Lesson 1.2: Stakeholder Mapping & Engagement

Designing Meaningful Engagement

Effective stakeholder engagement requires intentional design that respects cultural norms, adapts to different audiences, and creates safe spaces for honest dialogue and community validation.

Adapting Your Approach by Stakeholder Type

Different stakeholder categories require different engagement approaches. Here's how to adapt your strategy:

graph TD
    %% ========================================
    %% START NODE
    %% ========================================

    START(["🎯 <strong>START</strong><br/>Stakeholder<br/>Identified"])

    %% ========================================
    %% FIRST DECISION: STAKEHOLDER CATEGORY
    %% ========================================

    CATEGORY{"<strong>What category?</strong><br/><br/>Primary: Direct experience<br/>Secondary: Influence/expertise<br/>Tertiary: Indirect interest"}

    %% ========================================
    %% PRIMARY STAKEHOLDER PATH
    %% ========================================

    PRIMARY["<strong>PRIMARY</strong><br/>STAKEHOLDER<br/><br/>Directly affected by<br/>problem or solution"]

    P_QUADRANT{"<strong>Power-Interest?</strong>"}

    P_Q1["<strong>HIGH POWER</strong><br/><strong>HIGH INTEREST</strong><br/><br/>🤝 Partnership<br/>Co-design approach"]
    P_Q2["<strong>HIGH POWER</strong><br/><strong>LOW INTEREST</strong><br/><br/>⚠️ Rare for primary<br/>May indicate barriers"]
    P_Q3["<strong>LOW POWER</strong><br/><strong>HIGH INTEREST</strong><br/><br/>👂 Deep listening<br/>Amplify their voice"]
    P_Q4["<strong>LOW POWER</strong><br/><strong>LOW INTEREST</strong><br/><br/>⚠️ Unusual<br/>Check assumptions"]

    P_FORMAT1["<strong>FORMAT</strong><br/><br/>✓ Focus groups<br/>✓ Community meetings<br/>✓ Co-creation workshops<br/>✓ Home visits<br/><br/>⏱️ 60-90 min sessions"]
    P_FORMAT2["<strong>FORMAT</strong><br/><br/>✓ Confidential interviews<br/>✓ Safe spaces<br/>✓ Trusted intermediaries<br/><br/>⏱️ Flexible timing"]

    %% ========================================
    %% SECONDARY STAKEHOLDER PATH
    %% ========================================

    SECONDARY["<strong>SECONDARY</strong><br/>STAKEHOLDER<br/><br/>Significant influence<br/>expertise or resources"]

    S_QUADRANT{"<strong>Power-Interest?</strong>"}

    S_Q1["<strong>HIGH POWER</strong><br/><strong>HIGH INTEREST</strong><br/><br/>🤝 Advisory role<br/>Collaborative validation"]
    S_Q2["<strong>HIGH POWER</strong><br/><strong>LOW INTEREST</strong><br/><br/>📊 Informative<br/>Keep satisfied"]
    S_Q3["<strong>LOW POWER</strong><br/><strong>HIGH INTEREST</strong><br/><br/>🔍 Expert input<br/>Technical feedback"]
    S_Q4["<strong>LOW POWER</strong><br/><strong>LOW INTEREST</strong><br/><br/>📋 Monitor<br/>Minimal engagement"]

    S_FORMAT1["<strong>FORMAT</strong><br/><br/>✓ Advisory meetings<br/>✓ Expert panels<br/>✓ Validation sessions<br/>✓ Strategic consultations<br/><br/>⏱️ 45-60 min sessions"]
    S_FORMAT2["<strong>FORMAT</strong><br/><br/>✓ Email updates<br/>✓ Brief reports<br/>✓ Quarterly meetings<br/><br/>⏱️ 30 min max"]
    S_FORMAT3["<strong>FORMAT</strong><br/><br/>✓ Targeted interviews<br/>✓ Technical reviews<br/>✓ Written feedback<br/><br/>⏱️ 30-45 min"]

    %% ========================================
    %% TERTIARY STAKEHOLDER PATH
    %% ========================================

    TERTIARY["<strong>TERTIARY</strong><br/>STAKEHOLDER<br/><br/>Indirect interest or<br/>broader context role"]

    T_QUADRANT{"<strong>Power-Interest?</strong>"}

    T_Q1["<strong>HIGH POWER</strong><br/><strong>HIGH INTEREST</strong><br/><br/>📢 Strategic updates<br/>Potential partnership"]
    T_Q2["<strong>HIGH POWER</strong><br/><strong>LOW INTEREST</strong><br/><br/>📋 FYI updates<br/>Courtesy communications"]
    T_Q3["<strong>LOW POWER</strong><br/><strong>HIGH INTEREST</strong><br/><br/>ℹ️ Keep informed<br/>Occasional updates"]
    T_Q4["<strong>LOW POWER</strong><br/><strong>LOW INTEREST</strong><br/><br/>👀 Monitor only<br/>No active engagement"]

    T_FORMAT1["<strong>FORMAT</strong><br/><br/>✓ Phone/video calls<br/>✓ Brief consultations<br/>✓ Surveys<br/><br/>⏱️ 15-30 min"]
    T_FORMAT2["<strong>FORMAT</strong><br/><br/>✓ Email newsletters<br/>✓ General announcements<br/><br/>⏱️ One-way comms"]

    %% ========================================
    %% FLOW CONNECTIONS
    %% ========================================

    %% Start to category decision
    START --> CATEGORY

    %% Category branches
    CATEGORY -->|"Primary<br/>Stakeholder"| PRIMARY
    CATEGORY -->|"Secondary<br/>Stakeholder"| SECONDARY
    CATEGORY -->|"Tertiary<br/>Stakeholder"| TERTIARY

    %% Primary path
    PRIMARY --> P_QUADRANT
    P_QUADRANT -->|"Q1"| P_Q1
    P_QUADRANT -->|"Q2"| P_Q2
    P_QUADRANT -->|"Q3"| P_Q3
    P_QUADRANT -->|"Q4"| P_Q4

    P_Q1 --> P_FORMAT1
    P_Q2 --> P_FORMAT2
    P_Q3 --> P_FORMAT1
    P_Q4 --> P_FORMAT2

    %% Secondary path
    SECONDARY --> S_QUADRANT
    S_QUADRANT -->|"Q1"| S_Q1
    S_QUADRANT -->|"Q2"| S_Q2
    S_QUADRANT -->|"Q3"| S_Q3
    S_QUADRANT -->|"Q4"| S_Q4

    S_Q1 --> S_FORMAT1
    S_Q2 --> S_FORMAT2
    S_Q3 --> S_FORMAT3
    S_Q4 --> S_FORMAT2

    %% Tertiary path
    TERTIARY --> T_QUADRANT
    T_QUADRANT -->|"Q1"| T_Q1
    T_QUADRANT -->|"Q2"| T_Q2
    T_QUADRANT -->|"Q3"| T_Q3
    T_QUADRANT -->|"Q4"| T_Q4

    T_Q1 --> T_FORMAT1
    T_Q2 --> T_FORMAT2
    T_Q3 --> T_FORMAT1
    T_Q4 --> T_FORMAT2

    %% ========================================
    %% FESTA DESIGN SYSTEM COLORS
    %% ========================================

    %% Start node - Gray (neutral)
    style START fill:#9CA3AF,stroke:#6B7280,stroke-width:3px,color:#1F2937,font-weight:bold

    %% Category decision - Pot of Gold (critical first decision)
    style CATEGORY fill:#FEF3C7,stroke:#F59E0B,stroke-width:4px,color:#78350F,font-weight:bold

    %% Primary stakeholder nodes - Pepper Green (most critical)
    style PRIMARY fill:#10B981,stroke:#059669,stroke-width:4px,color:#fff,font-weight:bold
    style P_QUADRANT fill:#D1FAE5,stroke:#10B981,stroke-width:3px,color:#064E3B,font-weight:bold
    style P_Q1 fill:#D1FAE5,stroke:#10B981,stroke-width:2px,color:#064E3B
    style P_Q2 fill:#FEF3C7,stroke:#F59E0B,stroke-width:2px,color:#78350F
    style P_Q3 fill:#D1FAE5,stroke:#10B981,stroke-width:2px,color:#064E3B
    style P_Q4 fill:#FEF3C7,stroke:#F59E0B,stroke-width:2px,color:#78350F
    style P_FORMAT1 fill:#ECFCCB,stroke:#72B043,stroke-width:2px,color:#365314
    style P_FORMAT2 fill:#ECFCCB,stroke:#72B043,stroke-width:2px,color:#365314

    %% Secondary stakeholder nodes - Leaf (important)
    style SECONDARY fill:#72B043,stroke:#5A8F36,stroke-width:4px,color:#fff,font-weight:bold
    style S_QUADRANT fill:#ECFCCB,stroke:#72B043,stroke-width:3px,color:#365314,font-weight:bold
    style S_Q1 fill:#ECFCCB,stroke:#72B043,stroke-width:2px,color:#365314
    style S_Q2 fill:#FEF3C7,stroke:#F59E0B,stroke-width:2px,color:#78350F
    style S_Q3 fill:#ECFCCB,stroke:#72B043,stroke-width:2px,color:#365314
    style S_Q4 fill:#E5E7EB,stroke:#9CA3AF,stroke-width:2px,color:#374151
    style S_FORMAT1 fill:#FEF3C7,stroke:#F59E0B,stroke-width:2px,color:#78350F
    style S_FORMAT2 fill:#E5E7EB,stroke:#9CA3AF,stroke-width:2px,color:#374151
    style S_FORMAT3 fill:#FEF3C7,stroke:#F59E0B,stroke-width:2px,color:#78350F

    %% Tertiary stakeholder nodes - Gray (monitor)
    style TERTIARY fill:#9CA3AF,stroke:#6B7280,stroke-width:4px,color:#fff,font-weight:bold
    style T_QUADRANT fill:#E5E7EB,stroke:#9CA3AF,stroke-width:3px,color:#374151,font-weight:bold
    style T_Q1 fill:#E5E7EB,stroke:#9CA3AF,stroke-width:2px,color:#374151
    style T_Q2 fill:#E5E7EB,stroke:#9CA3AF,stroke-width:2px,color:#374151
    style T_Q3 fill:#E5E7EB,stroke:#9CA3AF,stroke-width:2px,color:#374151
    style T_Q4 fill:#E5E7EB,stroke:#9CA3AF,stroke-width:2px,color:#374151
    style T_FORMAT1 fill:#FEF3C7,stroke:#F59E0B,stroke-width:2px,color:#78350F
    style T_FORMAT2 fill:#E5E7EB,stroke:#9CA3AF,stroke-width:2px,color:#374151

For Primary Stakeholders (Lived Experience)

Setting

Meet in comfortable, familiar spaces for them—community centers, homes, places of worship, or outdoor meeting areas. Avoid intimidating office settings.

Format

Open-ended conversations, focus groups, community meetings. Use formats that feel natural and encourage storytelling.

Questions

Exploratory and experience-based. Ask them to teach you about their reality. Avoid technical jargon.

Tone

Respectful, curious, non-judgmental. Position yourself as learner, not expert.

Duration

Allow sufficient time for full expression. Don't rush. Some cultures value longer conversations that build rapport.

Follow-up

Share back how their input influenced your thinking. Build ongoing relationships, not extractive one-time consultations.

For Secondary Stakeholders (Expertise/Power)

Setting

Professional environments or their preferred locations. Respect their workspace and scheduling constraints.

Format

Structured interviews, expert consultations, advisory meetings. Can be more formal and agenda-driven.

Questions

Can be more direct and analytical. Share your preliminary Problem Tree and seek specific feedback and validation.

Tone

Professional but collaborative. Position as partners in refining analysis, not judges evaluating your work.

Duration

Respectful of their time constraints. Be prepared with focused questions and clear objectives.

Follow-up

Professional updates on progress and outcomes. Acknowledge their contributions in reports and presentations.

For Tertiary Stakeholders (Broader Context)

Setting

Flexible based on their availability and preference. Phone or video calls often work well.

Format

Brief consultations, informational meetings, surveys. Keep it concise and focused.

Questions

Focused on their specific expertise or perspective. Don't ask them to comment on everything.

Tone

Informational and efficient. Appreciate their time without imposing unnecessary burden.

Duration

Concise and focused. 15-30 minutes is often sufficient.

Follow-up

Periodic updates as appropriate. Include them in general stakeholder communications.

Question Design Principles

The questions you ask shape the insights you receive. Effective questions are open-ended, exploratory, and genuinely curious.

✅ Effective Questions (Open-ended, Exploratory)

"Can you describe what this challenge looks like in your daily life?"

Opens space for rich, contextual description without imposing your framework.

"In your experience, what are the main barriers people face?"

Leverages their expertise while allowing them to identify what matters most.

"What approaches have you seen work well? What hasn't worked?"

Learns from history without defending your preliminary ideas.

"If you could change three things about this situation, what would they be?"

Reveals priorities and desired outcomes in their own words.

"Who else do you think we should be talking to about this?"

Expands your stakeholder network through trusted referrals.

❌ Ineffective Questions (Leading, Confirmatory)

"Don't you think that X is the main problem here?"

Leading question that pressures agreement instead of exploring their perspective.

"Would you support our approach to address Y?"

Asks for validation before you've listened to their insights and concerns.

"How important is Z to you?" (without context)

Imposes your priorities without understanding their framework for importance.

"Do you agree that our analysis is correct?"

Seeks confirmation instead of refinement and deeper understanding.

Cultural Considerations and Best Practices

Respect Cultural Norms

Effective engagement requires cultural sensitivity and adaptation:

  • Research appropriate meeting protocols - Learn about greetings, seating arrangements, gift-giving customs, and conversation norms before engaging
  • Consider gender, age, and social dynamics - Understand how these factors affect who speaks, who defers to whom, and who might need separate conversations
  • Use appropriate languages and communication styles - Engage in languages stakeholders are comfortable with, not just what's convenient for you
  • Respect religious or cultural scheduling - Avoid meeting during prayer times, religious holidays, or harvest seasons when communities are busy

Build Trust Through Transparency

Authentic engagement requires honesty and clarity about your intentions:

Explain Who You Are

Be clear about your organization, your role, and why you're asking questions. Don't obscure your affiliations or motives.

Be Honest About Commitments

Only make promises you can keep. Be upfront about what you can and cannot commit to doing.

Explain How Information Will Be Used

Tell stakeholders how their input will influence project design and who will have access to their feedback.

Acknowledge Limitations

Admit when you don't know something or when your current understanding is limited. This builds credibility.

Create Safe Spaces

For honest dialogue, stakeholders need to feel psychologically and physically safe:

  • Ensure confidentiality when discussing sensitive topics - Be clear about when information will be anonymized and when it won't
  • Be aware of power dynamics that might inhibit honest sharing - A community member may not criticize a government official's program if that official is present
  • Consider separate conversations with different groups if needed - Youth might speak more freely without elders present, or women without men
  • Address concerns about information use - Some communities have experienced extractive research where outsiders take information but provide no benefit

What's Next?

Now that you understand engagement strategies and question design, you're ready to implement a systematic approach. The Step-by-Step Guide walks you through the complete process from stakeholder identification through integration of insights.

Ready for the Implementation Framework?

Follow the detailed 5-phase, 14-step process to systematically plan and execute your stakeholder engagement strategy.

Step-by-Step Guide → Download Templates →