Stakeholder Meeting Management Template

Stakeholder Meeting Management in Priority Matrix

Effectively manage and prioritize stakeholder meetings to ensure productive communication and collaboration.

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Proposed Tasks

Low Priority / Ad-hoc Meetings

• Task 1: Identify Key Stakeholders due in 1 week
  ☐ Identify all key stakeholders who should be part of the meetings ☐ Create a contact list with their details
• Task 2: Prioritize Stakeholders due in 2 weeks
  ☐ Prioritize stakeholders based on their influence and interest ☐ Identify the key topics for each stakeholder
• Task 3: Schedule High Priority Meetings due in 3 weeks
  ☐ Schedule meetings with high priority stakeholders ☐ Prepare agenda for each meeting
• Task 4: Plan for Strategic Meetings due in 1 month
  ☐ Plan for strategic meetings that require extensive preparation ☐ Identify the key topics and prepare talking points
• Task 5: Schedule Routine / Periodic Meetings due in 5 weeks
  ☐ Schedule routine or periodic meetings ☐ Prepare agenda for each meeting
• Task 6: Plan for Ad-hoc Meetings due in 6 weeks
  ☐ Plan for ad-hoc meetings that may arise due to unexpected issues or opportunities ☐ Identify potential topics and prepare talking points
• Task 7: Send Meeting Invitations due in 7 weeks
  ☐ Send out meeting invitations to all stakeholders ☐ Follow up to ensure they received the invite and confirm their availability
• Task 8: Prepare Meeting Materials due in 2 months
  ☐ Prepare all necessary materials for the meetings ☐ Send out materials to stakeholders ahead of the meetings
• Task 9: Conduct Pre-Meeting Briefings due in 9 weeks
  ☐ Conduct pre-meeting briefings with the team ☐ Review the agenda and talking points
• Task 11: Post-Meeting Follow Ups due in 13 weeks
  ☐ Follow up with stakeholders after the meetings ☐ Address any questions or concerns they may have
• Task 10: Conduct Meetings due in 3 months
  ☐ Conduct the meetings ☐ Ensure all topics are covered and all voices are heard
• Task 12: Document Meeting Minutes due in 14 weeks
  ☐ Document the minutes of each meeting ☐ Share the minutes with all stakeholders
• Task 13: Review Meeting Feedback due in 15 weeks
  ☐ Review feedback from stakeholders about the meetings ☐ Identify areas for improvement
• Task 15: Schedule Next Round of Meetings due in 17 weeks
  ☐ Schedule the next round of meetings with stakeholders ☐ Prepare agenda for each meeting
• Task 14: Update Stakeholder Priorities due in 4 months
  ☐ Update the priority of stakeholders based on the outcome of the meetings ☐ Identify new key topics for future meetings
• Task 16: Update Contact List due in 18 weeks
  ☐ Update the contact list with any changes ☐ Add new stakeholders if necessary
• Task 18: Implement Improvements due in 21 weeks
  ☐ Implement any improvements to the meeting management process ☐ Review the impact of these improvements
• Task 17: Review Meeting Management Process due in 5 months
  ☐ Review the meeting management process ☐ Identify areas for improvement
• Task 19: Share Meeting Outcomes with Team due in 22 weeks
  ☐ Share the outcomes of the meetings with the team ☐ Discuss next steps
• Task 20: Plan for Future Stakeholder Engagement due in 6 months
  ☐ Plan for future stakeholder engagement based on the outcomes of the meetings ☐ Identify new strategies and approaches