Navigating the Stakeholder Maze
- Angeliki Stogia
- Feb 28
- 3 min read
Your practical guide to stakeholder success
Successful regeneration projects don’t just depend on vision and resources—they thrive on managing relationships with diverse stakeholders. Whether you are experienced in engagement or approaching it for the first time, understanding how to navigate the complex maze of priorities, politics, and public perceptions can make or break your efforts.
At our recent Stakeholder Engagement event, our expert panel shared practical insights on navigating the stakeholder maze. Here is what we learned:
Building your foundation: the power of early preparation
"Engagement can never be too early or too frequent," emphasised Helen Tobias, Arup’s Engagement Leader for the Midlands, during our panel discussion. This straightforward principle has proven crucial in successful regeneration projects. The most effective project managers start by establishing a clear, co-developed vision that serves as their north star. This vision becomes invaluable when facing opposition or disagreements, providing a reference point that keeps all parties aligned.
But vision alone isn't enough. Experience shows that formalising partnerships through Terms of Reference (ToR) from the outset helps define roles and responsibilities clearly. Think of it as creating the rules of engagement before the game begins. This approach has helped numerous projects manage expectations and maintain focus, especially when dealing with multiple stakeholders who may have competing interests.
Understanding your stakeholders: reaching beyond the usual suspects
Not all stakeholders are the same, so engagement strategies shouldn’t be either. Use stakeholder mapping to identify key groups—such as advocates, opposition, or neutral parties—and tailor your approach to each. For instance, businesses may focus on short-term impacts, so emphasise long-term economic benefits.
Social media has emerged as an unexpected ally in stakeholder engagement. Before hosting your first engagement meeting, platforms like Brandwatch, Hootsuite and Cision can provide valuable insights into community sentiments and potential concerns. This digital reconnaissance helps you prepare more effectively for face-to-face interactions.
When it comes to opposition groups – and every significant project has them – our panel shared a counterintuitive approach: engage them directly and early. Rebecca Hair, Deloitte’s Assistant Director in the Real Assets Development team, shared a compelling example: "We arranged separate meetings with our strongest opponents. By giving them a platform to speak and actively listening to their concerns, we transformed some of our biggest critics into valuable project contributors."
Making engagement accessible and meaningful
The silent majority often holds the key to a project's success, yet they are typically the hardest to engage. Our panel stressed the importance of making participation as easy as possible. While digital tools have their place, nothing beats face-to-face meetings for building trust. As Angeliki Stogia, Arup’s Stakeholder Engagement and Communications Associate noted, "Never underestimate the power of tea and cake in bringing people together. This has time and time again proved to be more effective than a slick presentation with specific stakeholder groups."
However, accessibility goes beyond physical presence. Using clear, jargon-free language and visual presentations can make complex project benefits more understandable and memorable. For diverse communities, consider using live translation software on tablets during meetings – a simple tech solution that has proven highly effective in inclusive engagement.
Navigating political waters
Political changes, both internal and external, can create turbulence in any project. Maintaining transparency and consistent narrative becomes crucial during these times. Engaging early with politicians across party lines, providing clear briefings on the project’s benefits and alignment with their priorities is key. Ellen Sanderson Clark, Deloitte’s Town Planner, shared a practical tip: "Keep detailed records of all engagements in a central location. This ensures team members can easily access previous meeting notes and maintain continuity in stakeholder relationships, regardless of political shifts."
The human touch: your secret weapon
At its core, successful stakeholder engagement isn't about following a rigid playbook – it's about remembering that we are all human. Each stakeholder, whether a local business owner or a Council member, brings their own concerns and aspirations to the table. By approaching engagement with empathy and genuine interest in understanding these perspectives, you can transform the stakeholder maze into a network of collaborative relationships.
Remember: people can usually accept short-term disruption if they understand the long-term benefits. Your role is to help them see beyond immediate challenges to the positive impact your project will bring to their community.
This blog post summarises key insights from our Navigating the Stakeholder Maze event, featuring expert panellists Ellen Sanderson Clark, Helen Tobias, and Rebecca Hair, Chaired by Angeliki Stogia.
Angeliki is an advisory associate passionate about stakeholder engagement and communications. She helps clients develop policies and mobilise stakeholders to create successful cities and towns. Her experience spans infrastructure projects, including regeneration, energy, transport and water, where she promotes early engagement and builds effective strategies. Through her work, she builds project advocacy, enhances reputation, manages risk, and ultimately supports better client outcomes.
If you have any questions on this topic, or would like support, please contact your Delivery Associate, or email DeliveryAssociatesNetwork@Arup.com
