How to Manage Expectations and Engagement with a Stakeholder Analysis Template
By: Hajime Estanislao, PMP; Editor: Geram Lompon; Reviewed by: Alvin Villanueva, PMP
Are you struggling with unclear communication, shifting expectations, or surprise resistance in your projects? These challenges often do not come from gaps in the project plan—they come from the people involved.
Misunderstood or misaligned stakeholders can quietly stall progress or create tension that disrupts well-planned projects. It is where the importance of stakeholder communication becomes clear.
That is where stakeholder analysis helps. By identifying the people who matter to your project’s internal and external stakeholders, you can understand their interests, assess their influence, and plan how to engage with them meaningfully. This process gives project managers more clarity during project planning and helps reduce confusion throughout the project lifecycle.
Imagine progressing through your project knowing who to update, when to involve them in decisions, and how to manage their expectations. A structured stakeholder map and clear stakeholder analysis template help you focus where it matters—reducing delays, missteps, or late-stage pushback.
This article walks you through creating your stakeholder analysis template, covering definitions, best practices, and a downloadable Excel format to support your next project stakeholder management effort.
What is Stakeholder Analysis?
Stakeholder analysis is the process of identifying stakeholders and understanding the individuals, groups, or organizations interested in a project.
It helps project managers recognize different stakeholders who may influence the project, how they are affected, and their expectations.
By assessing each stakeholder’s role, level of interest, and influence on the project’s outcome, teams can decide how to engage stakeholders throughout the project execution phase.
This clarity supports effective stakeholder communication, reduces misunderstandings, and strengthens collaboration.
Types of Stakeholders
Stakeholders typically fall into two main categories:
- Internal stakeholders – project team members, resource managers, and senior management
- External stakeholders – customers, suppliers, government agencies, local communities
Each stakeholder has a unique vested interest in the project and can influence outcomes in both positive and negative ways. Grouping them as primary and secondary stakeholders supports better stakeholder prioritization and helps the project team tailor communication approaches.
Key Stakeholders
Key stakeholders are those with significant influence and high interest in the project; individuals or groups can, through their positive or negative influence, shape the direction, pace, and decisions that affect the outcome.
Identifying these key project stakeholders allows the project manager to address their concerns, clarify their role, and maintain their involvement throughout the project lifecycle.
Stakeholder Analysis in Project Management as Part of Project Stakeholder Management
Stakeholder analysis is a core element of
According to the PMBOK Guide, stakeholder analysis is part of the process of identifying project stakeholders process and supports the creation of a stakeholder register. This register includes:
- Name and organizational position
- Role in the project
- Level of influence
- Level of interest
- Communication needs and preferences
PMBOK Description of Stakeholder Analysis
PMBOK describes stakeholder analysis as a structured technique for gathering and assessing information to determine whose interests matter throughout the project. Stakeholders are typically classified by:
Power – authority to influence decisions
Interest – level of concern with the project’s outcome
Influence – active involvement or control over the process
Impact – how much the project affects them
This classification helps project managers select appropriate communication methods and engagement strategies.
Best Practices for Stakeholder Analysis in Project Management
- Start early: Begin analysis during the planning phase for better decision-making.
- Identify internal and external stakeholders: Include team members, sponsors, and government entities.
- Use a stakeholder analysis matrix: Map by influence and interest to guide engagement.
- Update regularly: Adjust the analysis as new stakeholders emerge in a project.
- Involve the project team: Involve stakeholders and use their insights to capture relationships accurately.
- Support communication planning: Align strategy with stakeholder roles and preferences – be on the same page.
Example Stakeholder Analysis
| Stakeholder Name | Type (Internal/External) | Role/Title | Primary/Secondary | Interest Level (High/Med/Low) | Influence Level (High/Med/Low) | Engagement Strategy | Preferred Communication Method | Frequency | Notes |
|---|---|---|---|---|---|---|---|---|---|
| Jane Smith | Internal | Project Sponsor | Primary | High | High | Manage Closely | Weekly Meeting | Weekly | Senior decision-maker |
| Local Council | External | Regulatory Body | Secondary | Medium | High | Keep Satisfied | Monthly Report | Monthly | Approves permits |
| End Users | External | Product Users | Primary | High | Medium | Keep Informed | Surveys & Demos | Biweekly | Involved in the testing phase |
| Dev Team | Internal | Project Team | Primary | High | Medium | Manage Closely | Standups & Chat | Daily | Core delivery team |
| Procurement Dept | Internal | Resource Managers | Secondary | Medium | Medium | Keep Informed | Email Updates | Weekly | Supports resource planning |
| Local Residents | External | Community Members | Secondary | Low | Low | Monitor | Website Notices | Monthly | May raise local concerns |
Reasons You Need to Know Stakeholder Management and Analysis
Understanding how to manage and analyze stakeholders is essential for any project. Even when a plan is well-structured, the project’s success depends on the relationships built around it.
People bring opinions, constraints, and priorities. Without a thoughtful approach to managing stakeholder expectations, the project may lose focus or momentum.
- Helps identify who supports or may resist the project
- Reduces misunderstandings and miscommunication
- Supports realistic planning and prioritization
- Strengthens stakeholder relationships
- Enhances cross-departmental coordination more easily
- Keeps project sponsors informed and engaged
- Encourages early involvement of key stakeholders
- Highlights risks tied to stakeholder concerns
- Aligns the team with external expectations
- Supports a steady, coordinated approach across phases
Step-by-Step Instructions for Creating Your Stakeholder Analysis Template
Creating a stakeholder analysis template isn’t about filling in boxes—it’s about making sense of the people connected to your project.
This step-by-step process helps you build a usable and straightforward tool that fits your project’s context and strengthens stakeholder relations, keeping your stakeholder management efforts on track.
Whether working with a small internal team or coordinating across departments and external agencies, this process will help you create a working document you can refer to throughout the project to manage stakeholder expectations.
Stakeholder Scan
Start by listing all individuals, groups, and organizations involved in or affected by your project, including potential stakeholders.
Think beyond the names. Include internal roles like team members, senior management, and project sponsors.
Also consider external roles such as clients, government agencies, vendors, or community groups. This first list forms the foundation of your stakeholder register.
Review the project charter, communication records, or organizational charts to identify people you might overlook.
Label Their Type
Once you’ve gathered your list, classify each of the different stakeholders as either internal or external.
Internal stakeholders are typically within the organization (e.g., project team members, resource managers), while external stakeholders operate outside (e.g., regulators, suppliers, local communities).
You label internal stakeholders as primary or secondary based on how directly they are involved.
Knowing who’s inside vs. outside the organization helps tailor your communication and engagement approach.
Map Influence and Interest
Use a simple matrix to determine each stakeholder’s level of influence or ability to impact the project and level of interest (how invested they are in the project’s outcome). These levels are usually rated as high, medium, or low.
This step helps you see who needs close attention and who may need occasional updates.
Matrix tip:
- High Influence + High Interest = Manage Closely
- High Influence + Low Interest = Keep Satisfied
- Low Influence + High Interest = Keep Informed
- Low Influence + Low Interest = Monitor (low interest stakeholders)
Define Engagement Strategy
Now that you know who’s who, outline how you plan to engage each stakeholder. Those actively involved or who pose risks may need regular meetings or progress check-ins. Others may only need a monthly update or report.
Define the approach—formal or informal, collaborative or consultative—based on their role and expectations.
A government regulator may require compliance updates, while end users prefer short surveys or demos.
Select Communication Preferences
This step documents each stakeholder’s preferred communication method and frequency to communicate with them effectively.
Email, meetings, dashboards, reports—each stakeholder might respond better to different channels. Clarifying this upfront reduces confusion later.
Ask yourself how often they need updates and what format they will most likely read or respond to.
Keep It Living
The final step is to treat your stakeholder analysis template as a working document, updating it as the project progresses.
Update it throughout the project as new stakeholders appear or as people’s roles and influence change. Keep it part of your planning and review processes to keep communication aligned.
Projects shift. So do stakeholder needs. Revisit the template regularly to stay accurate and relevant.
Effective Communication
Clear, consistent communication is central to successful stakeholder management. A well-planned approach addresses content, timing, and preferred channels based on the stakeholder’s role and interest. By creating space for stakeholder feedback, you support transparency and reduce resistance.
Environmental Considerations
Environmental factors—such as government regulations, community norms, or industry standards—can shape how stakeholders respond to your project. Considering these during stakeholder analysis helps you manage perceptions among major stakeholders and avoid missed expectations. It also supports better alignment with the organization’s long-term objectives.
Considerations For Successfully Integrating the Stakeholder Analysis Template in Your Projects
The value of a stakeholder analysis template depends on its utilization. Projects evolve as stakeholder priorities change, which is why the template needs to be revisited regularly. Use it in reviews, planning sessions, or when making key decisions.
It should also be part of your communication plan, not separate from it. For consistency, stand-up meetings and updates can refer back to what is documented in the template.
Involving your project team in maintaining the template increases its accuracy and builds shared understanding. When everyone knows what to expect, it becomes easier to maintain alignment and keep the project progress steady.
Taking it to the Next Level: Use the Templates and Leverage Technology!
The stakeholder analysis template works best when used as an active part of
Manual tracking may fall short as projects become more complex or involve too many stakeholders. Tools like Microsoft Teams, Trello, or stakeholder engagement software can help track updates, support engagement logs, and streamline communication.
While tools can simplify stakeholder engagement, the value still lies in the quality of the relationships. Use technology to support—not replace—the thoughtful work of building strong stakeholder relationships.
Wrapping Up: Stakeholder Management is Essential for Project Success
Every project involves people. Whether internal or external, each stakeholder brings expectations, concerns, and influence that can shift a project’s course. Understanding these dynamics is part of what makes a project manager effective.
A well-structured stakeholder analysis template helps organize this understanding into something practical. When used consistently, it supports decisions, fewer disruptions, and a more connected project team.
Project success often comes down to how well the people around the project are understood and involved. That’s why stakeholder management isn’t optional—it’s part of what makes a successful project succeed.
References
Project Management Institute. (2017). A guide to the project management body of knowledge (PMBOK® Guide) (6th ed.). Project Management Institute.
ProductPlan. (2025, April). Stakeholder management. https://www.productplan.com/glossary/stakeholder-management/
ProjectManager. (2025, April). Project stakeholder management guide. https://www.projectmanager.com/guides/stakeholder-management
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