DTF Stakeholder Engagement Planning - Overview2013

What is a stakeholder?

DTF defines a stakeholder as:

“Stakeholders are the individuals and/or groups who influence, or are directly affected by DTF conducting its business to achieve its goals.”

A stakeholder engagement plan is typically associated with the need to deliver a task or work: •To support policy development, from consultation processes through to implementation

•As part of planning, implementing and evaluating projects; and

•To support change activity or process

An engagement plan is usually different to a stakeholder relationship management plan. A relationship plan is about investing for future engagement.

When do you need an engagement plan?

Stakeholder Engagement Process – A Step by Step Guide St

eps i

n en

gage

men

t pro

cess

Phase 1 – Goal Setting & Analysis

Phase 2 – Planning Engagement

Phase 3 – Implement & Review

Phase 4 – Evaluation

1. Understand the context and purpose of engagement

3. Identify and prioritise stakeholders

2. Assess the main engagement risks and opportunities

4. Analsye stakeholders

5. Develop engagement objectives

6. Determine engagement strategy and messages

7. Determine engagement tools, resources, timing

8. Implement engagement plan/review progress

9. Evaluate success and lessons learned

Define Purpose

Summarise the purpose of the engagement, including scope and longevity of the plan.

What outcomes are being sought from the engagement relative to the project / program goals?

Engagement risks and opportunities

What are some of the main risks and opportunities for engaging with stakeholders on your project / program / activity?

What are the boundaries of engagement? What can they influence. What is not negotiable?

Stakeholder identification and prioritisation

Determine engagement objectives

Consider the overall outcome sought from the engagement against the analysis you have completed of the key stakeholders.

What are realistic and measurable engagement objectives to help take the stakeholder position from where it is currently to the desired position?

What level of engagement is needed to achieve this?

IAP2 Engagement Spectrum

Level of

impact

Level of Engagement

Description Application Examples of Tools

Inform Provide stakeholder with balanced and objective information about the activity to assist them in understanding the issues, needs etc

Baseline for all stakeholders. Initial phase of any engagement when there is no awareness of the project/activity. This will be the limit of engagement if project/activity has not-negotiable aspects.

Fact sheets, emails, websites, newsletters

Consult Gain stakeholder feedback on analysis, decisions or alternatives as part of project/activity. Acknowledge input and demonstrate how it influenced the final outcome/deliverables.

Applicable if there are minimal negotiable aspects to the project/activity. Stakeholder views may inform final decision making, selection of solutions or finalising details.

Focus groups, surveys, meetings, online tools

Involve Work directly with stakeholder throughout the process of the activity to ensure their concerns and aspirations are understood, considered and reflected as part of decision making and the final outcome/deliverables.

Applicable if there are several negotiable aspects to the project/activity and the stakeholder’s support is important for decision making or implementation.

Workshops, interviews, social media

Collaborate Partner with stakeholders to deliver activity, seeking their advice and input into decision making and solutions, and using this to the fullest extent in the final deliverables.

Applicable if there are many negotiable aspects to the project/activity, and implementation is highly dependent on stakeholders making decisions, providing expertise and knowledge or input that greatly affects the outcome of the project/activity.

Interdepartmental work groups, cross team work groups, workshops, online forums

Empower Provide stakeholders with the support to make final decisions on the final deliverables, which will be implemented.

Applicable if all aspects of the project/activity are negotiable and fully dependent on stakeholders making the final decisions and how it will be conducted.

Delegated decisions, ballots

*Based on IAP2 public participation spectrum.

LOW

HIGH

Strategy and messages

What approach is necessary to achieve the engagement objectives?

What messages will resonate with the stakeholders to take them from their current position to your engagement objective?

Consider “what”, “when”, “where”, “how” and “why”. Be clear about what the call to action is for the stakeholder and the limitations/boundaries of engagement.

Implementation

Evaluate

How successful was the engagement?

What did we learn for future engagement?

How will success be measured?