Last updated on Jul 12, 2024

How do you integrate your stakeholder register and matrix with other project documentation and processes?

As a project manager, you know how important it is to identify, analyze, and engage your stakeholders throughout the project life cycle. But how do you integrate your stakeholder register and matrix with other project documentation and processes? In this article, we will explore some best practices and tips to help you align your stakeholder management with your project objectives, scope, schedule, budget, quality, risk, communication, and change management.

1 What are stakeholder register and matrix?

A stakeholder register is a document that lists the key stakeholders of your project, their roles, interests, expectations, influence, power, and communication preferences. It helps you to classify and prioritize your stakeholders based on their impact and involvement in the project. A stakeholder matrix is a tool that maps the stakeholders' level of interest and influence on a grid, and assigns them to different categories such as promoters, supporters, neutrals, critics, or blockers. It helps you to plan and implement appropriate engagement strategies for each stakeholder group.

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陈美佳

Independent financial advisor of AMG FINANCIAL GROUP
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One way to achieve this integration is by aligning the stakeholder information with the project plan, particularly in terms of communication and engagement strategies. This ensures that stakeholder needs and expectations are considered in all project activities. Additionally, incorporating stakeholder information into risk management processes allows for proactive identification and mitigation of stakeholder-related risks. Regular updates to the stakeholder register and matrix ensure that stakeholders remain engaged and informed as the project progresses, facilitating successful project outcomes.

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Sudarshan Narasimhan

Career Counselor| Campus to Corporate Guide | Leadership & Soft Skills Trainer/ Coach- Empowering Future Leaders from Campus to Corporate , Help to transform First-time Managers to great leaders
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Prepare a simple list of the WBS, Identify RACIS (Supported/ Sponsored), keep your communication confined to only those stake holders at their designated position in the RACIS Chart. Not every one is relevant for all communications of a perticular project. This way we can also cut the cost, save time and enable effective utilization of available resources. According to me including 'T' in RACIS is 'Timing' and not timelines. That is - identifying appropriate timing to communicate and register the time. This will help the Stakeholders act to your communication channel and avoid delays. Pun Intended- I'm little cautious to not to add the letter 'T' in the above acronym to avoid controversial statements :)

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Muhammad Hassan Khan

Mechanical Maintenance, Integrity and Corrosion Engineer | Independent Project Management Consultant | Digital Marketeer |
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Much like risk management plan and risk matrix, stakeholder register and matrix is integrated with the overall project. Once an initial stakeholder register is prepared and stakeholders classified according to matrix, all the project activities go ahead with the stakeholders in sight. The register keeps getting updated as new stakeholders arise or existing ones lose relevance. Since stakeholders can affect project from every aspect of the iron triangle, managing stakeholders is a continuous process which goes along as project moves forward.

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Bhavesh Padharia

Sr. Data Scientist
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Integrating the stakeholder register and matrix with other project documentation involves ensuring they align with the project management plan and communication plan, enabling consistent stakeholder engagement strategies. Regular updates to the register and matrix should reflect changes in stakeholder interests, influence, and impact, facilitating informed decision-making throughout the project lifecycle. Additionally, integrating these tools with risk management processes helps identify and address stakeholder-related risks proactively.

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2 How to create a stakeholder register and matrix?

The first step to create a stakeholder register and matrix is to identify your stakeholders. You can use various sources and techniques to do this, such as brainstorming, interviewing, reviewing project documents, analyzing organizational charts, conducting surveys, or using stakeholder analysis templates. The next step is to analyze your stakeholders using criteria such as their needs, expectations, goals, power, influence, interest, attitude, and potential impact on the project. You can use tools such as SWOT analysis, PESTLE analysis, or stakeholder salience model to do this. The final step is to document your findings in a stakeholder register and matrix, and update them regularly as the project progresses and the stakeholder situation changes.

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3 How to integrate stakeholder register and matrix with project documentation?

Your stakeholder register and matrix are an integral part of your project management plan. They should be aligned with other project documents, such as the project charter, the scope statement, the work breakdown structure, the schedule, the budget, the quality plan, the risk register, the communication plan, and the change management plan. For example, you can use your stakeholder register and matrix to define the project vision and objectives in the project charter and get stakeholders' buy-in and approval. Additionally, you can use them to identify project requirements in the scope statement and ensure they meet stakeholders' needs and expectations. You can also break down project work into manageable tasks and assign them to responsible team members and stakeholders in the work breakdown structure. Furthermore, you can estimate time, cost, and resources needed to complete tasks in the schedule and budget. Moreover, you can establish quality standards in the quality plan and involve stakeholders in quality assurance and control processes. Additionally, you can identify potential risks in the risk register and plan how to respond with stakeholders' input. Finally, you can define communication goals in the communication plan tailored to stakeholders' preferences. Lastly, you can define a change management process to manage changes in scope, schedule, budget, quality or risks with stakeholders' informed consultation.

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4 How to integrate stakeholder register and matrix with project processes?

Your stakeholder register and matrix should be actively used throughout the project processes to monitor and control stakeholder engagement. You should use them to initiate the project by identifying and analyzing stakeholders, as well as obtaining their authorization and support. Additionally, they should be used to plan the project, execute it, monitor and control it, and close it. This involves involving stakeholders in defining the project scope, schedule, budget, quality, risk, communication, and change management plans; communicating and collaborating with them; delivering the project work; managing their expectations; resolving issues and conflicts; tracking and reporting the project performance; soliciting their feedback and input; adjusting plans and actions accordingly; delivering the final product or service; obtaining acceptance and sign-off; conducting lessons learned and evaluations; and celebrating the project success.

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5 How to improve your stakeholder register and matrix?

Your stakeholder register and matrix are documents that are subject to changes and uncertainties as the project evolves and the stakeholder environment changes. To ensure accuracy, completeness, relevance, and consistency, you should review and update them regularly. Additionally, it is important to validate and verify them with stakeholders. Sharing and communicating them with your project team and other stakeholders is also essential for alignment. Furthermore, these documents can be used as a basis for decision making, risk management, communication management, and change management. Lastly, learning from them and applying the lessons learned and best practices to your future projects is beneficial.

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