Ensuring Stakeholder Input When They Can’t Be There

We’ve all been there: you’re deep into a virtual meeting, rolling through a roadmap, dependencies, or whatever hot topic of the day is, and you realize, “Wait, where’s Lee?!” (Insert any crucial stakeholder here.) Now, whether they’re on vacation, unexpectedly double-booked, or facing technical issues (or maybe just forgot?), you need their input to keep things moving. So, what do you do when a key voice is missing?

I’ve been managing tech projects for over 20 years, balancing priorities from ERP integrations to the implementation of cloud-based solutions for companies like Rain For Rent and the Auto Club of Southern California. I’ve seen a lot of no-shows in virtual meetings, especially working in remote and geographically dispersed environments. Over time, I’ve picked up a few tricks to ensure their input is still present, even when they aren’t.

1. Leverage Pre-Meeting Prep: It’s All in the Ask

One of the easiest ways to avoid a last-minute scramble is to reach out well in advance and get input on the agenda. At Rain For Rent, before every big Data Warehouse meeting, I’d touch base with key players in sales or operations to gather initial input, often with a quick Teams message. This is an informal way to collect thoughts or address potential concerns before the meeting even starts. So, if they don’t make it to the call, you’ve already captured their initial ideas and concerns to present on their behalf.

2. Use Tools That Capture Everything (and I Mean Everything)

In our era of endless collaboration tools, there's no reason to lose valuable feedback. I use Jira and Confluence religiously (probably more than I care to admit), not just for tracking epics and stories but as a repository of comments, questions, and insights. For instance, at Rain for Rent, I’d document everything from the potential impacts on fleet expenses to KPI targets set with the sales team. In a meeting, if someone’s missing, you’ve got a backlog of comments to pull from so their input is right there, no screen-share necessary.

And let’s talk about Jira Service Management—a total lifesaver when it comes to capturing support queries and initial user feedback. For example, if someone from the sales team has already logged a query about the SalesPro to Zoho CRM integration, I’ll pull that question straight from the system and bring it up in the meeting. This way, their voice is heard without them even having to be present.

3. Set Up Regular Syncs – Even Small Ones Count

I’m a big fan of sync meetings with key stakeholders—no surprise, right? When I was with the Auto Club, transitioning eBusiness product teams from a waterfall approach to agile, we had weekly check-ins and retros to capture stakeholder input consistently. This wasn’t just for show; having these recurring meetings meant we had fresh insights even if someone was missing from a key meeting.

If you’ve got a stakeholder whose input is critical, a recurring 15-minute sync (I call these “priority touchpoints”) can save you a lot of headache in your main meetings. If they’re missing that day, you’ve got your recap from the last session to share with the team.

4. Record the Meeting, Share the Highlights

Sometimes, no matter how much you plan, stakeholders just can’t make it. Record the meeting, but make it consumable. No one’s got time for an hour-long playback. I’ll send the recording with a short list of timestamps or bullet points on the most critical topics we covered. For example, after discussing new Data Warehouse ETL designs with the data team, I might send a note to the key stakeholders, “Here’s the link. Jump to 12:35 for KPI discussions and 35:50 for user feedback insights.” This lets them catch up efficiently, and if they have follow-up questions or input, they can message directly afterward.

5. Create a Virtual ‘Empty Chair’

Here’s a quirky but effective idea: imagine they’re there and actively voice their perspective. When working with cross-functional teams at Rain for Rent on SalesPro integrations, if a stakeholder from sales management wasn’t present, I’d run through potential objections or feedback they might have raised. This “Empty Chair” method helped us keep the stakeholder’s priorities front and center, even when they couldn’t physically (or virtually) join. It sounds a bit silly, but it actually keeps the whole team aware of stakeholder priorities and needs.

6. Automate, Automate, Automate

I know, automation can seem like a buzzword, but there’s real value here. At Rain for Rent, I set up automated reminders and feedback forms through Outlook and Jira, so our stakeholders could submit their input asynchronously. This way, their feedback is captured and referenced in the meeting. Whether it’s using a survey tool like Survey Monkey or a Teams integration, automated reminders are an efficient way to gather feedback when you know someone might not make it to a meeting.

7. Humor: Don’t Underestimate the Power of Light-hearted Follow-up

I might shoot over a light-hearted email to a missing stakeholder: “Hey, looks like you missed a good one! We saved you a digital seat and tackled that Zoho CRM sync you love so much. Let’s catch up when you have 10.” These friendly nudges not only keep communication open but also reinforce that their contributions are valued. And, as any good PM knows, a little humor goes a long way in keeping things personable.

Missing stakeholders don’t have to be a project roadblock. With a few proactive strategies, you can ensure their input is heard without them ever setting foot in the meeting room (or a Zoom window). Plus, these tactics save you time by reducing the need for endless follow-up and clarifications. So next time a key player doesn’t make it to the meeting, remember you’ve got this—because let’s face it, the meeting must go on!