Success often depends on your ability to understand and collaborate effectively with others. Building strong relationships, managing expectations and understanding who holds influence can shape your workplace experience and make it more enjoyable and productive. That’s where a stakeholder matrix comes in.
A stakeholder matrix is a powerful tool that can help you map the people who impact your work and career. You can use it to identify who matters most, figure out how to communicate with them and make smarter decisions to achieve your goals.
You can use this guide to understand a stakeholder matrix, why it’s so valuable, and how to apply it to build relationships, solve problems, and grow your career. Even if you’re just starting out or looking to take the next step, mastering this tool can help you confidently find your way in the workplace.
At its core, a stakeholder matrix, also known as a stakeholder map, is a visual tool that charts the people involved in a project or organisation based on two factors: Influence (how much power they have over decisions) and interest (how invested they are in the project’s success).
Traditionally, stakeholder matrices are used in project management to pinpoint individuals, groups, or organisations that impact a project. By plotting stakeholders on a grid or chart, you can see who you need to focus on. Is it keeping decision-makers informed or managing expectations for others? This clarity helps sidestep conflicts and bring goals together.
Here’s how it works in action:
Someone with high influence and high interest might be a senior manager you keep updated and involved in decisions.
A person with low influence but high interest could be a teammate who supports your work but doesn’t directly make decisions. Regular updates are enough to engage them.
Beyond project management, a stakeholder matrix can be just as valuable for your career growth. It helps you understand the dynamics around you and use that knowledge to grow your profession.
With this tool, you can see how to work well with others depending on where they fall on the chart. Spotting who in your organisation holds decision-making power helps you handle expectations better. Building relationships with mentors, collaborators, and advocates can guide your professional growth. Plus, a stakeholder matrix is a great way to show your emotional intelligence and strategic thinking – qualities employers notice and value.
Let’s say you’re working on a team project and need buy-in from different departments. A stakeholder matrix might reveal a senior manager with high influence but low interest. Aim to communicate how the project lines up with their goals so you can get their support and move the project forward.
Stakeholder mapping doesn’t have to be complicated. Follow these five steps to make one that works for you:
Start by listing everyone who impacts your work. Think beyond your immediate team to include:
Managers
Colleagues
Cross-department collaborators
External contacts, like clients or industry partners
Think of those who influence decisions and outcomes, even indirectly. Writing a list makes it easier to spot key players.
For each person on your list, ask yourself: How much decision-making power do they have? How invested are they in my work or career development?
Plot them on a four-quadrant grid. For example:
High influence, high interest: Keep them updated and involved.
High influence, low interest: Share only what’s relevant to their priorities.
Low influence, high interest: Provide updates to maintain their support.
Low influence, low interest: Monitor their involvement without overloading them with details.
Your communication strategy should match each stakeholder’s position on the matrix. For instance:
Schedule regular check-ins with high-influence stakeholders.
Send concise updates to those with less interest.
Ask for feedback to earn trust and deepen connections.
Keep the format simple, and choose one that works best for you. Use a spreadsheet, a hand-drawn chart, or digital tools like Trello or Notion to start your stakeholder mapping. The goal is to create a clear, easy-to-read map of your stakeholders that you can tweak or redo.
Stakeholder dynamics change over time. Make it a habit to revisit your matrix. You’ll want to revisit your matrix whenever you’re starting a new role, taking on a major project or dealing with workplace hurdles.
When using a stakeholder analysis to grow your career, you can use it to see how to take on new challenges, expand your network, or get through roadblocks.
Use the matrix to spot mentors or key decision-makers who can help you land a promotion. Map out connections in your industry who can open doors for growth. You can also use it to identify and plan your way around possible blockers.
Here's an example: say you’re aiming for a promotion, but one of the decision-makers in your organisation doesn’t fully understand your contributions. Your matrix highlights them as a high-influence stakeholder. Tweaking how you connect with them can make you stand out and get noticed. You can share regular updates, highlight achievements, and involve them in discussions.
Having a ready-made stakeholder matrix template can save time and help you get started quickly. Below are three easy-to-use examples that you can adopt for career advancement. These templates simplify stakeholder mapping, making organising, engaging, and building connections easier.
This classic layout is perfect for first-timers. It divides stakeholders into four categories based on their influence and interest.
High interest | Low interest | |
High influence | Stakeholders with significant power and strong interest in the project or work. - Closely involve them in decision-making. - Regular updates. - Tailor communication to their goals. | Stakeholders with significant power but limited interest in the project or work. - Share essential updates. - Keep communication relevant and concise. |
Low influence | Stakeholders with limited power but strong interest in the project or work. - Provide regular updates to keep them engaged. - Ask for feedback occasionally. | Stakeholders with limited power and limited interest in the project or work. - Monitor their involvement. - Avoid overloading them with unnecessary details. |
This version helps you plan communication strategies for each stakeholder group.
Stakeholder | Preferred communication style | Frequency of communication | Communication goal | Notes |
Senior Manager | Concise and formal | Monthly | Provide updates on progress | Highlight strategic outcomes and align updates with organisational goals. |
Team Member | Collaborative and casual | Weekly | Share updates and gather feedback | Encourage open discussion to address possible roadblocks or brainstorm solutions. |
External Partner | Professional but personable | Bi-weekly | Strengthen partnership and share updates | Include specific data points or deliverables that are important to their interest. |
Support Staff | Informal and approachable | As needed | Build rapport and provide clarity | Make sure they feel included and understand how their contributions support the bigger picture. |
Client | Tailored to their preference | Regular (based on project phase) | Build trust and ensure satisfaction | Use project milestones to format communication and involve them in key decisions. |
Use this template to map stakeholders who influence your career growth.
Category | Stakeholder name | Role/position | Value to your career | Action plan |
Mentor | [Name] | [Role/position] | Provides guidance and advice for career decisions | Schedule regular check-ins to discuss goals, challenges, and development plans. |
Advocate | [Name] | [Role/position] | Recommends you for new opportunities | Share achievements and maintain open communication to stay on their radar. |
Collaborator | [Name] | [Role/position] | Helps you succeed in your current role | Work together on key projects and build trust by contributing effectively. |
These stakeholder mapping examples can be customised to fit your goals and projects. They’ll give you a structured way to visualise and engage with key people in your organisation.
Australian workplaces often focus on teamwork and making sure everyone feels included. The culture here values collaboration, where everyone has a voice, and emphasises the idea of giving everyone 'a fair go.' With a strong multicultural influence, inclusivity and respect for different perspectives are at the heart of how teams operate.
To get the most out of your stakeholder map in Australia’s unique workplace culture, focus on equality by involving everyone who matters, no matter their title. Value diversity by considering cultural differences and adjusting how you communicate to connect better. At the same time, find a balance between professionalism and approachability. Building strong relationships that reflect Australia’s mix of laid-back vibes and high standards can make a huge difference in how you thrive at work.
Even the most reliable tools can lose their edge if not used the right way. Let’s look at some common pitfalls and how to steer clear of them:
Stakeholder roles and priorities change all the time. Think of it like refreshing your contacts list. Keeping your matrix updated ensures you’re always focusing on the right people and staying on top of changing dynamics.
Stick to the essentials. Too much detail can overwhelm your efforts. Imagine trying to track every minor interaction. It can bog you down instead of helping. Only mind the stakeholders who truly matter to make your matrix effective and easy to use.
Not every stakeholder needs the same level of attention. Prioritise those with the most influence and interest to get the best results. For example, focusing on a key decision-maker can move your project forward faster than spreading your energy thinly across everyone involved.
Listening to stakeholders earns trust and gets better results (not to mention it's polite). Imagine a project manager dismissing a teammate’s suggestion. That teammate might feel overlooked, affecting their morale and the project’s success. Taking feedback on board is a good way to strengthen relationships, but more than that, it can lead to smarter solutions.
Sometimes, the people behind the scenes quietly shape the biggest outcomes. Think about the admin who keeps schedules on track or the colleague who introduces you to key decision-makers. Their behind-the-scenes efforts can have a big impact, so be sure to acknowledge and involve them appropriately.
Think of a stakeholder matrix as more than just a project tool. It’s a way to build better relationships, handle workplace dynamics better, and reach your career goals. By using it, you can be on top of your professional growth and open doors to new possibilities.
Start with the basics. Build a simple matrix, keep it updated, and let it guide your decisions. Before you know it, you’ll see it changing how you work and uncovering exciting opportunities, like improving how you collaborate with colleagues or taking your career to the next level.
Stakeholder mapping helps you understand who impacts your work or project. It lets you find out key players, like decision-makers or collaborators, and shows how you should engage with them. It’s a great way to improve teamwork and communication.
A stakeholder map is a visual tool to organise stakeholders by influence and interest. A stakeholder analysis digs deeper, examining each stakeholder’s needs, goals, and possible impact on your work. Both help you work smarter with others.
Include columns for stakeholders’ names, roles, level of influence, and level of interest. Add notes for communication strategies and engagement priorities. Keep it simple and easy to update.
If you're aiming for a promotion, use a map to identify key decision-makers and supporters. Focus on building relationships with these people, like your manager or department head, and inform them regularly about your achievements.
Stakeholder analysis helps you understand people’s priorities and concerns. By knowing what matters to them, you can change your approach, create trust, and team up more effectively. It’s a win-win for your career and team dynamics.
Avoid overcomplicating your map or treating all stakeholders the same. Focus on those with the most influence and interest. Don’t forget to update your map regularly, as priorities and roles can change over time.