How to Create a Stakeholder Communication Matrix for Better Engagement

You have a massive project in full swing, but somewhere along the way, communication falters. Stakeholders aren’t on the same page, updates are getting lost, and suddenly, progress slows. Sound familiar? Keeping everyone engaged, informed, and aligned can be a struggle. A stakeholder communication matrix makes that process much easier.

A stakeholder communication matrix is a roadmap that guides every interaction, ensuring the right information reaches the right people at the right time. With each piece in place, you streamline processes, avoid miscommunication, and build stronger, more transparent relationships with those who matter most to your project’s success.

What Is a Stakeholder Communication Matrix?

A stakeholder communication matrix is a strategic tool that lets you visually organise how and when you communicate with stakeholders throughout a project or organisation. In includes: 

• Your stakeholders
• Preferred communication methods
• Frequency of updates
• The content to share
• The purpose of each interaction

With this matrix, you have better guidelines for outreach because you know who needs specific information and when. 

For example, suppose you’re developing a mobile app. In that case, you have multiple people and teams to keep in the know, including the project sponsor, the development and quality assurance (QA) teams, regulators, and end-users. Here’s what a matrix for them might look like:

This matrix helps prevent information pitfalls, keeps you organised, and shows who’s responsible for communication. 

Benefits of Using a Stakeholder Communication Matrix

Using a stakeholder communication matrix can drastically improve your engagements with stakeholders. Here’s how it can help:

Efficient Use of Resources

With clear responsibilities, team members know who to connect with and when, avoiding unnecessary back-and-forth. This clarity means you can focus your time and resources on getting things done rather than chasing down details or duplicating efforts. A matrix reduces overlap and improves team efficiency.

Improved Decision-Making

Decisions happen faster and more confidently when everyone’s in the loop. Instead of waiting for updates or clarifications, a stakeholder communication matrix can help you act promptly, keeping projects moving forward without unnecessary delays. 

Using the example above, suppose the communications team wants to inform the community of a key milestone update but needs to know that the dates have been finalised. The marketing lead can review the matrix to see when the Project leadership team meets (every Wednesday), then email the Project Developer before the meeting and ask for updates afterwards. 

Clear Accountability

The matrix keeps everyone on the same page by defining who is responsible for each communication. Team members and stakeholders know who they need to hear from and when. In the milestone update example, the project manager knows they get email updates from the development, QA, and communications teams every Friday. This helps avoid confusion and keeps things running smoothly, especially when complex projects require input from different corners of your organisation.

Proactive Stakeholder Management

Stakeholder management is about building stronger, more responsive relationships that help you achieve your goals and keep everyone aligned. A stakeholder communication matrix helps you thoughtfully plan your interactions, avoiding potential issues. With a clear structure, you can tailor your approach to meet stakeholders where they are — whether that means keeping them informed, asking for feedback, or strengthening engagements. 

8 Steps to Create a Stakeholder Communication Matrix

Creating a stakeholder communication matrix sounds more complicated than it actually is. Follow our eight-step process.

1. Determine the Purpose of the Communication Matrix

Clarify what you want this matrix to accomplish. Think about how it can align with your project’s main goals. Do you want to keep stakeholders informed, seek their input, or actively involve them in decision-making? Using frameworks like the IAP2 Spectrum of Engagement can help shape these decisions, and knowing your end goal will guide how you structure your communication, who’s involved, and how frequently you’ll reach out.

2. Identify Stakeholders and Their Roles

Conduct a stakeholder analysis to determine who to include. This process involves identifying key players, understanding their influence, and learning what matters to them. List both internal stakeholders (e.g., investors, company leadership, employees) and external stakeholders (e.g., customers, community members, regulators). Knowing these roles and their interests will help you prioritise your stakeholders: Who needs the most attention, and what level of engagement does each require?

3. Define Communication Requirements and Content

Each stakeholder group has unique needs, so you must tailor your communication. What information is relevant to each group, and what tone and level of detail will they appreciate? For example, updates on project risks might be most appropriate for high-level stakeholders, while achievements and milestones could resonate more with broader audiences. Assess each stakeholder’s needs so you can keep communication focused, avoid overload, and ensure everyone is well-informed.

4. Select Appropriate Communication Channels

Some stakeholders prefer detailed reports, while others appreciate quick, digestible updates. Tools like stakeholder mapping can help you match the right channels to the right people. Align your approach with each audience’s preferences and the complexity of the information to ensure effective, accessible communication.

5. Define Communication Frequency and Timing

Establish a cadence for communicating with each stakeholder group. When you get the timing right, stakeholders know when to expect updates, which helps prevent any confusion or unmet expectations.

For example:

• Shareholders may want quarterly updates that focus on financials.
• Executives appreciate weekly updates about milestones, potential challenges, and progress.
• Customers may prefer bi-weekly emails about project milestones. 

6. Develop and Populate the Matrix

Structure your matrix by listing stakeholders in rows and using columns for factors such as purpose, frequency, and channels. This setup helps you organise each detail clearly. Think of it as a map with each cell, showing specific communication requirements. This will ensure that everyone involved can refer to and understand it without needing extra explanation. Here are a few stakeholder diagrams for inspiration. 

7. Review and Refine the Matrix Regularly

Projects and stakeholder needs change over time, so make sure you’re regularly reviewing and adjusting the matrix to stay responsive and keep your communication plan relevant. Also, gather feedback from stakeholders and use their insights to ensure the matrix remains a valuable tool throughout the project.

8. Utilise Tools and Templates

Leveraging digital tools makes creating and updating your matrix easier. Platforms like a stakeholder management system offer features like stakeholder mapping, automatic tagging, and sentiment analysis to simplify the communication process and help you stay organised. These tools save you time and make the matrix accessible to anyone who needs it, allowing you to focus more on building strong stakeholder relationships and less on managing logistics.

Elevate Your Communication Strategy With Simply Stakeholders

Simply Stakeholders is an intuitive platform that gives you complete visibility into your stakeholder management process. You can use Simply Stakeholders to quickly spot trends, evaluate sentiment, and track every interaction with stakeholders. 

Are you ready to build a more responsive, relevant communication strategy that keeps your stakeholders engaged and your projects moving forward? Book a demo today to see Simply Stakeholders in action.