Documenting Stakeholder Interviews: A Comprehensive Guide
Turning Conversations into Actionable Insights
Understanding stakeholders is one of the most critical parts of any project’s success. As a designer working with stakeholders ensures your project aligns with business goals and meets organizational needs. But documenting stakeholder interviews is often overlooked, even though it can help bridge gaps between teams, clarify expectations, and avoid costly misalignments later.
In this article, we’ll explore who stakeholders are, the types of stakeholders, how to determine when you’ve interviewed enough stakeholders, and finally, what your documentation should include to make it truly effective.
Who Are Stakeholders?
The term “stakeholder” may sound like corporate jargon, but it simply refers to people or groups whose support is essential for the success of your project. Without their input or buy-in, your project is likely to face roadblocks. Stakeholders may not always be obvious, so it’s essential to identify them early.
Stakeholders include:
1. Executives: They guide the company’s mission and vision. Their input ensures the project aligns with broader organizational goals.
2. Managers: Responsible for allocating resources and ensuring the project fits within team priorities.
3. Subject Matter Experts (SMEs): Individuals with deep knowledge of the industry, processes, or systems related to the project. They help fill knowledge gaps.
4. Staff in Key Roles: Frontline employees, such as customer service reps or sales teams, who interact with end-users and understand their needs firsthand.
5. Investors or Board Members: While some may be hands-off, others play a pivotal role in influencing decisions or providing funding.
When Is It Enough?
You’ll know you’ve interviewed enough stakeholders when you can confidently answer the following questions:
1. Who Are the Stakeholders?
You’ve identified all key stakeholders, their roles, and their perspectives.
2. What Are Their Goals and Concerns?
You understand how each stakeholder defines project success and what challenges they foresee.
3. Alignment and Risks:
You’ve uncovered potential misalignments or power dynamics that could affect the project.
4. Workflow Integration:
You know how your project fits into the organization’s existing workflows and impacts day-to-day operations.
If you can confidently explain these factors to your team, you’ve likely gathered enough data to proceed.
What Should Your Documentation Include?
Your stakeholder interview documentation is a roadmap for aligning goals and managing expectations. Here’s what to include:
1. Problem Statement and Assumptions
Define the problem your project aims to solve or the opportunity it seeks to capture. Clarify any assumptions made about the organization, stakeholders, or end-users.
2. Goals
Gather and reconcile the goals of all stakeholders. Ensure alignment on what success looks like, even if different teams initially have varying perspectives.
3. Success Metrics
Include measurable goals to track progress these could be qualitative or quantitative but later are preferred for example, boost the engagement by 60% in next 2 months.
4. Completion Criteria
Outline how and when the project will be considered complete. Without clear criteria, projects can linger indefinitely or face scope creep.
5. Scope
Clearly define what is included and excluded in the project. For example:
• In Scope: Redesigning the website’s user flow.
• Out of Scope: Changing the company’s branding or logo.
Final Thoughts
Documenting stakeholder interviews is more than just note-taking — it’s a strategic process that sets the foundation for project success. By identifying the right stakeholders, knowing when you’ve gathered enough input, and creating detailed documentation, you ensure that your project is aligned with organizational goals and prepared to overcome challenges.
Taking the time to thoroughly document interviews isn’t just about meeting deadlines; it’s about building trust, fostering collaboration, and delivering solutions that make a meaningful impact.
