Stakeholder Mapping

Choose this exercise

Purpose: Map working perceptions of key project contributors and affected groups to plan direct engagement actions for influential skeptics.

Use it when: Use during project kickoff or major transitions when a core project team needs to align on who affects project delivery and decide where to direct communication.

Skip it when: Skip when outside observers or the evaluated individuals are in the room, as recording personal perceptions about colleagues creates unnecessary friction.

Group arrangement: Working groups of 4 to 6 people. If numbers do not divide evenly, groups of 3 or 7 are permitted. Groups map distinct workstreams or map the same initiative from different perspectives.

Timing: 35 minutes suggested by UWT to cover silent listing, group positioning, relationship mapping, action drafting, and secure close.

Materials and tools

• One large flip chart pad or whiteboard per working group
• Assorted sticky notes in two distinct sizes (standard size for low/medium influence, large size for high influence)
• Markers for drawing axes and connector lines (at least two per working group)
• Secure collection envelope or folder per group for collecting physical sheets immediately after the session

Before participants arrive

1. Draw a large coordinate grid on each group's flip chart paper or digital canvas.
2. Label the horizontal X axis 'Disposition' with 'Against' on the far left, 'Neutral' in the middle, and 'For' on the far right.
3. Label the vertical Y axis 'Involvement' with 'None' at the bottom and 'High' at the top.
4. Confirm the physical room or digital whiteboard is strictly private so uninvited staff cannot view draft assessments.

Say this to open

Welcome. Today we are mapping the people and groups who can make or break our project. We will track four groups: Sponsors, who initiate and own the change; Change Teams, who execute and design solutions; Reference Groups, who give feedback to ensure the work succeeds; and Users, who adopt the result. We will place them by their involvement, their stance toward the change, and their influence. Because this map captures subjective working perceptions, treat everything written as confidential. Do not photograph, copy, or leave sheets unattended.

How to run it

1. Identify key groups 5 minutes

   Review the four categories: Sponsors, Change Teams, Reference Groups, and Users. Give participants three minutes to write key roles or teams individually on sticky notes. For example, write 'Procurement Review Board' or 'Site Supervisors'. Participants may choose to name functional units rather than named individuals.

2. Position by disposition and involvement 10 minutes

   Working groups place their sticky notes on the grid together. Position each note horizontally along Disposition (left = Against, middle = Neutral, right = For) and vertically along Involvement (bottom = None, top = High). Use larger sticky notes or draw large circles around items with major influence over project outcomes. Small groups must reach basic consensus before placing each item.

3. Map relationship ties 8 minutes

   Groups draw connecting lines between related roles on their chart. Draw solid lines to show positive, collaborative ties. Draw dashed lines to show strained or conflicting ties. Identify at least one supportive role that holds a solid connection to a skeptical or neutral role.

4. Draft engagement actions 7 minutes

   Each table picks one or two influential roles currently located on the left or center of their board. The group writes one specific, observable action per role to help move them toward active support in the top right. For example: 'Schedule a 30-minute walkthrough with the Plant Manager to review the implementation schedule.'

5. Targeted report and secure collection 5 minutes

   Ask a spokesperson from two tables to share one planned action and the relationship they plan to use. Select one debrief question to pose to the whole room. Then collect all physical charts into secure folders immediately or revoke edit access on digital boards.

Debrief questions

• Which influential role sits furthest from active support, and which supporter has the strongest tie to them?
• Which placement on your board is an unverified assumption that requires a direct conversation this week?

Finished output: A completed visual grid displaying key project groups by disposition, involvement, and relative influence, with at least one targeted action step to engage an influential skeptic.

Remote

Use a private online whiteboard with the two axes pre-drawn. Assign groups to private breakout rooms of 4 to 6 people. Pre-populate digital sticky notes in two sizes. Set board permissions to require named login and revoke link-sharing after the session.

Hybrid

Keep remote and in-person participants in separate groups rather than splitting a table. Remote groups work on the digital whiteboard; in-person groups work on physical chart paper. A nominated facilitator photographs the in-person sheets and uploads them to the restricted workspace after the session.

Access and participation choices

• Participants may map functional departments or external teams instead of naming individual colleagues.
• Participants may pass on assessing any specific individual or choose to serve as group scribe.

If the session gets stuck

Participants disagree strongly on whether a stakeholder is supportive or opposed.

Place the note on the Neutral line with a question mark. Turn the disagreement into an action item to speak with that person directly.

Groups generate too many minor actors, cluttering the chart.

Ask tables to focus only on actors who possess direct decision-making power or veto capacity over the project.

Terms used here

• Disposition: An actor's current stance toward the initiative, running from oppositional through neutral to supportive.
• Reference Group: Groups consulted during design to ensure feasibility, distinct from the core project build team or day-to-day users.