One important element of your Public Involvement effort is keeping track of all your project’s stakeholders. This can be especially vital when project funding and environmental processes require specific public outreach notifications (ex: SEPA or NEPA requirements). This is a task that can quickly become overwhelming once you consider your complete stakeholder list and additional information you are wanting to keep track of, such as:
- Personal contact information
- Address and location information
- Attendance at project events
- Distribution of project collateral
- Other correspondence or specific interaction
A thorough and consistent stakeholder database is key in order to utilize it as the vast information tool it is. A complete database is full of great statistics and facts regarding your project achievements as well as an important historical reference. In the video below I share a database program that we use called Smartsheet that we have found great success in. It integrates well with Google Mail, can easily be exported into multiple other formats, and also allows for all of your project team to view the most updated information regarding your stakeholder outreach in real time. This feature can be invaluable, especially if you have more than one point of contact for stakeholders to reach out to with questions and concerns.
I'd love to hear from you about tools you have used to track your stakeholder outreach. Call, email, or message me on Linkedin.
For more tips and trends regarding Public Involvement, see our Public Involvement Toolbox.