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Stakeholder Engagement Plan

stakeholders


Workshop

2-3 h

10-15

Stakeholder Engagement Plan

Building on the Quadruple Helix Stakeholder Mapping, this tool helps you analyse and categorise your stakeholders. By strategically categorising the stakeholders, you can optimise resources and foster effective collaborations. This step ensures your initiatives not only tackle complex challenges but also drive innovation for meaningful and systemic transformations.

Stakeholders are commonly categorised in relation to their relative levels of interest and influence (i.e. whether they can make useful contributions and positively influence the research or block the research, and whether they will be affected by the outcomes), against the interest of the stakeholder in the project. This tool will help you analyse and categorise the stakeholders and assess their influence and interests. It ideally follows the Quadruple Helix Stakeholder Mapping workshop.

Project/TRI representatives and diverse stakeholders already familiar with the theme from academia, industry, government, and civil society. Ensure a mix of perspectives, expertise, and roles within each sector.​ Works best with a group of 10-15 participants.

  1. Organise a workshop of about 3 – 4 hours with the necessary participants.  
  2. Preparation:
    • Ask each participant to write the stakeholders they analysed in Quadruple Helix Stakeholder Mapping workshop on post-it notes and to place their stickies on the canvas on the wall with keywords about their interest/influence.  ​
  3. Fill out the Influence / Interest Matrix through brainstorming in groups:
    • Analyse the interest and influence of the stakeholders and categorize them in the influence / interest matrix.
    • Identify the areas of interest and influence of each stakeholder and plan suitable engagement methods for each category.
  4. Present results of the Influence / Interest Matrix:
    • Ask volunteering participants to present their own notes & ideas for each category (collaborate, involve, consult, inform). Facilitator groups or clarifies the notes within each square if appropriate during the discussion.
  5. Fill out the Stakeholder Engagement Table as a group work:
    • Look at the stakeholder influence/interest canvas (previous exercise). Use the same stakeholder categories for the stakeholder engagement table tool.
    • Brainstorm what kind of method, timing, and frequency of engagement would be suitable for each stakeholder category. Write them on the canvas with real or virtual post-its. ​
  6. Discussresources and responsibilities
    • Ask the participants to reflect on the time/funding resources required to achieve the engagement activities of the table. Ask them also to name a responsible organisation/work package for those stakeholders or categories where it is possible to name one.​

Document the defined stakeholder engagement plan and share the summary document with the participants. The results can be used for the development of the communication, dissemination and exploitation plans.

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By creating a stakeholder engagement plan including the vital stakeholders crucial for the success of our clean energy initiatives, we facilitate a clearer understanding of engagement strategies tailored to specific sectors, ensuring that our collaborative efforts yield meaningful impact and sustainable outcomes.​

  1.  Clear Communication:
    • Clearly communicate workshop objectives and agenda.​
  2.  Facilitator Expertise:
    • If possible, employ a skilled facilitator with stakeholder engagement expertise.​
  3.  Time Management:
    • Allocate sufficient time for each workshop step.​
  4.  Capture Insights:
    • Document key insights of the discussion. This can prove useful in the follow-up workshop.​
  5.  Follow-Up Plan:
    • Invite the participants to the follow-up workshop.