Step-by-Step Implementation Guide

graph LR
    %% ========================================
    %% START NODE
    %% ========================================

    START(["🎯 <strong>START</strong><br/>Problem Tree<br/>Draft Complete"])

    %% ========================================
    %% PHASE 1: STAKEHOLDER IDENTIFICATION
    %% (30-45 minutes) - Pot of Gold
    %% ========================================

    PHASE1["<strong>PHASE 1</strong><br/>IDENTIFICATION<br/><br/>⏱️ 30-45 min"]

    STEP1["<strong>Step 1</strong><br/>Brainstorm List<br/><br/>8 prompting<br/>questions<br/><br/>⏱️ 15 min"]
    STEP2["<strong>Step 2</strong><br/>Categorize<br/><br/>Primary<br/>Secondary<br/>Tertiary<br/><br/>⏱️ 10 min"]
    STEP3["<strong>Step 3</strong><br/>Add Details<br/><br/>Contact info<br/>Language<br/>Logistics<br/><br/>⏱️ 10-15 min"]

    %% ========================================
    %% PHASE 2: POWER-INTEREST MAPPING
    %% (20-30 minutes) - Leaf
    %% ========================================

    PHASE2["<strong>PHASE 2</strong><br/>MAPPING<br/><br/>⏱️ 20-30 min"]

    STEP4["<strong>Step 4</strong><br/>Assess Power<br/><br/>Authority<br/>Resources<br/>Influence<br/><br/>⏱️ 10 min"]
    STEP5["<strong>Step 5</strong><br/>Assess Interest<br/><br/>Direct impact<br/>Values<br/>Engagement<br/><br/>⏱️ 5 min"]
    STEP6["<strong>Step 6</strong><br/>Plot on Grid<br/><br/>4 Quadrants<br/>Engagement<br/>priorities<br/><br/>⏱️ 10-15 min"]

    %% ========================================
    %% PHASE 3: ENGAGEMENT PLANNING
    %% (45-60 minutes) - Pepper Green
    %% ========================================

    PHASE3["<strong>PHASE 3</strong><br/>PLANNING<br/><br/>⏱️ 45-60 min"]

    STEP7["<strong>Step 7</strong><br/>Design Strategy<br/><br/>By quadrant<br/>Partnership<br/>approach<br/><br/>⏱️ 15 min"]
    STEP8["<strong>Step 8</strong><br/>Prepare Questions<br/><br/>Adapt language<br/>Cultural context<br/>Validation focus<br/><br/>⏱️ 15 min"]
    STEP9["<strong>Step 9</strong><br/>Create Timeline<br/><br/>Prioritize<br/>Sequence<br/>Touchpoints<br/><br/>⏱️ 15-30 min"]

    %% ========================================
    %% PHASE 4: CONDUCTING ENGAGEMENT
    %% (2-3 weeks) - Pepper Green
    %% ========================================

    PHASE4["<strong>PHASE 4</strong><br/>EXECUTION<br/><br/>⏱️ 2-3 weeks"]

    STEP10["<strong>Step 10</strong><br/>Execute Conversations<br/><br/>Build rapport<br/>Use guide<br/>Take notes<br/><br/>⏱️ Ongoing"]
    STEP11["<strong>Step 11</strong><br/>Document Insights<br/><br/>Key findings<br/>Surprises<br/>Quotes<br/>Questions<br/><br/>⏱️ After each"]

    DECISION{"<strong>More<br/>stakeholders<br/>to engage?</strong>"}

    %% ========================================
    %% PHASE 5: INTEGRATION & SYNTHESIS
    %% (45-60 minutes) - Leaf
    %% ========================================

    PHASE5["<strong>PHASE 5</strong><br/>SYNTHESIS<br/><br/>⏱️ 45-60 min"]

    STEP12["<strong>Step 12</strong><br/>Analyze Patterns<br/><br/>Validated?<br/>Themes<br/>Conflicts<br/><br/>⏱️ 20 min"]
    STEP13["<strong>Step 13</strong><br/>Update Problem Tree<br/><br/>Convert (A) to (E)<br/>Add new causes<br/>Note gaps<br/><br/>⏱️ 15 min"]
    STEP14["<strong>Step 14</strong><br/>Plan Follow-up<br/><br/>Share findings<br/>Build relationships<br/>Update map<br/><br/>⏱️ 10-15 min"]

    END(["✅ <strong>COMPLETE</strong><br/>Validated Problem<br/>Tree + Stakeholder<br/>Relationships"])

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

    %% Start to Phase 1
    START --> PHASE1
    PHASE1 --> STEP1
    STEP1 --> STEP2
    STEP2 --> STEP3

    %% Phase 1 to Phase 2
    STEP3 --> PHASE2
    PHASE2 --> STEP4
    STEP4 --> STEP5
    STEP5 --> STEP6

    %% Phase 2 to Phase 3
    STEP6 --> PHASE3
    PHASE3 --> STEP7
    STEP7 --> STEP8
    STEP8 --> STEP9

    %% Phase 3 to Phase 4
    STEP9 --> PHASE4
    PHASE4 --> STEP10
    STEP10 --> STEP11
    STEP11 --> DECISION

    %% Decision loop (if more stakeholders)
    DECISION -->|"Yes<br/>Continue"| STEP10

    %% Decision to Phase 5 (if complete)
    DECISION -->|"No<br/>All engaged"| PHASE5

    %% Phase 5 flow
    PHASE5 --> STEP12
    STEP12 --> STEP13
    STEP13 --> STEP14
    STEP14 --> END

    %% ========================================
    %% FEEDBACK LOOPS (DOTTED)
    %% ========================================

    %% New insights may reveal new stakeholders
    STEP12 -.New stakeholders<br/>identified.-> STEP1

    %% Follow-up conversations may be needed
    STEP14 -.Additional<br/>validation needed.-> STEP10

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

    %% Start/End - Gray (Neutral)
    style START fill:#9CA3AF,stroke:#6B7280,stroke-width:3px,color:#1F2937,font-weight:bold
    style END fill:#10B981,stroke:#059669,stroke-width:4px,color:#fff,font-weight:bold

    %% Phase 1 - Pot of Gold (Foundation)
    style PHASE1 fill:#F59E0B,stroke:#D97706,stroke-width:4px,color:#1F2937,font-weight:bold
    style STEP1 fill:#FEF3C7,stroke:#F59E0B,stroke-width:2px,color:#78350F
    style STEP2 fill:#FEF3C7,stroke:#F59E0B,stroke-width:2px,color:#78350F
    style STEP3 fill:#FEF3C7,stroke:#F59E0B,stroke-width:2px,color:#78350F

    %% Phase 2 - Leaf (Analysis)
    style PHASE2 fill:#72B043,stroke:#5A8F36,stroke-width:4px,color:#fff,font-weight:bold
    style STEP4 fill:#ECFCCB,stroke:#72B043,stroke-width:2px,color:#365314
    style STEP5 fill:#ECFCCB,stroke:#72B043,stroke-width:2px,color:#365314
    style STEP6 fill:#ECFCCB,stroke:#72B043,stroke-width:2px,color:#365314

    %% Phase 3 - Pepper Green (Strategy)
    style PHASE3 fill:#10B981,stroke:#059669,stroke-width:4px,color:#fff,font-weight:bold
    style STEP7 fill:#D1FAE5,stroke:#10B981,stroke-width:2px,color:#064E3B
    style STEP8 fill:#D1FAE5,stroke:#10B981,stroke-width:2px,color:#064E3B
    style STEP9 fill:#D1FAE5,stroke:#10B981,stroke-width:2px,color:#064E3B

    %% Phase 4 - Pepper Green (Execution)
    style PHASE4 fill:#10B981,stroke:#059669,stroke-width:4px,color:#fff,font-weight:bold
    style STEP10 fill:#D1FAE5,stroke:#10B981,stroke-width:2px,color:#064E3B
    style STEP11 fill:#D1FAE5,stroke:#10B981,stroke-width:2px,color:#064E3B
    style DECISION fill:#FEF3C7,stroke:#F59E0B,stroke-width:3px,color:#78350F,font-weight:bold

    %% Phase 5 - Leaf (Synthesis)
    style PHASE5 fill:#72B043,stroke:#5A8F36,stroke-width:4px,color:#fff,font-weight:bold
    style STEP12 fill:#ECFCCB,stroke:#72B043,stroke-width:2px,color:#365314
    style STEP13 fill:#ECFCCB,stroke:#72B043,stroke-width:2px,color:#365314
    style STEP14 fill:#ECFCCB,stroke:#72B043,stroke-width:2px,color:#365314

Phase 1: Stakeholder Identification (30-45 minutes)

Start by casting a wide net to identify everyone who might be relevant to your project.

Step 1: Brainstorm Comprehensive List

What to do:

Use these prompting questions to generate your initial stakeholder list:

• Who experiences the problem directly?
• Who has tried to solve this problem before?
• Who has resources that could help address it?
• Who makes decisions that affect this issue?
• Who has expertise about this problem or population?
• Who might oppose solutions or create barriers?
• Who influences the people most affected?
• Who controls relevant budgets or policies?

Time estimate: 15 minutes

Step 2: Categorize by Relationship to Problem

What to do:

Sort your stakeholder list into three categories:

• Primary: Direct experience or direct impact from solutions
• Secondary: Significant influence, expertise, or resources
• Tertiary: Indirect interest or influence

Time estimate: 10 minutes

Step 3: Add Demographic and Contextual Details

What to do:

For each stakeholder, note:

• Specific role or position
• Location and how to reach them
• Language preferences or communication styles
• Potential scheduling or logistical considerations

Time estimate: 10-15 minutes

Phase 2: Power-Interest Mapping (20-30 minutes)

Now assess each stakeholder's power and interest levels to determine your engagement strategy.

Step 4: Assess Power Levels

What to do:

For each stakeholder, consider:

• Formal authority - Official decision-making power
• Resource control - Access to funding, staff, or facilities
• Influence networks - Ability to sway others' opinions
• Expertise credibility - Respected knowledge in the field
• Community standing - Social influence and respect

Rate each stakeholder as having high or low power relative to your project.

Time estimate: 10 minutes

Step 5: Assess Interest Levels

What to do:

For each stakeholder, consider:

• Direct impact - How much the issue affects them personally
• Professional responsibility - Whether it relates to their work
• Values alignment - How much they care about the cause
• Historical engagement - Past involvement in related issues
• Stated priorities - What they publicly say they care about

Rate each stakeholder as having high or low interest in your issue.

Time estimate: 10 minutes

Step 6: Plot on Power-Interest Grid

What to do:

Place each stakeholder in the appropriate quadrant:

• High Power/High Interest: Manage Closely (deep partnership)
• High Power/Low Interest: Keep Satisfied (focused communication)
• Low Power/High Interest: Keep Informed (active engagement)
• Low Power/Low Interest: Monitor (minimal engagement)

For each stakeholder, note:

• Their primary concerns or motivations
• Preferred communication styles and channels
• Potential barriers to engagement
• Opportunities for mutual benefit

Time estimate: 10 minutes

Phase 3: Engagement Planning (45-60 minutes)

Design your specific engagement strategy for each stakeholder or stakeholder group.

Step 7: Design Engagement Strategy by Quadrant

What to do:

For each power-interest quadrant, plan:

• High Power/High Interest: Plan for collaborative partnerships—multiple touchpoints, co-creation opportunities, shared decision-making
• High Power/Low Interest: Design efficient, informative communications—concise updates, clear asks when needed, advance notice of key decisions
• Low Power/High Interest: Create opportunities for meaningful input—community meetings, focus groups, regular updates through accessible channels
• Low Power/Low Interest: Develop monitoring and minimal engagement approach—broad communications, readiness to escalate if position changes

Time estimate: 15 minutes

Step 8: Prepare Stakeholder-Specific Questions

What to do:

Starting with your validation questions from Lesson 1.1:

• Adapt language and framing for each audience
• Consider their expertise and perspective
• Plan follow-up probes for deeper understanding
• Prepare to share relevant context they might need

Example adaptation:

Time estimate: 20 minutes

Step 9: Create Engagement Timeline

What to do:

• Prioritize high-power/high-interest stakeholders for early engagement
• Sequence conversations to build on each other
• Allow time for multiple touchpoints with key stakeholders
• Plan for synthesis and integration time between conversations

Typical timeline:

• Week 1: High power/high interest stakeholders (3-5 conversations)
• Week 2: Low power/high interest stakeholders (5-10 conversations)
• Week 3: High power/low interest + follow-ups (3-5 conversations)

Time estimate: 15 minutes

Phase 4: Conducting Engagement (2-3 weeks)

Execute your planned conversations systematically and document insights as you go.

Step 10: Execute Conversations Systematically

What to do:

• Confirm logistics and send prep materials if needed
• Start each conversation by building rapport and explaining context
• Use your prepared questions as a guide, not a rigid script
• Take detailed notes or (with permission) record conversations
• End by asking for additional contacts or resources

Conversation structure:

1. Opening (5 minutes): Build rapport, explain purpose, get consent
2. Context sharing (5 minutes): Brief overview of your project and preliminary findings
3. Core questions (20-30 minutes): Follow your prepared questions with thoughtful follow-ups
4. Closing (5 minutes): Thank them, explain next steps, ask for referrals

Time estimate: 30-60 minutes per conversation × number of stakeholders

Step 11: Document Insights Immediately

What to do:

After each conversation, record:

• Key insights about your Problem Tree assumptions
• Surprising information or perspectives you hadn't considered
• Specific quotes or examples that illustrate important points
• Questions or concerns the stakeholder raised
• Potential for ongoing partnership or collaboration

Time estimate: 15-20 minutes per conversation

Phase 5: Integration and Synthesis (45-60 minutes)

Now synthesize all your stakeholder insights and update your Problem Tree based on what you learned.

Step 12: Analyze Patterns Across Conversations

What to do:

Review all your conversation notes and look for:

• Which assumptions were validated? Which were challenged?
• What themes emerged across multiple stakeholders?
• Where did you get contradictory or conflicting information?
• What new causes, effects, or dynamics were identified?

Time estimate: 20 minutes

Step 13: Update Your Problem Tree

What to do:

• Convert validated assumptions from (A) to (E)
• Add new causes or effects that emerged from conversations
• Revise problem statement if community input suggests changes
• Note remaining uncertainties that need further exploration

Before:

After stakeholder engagement:

Time estimate: 20 minutes

Step 14: Plan Follow-up and Ongoing Engagement

What to do:

• Share key findings with stakeholders who provided input
• Identify stakeholders you want to engage throughout project implementation
• Document relationship-building progress and future opportunities
• Update your stakeholder map based on new connections and insights

Time estimate: 15 minutes

Progress Checklist

Use this checklist to track your progress through all 14 steps:

Common Questions

What's Next?

You now have a complete implementation framework. Download the templates and worksheets to guide your execution, then review the quality indicators to ensure your engagement is effective.