📋 Engagement Planning Worksheet

Phase-by-phase framework for designing targeted engagement approaches for different stakeholder groups. Transform your stakeholder analysis into actionable engagement plans that build relationships while gathering essential insights.

🔗 Building on Your Foundation

From Analysis to Action

You’ve identified stakeholders with the Identification Template and prioritized them using the Power-Interest Grid. Now it’s time to create specific engagement plans that will help validate your Problem Tree assumptions.

Strategic Sequencing

The order of engagement matters. Start with high-power/high-interest stakeholders who can open doors, provide critical validation, and help you refine your approach before broader engagement.

📅 Five-Phase Engagement Framework

Phase Overview Timeline

Week 1-2:    PREPARATION → Internal planning and materials
Week 3-4:    INITIAL OUTREACH → First contact and scheduling  
Week 5-8:    ACTIVE ENGAGEMENT → Conversations and validation
Week 9-10:   SYNTHESIS → Analysis and integration
Week 11-12:  FOLLOW-UP → Feedback and relationship building

📝 Phase 1: Preparation (Week 1-2)

Step 1.1: Define Engagement Objectives

For each stakeholder group, clarify:

Stakeholder Group	What We Need to Learn	What We Can Offer	Success Indicators
Primary	Validate lived experience assumptions	Platform for voice, potential solutions	Rich insights about daily realities
Secondary	Technical validation, resource mapping	Partnership opportunities, recognition	Expert endorsement, resource commitments
Tertiary	Context and connections	Information, future collaboration	Broader perspective, new contacts

Step 1.2: Develop Engagement Materials

Core Documents Checklist:

One-page project summary (who you are, what you’re doing)
Clear explanation of why you’re engaging stakeholders
Overview of how input will be used
Consent forms if needed
Contact information and follow-up process

Adapt for Different Audiences:

Community members: Simple language, visual aids, local examples
Officials: Formal brief, data focus, policy alignment
Technical experts: Detailed methodology, evidence base, research questions
Funders: Impact potential, sustainability plan, budget overview

Step 1.3: Assign Team Roles

Role	Responsibilities	Person Assigned
Engagement Lead	Overall coordination, key relationships
Logistics Coordinator	Scheduling, venues, materials
Note Taker/Documenter	Capture insights, maintain records
Cultural Liaison	Navigate cultural considerations
Follow-up Manager	Thank you notes, feedback loops

📞 Phase 2: Initial Outreach (Week 3-4)

Step 2.1: Craft Outreach Messages

Email Template for Formal Stakeholders:

Subject: Seeking Your Expertise on [Issue]

Dear [Name],

[1-2 sentences: Who you are and your organization]

[1-2 sentences: The problem you're addressing and why]

[1-2 sentences: Why their input is valuable]

[1 sentence: Specific ask - meeting, interview, review]

[1 sentence: Time commitment and flexibility]

[Closing with next steps]

SMS/WhatsApp for Community Members:

Hello [Name], I'm [Your name] from [Organization]. 
We're working on [issue] in [location]. 
Your experience with [specific aspect] would really help us understand better. 
Could we talk for 30 minutes this week? 
I can come to you. When works best?

Step 2.2: Outreach Tracking System

Stakeholder	Contact Method	Date Contacted	Response	Meeting Scheduled	Notes
	Email/Phone/In-person		Yes/No/Pending	Date/Time

Step 2.3: Scheduling Considerations

Timing Factors:

Work schedules (evenings/weekends for working people)
Cultural/religious calendars (avoid holidays, prayer times)
Agricultural seasons (planting/harvest times)
Weather patterns (rainy season accessibility)
School schedules (for parent engagement)

Location Factors:

Stakeholder comfort (their space vs. neutral venue)
Accessibility (transportation, disability access)
Privacy needs (sensitive topics)
Group dynamics (separate conflicting groups)

💬 Phase 3: Active Engagement (Week 5-8)

Step 3.1: Engagement Method Selection

Method	Best For	Duration	Pros	Cons
One-on-One Interview	Key informants, sensitive topics	45-90 min	Deep insights, builds trust	Time intensive, limited reach
Focus Group	Community perspectives, group dynamics	90-120 min	Efficient, generates discussion	Dominant voices, groupthink
Community Meeting	Broad input, public validation	2-3 hours	Inclusive, transparent	Logistics complex, superficial
Survey	Quantitative data, wide reach	15-30 min	Scalable, anonymous option	Limited depth, literacy barriers
Observation	Understanding context, behavior	Variable	Real-world insights	Time intensive, interpretation bias
Workshop	Co-creation, capacity building	Half/full day	Participatory, empowering	Resource intensive, scheduling

Step 3.2: Conversation Guide Framework

Opening (5 minutes):

Thank them for their time
Introduce yourself and organization
Explain purpose and how input will be used
Ask permission to take notes/record
Confirm time available

Context Setting (5 minutes):

Brief overview of the problem you’re exploring
Why you value their perspective specifically
Assure confidentiality if applicable
Invite questions about the process

Core Questions (30-40 minutes):

Start broad: “Tell me about your experience with [issue]”
Probe deeper: “Can you give me an example?”
Validate assumptions: “We’ve heard that [assumption]. Does that match your experience?”
Explore solutions: “What would need to change?”
Identify others: “Who else should we talk to?”

Closing (5-10 minutes):

Summarize key points you heard
Ask if anything was missed
Explain next steps and timeline
Confirm follow-up preferences
Express gratitude

Step 3.3: Engagement Preparation Checklist

24 Hours Before:

Confirm meeting (call/text)
Review stakeholder background
Prepare materials needed
Check equipment (recorder, batteries)
Plan transportation/directions

Day Of:

During Engagement:

Immediately After:

📊 Phase 4: Synthesis (Week 9-10)

Step 4.1: Organizing Raw Data

Insight Capture Template:

STAKEHOLDER: [Name]
DATE: [Date]
TYPE: [Primary/Secondary/Tertiary]

KEY INSIGHTS:
• About the problem:
• About root causes:
• About effects:
• About solutions:

SURPRISING INFORMATION:
•
•

VALIDATION STATUS:
□ Confirmed assumption: [which one]
□ Challenged assumption: [which one]
□ New information: [what]

QUOTES TO REMEMBER:
"..."

FOLLOW-UP NEEDED:
□ 
□ 

Step 4.2: Pattern Analysis

Theme	Frequency	Who Mentioned	Implications
Limited access to services	8/10 stakeholders	Primary stakeholders, service providers	Core problem validated
Transportation barriers	6/10 stakeholders	Rural communities, health workers	Bigger factor than expected
Cultural preferences	4/10 stakeholders	Elders, women’s groups	Needs sensitive approach

Step 4.3: Integration with Problem Tree

Update Your Analysis:

Convert validated assumptions from (A) to (E)
Add new root causes discovered
Refine problem statement if needed
Include unexpected effects
Note solution ideas that emerged

🔄 Phase 5: Follow-Up (Week 11-12)

Step 5.1: Closing the Loop

Feedback to Stakeholders:

Dear [Stakeholder],

Thank you for sharing your insights on [date].

Key themes we heard across stakeholders:
• [Theme 1]
• [Theme 2]
• [Theme 3]

How your input is shaping our work:
[Specific example of change/influence]

Next steps:
[What happens now]

We'll keep you updated on progress.

Gratefully,
[Your name]

Step 5.2: Relationship Maintenance Plan

Stakeholder	Relationship Goal	Maintenance Strategy	Frequency	Responsible
High influence allies	Strategic partnership	Regular updates, joint planning	Monthly	Project lead
Community leaders	Ongoing collaboration	Community meetings, reports	Quarterly	Community liaison
Technical experts	Advisory support	Technical reviews, consultation	As needed	Technical lead

Step 5.3: Documentation Archive

Maintain Records Of:

All contact information
Meeting notes and recordings
Consent forms
Insights and analysis
Commitments made
Follow-up completed

🎯 Engagement Quality Indicators

Signs of Effective Engagement

Process Indicators: ✅ Diverse stakeholders participated
✅ Multiple engagement methods used
✅ Cultural protocols respected
✅ Safe spaces created for honest input
✅ Clear communication throughout

Outcome Indicators: ✅ Assumptions validated or revised
✅ New insights emerged
✅ Relationships strengthened
✅ Stakeholders want to stay involved
✅ Clear path forward identified

Red Flags to Address

Process Warnings: ⚠️ Same voices dominating
⚠️ Low participation rates
⚠️ Stakeholders feel rushed
⚠️ Confusion about purpose
⚠️ Cultural insensitivity

Outcome Warnings: ⚠️ Only hearing what you expected
⚠️ Stakeholders feel used
⚠️ No challenging perspectives
⚠️ Lack of follow-through
⚠️ Relationships damaged

💡 Customization Tips

For Limited Resources

Time Constraints:

Combine stakeholder meetings where appropriate
Use existing gatherings (markets, meetings)
Leverage technology for remote engagement
Focus on highest priority stakeholders
Use rapid assessment methods

Budget Constraints:

Partner with other organizations
Use free/low-cost venues
Engage volunteers as note-takers
Combine with other activities
Use digital tools where appropriate

For Complex Contexts

Multiple Languages:

Budget for translation
Engage community translators
Prepare materials in advance
Allow extra time
Verify understanding

Conflict Sensitivity:

Map tensions in advance
Engage groups separately first
Use neutral facilitators
Focus on common ground
Have conflict resolution plan

Power Imbalances:

Create separate spaces for marginalized voices
Use anonymous feedback options
Engage power holders separately
Build confidence before mixed groups
Document all perspectives fairly

📥 Next Steps

After creating your engagement plan:

Prepare your questions using the Interview Question Bank
Review cultural factors with the Cultural Considerations Guide
Set up documentation using the Conversation Documentation Template
Begin Phase 1 preparation activities

Remember: Good engagement planning prevents wasted time, builds better relationships, and generates richer insights. Invest time in planning to maximize the value of every stakeholder interaction.