Pipeline projects are under heightened scrutiny in today’s polarized political and social climate, where public engagement is not just expected but essential for success. The American Petroleum Institute’s (API) Recommended Practice 1185 (RP 1185), introduced in March 2024, provides a structured framework for best practices in public engagement across the pipeline lifecycle, from the planning stage to decommissioning or abandonment.
API RP 1185 underscores three critical principles: early engagement in the initial stages of pipeline projects or expansions to build trust and prevent opposition, ongoing communication throughout a pipeline’s operation to address concerns and enhance preparedness for maintenance and emergency situations, and rapid and transparent incident communication with emergency responders can help mitigate reputational risks. By embedding these practices, pipeline operators can navigate regulatory challenges more effectively and foster stronger stakeholder relationships.
For a visual breakdown of these key principles, explore our infographic on Stakeholder engagement best practices across the pipeline lifecycle, which highlights how proactive engagement, clear communication, and trust-building strategies can support successful pipeline projects.
In this blog, we go beyond the guidelines and demonstrate how your organization can meet and exceed API RP 1185 standards and why fit-for-purpose stakeholder engagement software, backed by over 20 years of expertise in stakeholder management, is key to achieving this.
What is the API 1185
API RP 1185 serves as a comprehensive framework for energy companies seeking to engage effectively with the public, landowners or tenants, emergency officials, Tribal Nations, local, state, and federal governments, throughout pipeline projects. It emphasizes the need for clear communication channels, transparency, and proactive responses to stakeholder concerns. For instance, organizations implementing these guidelines typically establish community liaison programs to ensure stakeholders have a consistent point of contact and receive regular updates on project milestones.
API 1185 complements the Pipeline Safety Management Systems (Pipeline SMS) (API RP 1173) framework by providing actionable guidance on how to achieve effective public engagement, filling a gap in the previous standards.
This guideline addresses the urgent need to build trust and foster meaningful dialogue with communities and stakeholders, moving away from outdated one-way communication models that no longer suffice.
Why is the API RP 1185 standard marking a shift in project development?
In a podcast hosted in March 2021, Carl Weimer and Shawn Lyon were already discussing how the API RP 1185 standard would be improving pipeline public engagement. They explained that – traditionally, public engagement in the pipeline industry was a one-sided affair, focused on informing communities about pipeline locations, safety measures, and emergency procedures. This approach—often referred to as “public awareness”—did little to address community concerns or build lasting trust.
They also emphasized that the API RP 1185 standard marks a significant departure from this outdated model, underlining the importance of fostering genuine two-way dialogue between pipeline operators, regulators, landowners, community members, first responders, and other stakeholders. This new approach values listening, mutual respect, and proactive engagement throughout a pipeline’s entire lifecycle—from planning and construction to operation, maintenance, and eventual decommissioning.
API RP 1185 encourages pipeline companies to see stakeholder engagement not as a compliance requirement but as a strategic advantage. By embedding these practices into project development, organizations in the oil and gas industry can navigate challenges more effectively and foster a more collaborative environment with stakeholders.
Benefits of following API RP 1185
Compliance with API RP 1185 provides significant advantages. One notable benefit is enhanced community trust. For example, organizations adhering to API RP 1185 will conduct regular town hall meetings and surveys to gather community feedback, which helps build goodwill and reduces opposition.
Another advantage is faster project approval. Organizations aligning with API RP 1185 often find that early engagement with regulatory bodies addresses potential concerns upfront, significantly streamlining the approval process. Additionally, following these practices reduces risks, as effective public engagement minimizes the likelihood of costly delays or disruptions caused by community resistance.
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Risks of non-compliance
Failing to meet API RP 1185 standards can have severe consequences. Without proper communication and transparency, projects are often vulnerable to delays and heightened regulatory scrutiny. This can lead to increased costs and eroded trust among stakeholders, making it even more challenging to move forward effectively.
Non-compliance often leads to a loss of public trust, which can escalate into organized resistance and legal challenges. These issues highlight the importance of adhering to the recommended practices outlined in API RP 1185 to mitigate such stakeholder risks.
How stakeholder engagement tools can help meet API RP 1185
From one-way to two-way communication
Meeting API RP 1185 standards requires more than good intentions; it demands robust processes and tools to ensure consistent and meaningful engagement. Borealis—a stakeholder engagement software developed by experts with extensive field experience—
For example, Borealis enables organizations to transition from one-way communication to dynamic dialogue. By leveraging Borealis, organizations can efficiently track and manage thousands of stakeholder interactions, across multiple departments, ensuring concerns are addressed promptly and transparently, which helps meet compliance requirements and improves stakeholder satisfaction.
Pinpointing stakeholders with GIS capabilities
With features like built-in GIS capabilities, Borealis allows companies to quickly identify stakeholders around infrastructure assets, such as landowners, emergency officials and municipal districts, who need to be engaged. This streamlines processes such as incident communication, inspections, maintenance, and public hearings, ensuring all regulatory commitments are met.
Consistent data, clear communication
Borealis also centralizes data for consistency across teams and regions, reducing the risk of miscommunication. Maintaining the most up-to-date stakeholder lists, and identifying new stakeholders throughout the pipeline lifecycle, are critical for maintaining meaningful involvement and the quick identification of affected stakeholders in the event of an incident. Its real-time reporting capabilities provide actionable insights, allowing decision-makers to stay informed and address issues proactively.
Over time, our business (like many others) has become more and more integrated. Land is no longer 'just land,' Environment is no longer 'just environment,' and Engineering is no longer 'just engineering' – they all overlap. We decided to implement a data management system that would centralize information across departments to break down silos. The ideal system would provide landowner data along with a record of last contact, damage releases that have been signed, and emergency contacts. At the same time, it would also help us monitor ongoing activities related to integrity work and outreach efforts from our engagement team, and stay on top of regulatory commitments. We found that Borealis answered this very essential need.
Ensuring accountability and corporate alignment
Additionally, the platform ensures accountability by allowing users to assign tasks and follow-ups, guaranteeing that no stakeholder concern goes unaddressed. The number one element of the API RP 1185 stakeholder engagement program is for organizations to commit and align, beginning with top management. Companies need to demonstrate their commitment to stakeholder engagement practices that align with their company’s values and long-term vision. To develop, implement and drive continuous improvement of the company-wide stakeholder engagement program, teams need to share information, maintain detailed records and transparency with all stakeholder groups.
Various engagement methods will be used throughout the pipeline lifecycle. Programs should be scalable, flexible, and built upon a strong safety culture. A tool used to implement an effective stakeholder engagement program should align with these requirements and foster a diverse group of users within the company to contribute to the institutional knowledge for companies to monitor, evaluate and adjust their stakeholder engagement performance.
An intuitive interface with mapping capabilities ensures you gain visibility across multiple teams or departments engaging with the same stakeholders. Within minutes, you’ll be able to answer questions that might have previously taken days. For instance, if someone in the field calls the office with inquiries—“What should I tell this legislator about our current engagement strategy? What benefits are we providing to the community? Which community-based organizations are we working with? Who should we engage with about the reported noise issue?”—you can quickly access the information needed to respond accurately and confidently.
Proactive planning with engagement plans
To fully align with the proactive engagement principles of API RP 1185, organizations need a structured approach that anticipates stakeholder interactions throughout the pipeline lifecycle. Borealis supports this through its Engagement Plans feature, which allows users to create tailored outreach strategies well in advance of critical project milestones. By defining objectives, identifying key stakeholder groups, and scheduling engagement activities, teams can move beyond reactive communication to a more proactive, transparent, and data-driven approach. Engagement Plans also support continuous improvement, making it easy to measure the effectiveness of various outreach efforts, adjust tactics as needed, and consistently demonstrate the company’s long-term commitment to building trust with the communities where it operates.
Why Choose Borealis?
Borealis was developed within the energy sector in 2004 in response to the growing complexity of stakeholder engagement. Rather than relying on spreadsheets or time-consuming customization of generic CRM tools, our oil and gas land management software provides a fit-for-purpose solution tailored to the unique challenges of managing public engagement in pipeline projects.
Centralized data for greater transparency and efficiency
By centralizing all stakeholder data and interactions, Borealis helps teams maintain consistency, break down silos across departments, and uphold regulatory commitments. Built-in mapping capabilities and flexible communication tools ensure that the right stakeholders—whether landowners, regulators, or community groups—are identified and engaged at the right time. Industry-standard workflows are embedded in the software, guiding users through effective handling of complaints, requests, and other critical touchpoints.
Trusted by industry leaders
The result is a system that is design for the Oil and gas sector to supports the proactive, transparent, and meaningful engagement practices outlined in API RP 1185. For over a decade, Repsol has relied on Borealis to maintain trusted relationships with landowners and communities. The platform’s built-in workflows streamline the handling of complaints, requests, and escalations, ensuring that concerns are addressed promptly and transparently.
I can review and report on our resolution center activity, such as call numbers, content, theme and response time. I’m proud to say that we manage these communications well. Our landowners know that we will always return their calls.
Supporting API RP 1185’s Principles for better engagement
By moving beyond one-way communication to genuinely proactive, two-way dialogue, Borealis aligns with the values and practices outlined in API RP 1185. Centralizing data, streamlining workflows, and fostering transparency all help to build long-term trust—a critical factor for achieving regulatory compliance, earning community support, and ensuring that pipeline projects proceed smoothly and sustainably.
While API RP 1185 offers a great roadmap for improving public engagement in pipeline projects, achieving its goals requires the right tools. Borealis provides the capabilities needed to comply with API RP 1185 and can help your organization elevate your stakeholder engagement practices to new heights.
By fostering transparency, accountability, and meaningful dialogue, Borealis helps organizations turn compliance into a strategic advantage. With over 20 years of expertise in stakeholder management and dedicated experts that have themselves practice stakeholder engagement, Borealis is uniquely positioned to support your team. Schedule a demo today to see how Borealis can transform your public engagement strategy and drive success for your pipeline projects.
