Back to Basics: How to Make

Stakeholder Engagement
Meaningful for Your Company
Jonathan Morris, Associate, Advisory Services, BSR
Farid Baddache, Director, Europe, BSR
January 2012

www.bsr.org
About this Report
This report was written by Jonathan Morris and Farid Baddache, with support
from the following staff members from BSR’s global team: Julia Nelson, Ayesha
Barenblat, and Shivani Kannabhiran.

The report is based on literature review as well as interviews with BSR

employees. The authors would like to thank the interviewees and editors for their
review of this report for accuracy. Any errors that remain are those of the
authors. Please direct comments or questions to Jonathan Morris at
jmorris@bsr.org.

DISCLAIMER
BSR publishes occasional papers as a contribution to the understanding of the
role of business in society and the trends related to corporate social responsibility
and responsible business practices. BSR maintains a policy of not acting as a
representative of its membership, nor does it endorse specific policies or
standards. The views expressed in this publication are those of its authors and
do not reflect those of BSR members.

ABOUT BSR
A leader in corporate responsibility since 1992, BSR works with its global
network of more than 250 member companies to develop sustainable business
strategies and solutions through consulting, research, and cross-sector
collaboration. With offices in Asia, Europe, and North America, BSR uses its
expertise in the environment, human rights, economic development, and
governance and accountability to guide global companies toward creating a just
and sustainable world. Visit www.bsr.org for more information.

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 2
 Contents
Introduction 4

1 Engagement Strategy 5
BSR’s Five-Step Approach
There is a Step Zero
Building a Strategy

2 Stakeholder Mapping 9
What is Stakeholder Mapping?
Have you Developed the Right List?
Think Tactics

3&4 Preparation and Engagement 13

Tactics and Formats
Knowing the Other
The Raw Logistics
The Engagement

5 Action Plan 17
A Dual Action Plan
Send it Out and Follow Up

6 Closing the Feedback Loop 18

7 Engagement is Ever-Changing 19

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 3
Introduction
When it comes to CSR practices, stakeholder
engagement can seem about as cutting edge as
bread and butter. True, some companies like
Starbucks, which is crowdsourcing new product
ideas through its “My Starbucks Idea” social media
platform, are showing leadership in identifying and
holding discussions with diverse stakeholder
groups. But just as many companies are struggling
to build the basics of engagement and
appropriately respond to increasing pressure.

This is happening in part because stakeholder engagement is part of the CSR

basics. It has become such a norm that companies complete it to tick a box
rather than endeavoring to understand what engagement specifically means to
them. Managers charged with stakeholder engagement are also feeling pressure
created by social media. More voices clamoring in more outlets for more
attention is changing the reasons companies engage, how they engage, and with
whom they engage.

The resulting story is all too common: Companies feel the increasing external
pressure and recognize that they must engage, but blindly sign on to an
engagement method without questioning their understanding of it, or their intent
in using it. They mistakenly place stakeholder engagement in the outreach
buckets of public relations or communications. They struggle to relate
engagement to their core business activities and have difficulty building internal
awareness and interest. When the time comes to map stakeholders, they talk
only to those they know or to those who speak loudest. And even if they succeed
in gathering information from these stakeholders, they have difficulty
transforming it into business intelligence.

To help companies get back to the basics, we have published this report to guide
internal discussions on tools and approaches to stakeholder engagement. Use
this document as a starting point when approaching stakeholder engagement for
the first time, or as a refresher when revising a current engagement strategy.

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 4
 1. Stakeholder Engagement Strategy
Thought leaders and influencers from government, civil society, and the private
sector play an important role in creating and maintaining business value. As their
influence evolves, companies must take a strategic and structured approach to
stakeholder relations. BSR has developed a five-step approach to show how
corporations can initiate and sustain constructive relationships over time and
throughout their organization, creating shared value by engaging early and often.

Who Is This Approach For? BSR’s Five-Step Approach

This executive introduction to
Engagement Strategy:
Presents the BSR Set vision and level of ambition of future
approach to stakeholder engagement and review past actions
engagement.
Highlights the benefit of Define criteria for identifying and prioritizing
engagement as a stakeholders and select an engagement
Feedback Loop

process. mechanism
Defines the preliminary
steps of strategy Focus on short and long term goals, determine
building. logistics for the engagement and set the rules
Complements BSR’s
consulting expertise. Conduct the engagement itself, ensuring
equitable stakeholder contribution and mitigating
tension while remaining focused on the issues

Identify opportunities from feedback and

determine actions, revisit goals and plan next
steps for follow-up and future engagement

There is a Step Zero

Before developing an engagement strategy, you must first understand what

stakeholder engagement means to your company. Although often used as a
byword for public relations or reputation management, engagement is something
else. It requires a shift in corporate mindset and a change from treating
stakeholders’ issues as outside concerns that need to be managed to serious
topics that merit dialogue. The implication is that stakeholder perspectives should
inform your company’s strategy and operations if properly embraced. However,
the level of knowledge about stakeholder engagement may vary among key
individuals within your company, and there may be a need to develop internal
capacity before launching engagement activities.

Action: Reach out internally and build a baseline understanding around

stakeholder engagement—a prerequisite to developing an effective strategy. This
helps avoid the risk of being unprepared to listen to stakeholder insight or
guidance, and the risk of unintended greenwashing. It also helps identify internal
champions and owners of future engagement activities. These individuals are
your internal stakeholders; collaborate with them as you build your overall
strategy.

Building a Strategy

With internal alignment and a common understanding of stakeholder

engagement, you can move on to building a strategy. The following steps allow
you to:

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 5
  Focus on where stakeholder engagement can have the biggest impact
on your strategy and operations
 Streamline processes to define and lead cost-effective stakeholder
Stakeholder Engagement engagement activities
Over the past 20 years,
stakeholder engagement has  Learn from past experiences to assess ambition and clarify objectives
come to be viewed as  Measure the value of investing in engagement
essential to fostering more
responsible and sustainable  Understand and manage stakeholder expectations
business practices. In the
1990s, it emerged as a new 1.1 HISTORY OF ENGAGEMENT
method for understanding
and addressing a broader set The first step is to look at your company’s history, as lessons learned from the
of social and environmental, past efforts will help focus the current strategy.
as well as economic interests
when planning and Action: Look at your past engagements and answer the following questions:
implementing corporate
activities. Eventually,  What: Were our previous attempts successful? Did they fulfill our objectives?
corporations developed tools What performance indicators support this assessment? What mistakes did we make
and guidance to support during our past engagements? What did we miss?
them in designing systematic  How: Were the formats appropriate? Did they address stakeholders’ concerns? In
and effective engagement what ways can we achieve the same objectives using resources more effectively?
processes.  Who: What did we learn about stakeholder expectations? Did we address them?
- Excerpt from BSR’s Have we provided feedback to our stakeholders? Is the feedback in an appropriate
“Emerging Trends in form? Which internal stakeholders need to be more involved? How?
Stakeholder Management”
1.2 LEVEL OF AMBITION

Nothing is worse than you and your stakeholders (both internal and external)
Who Is a Stakeholder? misunderstanding expectations from the outset. As a second step, this ambition
A stakeholder is someone diagram helps you assess the level of expectation for a given engagement
activity.
who affects or is affected by
your company’s products or
You can situate all future activities along this level of ambition. Eventually, the
activities. A stakeholder can
chosen level of ambition will inform on stakeholders requiring priority level of
be either within or outside engagement during the stakeholder mapping process in Step 2: Mapping.
your organization.
Levels of Ambition

Check-in
1

Transformative Modifying
Engagement Communications
5 Reactive 2
Approach

Proactive
Approach

Modifying
4 3 Transparency
Performance

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 6
 Action: Using the diagram, decide on your level of ambition for this engagement:

Engagement will help companies check in and refine

Check-In Maintain current communications practices. level of disclosure on topics where there are already
communication practices in place.
Modifying Adapt communications to meet stakeholder For instance, identify new topic areas that require
Communications expectations. reporting.
For instance, identify ways to ensure levels of
Provide assurance to satisfy stakeholder
Transparency confidence and trust around information shared with
concerns.
stakeholders.
Modifying Change some business processes and For instance, obtain new ideas to meet specific
Performance practices in response to stakeholder feedback. needs.
Transformative Fundamentally change business strategies For instance, gather intelligence to operate major
Engagement and models. transformational changes in a business model.

1.3 SET A VISION: WHY ENGAGE?

The third step is to understand the motivation behind engagement. Setting a

vision clarifies the specific business and sustainability objectives you are trying to
achieve.

Action: Answer the following questions to understand your objectives:

 What is our priority in engaging stakeholders at this phase? Reacting to external

pressures? Developing strategic insights? Protecting our reputation? Seeking
innovation? Building relationships?
 What is the scope? Consider issues and geography as boundaries. Perhaps the
engagement needs to be granular.
 Where does engagement fit in our organization? Who could be a natural owner?
Who should be an owner? (CEO; Finance; Business units; etc.)

1.4 WHO HAS A STAKE?

Your strategy should define filters for your choice of stakeholders. In a broad
stakeholder engagement process, a full stakeholder mapping may be required
which Step 2 in this series will address. However, some engagement activities
can guide the focus of your stakeholder group selection such as community
engagement, which might focus primarily on local actors rather than international
organizations.

Action: As you define objectives, note the broad stakeholder groups you might
be addressing during engagement.

1.5 HOW: WHAT TACTICS TO USE?

Finally, how you engage depends upon a number of factors including how
ambitious you are, whether the engagement is self-initiated or a response to
outside events, and what resources are available. Engagement could either be a
single event or take place within a standing dialogue mechanism such as a
stakeholder advisory board. Both approaches have value but they respond to
different needs further discussed in Step 2.

Action: Consider the impetus for this engagement process: If this is an inside
initiative and you are looking to fundamentally change your business model, you
might consider developing an ongoing, company-wide engagement strategy. If
an outside event triggered the response, one meeting may be a fitting
engagement strategy.

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 7
 Further, the resources at your disposal also shape your engagement strategy.
For example, a more ambitious strategy costs more.

Action: Use this table to visualize cost intensity for each level of ambition.

Moderation
Alignment

Feedback

Average
Assigned

Required

Internal

Format

Cost
Time
Staff
Level of Ambition

Check-In $ $ $ $ $ $ $

Modifying
$$ $ $$ $$$ $$$ $ $$
Communications
Top Three DOs and DON’Ts
Transparency $$ $$$ $$ $$$ $$$ $ $$$

Modifying
DO: $$$ $$$$ $$$$ $$$ $$$ $$$$ $$$$
 Link engagement strategy Performance
to business strategy. Transformative
 Focus internally before
$$$$$ $$$$$ $$$$$ $$$ $$$$ $$$$ $$$$$
Engagement
externally (find champions).
 Learn from past experience.
Note: This tool provides only a rough estimate. Costs depend on a wide range of variables
Consider what has proven
and can only be developed within the context of a particular industry, company, or issue.
successful and why it has.

Have You Developed a Sound Strategy?

DON’T: At this point, certain questions in your strategy, such as how to finally choose
 Decide on stakeholders stakeholders and an engagement format remain unanswered. These questions
before deciding on your will be addressed in Steps 2 and 3.
objectives.
 Jump directly to choosing Action: Check that you have reviewed your engagement history, decided on a
an engagement format. level of ambition, and clarified business objectives for the engagement. If you
 Ignore internal concerns. have, you can move on to Step 2 of the BSR Five-Step Approach: Stakeholder
Mapping.

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 8
 2. Stakeholder Mapping
Stakeholder mapping is Step 2 in the BSR 5-Step Approach to Stakeholder
Engagement. Mapping is an important step to understanding who your key
stakeholders are, where they come from, and what they are looking for in
relationship to your business. To be most effective, this process should be driven
by an engagement strategy developed in Step 1: Engagement Strategy.
Feedback Loop

What Is Stakeholder Mapping?

Stakeholder mapping is a collaborative process of research, debate, and

discussion that draws from multiple perspectives to determine a key list of
stakeholders across the entire stakeholder spectrum. Mapping can be broken
down into four phases:

1. Identifying: listing relevant groups, organizations, and people

2. Analyzing: understanding stakeholder perspectives and relevance
3. Mapping: visualizing relationships to objectives and other stakeholders
4. Prioritizing: ranking stakeholder relevance and identifying issues

The process of stakeholder mapping is as important as the result, and the quality
of the process depends heavily on the knowledge of the people participating.

Action: Gather a cross-functional group of internal participants to engage in this

process. Identify sources external to the company who may have important
knowledge about or perspective on the issues, and reach out to these sources
for input and participation. Finally, identify a resource who can facilitate your work
through the following activities. Capture all your work in writing to help with future
steps.

2.1 IDENTIFYING
Who Is This Approach for?
This executive introduction to The first step in the mapping process is to understand that there is no magic list
stakeholder mapping: of stakeholders. The final list will depend on your business, its impacts, and your
Reinforces the importance current engagement objectives—as a result it should not remain static. This list
of stakeholder mapping as will change as the environment around you evolves and as stakeholders
a process themselves make decisions or change their opinions.
Helps businesses organize
Action: Brainstorm a list of stakeholders without screening, including everyone
an internal mapping team
who has an interest in your objectives today and who may have one tomorrow.
and begin brainstorming
Where possible, identify individuals.
Produces a prioritized list
of stakeholders with
Use the following list to help you brainstorm:
relevant issues
 Owners (e.g., investors, shareholders, agents, analysts, and ratings agencies)
 Customers (e.g., direct customers, indirect customers, and advocates)
 Employees (e.g., current employees, potential employees, retirees, representatives,
and dependents)
 Industry (e.g., suppliers, competitors, industry associations, industry opinion leaders,
and media)
 Community (e.g., residents near company facilities, chambers of commerce, resident
associations, schools, community organizations, and special interest groups)
 Environment (e.g., nature, nonhuman species, future generations, scientists,
ecologists, spiritual communities, advocates, and NGOs)
 Government (e.g., public authorities, and local policymakers; regulators; and opinion
leaders)
 Civil society organizations (e.g., NGOs, faith-based organizations, and labor unions)

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 9
Here are some additional considerations to help you brainstorm:

 Learn from past and ongoing engagement: Look at your organization’s

existing engagement activities. What are the objectives of these activities?
What stakeholders communicate regularly with your company? What groups
do they cover well? Where can you reach beyond this existing comfort zone
to engage with lesser-known stakeholders?
 Be forward thinking: Consider potential stakeholders from new markets,
new technologies, new customers, and new impending regulations.
Depending on your objectives, the relevant stakeholders you need to engage
with may not play the usual sustainability roles but may instead serve other
functions relevant to your business.
 Be diverse: Make sure to include a rich diversity of stakeholder expertise,
geography, and tactics from across the spectrum. This is an opportunity to
reach out and mix the old with the new, including individuals from each of the
following stakeholder categories: influencers, collaborators, advocators, and
implementation partners.
 Be social: Social media provides an unparalleled opportunity to identify and
reach lesser-known stakeholder groups. Canvas blogs, forums, networking,
reviews, and news sites to discover stakeholders relevant to your business
and to learn about their interest in your activities.
 Be aware: People have a tendency to focus on formal authorities in the
mapping process, but the loudest voices or heaviest campaigners are not
necessarily your key stakeholders. Step back and add silent members to
your list because they may have a hidden wealth of expertise.

2.2 ANALYZING

Once you have identified a list of stakeholders, it is useful to do further analysis

to better understand their relevance and the perspective they offer, to understand
their relationship to the issue(s) and each other, and to prioritize based on their
relative usefulness for this engagement. BSR has developed a list of criteria to
help you analyze each identified stakeholder:

» Contribution: Does the stakeholder have information, counsel, or expertise

on the issue that could be helpful to the company?
» Legitimacy: How legitimate is the stakeholder’s claim for engagement?
» Willingness to engage: How willing is the stakeholder to engage?
» Influence: How much influence does the stakeholder have? (You will need
to clarify “who” they influence, e.g., other companies, NGOs, consumers,
investors, etc.)
» Necessity of involvement: Is this someone who could derail or delegitimize
the process if they were not included in the engagement?

Action: Use these five criteria to create and populate a chart with short
descriptions of how stakeholders fulfill them. Assign values (low, medium, or
high) to these stakeholders. This first data set will help you later decide which
stakeholders to engage. See example that follows.

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 10
 Expertise Willingness Value

Willingness to Necessity of
Stakeholder Contribution Legitimacy Influence
Engage Involvement
High: Knowledge in X High: Directly High: Proactive Low: Not an
Low: Relatively
SH1 issue is of value to the affected by our group that is outspoken
unknown group
company company’s activity already engaging stakeholder
SH2 Medium Medium High Medium Medium
SH3 Low Low Medium Low Medium
SH4 Low Medium Low Medium Medium
SH5 High Medium Low High High

2.3 MAPPING

Mapping stakeholders is a visual exercise and analysis tool that you can use to
further determine which stakeholders are most useful to engage with. Mapping
allows you to see where stakeholders stand when evaluated by the same key
criteria and compared to each other and helps you visualize the often complex
interplay of issues and relationships created in the criteria chart above.

Action: Draw a mapping as follows to identify key stakeholders.

1. Draw a quadrant using two axes labeled “Low” to “High.”

2. Add “Expertise”, “Willingness” and “Value” to the criteria chart as above.
3. Assign “Expertise” to the Y-axis and “Willingness” to the X-axis.
4. Discuss and debate within your group where each stakeholder falls.
5. Plot the stakeholders on the grid.
6. Use small, medium, and large circle sizes to denote their “Value.”
7. To illustrate relationships, use arrows to depict “Influence.”
Note: You will later use quadrants, circle size, and influence arrows when
building a prioritized stakeholder list.

Sample Mapping

Quadrant Tactics

(tactics discussed further

in Step 3: Preparation)

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 11
Note: This is just an illustrative mapping example and your approach may vary depending
on your needs: you may need to use more or less criteria in Analysis depending on the
mix of your stakeholder list; more ambitious objectives may require a more strategic,
detailed Mapping; and your process may be influenced by outside variables such as tools
and frameworks already in place at your company. Look closely at your needs and decide
whether this example will work for you as-is.

2.4 PRIORITIZING STAKEHOLDERS AND IDENTIFYING ISSUES

It is not practical and usually not necessary to engage with all stakeholder groups
with the same level of intensity all of the time. Being strategic and clear about
whom you are engaging with and why, before jumping in, can help save both
time and money.

Action: Look closely at stakeholder issues and decide whether they are material
to your engagement objectives, asking yourself the following questions:

 What are the issues for these priority stakeholders?

 Which issues do all stakeholders most frequently express?
 Are the real issues apparent and relevant to our engagement objectives?

Combined with your criteria chart and mapping, use issue materiality to rank your
stakeholders into a prioritized engagement list. You should now have captured
the most relevant issues and the most relevant stakeholders.

Have You Developed the “Right” List?

The key is not to agonize over whether your stakeholder list is “right.” By working
through the four steps in the mapping process you will have created a robust,
relevant, prioritized stakeholder list—but it will change over time. Instead, focus
on whether your list will help you further prepare for your engagement activities.

Action: Answer the following questions to see if you are ready to move on:

 Is our list focused on relevant stakeholders who are important to our current and future
efforts?
 Do we have a good understanding of where stakeholders are coming from, what they
may want, whether they would be interested in engaging with our organization, and
why?
 How can we further understand and qualify these stakeholders? Through discussions
with internal colleagues? Reading reference reports? Finding specific blogs or Twitter
accounts to follow?
 Based on our prioritized stakeholders, can we define a granular level of engagement?
Will this list inform tactics, formats, and investment considerations?
 Have we given thought to what type of resources (expertise, people, and budget) we
need to support our engagement strategy and follow-up activities?

Next Step: Think Tactics

You are ready to move on to preparing engagement goals, tactics, and format. In
Steps 3 and 4: Preparation and Engagement you will better prepare for the
engagement by more deeply examining your stakeholders to understand their
interests, concerns, and positions. With this knowledge you can frame the
process of engagement to anticipate their needs. Step 3 and 4 will also show
you how to match the method of engagement to the issue and to the specific
stakeholder, considering the level of formality, ease, and risk associated with
certain engagement formats.

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 12
 3 & 4. Preparation and Engagement
The first two steps of BSR’s five-step approach to stakeholder engagement have
helped you to build a base of knowledge by developing your perspective, scope,
and understanding of who you are engaging with and why you are engaging
them. You are now ready to move on to Steps 3 and 4: Preparation and
Engagement. Preparation will bring your knowledge to fruition. It will help ensure
Feedback Loop

that your engagement is not an end in itself but a means to a process of

continued dialogue with those most important to your business—your
stakeholders.

Action: Before diving in, gather your internal stakeholder engagement team and
reach out to the stakeholders you identified in Step 2 to develop and
communicate short-term and long-term goals for the engagement. These goals
will help guide the rest of your preparation process.

Getting Started

Your actions in prior steps have all been designed to inform and improve the
preparation process. You have defined strategic objectives and prioritized your
stakeholders. The intersection of these two key aspects will define your choice of
engagement tactics, which will lead you to a format that matches your level of
ambition.

Action: Depending on the scope of your engagement strategy, consider using

multiple tactics to address different stakeholder groups simultaneously.

Tip for Success

“Preparation is perhaps the
most important step for
successful stakeholder
engagement. You should
dedicate 80 percent of your
time to preparation and only
20 percent to the
engagement itself. This helps
to avoid unpreparedness.
Instead of focusing resources
on cultivating excellent
facilitation skills, you should
focus on properly defining
the rules of engagement and
managing stakeholder
expectations.” Tactics and Format
—Farid Baddache,
Director, BSR EMEA Tactics are high-level descriptions of how you approach stakeholders. We have
simplified the spectrum into three categories: engage, communicate, and inform:

Engage describes stakeholders with whom engagement is necessary.

Communicate describes stakeholders with a high willingness to engage
or a high level of expertise but who have not yet participated in dialogue
with your company. Communicating more with these stakeholders will
help them value engagement.
Inform describes stakeholders who seek information only instead of a
conversation.

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 13
Mapping Tactics Quadrants

CHOOSING YOUR FORMAT

Revisit your mapping to identify which quadrants stakeholders fall into. Rerank
your stakeholder list using the engage, communicate, and inform tactics
quadrant. Once you have determined which tactic is appropriate for your current
engagement strategy, consider the formats from the following list, or develop a
format that is appropriate for the tactic. Remember that you can simultaneously
engage different stakeholders using a range of formats—you are not limited to
one engagement format at a time.

Tactics Format

Joint venture
Engage Partnership
(high priority) Research collaboration
Summit
Sponsorship
Survey
Communicate
(medium priority) Mass email or newsletter
Social media
Conference
Marketing campaign
Inform Sustainability report
(low priority) Publication
News coverage

DEFINING THE EXCHANGE

If your chosen format is a verbal exchange with stakeholders, consider the pros
and cons of different types of conversations and decide which approach best
matches your objectives, including blog posts with moderation, teleconferences,
webinars, one-on-one meetings, or group meetings, forums or events.

Knowing the Other

The subtlest (and perhaps most important) part of preparing for engagement is
understanding that you are a subjective party in the process. No matter how
open and objective your company intends the engagement to be, each

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 14
stakeholder will always have certain perceptions of you and the other
stakeholders involved.

Action: Consider how certain elements influence your intended engagement and
may change the conversation. Think about your selected stakeholder groups to
anticipate their perceptions of the following criteria, and make adjustments to
your plans where necessary. Most of these considerations apply to in-person
meetings, but the general idea can be applied to communications efforts as well.

Authority: In-house versus third-party hosting; placement and number of

company representatives versus stakeholders; stakeholders’ familiarity
with subject
Formality: Dress code; look of the presenter; marketing and display
materials; the tone used to address the topic (passive, direct, apologetic,
etc.)
Atmosphere: Effect of the venue’s atmosphere, e.g., warm, cold,
welcoming, stuffy, or dark; “branding” of the event with company logos
Facilitation: Type of facilitation necessary for your intended audience,
e.g., engaged, hands-off, leading, listening, interactive, or professorial
Participation: Dynamic of the stakeholders in the room; approach to
fielding remarks and managing disputes; logistics affecting participants
(distance traveled, etc.)

The Raw Logistics

Logistics are an unavoidable part of designing your engagement. Review the

following list of illustrative points to cover:

Logistics that will help prepare for engagement:

 Determine if facilitation is needed and select a facilitator.
 Secure an appropriate facility (if necessary).

Logistics that will help during engagement:

 Assign participants roles and responsibilities.
 Develop an agenda focused on objectives and outcomes.
 Develop rules of engagement, confidentiality and a decision-
making process.
 Create engagement materials.
 Distribute invitations with practical information to participants.
 Communicate clear objectives, scope, and roles for participants.
 Set up channels of ongoing communication (Twitter feed, voting
platform, white boards)
 Plan for catering, paying attention to special needs or diets.

Logistics that will help post-engagement:

 Create evaluation criteria and measures for success.
 Develop a feedback plan and mechanism.

The Engagement

After working through the necessary planning steps, you are on track for a
successful engagement with your stakeholders. This is the moment when
facilitation truly counts. Coach your facilitator to deliver on the following five
points during engagement. If you are planning to facilitate the event, be sure to
focus on the following points yourself. Once again, many of these criteria apply
primarily to in-person meetings, but the general ideas can be applied to
communications efforts as well:

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 15
» Share stakeholder expectations: Share feedback from your earlier goal-
setting consultation process, or open the floor to stakeholders to share their
expectations for the engagement.
» Allow for equal contribution: Encourage less verbal stakeholders to
participate in the conversation; create a space where this is possible and
comfortable; respect each party’s right to pass.
» Focus the discussion: Dialogues can veer off-topic if not properly focused.
Stick to your agenda and remain within the scope of the issue. Table any out-
of-scope issues for future engagements, and be sure to address these in the
future if you commit to doing so.
» Manage cultural dynamics: Your earlier activities should have prepared
you for any tricky dynamics. But be wary of possible cultural
misunderstandings during engagement, and manage them as they arise.
» Mitigate tension: Certain topics can be controversial or provocative, and
there may be unexpected dynamics or rivalries between participants. Have
security on-site to address elevated situations, but pre-empt difficulties by
maintaining a calm atmosphere in the room.

DOCUMENT THE ENGAGEMENT

In order to measure success and build on your efforts for future activities, make
sure to capture the following in writing during the engagement: the original
purpose and aims of the engagement, the methods used, the participants, a
summary of noted stakeholder concerns, expectations and perceptions, a
summary of discussions, and a robust list of outputs (decisions, actions,
proposals, and recommendations).

Next Step: Time for Action

Your tactical engagement may have come to a conclusion, but your work is not
over yet. In Step 5: Action Plan, you will draw upon the outcomes of your
engagement to respond to stakeholder needs and further develop lasting
relationships. If this particular engagement is part of a larger engagement
strategy, you will also use what you learn to improve the process for future
activities.

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 16
 5. Action Plan
Companies often conduct engagements but fail to document the results and act
on information gained through the exchange. Step 5 of BSR’s five-step approach
helps you avoid this pitfall. In this step you develop an action plan whose key aim
is to translate the findings, insights, and agreements from the engagement into
action and to communicate these actions to your stakeholders.
Feedback Loop

A Dual Action Plan

Begin by creating a dual action plan, dividing content between external and
internal stakeholders. This approach helps hone your message for the
appropriate audience and avoid unnecessary clutter in the final document.
External actions will focus on communication, relationship building, and future
engagement, and internal actions will range from improving processes and
revising strategy to building further internal engagement capacity.

CREATE A LANDSCAPE

Refer back to your written engagement notes, and consider the landscape of
issues that came up during engagement. Identify every output you captured, and
meet it with a response that explains the rationale behind your decisions or
actions—especially if your response is inaction. Your credibility and reliability rely
on tackling the full landscape since participants will have inevitably focused on
different outputs as priorities.

BUILD A PLAN

Build your action plan around this landscape. Develop an action for each output,
making sure that it takes into account the concerns and perceptions stakeholders
expressed during the engagement as well as key discussion points. Each action
should define roles and responsibilities for implementation, milestones, and a
realistic timeline for completion. Before issuing the plan, be sure to consult with
those responsible for implementing each action.

Send It Out and Follow Up

Your action plan should also be used as a progress report for goals and
objectives, informing your engagement strategy. Think back to your original
objectives and ambition, and use what you learned from engagement to address
the short- or long-term goals you previously set. Incorporate successes into your
action plan, and analyze your unmet goals to help set realistic goals in the future.
Weave this information into your plans for future engagement activities to
improve the overall process.

Ultimately, communicate with your stakeholders. Build a public reporting

document from your action plan that tells the whole story including prior
engagement activities and noting future plans. Use this chance to demonstrate
how your engagement activities and stakeholders affect your business strategy
or operations. Finally, be sure to invite stakeholder feedback to further improve
your engagement strategy as you loop back to Step 1 and plan future activities.

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 17
6. Closing the Feedback Loop
BSR’s five-step approach to stakeholder engagement will help your company
build a successful engagement strategy and develop a set of activities that match
your key stakeholders’ expectations. But keeping your stakeholders informed and
engaged takes work.

Engagement is ultimately about building ongoing communication with those most

valuable to your company. Even after you have finished a set of engagement
activities, you should continue your communication with your stakeholders as
part of your long-term strategy.

Try to avoid these typical pitfalls when wrapping up your engagement activities:

1. Inconsistency in communication: If you say you are going to keep your

stakeholders updated, do so. Go one step further and agree with them
upfront how often they will be updated, and through what channels. This
will help mitigate misunderstandings and build co-ownership for future
engagements.

2. Pretending feedback is important: This happens when updates are

treated as checking a box rather than fielding real feedback or engaging
stakeholders in ongoing conversations. Always keep the lines of
communication open for feedback, and do not place the engagement
activities so late in a timeline that stakeholders have no opportunity to
contribute in a real way. Do not pretend to want feedback and then do
nothing with it. And most importantly, let your stakeholders know how
their feedback is used. Close that feedback loop, and include the
resulting value in future engagement plans.

Once you have completed your engagement activities and developed a robust
feedback mechanism, it is time to take your lessons learned and start over with
Step 1 to begin planning for your next engagement.

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 18
 7. Engagement is Ever-Changing
As you master the basics of stakeholder engagement, it’s important to appreciate
the ever-changing nature of this practice. What follows are questions we are
currently tackling—and on which we welcome your thoughts:

1. If your company interacts with a large number of other entities—say, in

the range of 10,000-plus—how do you incorporate competing requests
into a cohesive overall strategy?
2. How do you capture all the information streaming into your company?
And how do you distill the information to note trends and develop
strategies around them?
3. You can build and publish a strategy at any time, but stakeholders now
have the means to challenge it almost instantaneously. How can you
manage a strategy in this dynamic environment?

Contact

Interested in For more information, contact BSR at:

Learning More?
Americas: Eric Olson
Learn more about BSR eolson@bsr.org
stakeholder engagement
Europe: Farid Baddache
consulting services.
fbaddache@bsr.org
Explore case studies
Asia: Jeremy Prepscius
covering our range of
jprepscius@bsr.org
consulting services,
including stakeholder
You can more read about BSR Stakeholder Engagement Consulting Services
engagement.
here.

BSR | Back to Basics: How to Make SHE Meaningful for Your Company 19