Every project has stakeholders—the people that have a stake in your project. Keeping stakeholders happy and informed is key to project success, but doing so can be easier said than done. That’s where stakeholder register templates come in.Create your template
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Your project’s success depends on many factors—comprehensive planning, effective communication, clear goals and objectives, and, of course, stakeholder buy-in and satisfaction.
Stakeholder happiness is key to any successful project, but it can be challenging to keep track of stakeholder preferences, especially in a large project with a lot of moving parts. Luckily for you, the days of complicated stakeholder management are gone, thanks to stakeholder register templates.
A stakeholder register is a document that outlines all the stakeholders for a particular project, as well as their involvement in the project, their interest and influence, and their communication preferences.
Have you ever mixed up one stakeholder’s preferences with another? Or worse—forgotten to include a stakeholder on important communication? It’s easier than you might think—after all, a project manager isn’t a miracle worker. Having a streamlined process to keep track of stakeholder information is just one small part of good stakeholder management.
That’s where stakeholder registers come in. Stakeholder registers are useful project management tools because they keep all of your stakeholder information in one easily accessible place, simplifying the process of tracking which stakeholders are involved in the project and how they influence the project’s outcome. If stakeholder information changes during the course of your project, you can quickly update the register to reflect the change, so nothing falls through the cracks.
A stakeholder register template is a reusable resource that you can quickly duplicate to set up a new stakeholder register for every project you work on. Stakeholder register templates create a basic outline for all of your projects, making it easy to track each stakeholder’s preferences and project influence after your stakeholder analysis.
As a project manager, it can be difficult to keep track of all your project’s stakeholders, especially when you’re managing a large initiative or juggling multiple projects. But stakeholder buy-in and happiness is important to success. Communicating the right information to the right people at the beginning of the project can help you get buy-in from leadership. It also ensures you and your stakeholders are aligned on the project’s timeline, objectives, and deliverables, preventing scope creep down the line.
Stakeholder register templates simplify this process and streamline stakeholder engagement by acting as a single source of truth for all your stakeholder information. Stakeholder register templates allow you to sort each project stakeholder into different levels or categories, and keep track of how to best share information with them, helping you secure—and keep—that crucial buy-in.
What’s more, digital stakeholder register templates created in a project management tool reduce work about work by acting as a templated blueprint for your stakeholder information, allowing you to quickly get to work at the start of each project.
Other benefits of digital stakeholder register templates include:
Serves as a single source of truth for all your stakeholder information
Tracks stakeholder details in an easily accessible location for all your team members
Keeps team members informed and aligned on stakeholder preferences
Improves stakeholder engagement and relationships
Helps your team understand individual stakeholder preferences, improving effective communication and helping facilitate buy-in
Builds trust and communication with stakeholders
Lets your team quickly see who has decision-making power (and who doesn’t), so you can target the correct stakeholders and quickly reach consensuses
Helps your team identify stakeholder needs and determine how to communicate in a way that’s most beneficial to them
Remember, stakeholder registers are proactive (not reactive) tools that help you keep track of the who’s who on your project. They’re part of the early project planning process, and help you set boundaries and align with stakeholders early, preventing your project from growing in size or falling off track.
Your stakeholder register template will serve as a blueprint for all your projects going forward, so it should include any information you want duplicated across different initiatives. This includes information you’ll want to track for each stakeholder, such as their level of project influence and communication preferences. This way, you never have to worry about forgetting key information.
Your stakeholder register template should include each stakeholder’s:
Role or title
Category (internal or external; primary or secondary)
Level of influence over the project (low, medium, or high)
Level of interest in the project (low, medium, or high)
Specific needs or wants
Primary form of communication
The type of information they prefer in updates
How often they prefer to be updated
Any additional notes
Your stakeholder register template should also include a section for basic project information, such as the project’s name and description, the type of project, and the proposed start and end date. You can fill out this information and any stakeholder-specific notes at the beginning of each project.
Project status updates. Say goodbye to sorting between multiple tools to find project status information or sitting through another meeting that could have been an email. Project status updates in Asana aren’t just easier to use—they’re also directly connected to the work your team does. This makes it easy for team members to access additional project information, like your project plan, communication plan, project goals, milestones, deliverables, and more. Ultimately, project status reports reduce your manual work, centralize information, and keep everyone up to date.
Custom fields. Custom fields are the best way to tag, sort, and filter work. Create unique custom fields for any information you need to track—from priority and status to email or phone number. Use custom fields to sort and schedule your to-dos so you know what to work on first. Plus, share custom fields across tasks and projects to ensure consistency across your organization.
Project Overview. Project Overview is your one-stop-shop for all important project context. Give your team a bird’s-eye view of the what, why, and how of your project work. Add a project description to set the tone for how you’ll work together in Asana. Then, share any important resources and context—like meeting details, communication channels, and project briefs—in one place.
Project Brief. A project brief is a way to communicate important details and dates to your broader project team. Make sure your team can easily access your project brief by putting it in a central source of truth like Asana.
Gmail. With the Asana for Gmail integration, you can create Asana tasks directly from your Gmail inbox. Any tasks you create from Gmail will automatically include the context from your email, so you never miss a beat. Need to refer to an Asana task while composing an email? Instead of opening Asana, use the Asana for Gmail add-on to simply search for that task directly from your Gmail inbox.
Slack. Turn ideas, work requests, and action items from Slack into trackable tasks and comments in Asana. Go from quick questions and action items to tasks with assignees and due dates. Easily capture work so requests and to-dos don’t get lost in Slack.
Dropbox. Attach files directly to tasks in Asana with the Dropbox file chooser, which is built into the Asana task pane.
Miro. Connect Miro and Asana to streamline workflows and see the full picture of every project, all in one place. Embed Miro boards into Asana project briefs, allowing team members to interact, view, comment, or edit directly from within Asana. Or, attach an existing or new Miro board to any Asana task, automatically inviting task collaborators to view, comment, or edit the board.
Typically, the project manager—the person in charge of organizing the project, coordinating work, and tracking the project’s progress—creates the stakeholder register template. Once you've duplicated the template for a specific project, the project manager can fill in information as stakeholders are identified.
Your stakeholder register template will serve as a blueprint for all your upcoming projects that involve stakeholders, so you’ll want to include any basic sections that are duplicatable across all projects. This might include each stakeholder's name, communication preference, level of influence and interest, and contact information. Check out our article on building a stakeholder engagement plan to learn more about how to identify stakeholder interest and build a stakeholder communication plan.
Stakeholders can vary from project to project. Project stakeholders can be the people who are doing the work, as well as the work is being done for. Project stakeholders can be internal or external, and range from individual contributors to senior executives. The TL;DR, though, is that if the person can impact or be impacted by the project, they’re probably a project stakeholder. The best time to identify stakeholders is before the project has fully kicked-off, typically during stakeholder analysis. This process helps you identify the right stakeholders—and clarify their motives and interest—early, so you can start the project with the right information.
Using a stakeholder register template is easy—every time you kick off a new project, simply duplicate the stakeholder register template and fill in your new project’s stakeholder information. Be sure to also include project information, such as the project’s purpose and proposed start and end dates, to keep everyone aligned. Once your project is underway, you can update the stakeholders’ information based on stakeholder feedback and behavior.
The simple answer? A stakeholder register template works for any project that involves stakeholders. Whether you’re redesigning a website for a client or building your company’s internal go-to-market strategy, it’s important that you’re aligned with your stakeholders on things like project objectives and deliverables. This alignment prevents scope creep and ensures everyone has the same understanding of project success. A stakeholder register template makes this possible by keeping all your stakeholder information in one place, so you can be sure you’re communicating with the right people in the right way.
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