385 Questions to Ask Stakeholders

Talking to stakeholders is like solving a puzzle. You’ve got all these pieces—like goals, challenges, and resources—and you’re trying to make them fit. Well, the best way to get the complete picture? Ask the right questions! 

Whether kicking off a project or looking to improve things, asking smart questions helps you get everyone on the same page and make better decisions. So, let’s dive in!

Questions For A Project

1. What specific tasks need to be done?
2. Who is responsible for what?
3. How flexible is the budget?
4. Are there any skills we’re missing on the team?
5. What technology will we use?
6. Can we outsource some parts of the project?
7. What kind of training might the team need?
8. Are there any legal things to sort out?
9. How will we handle communication within the team?
10. What quality standards should we aim for?
11. How do we track our progress?
12. How do we measure success?
13. What are our key milestones?
14. Is there a Plan B if Plan A fails?
15. What risks should we prepare for?
16. How do we handle changes to the project?
17. Can we use previous work as a starting point?
18. What’s the most critical part of the project?
19. Who makes the final decisions?
20. How do we know if we need to pivot?
21. What documentation is required?
22. How will we manage project files and data?
23. What software tools will we use?
24. Is there a deadline for each task?
25. How do we deal with conflicts within the team?
26. What’s our strategy for managing time?
27. How do you feel about the current project timeline?
28. Is there any upcoming event or date that could affect the project?
29. Who do we report problems to?
30. How often should we meet as a team?
31. Are there any partnerships that could help us?
32. What happens after the project is done?

Questions During The First Meeting

1. What’s the main goal you want to achieve?
2. Why is this project important to you?
3. What are your biggest worries about this project?
4. How do you see this project helping the company?
5. Who else should be involved in this project?
6. How urgent is this project?
7. What does success look like to you?
8. What has been tried before? Did it work?
9. What’s the budget we’re working with?
10. How much time do we have to finish this?
11. What resources are available to us?
12. Who will be the main point of contact?
13. What’s the plan if things don’t go as expected?
14. How often should we check in with you?
15. Are there any company rules we should know about for this project?
16. What are some potential roadblocks?
17. How should we handle disagreements?
18. Is there a specific way you like to get updates?
19. What do you not want to see happening?
20. Any examples of similar successful projects?
21. Who will be the end users or beneficiaries?
22. How does this project line up with company goals?
23. How do we handle confidential information?
24. What kind of reports do you expect from us?
25. Are there any deadlines we should know about?
26. What’s the backup plan?
27. Is there room for the project scope to change?
28. How will this project affect other departments?
29. How should we handle delays?
30. Any advice you want to share with us?

Questions For Feedback

1. Are you happy with how the project is going?
2. What do you think we did well?
3. What could we have done better?
4. Was the communication clear?
5. Did we meet your expectations?
6. Was the project completed on time?
7. Were there any surprises for you?
8. Was the quality up to your standards?
9. Did we stay within the budget?
10. What did you learn from this project?
11. Would you change anything if you could?
12. Was the team easy to work with?
13. Were there any issues you felt were ignored?
14. How could we improve our process?
15. Did we solve the problem you wanted to solve?
16. Would you recommend us for future projects?
17. Were our reports and updates helpful?
18. How can we make things easier for you next time?
19. Was there anything missing from the project?
20. Was the project’s impact what you expected?
21. How well did we handle challenges?
22. Were we responsive to your needs?
23. Was the project too complex or too simple?
24. Did we consider all the stakeholders?
25. Did the project align with your vision?
26. Were there any gaps in our skills or resources?
27. How was our problem-solving?
28. Did the project have the desired effect on the company?
29. What would you like us to focus on in the future?
30. Is there anything else you’d like to add?
31. Was the project well-organized?
32. Did we adapt well to changes?
33. How did you feel about our teamwork?
34. Was our documentation clear and useful?
35. Did you feel heard and respected throughout the project?
36. Was the project’s risk management effective?
37. Did we do a good job solving any issues that came up?
38. Were there any unnecessary steps in our process?
39. Did you get enough updates about our progress?
40. Did we capture the goals and scope accurately at the beginning?
41. Was our timeline realistic?
42. Were all meetings productive?
43. Did we miss any opportunities?
44. Was our financial management up to par?
45. How could we improve our planning for next time?
46. Did we make good use of technology and tools?
47. Were our assumptions about the project accurate?
48. Did we handle pressure well?
49. Would you say the project was more of a success or a failure?
50. Do you have any thoughts on how we could innovate in the future?

Questions About Potential Challenges

1. What are the biggest obstacles facing this project or initiative?
2. Are there any budget constraints we should be aware of?
3. What technical challenges might we encounter?
4. What kind of deadlines are we up against?
5. Are there any regulatory hurdles?
6. What market challenges could affect us?
7. Are there any cultural or social issues to consider?
8. What are the biggest risks involved?
9. How can we plan for unexpected setbacks?
10. What can cause delays in our timeline?
11. Are there any competitors who might challenge us?
12. Are there any internal politics that could affect this project?
13. How do we deal with a loss of key personnel?
14. Are there any communication challenges?
15. How can we mitigate potential challenges?
16. What challenges have similar projects faced in the past?
17. How will we handle crisis situations?
18. What’s the plan for quality assurance?
19. What security challenges could we face?
20. Are there challenges in integrating new systems or technologies?
21. How will we address stakeholder resistance or pushback?
22. Are there challenges with scalability?
23. What are the potential environmental challenges?
24. What are the challenges related to data management and privacy?
25. How do we handle challenges related to remote work or different time zones?
26. Are there challenges in maintaining stakeholder relationships?
27. What challenges might arise from rapid growth?
28. How do we address challenges related to health and safety?

Questions About Success And Milestones

1. What does success look like for this project or initiative?
2. What are the key milestones we should aim for?
3. How will we celebrate achieving these milestones?
4. What metrics will we use to measure success?
5. What is the time frame for achieving our first milestone?
6. How will we communicate successes to other stakeholders?
7. Who will be responsible for tracking and reporting progress?
8. What rewards are in place for reaching milestones?
9. What are the criteria for moving to the next phase?
10. How do we adapt our strategy if we miss a milestone?
11. How do we ensure that we’re not just hitting goals but also delivering quality?
12. What plans are in place for after we achieve our final milestone?
13. How do we share learnings from achieved milestones for future projects?
14. What’s the plan for conducting a post-mortem after project completion?
15. Are there any milestones for stakeholder engagement?
16. How do we ensure that our achievements are sustainable?
17. What are the key performance indicators (KPIs) that matter most?
18. How will reaching milestones affect budget allocation?
19. How do we handle milestones that are affected by external factors?
20. What are the stepping stones leading up to major milestones?
21. How do we balance short-term wins and long-term goals?
22. Are there any plans for media coverage or public announcements upon reaching milestones?
23. How do we align our milestones with annual or quarterly objectives?
24. What are the checkpoints for revising our understanding of success?
25. How do we involve team members in celebrating successes?
26. How do we ensure transparency in sharing successes or failures?
27. What milestones would indicate a need for additional resources or support?

Questions For Strategic Planning

1. What is our long-term vision for the company?
2. What are our key business goals for the next year?
3. How does this project fit into our long-term strategy?
4. Are there any market trends we should consider?
5. What are our main competitors doing?
6. What strengths can we leverage?
7. What weaknesses do we need to address?
8. How do we differentiate ourselves in the market?
9. What opportunities should we focus on?
10. What potential threats are there?
11. What key performance indicators (KPIs) should we track?
12. What’s our target audience or market?
13. What partnerships or collaborations could benefit us?
14. Are there any regulatory changes on the horizon?
15. How do we sustain growth over time?
16. What financial targets do we have?
17. How do we maintain quality while scaling?
18. What new technologies could benefit us?
19. What’s our contingency plan for economic downturns?
20. Are there any potential mergers or acquisitions?
21. What’s our plan for employee growth and development?
22. How will we maintain company culture?
23. Are there any international markets we should enter?
24. What’s our approach to corporate social responsibility?
25. Are there any pilot projects we should consider?
26. How do we manage risk in our strategic planning?
27. Do we have an exit strategy for this project?
28. What’s our approach to stakeholder engagement?
29. Are there any gaps in our current strategy?

Questions About Resources

1. What resources are currently available for this project?
2. Are there any resource limitations we should know about?
3. What kind of staffing will we need?
4. Do we have all the necessary technology and tools?
5. Can we count on internal teams, or do we need to hire externally?
6. Is there a set budget for resources?
7. Are there any preferred vendors or partners?
8. Do we have the required licenses and permissions?
9. How do we allocate resources among different tasks?
10. What training resources are available?
11. Do we have backup resources in case of failure?
12. How should we handle resource conflicts?
13. Are there specific experts within the company we should consult?
14. Is there any unused budget from other projects we can use?
15. Are shared resources available across departments?
16. Who approves resource allocation?
17. How do we track resource usage?
18. Can we make use of freelancers or part-time workers?
19. Is overtime work within our resource budget?
20. Are there any seasonal factors affecting resource availability?
21. Do we have storage space for physical resources?
22. Are there any maintenance considerations for resources?
23. How do we prioritize resource allocation?
24. Do we need to consider energy or sustainability?
25. Are there any location-specific resource constraints?
26. What’s the process for requesting additional resources?
27. Is there contingency planning for resources?
28. Are there any company-wide resources we should be aware of?
29. How do we manage resource conflicts with other projects?
30. Can we repurpose resources from completed projects?
31. Are there any grants or funding we can apply for?
32. How do we manage resource renewals, like subscriptions or licenses?
33. What’s the process for equipment procurement?
34. Is there a disaster recovery plan for our resources?
35. Are there any branding guidelines for resources?
36. What quality checks are in place for resources?
37. How do we manage digital assets like software and databases?
38. Can we rely on volunteer support for some tasks?
39. What’s the turnaround time for getting new resources approved?
40. Are there any constraints like office hours for certain resources?
41. Can we make use of interns or apprentices?
42. Is there a way to pool resources with other departments?
43. How do we deal with resource waste or inefficiency?
44. How do we ensure resource accessibility for remote team members?
45. What are the procedures for resource auditing?
46. Are there ethical considerations for sourcing resources?
47. Who is responsible for resource maintenance and upkeep?

Questions For Process Improvement

1. What processes are currently in place?
2. What’s working well in our current processes?
3. What’s not working?
4. How could we be more efficient?
5. Are there any bottlenecks?
6. Are all processes well-documented?
7. Is there any redundant work being done?
8. How do we handle errors or mistakes?
9. Are there any compliance issues in our current processes?
10. How can we improve team collaboration?
11. What technology can we use to improve processes?
12. Are there metrics for measuring process efficiency?
13. How do we maintain quality in our processes?
14. Is there a need for automation?
15. What’s the impact of the current processes on customer satisfaction?
16. How can we speed up decision-making?
17. Are there any processes that can be outsourced?
18. How can we reduce costs without affecting quality?
19. What training programs can improve our processes?
20. How often should we review and update processes?
21. Who should be involved in process improvement initiatives?
22. How do we prioritize which processes to improve first?
23. What’s the budget for process improvement?
24. How can we improve communication within processes?
25. Do we need to update any guidelines or policies?
26. How do we ensure data accuracy in our processes?
27. How can we make our processes more transparent?
28. What’s the plan for rolling out process changes?
29. How do we gather feedback on process improvements?
30. How do we keep everyone updated on process changes?
31. What best practices should we consider adopting?
32. How can we make the work environment better for everyone?
33. How often do we encounter errors or delays due to the current processes?
34. Do you think our current processes are scalable?
35. Are there any safety concerns with the current processes?
36. Are there any green or eco-friendly practices we can adopt?
37. How do we align process improvements with customer needs?
38. How do current processes impact employee morale?
39. What’s the learning curve like for new team members?
40. Are our processes flexible enough to adapt to changes?
41. Is there a system for rewarding process improvement suggestions?
42. How do we keep track of multiple processes at the same time?
43. Are there opportunities to cross-train employees in various processes?
44. What impact do our processes have on delivery times?
45. How do we ensure the long-term sustainability of our process improvements?

Questions For Change Management

1. What are the main drivers for the change we are considering?
2. How urgent is this change?
3. Who will be most affected by this change?
4. What benefits are we expecting from this change?
5. Have similar changes been implemented before? What were the outcomes?
6. What are the risks associated with this change?
7. How will we communicate the transition to the team and other stakeholders?
8. What kind of resistance can we expect?
9. What’s the plan for training and development to support the change?
10. How will this change impact our daily operations?
11. Is this change aligned with our strategic goals?
12. Who will lead the change management process?
13. What is the budget for implementing this change?
14. What’s our timeline for this change?
15. How will we measure the success or failure of this change?
16. What are the key milestones in the change process?
17. What’s our contingency plan if the change doesn’t go as planned?
18. How will we update our documentation to reflect this change?
19. What resources are needed to implement this change effectively?
20. Are there any legal or compliance issues to consider?
21. How will this change affect our customers or clients?
22. Who needs to approve the change before it’s implemented?
23. Are there any cultural considerations for this change?
24. How will we keep everyone accountable during the change?
25. How can we make the transition smoother for all involved?
26. What kind of support will be available during and after the change?
27. What is the impact on partnerships or external contracts?
28. Are there any pilot tests or phases for this change?
29. How will this change affect our competitive position?
30. How do we gather feedback during and after the change?
31. How will this change affect leadership roles and responsibilities?
32. What skills will managers need to lead the team through this change?
33. Are there plans to restructure teams or departments?
34. Will there be job losses or role changes?
35. How do we maintain team morale during the change?
36. What kind of coaching or mentoring will be available for managers?
37. How do we deal with potential conflicts arising from the change?
38. Are there plans for team-building activities to adapt to the change?
39. How do we ensure that every team member is clear on new expectations?
40. What’s the strategy for recruiting or onboarding new talents if needed?
41. How will we handle promotions or advancements during this period?
42. Are there opportunities for employees to participate in decision-making?
43. What steps are we taking to include diverse perspectives in the change process?
44. How do we recognize and reward employees who adapt well to the change?
45. What channels will be open for employees to voice concerns or suggestions?
46. Are there plans for regular check-ins or updates from management?
47. How will this change impact performance evaluations or reviews?

Questions About Sustainability

1. What are our current sustainability initiatives?
2. How do we measure our environmental impact?
3. Are there any sustainability regulations we need to follow?
4. What’s the budget for sustainability projects?
5. How can sustainability be integrated into our current projects?
6. What are the most pressing sustainability issues for us?
7. How can we reduce our carbon footprint?
8. Are there opportunities for renewable energy use?
9. What sustainable practices are our competitors adopting?
10. How can we make our supply chain more sustainable?
11. What’s our plan for waste management?
12. How do we promote sustainability within our team?
13. Are there any tax incentives for adopting sustainable practices?
14. What is the ROI on sustainability initiatives?
15. How can we engage our customers in our sustainability efforts?
16. Are there partnerships that could boost our sustainability?
17. What are the risks if we don’t improve our sustainability efforts?
18. How does sustainability align with our brand image?
19. Can we achieve any sustainability certifications?
20. Are there eco-friendly materials we could start using?
21. How can we make our product or service more sustainable?
22. What employee training is needed for more sustainable operations?
23. What’s the timeline for achieving our sustainability goals?
24. What are the key performance indicators (KPIs) for sustainability?
25. How can we improve energy efficiency?
26. Are there any grants or funding available for sustainability projects?
27. How will we communicate our sustainability efforts to the public?
28. What are the long-term sustainability goals?
29. How will sustainability affect our business strategy?
30. Are there any sustainability trends we should be aware of?
31. How do we ensure that our sustainability efforts are transparent?
32. What is our water usage, and how can we reduce it?
33. How can we improve air quality in our operations?
34. How can we involve local communities in our sustainability goals?
35. Are there opportunities for upcycling or recycling within our processes?
36. Are there sustainable alternatives for our current packaging?
37. How do we factor sustainability into our procurement process?
38. How do we reduce noise pollution in our operations?
39. Are there opportunities for employee volunteerism in sustainability projects?
40. What’s our current carbon offset strategy?
41. Can we collaborate with NGOs or other organizations for sustainability?
42. How can we minimize electronic waste?
43. What are the key sustainability issues our investors care about?
44. Are there plans to release a sustainability report?
45. How can we use data analytics to track our sustainability progress?
46. Is there a dedicated team or person responsible for sustainability?
47. How do we ensure our suppliers are also following sustainable practices?
48. What steps can we take to improve indoor environmental quality?
49. How do we keep up to date with new sustainability laws and guidelines?
50. Are there opportunities to make our logistics and transportation more sustainable?

Frequently Asked Questions

Who are the stakeholders?

Each type of stakeholder has different needs and concerns, so it’s essential to keep all of them in mind as you work on your project.

Do stakeholders need to be experts to provide valuable feedback?

No, stakeholders don’t have to be experts. Sometimes, people who are new to the topic can offer fresh perspectives that experts might overlook. Every piece of feedback is a chance to learn something new.

How often should I communicate with stakeholders?

• Regular updates: It’s good to keep in touch often. Maybe have a regular meeting, like once a month.
• Key milestones: Whenever something significant is done or changes in the project, it’s a good time to talk.
• Any time for feedback: Don’t just wait for meetings. If you need to know something, ask for feedback.

Why is it important to gather information from stakeholders?

• Understanding needs: Gathering information from stakeholders helps you understand what they want and expect from the project. This sets the stage for meeting or even exceeding these expectations.
• Decision-making: The input from stakeholders can provide critical insights that influence project decisions. It can show you things you might not have thought of yourself.
• Building trust: When stakeholders feel heard, they’re more likely to trust you and the project team. This makes everything smoother as you go along.
• Risk reduction: Stakeholders can point out risks or issues you may not be aware of. Early feedback can help you dodge big problems down the road.

How can stakeholder relationships be improved?

• Regular communication: Keep stakeholders updated on project progress. Whether through monthly meetings or newsletters, frequent touchpoints make a big difference.
• Transparency: Always be honest about the project’s status. If there are challenges, share them. People appreciate being in the know.
• Active listening: When stakeholders speak, really listen. Then, show them that their feedback has been considered in the project.
• Be responsive: When stakeholders have questions or concerns, respond promptly and respectfully.
• Mutual goals: Remind stakeholders that everyone is working toward the same ultimate objective. This can help turn potential conflicts into opportunities for collaboration.

Conclusion

Questions are your best friends when it comes to understanding what stakeholders really want and need. And remember, the more you know, the smoother things will go. 

Keep those lines of communication open, and it will not only make your job easier but make everyone feel included. Here’s to successful projects and happy stakeholders!