting dynamics. Adjust strategies as needed to maintain momentum and address any challenges.

The following tools offer some tips and guidance on the instruments citizens can use to engage elected and non-elected officials in their constituency and governments.

1. Civic Scorecards

Civic Scorecards are tools that allow citizens to assess and rate the performance of public services or officials against a set of criteria. These scorecards can be used to systematically gather feedback on government performance from a wide range of stakeholders and make this information publicly available. This not only informs the community about the quality of services but also pressures officials to improve their work.

2. Public Audits

Introducing public audits into the toolkit can empower citizens by involving them directly in the examination of government expenditures and the effectiveness of public projects. These audits help ensure that funds are used appropriately and can expose corruption or mismanagement. Organizing annual or bi-annual public audit meetings where findings are presented to the community can foster a culture of accountability.

3. Town Hall Meetings

Town hall meetings are a traditional but powerful tool for direct democracy. Regularly scheduled meetings where citizens can voice their concerns, propose initiatives, and directly question their representatives help bridge the gap between citizens and their governments. These meetings should be inclusive, allowing diverse community segments to express their views and contribute to decision-making processes.

4. Template Letters for Advocacy

Providing citizens with template letters to address their representatives can facilitate more structured and effective communication. These templates can help articulate concerns, suggestions, or feedback regarding local or national issues. By standardizing this process, more citizens might be encouraged to participate in governance, knowing they have the tools to do so effectively.

5. Digital Engagement Platforms

In the digital age, online platforms can significantly enhance citizen engagement. These platforms can host virtual town halls, surveys, petitions, and forums where citizens can discuss and debate issues. They also serve as a repository of information where citizens can track the status of their inquiries, proposals, or complaints.

6. Participatory Budgeting

Participatory budgeting allows citizens to decide how to allocate a portion of the public budget. This process not only empowers citizens but also makes budget decisions more reflective of community needs. Implementing participatory budgeting can start at a small scale, such as within a neighborhood or district, and expand as more citizens become engaged.

7. Community Advisory Boards

Establishing Community Advisory Boards can provide a structured way for citizens to contribute to local governance. These boards can act as a liaison between the community and local officials, ensuring that the voices of the citizens are heard in the decision-making process. Members can be elected by the community or appointed based on their expertise and commitment to public service. 

Partecipedia - A global network and crowdsourcing platform for researchers, educators practitioners, policymakers, activists, and anyone interested in public participation and democratic innovations [link: Participedia]

Latinno - Innovations for democracy in Latin America [link: LATINNO]