The Ultimate Guide to Creating and Developing a Stakeholder Register 

 September 30, 2022

Written by Yemisi Iyilade, Project Management Consultant, Scientist & Innovation Expert.

Do you need to create a stakeholder register for your upcoming project?

A stakeholder register is a key document for any project manager. This document ensures that all stakeholders are identified and included in the project management plan. It is an important part of any project work process.

In this blog post, we will discuss tips on how to create and develop a stakeholder register, as well as what information should be included in the document. We will also talk about the best strategy for ensuring that all stakeholders are accounted for.

Let’s get started!

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Why you should create and develop a stakeholder register

As an experienced or new project management professional, one of the documents you create when starting a project is the stakeholder register.

The register contains the names and other details of every person that will be impacted by the project and it provides a way to track and manage status on the project.

This document will also help new team members added to the project determine everyone involved, as the project develops. So as the project leader you must know how to create one and work on keeping it constantly updated.

develop a stakeholder register

What Is a Stakeholder Register?

A stakeholder register is a document that lists all the individuals and organizations that have a vested interest in your project. This includes both internal and external stakeholders.

Internal stakeholders are those who are directly involved in the project, such as team members, project leaders, and office managers.

External stakeholders are those who are not directly involved in the project but who still have a vested interest in its outcomes, such as business owners, shareholders, and members of the community.

Benefits of a Stakeholder Register

The main reason why it’s important to maintain a stakeholder register is that it allows you to keep track of all the different people and organizations that have a stake in your project.

This information is crucial for creating and implementing effective stakeholder management strategies. Without a complete and up-to-date register, it would be very difficult to manage stakeholders effectively.

There are many benefits to maintaining a stakeholder register on every project.

  1. First, it ensures that all stakeholders are accounted for and can be contacted if needed.
  2. Second, it provides a way to track their involvement in the project. This can be helpful when assessing project risks or determining whether specific stakeholders need to be updated on project progress.
  3. Finally, a stakeholder register can help identify new stakeholders as the project progresses. This is important for keeping the project team up-to-date on who is involved in the project and how they can be contacted.

6 Steps to Creating a Stakeholder Register

1. Identify all potential stakeholders.

Once you have defined your project’s objectives, you can start identifying potential stakeholders. These may include individuals, groups, or organizations who have a vested interest in the success or failure of your project. Try to think broadly about who may be affected by your project, and consider all the different ways they could be affected.

2. Prioritize your stakeholders.

Not all stakeholders will have equal roles in the project. Some will be more important to the success of your project than others. Once you have identified all potential stakeholders, take some time to prioritize them based on their importance to the project. You will need to gather contact information for each stakeholder. Be sure to include their name, title, organization, email address, and phone number.

3. Assess each stakeholder’s influence and interest.

Now that you have identified and prioritized your stakeholders, it’s time to start assessing their influence and interest in the project. Each stakeholder will have their own unique perspective, and it’s important to understand how this may impact the way they interact with your project.

4. Choose a project management software

You will need a tool for storing and tracking your stakeholder register information. There are many software options available, or you can simply create a spreadsheet using Microsoft Excel or Google Sheets.

5. Engage with your stakeholders throughout the project lifecycle.

Once you have assessed each stakeholder’s influence and interest, it’s important to engage with them throughout the life of your project. This means keeping them informed of progress, listening to their feedback, and addressing any concerns they may have in a timely manner.

6. Revise your stakeholder register as needed.

As your project progresses, new stakeholders may emerge or existing ones may change their level of interest or involvement. Be sure to revise your stakeholder register accordingly so that it remains accurate and up-to-date.

What Information Should Be Included in a Stakeholder Register?

There are several pieces of information that should be included in every stakeholder register. First and foremost, you’ll need to list the name of each individual or organization.

For each name, you should also include their contact information, title or position, organization affiliation, role in the project, and level of interest in the project (high, medium, or low).

You may also want to include additional notes on each entry as needed, after all, as the Project Management Institute (PMI) points out, “Effective stakeholder management is critical to the success of any project.” But what information should you include in your stakeholder register?

Here are some ideas for each category of members.

1. Project Leaders and Team Members

Of course, you’ll want to include project leaders and team members in your register. For each stakeholder, note their role in the project as well as their contact information. You may also want to include a short description of their interest in the project.

For example, you might note that a team member is especially invested in the project because it aligns with their set expectations or previous work experience.

2. External Stakeholders

External stakeholders are those who are not directly involved in the project but still have a vested interest in its outcome. This might include customers, shareholders, or vendors.

For each external stakeholder, be sure to include their name and contact information as well as a brief description of their relationship to the project or any member of the organization, so that you have information on their main contact.

3. Internal Stakeholders

Internal stakeholders are those who are involved in the day-to-day operations of your organization but are not directly involved in the project. This might include upper-level management or employees from other departments who will be affected by the project’s outcome

As with external stakeholders, be sure to include each internal stakeholder’s name and contact information as well as a brief description of their relationship to the project.

4. Key Personnel from Other Organizations

Depending on the nature of your project, you may need to involve personnel from other organizations. For example, if you’re working on a collaborative research project or you’re outsourcing part of the work to another company.

In these cases, it’s important to include key personnel from those organizations in your register so that you can easily get in touch with them when needed. Include each individual’s name and contact information as well as their title and organization name.

5. Stakeholders with Particular Expertise

You may also want to include stakeholders with particular expertise related to the project. For example, subject matter experts or industry analysts.

These individuals can provide valuable insights at various stages of the project, so it’s helpful to have their contact information on hand. Be sure to note each individual’s area(s) of expertise so that you know when they can be most useful.

What is a stakeholder management plan?

A stakeholder management plan is a tool that can be used to identify, assess and track engagement with stakeholders. It can help you to understand their expectations, priorities, and interests, and how these may change over time.

By engaging with stakeholders in an effective way, you can improve the likelihood of project success. There are a number of different elements that can be included in a stakeholder management plan. These might include:

  • An overview of the project and its stakeholders
  • A stakeholder register, which details who the project stakeholders are and their contact information
  • A stakeholder map, which shows the relationships between different stakeholders
  • A communications plan, detailing how you will engage with stakeholders throughout the project
  • A risk management plan, which identifies any risks associated with stakeholder engagement

Each of these elements will be tailored to the specific needs of your project. However, including them in your stakeholder management plan can help you to proactively manage engagement with your stakeholders and improve the chances of success.

Wrap Up

Stakeholder registers are an important part of any project management process, and they can help ensure that all stakeholders are identified and included in the project.

By following the tips in this blog post, you can create a comprehensive stakeholder register that includes all of the necessary information about your stakeholders. This will help to ensure that everyone involved in the project is aware of their role and responsibilities.

It aids in the confirmation of all stakeholders and their inclusion in the project. This can help to avoid any conflict or problems down the road.

Once you have gathered all stakeholder information, you will need to decide how often to update the register. It is generally recommended that you update the register at least once per week, to make sure that all stakeholders are kept up-to-date on the latest project developments.

Creating and maintaining a stakeholder register is simple and only requires basic information gathering and tracking tools. Continuously updating your stakeholder register will ensure that your projects always have accurate stakeholder information.

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Yemisi Iyilade

Yemisi Iyilade is a Project Management Professional, PMP and Maxwell Leadership Coach and Trainer. She has worked in the environmental, nonprofit, and technology industries, developing new products and services, providing leadership, and facilitating meaningful engagement with stakeholders. Yemisi is driven by a mission to empower young people, women, and immigrant professionals through content delivery, coaching and training. She believes that if given the right tools and tactics, any motivated person can gain the awareness and grit needed to create better opportunities.


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