open · Problem Solving, Strategy · 30–60 min · 2-10 people · low energy

Stakeholder Meeting Preparation

This method focuses on preparing for a stakeholder meeting by defining the meeting's purpose, identifying relevant stakeholders, and conducting a stakeholder analysis. It ensures that the meeting is focused, productive, and addresses the needs of all participants.

When to use Stakeholder Meeting Preparation

Use this method before any stakeholder engagement activity to ensure that the meeting is well-planned and aligned with the overall objectives.

What it solves

Unclear meeting objectives, lack of stakeholder representation, unproductive discussions, failure to achieve desired outcomes.

How to run Stakeholder Meeting Preparation, step by step

  1. Define the purpose of the stakeholder meeting. What specific outcomes do you want to achieve? (10 mins)
  2. Identify the relevant stakeholders who should be involved in the meeting. (10 mins)
  3. Conduct a stakeholder analysis to understand each stakeholder's interests, influence, and potential concerns. (30 mins)
  4. Review and refine the meeting purpose and stakeholder list based on the stakeholder analysis. (10 mins)

Materials needed

  • Stakeholder meeting preparation form
  • Whiteboard or flip chart
  • Markers or pens

Facilitator tips

  • Encourage participants to consider diverse perspectives when identifying stakeholders.
  • Use a stakeholder mapping tool to visualize the relationships between stakeholders.

Common pitfalls

  • Failing to identify all relevant stakeholders, leading to incomplete information.
  • Not understanding stakeholder interests, resulting in misaligned expectations.

Variations

  • Use different stakeholder analysis techniques, such as power/interest grids or influence diagrams.
  • Involve stakeholders in the preparation process to increase buy-in and ownership.

Running it online or hybrid

Use a shared document or online whiteboard to collaboratively complete the preparation form.

What it produces

A completed stakeholder meeting preparation form, including a defined purpose, stakeholder list, and stakeholder analysis.

Origin

Adapted from Transition Makers Toolbox — source

Build a session around Stakeholder Meeting Preparation

METODIC places Stakeholder Meeting Preparation inside a complete, timed session plan — agenda, worksheets, facilitator guide and slides — matched to your group and goal.

Generate a session with Stakeholder Meeting Preparation · Try METODIC free