Project management is great when everything runs smoothly. When colleagues are cheering you on, deliverables arrive on time – and you can wipe your forehead thinking, “I’ve actually got this.”
But let’s be honest.
That’s not always how it goes.
Some days, your project feels more like a windy bike ride with flat tires and a chain that keeps slipping off. And that’s exactly when a solid stakeholder analysis can save your day.
Let’s start with the basics:
What is a stakeholder? A stakeholder is anyone who either:
influences your project, or
is affected by your project.
That includes everyone from the management team that initiated the project to the citizen who’ll one day use the solution you’re building.
And because stakeholders come in all shapes and sizes, it’s not enough to make a list. You also need to understand:
how much influence they have
how much they’re affected
and how to handle them best
The Four Types of Stakeholders Here’s an overview of the four stakeholder archetypes you’ll want to know:
Affected Not affected High influence Key stakeholder Power player Low influence Passive recipient External stakeholder Key stakeholders (High influence / Affected) These people are worth their weight in gold. They can help you steer through storms and actually get the project over the finish line. Pull up a chair for them. Involve them. Don’t just inform – include.
Power players (High influence / Not affected) They may seem uninterested. But they hold the keys to the engine room. You can't afford to ignore them. Make sure they feel heard, respected – and not in the mood to pull the brakes.
Passive recipients (Low influence / Affected) They don’t have much say – but they’re the ones who’ll live with the outcome. That means you owe them clarity, consistent updates and maybe a bit of empathy too.
External stakeholders (Low influence / Not affected) They don’t have skin in the game. They just need to know the project exists. Keep them in the loop – but don’t invest your energy trying to engage them deeply.
Why Is a Stakeholder Analysis Important? Because stakeholders are either with you or against you. And sometimes both – depending on timing, mood, and how much your project lands in their backyard.
A solid stakeholder analysis gives you:
clarity on the people around your project
input to your communication strategy
early warning signs of potential conflict
and a smart way to prioritise your time and attention where it really matters
Bonus: It’s also a great foundation when you’re assessing risks or mapping out a plan B.
How to Do a Stakeholder Analysis Here’s a step-by-step guide you can do solo – or better yet, with your project team.
Tip: A stack of index cards, some teacher-grade tack, and a big empty wall work wonders here. The bigger the space, the better the overview.
Step 1: Identify your stakeholders Start with a big, messy brainstorm. Walk through the entire lifecycle of the project and ask yourselves:
Who initiated the project?
Who approves the deliverables?
Who’s footing the bill?
Who's affected – positively or negatively?
Who will use the final product or service?
Who might sabotage or support progress?
Jot down every stakeholder that comes to mind. Better too many than too few at this stage.
Step 2: Sort them into the matrix Now place each stakeholder in the model:
Do they have high or low influence?
Are they highly or minimally affected?
You're now starting to see who needs a weekly update – and who should have a seat in your steering group.
Step 3: Describe them This step is pure gold – especially if you want to actively use your analysis.
For each important stakeholder, answer:
What are their expectations for the project?
What’s in it for them?
What do they risk losing?
How strong is their support? (Scale of -5 to +5)
How much do they influence success? (Scale of 1 to 5)
What’s your plan to engage them?
You can write a short profile for each or build it all into a spreadsheet.
Step 4: Use the analysis – don’t just file it Don’t let your stakeholder map collect dust in the back of your project binder.
Use it to:
shape your communication plan
inform your risk assessment
guide your planning
spot potential quick wins – places where a little effort could bring a lot of value
And revisit it regularly. Stakeholders shift, and so does their impact on your project.
How Detailed Should It Be? Think of your stakeholder analysis like a hiking backpack.
If you under-pack, you’ll miss the essentials. If you overload, you’ll burn out before the first hill.
The level of detail should match the size and complexity of your project. Don’t skip the analysis. But don’t waste time mapping 117 peripheral actors either. Prioritise.
When the Project Ends Once you've crossed the finish line, it’s time to look back:
What worked well in your stakeholder management?
What would you do differently?
How can you take the learnings into your next project?
The Ultra-Short Version
A stakeholder analysis helps you figure out:
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who influences your project
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who’s affected by your project
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and how best to handle them
It makes it easier to plan, communicate, and avoid unpleasant surprises.
And it makes you a wiser, sharper project manager – on both the good days and the messy ones.