Stakeholder organization is key in artwork approval projects. However, keeping everyone aligned can be tough, especially with so many people involved, from designers to project managers.
This is where stakeholder mapping comes in.
In this guide, we introduce you to stakeholder mapping, a process that helps you visualize relationships and understand each stakeholder's influence over your project. Plus, we give you practical stakeholder mapping examples and templates to simplify the process.
Ready to bring more clarity and efficiency to your artwork approval projects? Let's get started.
Table of Contents
Stakeholder mapping entails creating a visual depiction of the essential individuals or groups engaged in your project. The result is a diagram that outlines everyone who can affect or be affected by your project.
Think of this map as a snapshot of your project universe. It includes all relevant stakeholders, including clients, suppliers, developers, designers, and beyond. The map helps you track all these individuals and their needs, supporting you in managing expectations.
You'll find two primary groups on a stakeholder map: internal and external stakeholders. Internal stakeholders are the individuals or groups actively contributing their skills and resources to a project.
Here are some examples of internal stakeholders:
External stakeholders, like investors or attorneys, are not directly involved but are still affected by the project's outcome. Here are some examples of external stakeholders:
Knowing each stakeholder's role and expectations is vital for clear communication and successful project completion.
Stakeholder mapping is critical in any project’s strategy and planning stages, including artwork approval. Whether starting a new project, launching a product, or crafting a communication plan, understanding the range and scope of your stakeholders' influence can lead to improved project roadmaps and more streamlined decision-making processes.
Here are a few ways it helps:
In this section, we'll dive into various stakeholder mapping examples and templates. Each map type serves a unique purpose, offering a different lens to view your project's stakeholder landscape.
A Grid Stakeholder Map is a visual tool used in project management that organizes stakeholders based on their level of influence and their support in the project's outcomes.
How It Works
Benefits
This map provides a clear view of each stakeholder's potential impact, helping you tailor your communication and engagement strategies, ensuring effective stakeholder management, and the successful execution of your project.
Get the template: Grid Stakeholder Chart by Smartsheet
The Stakeholder Analysis Matrix is a detailed table for identifying and understanding project stakeholders. It categorizes stakeholders and outlines their interests, influence, impact, and engagement strategies.
How It Works
Benefits
This matrix aids in comprehensive stakeholder management, ensuring everyone's needs and concerns are considered, leading to smoother project execution.
Get the template: Individual Employee Stakeholder Analysis Template by Edrawmax
The Stakeholder Onion Diagram is a visual representation that positions stakeholders in concentric circles based on their influence and involvement in a project.
How It Works
Benefits
The tool is dynamic and allows for adjustments as stakeholder roles influence change throughout the project's lifecycle.
Get the template: Stakeholder Onion Diagram Template by Edrawmax
The Stakeholder Map is a visual tool that illustrates the stakeholders' relationships to the project and each other.
How It Works
Benefits
This map gives a clear overview of the project's stakeholder environment, aiding in understanding stakeholder dynamics, managing potential conflicts, and facilitating effective communication.
Get the template: Stakeholder Map Template by Edrawmax
The Influence/Impact Grid, also known as the Power/Interest Grid, is a strategic tool used to visualize stakeholders' influence over the project and the potential impact it could bear on its success.
How It Works
Benefits
By providing a visual representation, the Influence/Impact Grid allows project managers to see who they should focus on, enabling them to strategize stakeholder management effectively.
Get the template: Career Stakeholder Analysis by Edrawmax
Now that you’ve looked at some stakeholder mapping examples, it’s time to create your own map. Here are the steps necessary to do so.
Start by jotting down everyone involved in your project. Consider your team members, clients, and anyone else who can impact or be affected by the project.
After compiling a thorough roster of stakeholders, sort them according to their projected impact and level of engagement in the project.
For instance, using the power/interest grid, you can group stakeholders into four categories:
The way you organize your stakeholders may vary based on the type of map you're creating. However, understanding their influence and interest is key to any stakeholder map.
Once your stakeholders have been organized, the final step is to communicate their responsibilities and expectations. Understanding why stakeholders are invested in a project is crucial because their reactions can vary across different project stages. Discuss these factors directly with stakeholders before the project begins, if possible.
One way to communicate responsibilities effectively is by using a Responsibility Assignment Matrix (RAM), such as the RACI matrix (Responsible, Accountable, Consulted, Informed).
For an artwork approval project, a designer might be “Responsible” for creating the artwork, the project manager “Accountable” for overseeing the project, the client “Consulted” for feedback, and the regulatory team “Informed” of progress.
Last, but not least, ensure that everyone can access your stakeholder map once it has been completed. This critical document can be stored in a shared workspace or project management platform. It's also a great practice to hold regular stakeholder meetings to keep everyone involved on the same page.
Navigating the complexities of stakeholder collaboration can often be daunting, but with tools like Mox, this process can be significantly simplified.
Mox's features are designed to enhance transparency, foster communication, and streamline stakeholder collaboration, making it an indispensable software for project management.
One of the standout features of Mox is its ability to visualize workflows. With Mox, stakeholders can easily map out their project timelines and highlight each step involved in the process. This clarity allows everyone to understand the project journey and where each task fits the bigger picture.
Every stakeholder can see who's responsible for what task at any given moment. This feature reduces confusion and overlap while enhancing accountability.
For instance, an artwork approval project can clearly show when the designer's task ends, and the project manager's task begins. This understanding of roles and responsibilities can reduce friction and accelerate project completion.
Mox also includes a “Groups” feature, enabling users to organize stakeholders into specific groups. This capability is instrumental in streamlining communication and collaboration. Stakeholders can be grouped based on their roles, departments, or any other categorization that makes sense for the project.
For instance, in an artwork approval process, the design, the client, and regulatory teams can all be defined and managed separately.
Tasks can be assigned to groups and any user within the group can complete the task on behalf of the group. This is a great way to share responsibilities when only one person in that group is needed to upload a file or approve an asset.
Why our customers love Mox: Many Mox customers have complex approval processes that require the support of different groups. Using the "Groups" feature, tasks can easily be assigned to individual groups and any user can complete those tasks. Teams love this feature as it disperses responsibility and prevents the need to reassign tasks when users are away or busy.
Collaboration can present challenges, particularly when multiple stakeholders are participating. However, Mox simplifies this process significantly.
With Mox, you can visualize your workflows, acquire a comprehensive grasp of task responsibility, and monitor the advancement of any specific project.
So whether it's artwork approval or any other project, Mox ensures everyone is on the same page, making stakeholder management a breeze. It's all about clarity, cohesion, and making your project run like clockwork. Discover how Mox can enhance your project's efficiency by starting your free trial today!