Documenting Stakeholders in a Register
As we begin the process of identifying stakeholders, we need a means of capturing and documenting these individuals, organizations, and groups. This is usually accomplished via a stakeholder register.
A stakeholder register is nothing more than a list. It is usually in the form of a spreadsheet that contains all the relevant information about each identified stakeholder. This information includes (but is not necessarily limited to) the following four basic categories of information:
Name (and Title, if applicable). Self explanatory. Make sure you get spellings and titles
Organization. Self explanatory.
Contact Information. Email addresses, phone numbers, etc.
Other Relevant Identifying Information. As required.
Assessment Information and Assumptions:
Needs, Wants, Requirements, Expectations, Concerns. This might be a bit subjective at first, but the more you get to know your stakeholders, the clearer this will be. Also, it never hurts to explicitly ask them.
Power, Influence. This is a binary choice: high or low.
Interest. Similarly, this is binary: high or low.
Classification of Stakeholder:
Priority, Importance. The combination of power and interest will result in this prioritization. For example, if a stakeholder has both high power and high influence, then they should be a high priority for you to engage with.
Stakeholder Management Plan:
Communication Method(s). Does the stakeholder want regular formal written reports, informal telephone calls, or will rely on just gathering their own information based on data that you post online your website? Or something altogether different.
Communication Frequency. How often does the stakeholder want/need to be interacted with?
Other Relevant Methods of Managing Stakeholder. As required.
Here is a link to a blank Stakeholder Register that you can use as a template to create your own custom register on your project. Feel free to make a copy and then customize it to meet your individual project needs.
To use the register, you begin in the Stakeholder Identification stage by filling out the first category rows of information, populating the spreadsheet with the names and ID information of the stakeholders you identify. You don’t have to necessarily fill out every piece of information at first; instead, simply capturing the Identification Information is enough; you can/will come back later to add the other relevant information ID information. Then, as you work through the subsequent Assess/Analyze/Classify, and Plan/Implement stages, you progressively fill out the remaining columns and data in the spreadsheet.