What are the best ways to conduct productive stakeholder meetings?

1 Define the purpose and scope

Before you invite anyone to a stakeholder meeting, you need to have a clear idea of what you want to achieve and what topics you want to cover. This will help you to set the agenda, select the right participants, and prepare the relevant information. You should also communicate the purpose and scope of the meeting to the stakeholders in advance, so they can come prepared and know what to expect.

2 Choose the right format and tools

Depending on the size, complexity, and objectives of your stakeholder meeting, you may opt for different formats and tools. For example, you may choose a face-to-face meeting, a video conference, a webinar, or a workshop. You may also use tools such as slides, polls, surveys, or brainstorming sessions to facilitate the discussion and engagement. Whatever format and tools you choose, make sure they are appropriate for your audience, your topic, and your desired outcome.

3 Establish the ground rules and roles

To ensure that your stakeholder meeting runs smoothly and respectfully, you should establish some ground rules and roles at the beginning. For example, you may ask the stakeholders to mute their microphones when not speaking, to raise their hands or use the chat function to ask questions, to avoid interruptions or personal attacks, and to respect the time limit. You should also assign roles such as facilitator, note-taker, presenter, or moderator, and clarify their responsibilities and expectations.

4 Encourage participation and feedback

One of the main goals of a stakeholder meeting is to gather input and feedback from the stakeholders, as well as to address their concerns and questions. Therefore, you should encourage participation and feedback from all the attendees, and create a safe and constructive environment for them to share their views and opinions. You can do this by asking open-ended questions, acknowledging and validating different perspectives, summarizing and paraphrasing key points, and inviting suggestions and solutions.

5 Follow up and follow through

After the stakeholder meeting, you should follow up and follow through with the stakeholders, to maintain the momentum and trust that you have built. You should send a summary of the meeting, highlighting the main outcomes, action items, decisions, and next steps. You should also thank the stakeholders for their time and input, and solicit any additional feedback or questions. Moreover, you should follow through with the action items and commitments that you have made, and keep the stakeholders updated on the progress and status of your project.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?