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How do you create a stakeholder engagement strategy?

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When you work on a global delivery project, you need to engage with a diverse and complex set of stakeholders across different locations, cultures, and expectations. A stakeholder engagement strategy is a plan that helps you identify, communicate, and manage the interests and needs of your project's stakeholders. It can help you build trust, alignment, and collaboration among your team, clients, partners, and other relevant parties. In this article, you will learn how to create a stakeholder engagement strategy in six steps.

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1 Analyze your stakeholders

The first step is to identify who your stakeholders are and what their roles, responsibilities, and influence are in the project. You can use a stakeholder analysis matrix or a stakeholder map to categorize them according to their level of interest and power. This will help you prioritize your communication and engagement efforts and tailor your messages and methods to each group.

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Kiran Hariharan

Associate Vice President, Product| Engineering | Pre-Sales | Consulting | Cyber GRC | Leadership | Financial Services | International Experience | User Centric Design | Product Centric Agile Delivery | P&L Management
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In my experience stakeholders can be categorised into 3. 1. For those, who the project will directly help achieve KPIs and outcomes. They will be heavily invested and track all risks. 2. Stakeholders who will be impacted in their day to day work and have to plan for and adapt to the project 3. Stakeholders who must contribute to the success but don’t really have a stake in the outcomes. There are other dimensions based on roles/seniority etc, but the engagement strategy must cater to these nuances.

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2 Define your objectives

The second step is to define what you want to achieve with your stakeholder engagement strategy. You should have clear and specific objectives that are aligned with your project goals and vision. For example, you may want to inform, consult, involve, collaborate, or empower your stakeholders depending on the situation and their expectations. You should also consider how you will measure and evaluate your success in engaging your stakeholders.

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Brad S. Herman

Delivery and Consulting @ Plutus21
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Being up front and direct in the discovery phase. Create clearly defined roles and SOPs for all parties involved. If communication and roles are not clearly defined, a small detail that slips through the crack can ruin delivery timelines and reputations.

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Sabu Narayanan

Digital & AI Transformation Leader
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It is important to align your objectives with that of the stakeholders to create sustainable engagement. The foundation of the stakeholder engagement should be built on this alignment

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3 Develop your communication plan

The third step is to develop a communication plan that outlines how, when, and what you will communicate with your stakeholders. You should think about the communication channels and tools you will use, such as email, phone, video conference, social media, or online platforms. Additionally, you should consider the communication frequency and schedule, the content and format of the communication, the roles and responsibilities for sending, receiving, and responding to communication, as well as any potential risks and mitigation strategies.

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Kiran Hariharan

Associate Vice President, Product| Engineering | Pre-Sales | Consulting | Cyber GRC | Leadership | Financial Services | International Experience | User Centric Design | Product Centric Agile Delivery | P&L Management
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A key element of communication is the structure that can be used to visualise the project, stakeholders and outcomes. It should go beyond the plan and tailor content for brevity, cadence and visualisation to ensure that stakeholders can quickly consume and process the communication quickly. Endless calls, complex spreadsheets and pages of rambling text serve no one but those who are working intimately on the project, who would be aware anyway.

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4 Implement your engagement activities

The fourth step is to implement your engagement activities according to your communication plan. You should ensure that you deliver clear, consistent, and relevant messages to your stakeholders and that you listen to their feedback and concerns. You should also use appropriate communication styles and techniques that suit the cultural and linguistic differences of your global stakeholders. For example, you may need to adapt your tone, gestures, humor, or etiquette to avoid offending or confusing your audience.

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5 Monitor and adjust your strategy

The fifth step is to monitor and adjust your strategy based on the outcomes and feedback of your engagement activities. You should track and measure the effectiveness of your communication and engagement efforts using indicators such as stakeholder satisfaction, participation, awareness, or influence. You should also collect and analyze the feedback and suggestions from your stakeholders and use them to improve your strategy. You should be flexible and responsive to any changes or challenges that may arise in the project or the stakeholder environment.

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6 Celebrate and acknowledge your stakeholders

The sixth and final step is to celebrate and acknowledge your stakeholders for their contribution and support to the project. You should recognize and appreciate their efforts, achievements, and inputs and share the project results and benefits with them. You should also maintain and nurture the relationships you have built with your stakeholders and seek opportunities for future collaboration and learning.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you create a stakeholder engagement strategy?

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1 Analyze your stakeholders

2 Define your objectives

3 Develop your communication plan

4 Implement your engagement activities

5 Monitor and adjust your strategy

6 Celebrate and acknowledge your stakeholders

7 Here’s what else to consider

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