TOOL
Stakeholder mapping
Understand each stakeholder’s interests, influence, and potential impact on the project.
Tool purpose
The stakeholder mapping tool helps teams or facilitators prioritize stakeholders, anticipate potential conflicts or challenges, and develop engagement strategies. It fosters proactive management of relationships and ensures that the most important stakeholders are heard and involved in critical decisions, enhancing the chances of project success.
When to use it
Stakeholder mapping is best used at the beginning of a project or during key decision-making phases. It is especially useful:
In complex projects with multiple stakeholders
When starting a new initiative involving cross-functional teams
When navigating multi-stakeholder environments (e.g., public-private partnerships, large-scale transformations)
During times of organizational change, where alignment and collaboration are essential
Area
Project managers, facilitators, leadership teams, and change managers.
Time
30 - 60 minutes
Participants
Small to medium-sized teams (5-9 people) for focused collaboration Remember to involve all stakeholders you believe can contribute but keep the core small and agile.
Capabilities
Conflict management
People’s management
Project Planning
Team Collaboration
Templates
Method
Step 1 - Identify stakeholders
Begin by listing all potential stakeholders, such as individuals, groups, departments, or organizations that have an interest in, or influence over, the project.
Step 2 - Assess interests and influence
For each stakeholder, consider their:
Interest: How invested are they in the outcome of the project? Do they need regular updates or only high-level information?
Role: What influence or authority do they have over the project? Will they be making decisions, offering support, or simply need to stay informed?
Step 3 - Plot stakeholders on a map
Core Team:
These are your direct project team members who are hands-on with the day-to-day activities. They need continuous, in-depth engagement and clear communication on tasks, timelines, and objectives.Extended Team:
These are individuals or teams who aren’t directly involved in the core work but contribute important input or resources. Keep them engaged and updated regularly, as they provide expertise or resources critical to success.Steering Team:
This group typically includes high-level decision-makers or executives who guide the project. They might not be involved in the details but must be kept updated to ensure strategic alignment. Provide them with periodic, high-level updates and seek approval or direction when needed.People to Keep in the Loop:
These stakeholders may not have an immediate role in the project, but they could be impacted by its outcomes or be useful allies later. Keep them informed of major developments to ensure support or avoid surprises.
Step 4 - Develop engagement strategies
Based on the categorization, tailor your communication and engagement approach for each group. Key players might need frequent, in-depth updates, while less influential stakeholders may only require periodic reports.
Step 5 - Monitor and update the map
Stakeholder priorities and influence can change over time. Regularly review and update the map to reflect any shifts, ensuring that your engagement strategies remain relevant and effective.