Module 2
Content list
1. Stakeholder’s analysis
1. Database of potential stakeholders
1. The proposal
1. Agreements
1. Networking & Networks
1. Brokerage Events
1. Overview
Title: Stakehol der’s analysis
Format: online
Duration: 30min
Specifics: learners will use their smartphones, pen & paper
At the end of the module the learner will have a complete picture of what is a stakeholder, how to
perform a stakeholder’s analysis and a SWOT analysis.
- This section refers to the terminology of stakeholder, what is a SWOT analysis
- Then a video is presented and finally there is an exercise based on what was presented, where the trainees have to answer using their mobile phone.
Stakeholder analysis – https://www.youtube.com/watch?v=PXCo92Iag3g ;
https://www.youtube.com/watch?v=HP2MZscvFl8
SWOT analysis
–
https://www.youtube.com/watch?v=JXXHqM6RzZQ
During the specific training module the trainer will present the module in detail, solve questions and discuss with the learners everything that was presented in the module.
2. Definition
Cambridge Dictionary defines Stakeholders as an employee, investor, customer, etc. who is involved in or buys from a business and has an interest in its success.
Stakeholders vs. Partners
Partners are parties officially and legally involved in your project.
Stakeholders are parties that are not legally involved in the project, but have an interest either in the activities, objectives, target group or results of the project.
Introduction
“Stakeholders are people, groups, or institutions which are likely to be affected by a proposed intervention (either negatively or positively), or those which can affect the outcome of the intervention” (RIETBERGEN-McCRACKEN et al. 1998).
Some questions to consider while compiling a list of stakeholders:
• Who will be impacted by the project?
• Who can support the project?
• Who can obstruct the project?
• Who has been involved in this type of project in the past?
Stakeholders can be:
• National Authorities
• Local Communities
• Business Groups
• Non-governmental organizations (NGO’s)
• Organizations
• Creditors
• Employees
• Material Suppliers, Vendors
• Customers
• Unions
• Project Team, General Manager, Project Manager, Project
Coordinator, Board of Members
Why a SWOT analysis?
The SWOT analysis is important to do it in the beginning, in order to identify your needs in order to highlight them and sell them.
Mapping your weaknesses points out for you the areas in which you need help. With this information you can understand to which type of stakeholders you should direct your interest and what type of support you need from them.
Having a clear picture of your needs helps you target your efforts.
SWOT analysis
A SWOT analysis is a strategic planning and strategic management technique used to help a person or organization identify Strengths, Weaknesses, Opportunities, and Threats related to business competition or project planning.
For each element consider:
Strengths: point out all your advantages and assets that you have (financial, human resources, strategies, experience, access to target group, etc).
Weaknesses: what obstacles you encounter, points that you need help with, areas that are underdeveloped
Opportunities: favourable external factors that you can benefit from, new laws, funding opportunities that you can access
Threats: potential risks that you are facing, competitors, even weather conditions or other natural phenomenon’s.
Power/interest grid
A power/interest grid can be used to group takeholders based on their level of authority (power) and their level of concern (interest) for project outcomes
3. The Tool
HOW THE TOOL WORKS?
The TOOL - Partner Organisations
Inside our tool, https://www.youthimpactplus.eu/ , While analysis the impact of your project you have to consider what role do the “Partner Organisation” play, as in some case can can tip the scale in your favour or do the exact opposite.
Even though this module does not consider Stakeholders as Project Partners we can consider Partner Organisation either Stakeholders either Project Partners. Starting from this assumption, consider for this section of the tool how partner organisations can impact the project for the better or worse, consider making a rapid analysis of each partner to see their strengths and their weakness, to see if they can have an impact and how great or small could it be.
Exercises based on this session
Alone or together with your team, perform the following tasks:
- Make a SWOT analysis of your project considering what are your internal Strengths and Weaknesses and what are the external Opportunities and Threats that its facing. Starting from this, you can
map the areas in which stakeholders can improve and where you have leverage to offer. - Create a list of potential stakeholder.
- Map the list using the power/interest grid to see how to proceed with each of them.
Exercises based on this session
You can use the below template to fill in point 1.
Exercises based on this session
You can use the below template to fill in point 3.
Self-assessment (2 questions)
1. Overview
Title: Database of potential stakeholders
Format: online
Duration: 30min
Specifics: learners will use their smartphones and a database creation tool/app
At the end of the module the learner will have a complete picture of what a database of stakeholders is and, how to create a database of stakeholders.
- This section refers to the terminology of database, how to create their own database of stakeholders and what to include
- Then a video is presented and finally there is an
exercise based on what was presented, where the trainees have to answer using their mobile phone.
Mapping the stakeholders
–
https://www.youtube.com/watch?v=BYPsOmM2rLU
During the specific training module the trainer will present the module in detail, solve questions and discuss with the learners everything that was presented in the module.
2. Introduction
After you made the SWOT analysis of the stakeholders that could offer input into your project and you have an overall view of who has a high interest or who has more authority from an action vs. result point of
view, now you have to start creating a database of potential stakeholders from your local, regional, national or European level that you could contact.
You could use different online digital tools for this database depending on your needs, like:
– Excel
– Google sheets
– Access
For collaborative work, Google sheets offers the best features.
What is a database and how it helps?
“Databases are used for storing, maintaining and accessing any sort of data. They collect information on people, places or things. That information is gathered in one place so that it can be observed and
analyzed. Databases can be thought of as an organized collection of information.”
A database is a tool that could help you not just for this particular project that you are implementing, but also for other projects and collaborations or potential projects.
By creating and monitoring your database of potential stakeholders you can assess which stakeholder is more responsive, which has the most experience and what networks they belong to. The important thing is to update your database constantly. A database that is not update its not useful.
Creating your database
Make a list for each specific type of stakeholders with actual names of NGOs, institutions, organisations, etc.
In your list, be sure to include:
– Name of organisation
– Type of organisation
– The level at which they operate (local, regional, national, European, etc)
– Location (either city, region, country, etc)
– Email address
– Contact phone number
– Person responsible for PR or legal representative
– Status
While contacting them, knowing the name of the person receiving your email helps create a better
connection and increases your chances of a response!
Database example
It is advisable to keep track of all of your engagements with the stakeholders and which ones have a finality, to which ones you need to follow-up with. Below you can find an example of a tracker.
3. The Tool
HOW THE TOOL WORKS?
The TOOL - Partner Organisations
Inside our tool, https://www.youthimpactplus.eu/ , While analysis the impact of your project you have to consider what role do the “Partner Organisation” play, as in some case can can tip the scale in your favour or do the exact opposite.
Even though this module does not consider Stakeholders as Project Partners we can consider Partner Organisation either Stakeholders either Project Partners. Starting from this assumption, consider for this section of the tool how partner organisations can impact the project for the better or worse, consider making a rapid analysis of each partner to see their strengths and their weakness, to see if they can have an impact and how great or small could it be.
Exercise
Starting from the previous information, choose the tool that you’d like to work with, that you are either already familiar with or that you have researched now and you are ready to use.
From the previous sessions, use the typology of stakeholders that you’d like to involve.
Self-assessment (2 questions)
1. Overview
Title: The proposal
Format: online
Duration: 30min
Specifics: learners will use their smartphones
At the end of the module the learner will have a complete picture of how to create a proposal for potential stakeholders.
- This section refers to making a proposal to your potential stakeholders and how to approach them.
EXAMPLE
During the specific training module the trainer will present the module in detail, solve questions and discuss with the learners everything that was presented in the module.
2. Introduction
A proposal has the aim to briefly inform the potential stakeholder about your project and act as a teaser to raise their interest into having a meeting with you in order to ask for more information.
Consider your proposal as a “cover letter” in an interviewing process. Consider including relevant information that can stir up their interest and express in the same way your motivation for the project and for contacting them.
Structure
1. Introduce how you came in contact with their organisation
1. Explain why you are contacting them
1. State how they can support you and how you can help them in return/what are the benefits for their support
1. Propose a meeting!
What to include in the proposal
– What are objectives of the project
– What is the specific target group of the project
– What are the activities of the project
– What is the timeframe of the project
– What is the area in which the stakeholder can provide support
– What type of support you need from them
– Ask for a potential meeting and offer multiple choice for dates and hours,
but not more than 2-3 choices
Example of a Proposal
Dear Sir/Madame,
My name is Name and Surname, from Organization. We are a youth NGO from Romania who work with youth and adults with fewer opportunities and our members have experience with over 50+ projects. The subjects where we already have experience are Inclusion, entrepreneurship, culture and art and creativity. We would like to expand our expertise and help more youth and adults in our
community.
We are implementing Project name and ID, funded by . Our project aims to:
1.
2.
3.
Our activities are:
1.
2.
3.
We would need your support with the following ……… and ………….
Let’s schedule a meeting next week (Monday-Wednesday at 10 a.m. or 12 p.m. ) to discuss further
details. Please let us know when you are available.
All the best,
3. The Tool
HOW THE TOOL WORKS?
The TOOL - Partner Organisations
Inside our tool, https://www.youthimpactplus.eu/ , While analysis the impact of your project you have to consider what role do the “Partner Organisation” play, as in some case can can tip the scale in your favour
or do the exact opposite.
Even though this module does not consider Stakeholders as Project Partners we can consider Partner Organisation either Stakeholders either Project Partners. Starting from this assumption, consider for this section of the tool how partner organisations can impact the project for the better or worse, consider making a rapid analysis of each partner to see their strengths and their weakness, to see if they can have an impact and how great or small could it be.
Exercises
Create a generic proposal for your project following the structure presented above.
Try after to personalise the proposal to the stakeholder’s profile.
Self-assessment (2 questions)
1. Overview
Title: Database of potential stakeholders
Format: online
Duration: 30min
Specifics: learners will use their smartphones
At the end of the module the learner will have a complete picture of what is a partnership agreement and what to include.
- This section refers to terminology of partnership agreements
EXAMPLE
During the specific training module the trainer will present the module in detail, solve questions and discuss with the learners everything that was presented in the module.
2. Introduction
“A Stakeholder’s Agreement is a written agreement between business partners. It should set out clearly each party’s contractual obligations and provide the framework for the day-to-day running of the business.”
What to include in an agreement
− Identification information about all parties involved
− Include a context describing the objectives, activities and target group of the project
− Specify the area of the collaboration and mode of collaboration
− Mention any, if at all, financial aspects
− Include copyrights, GDPR and privacy regulations
− Specify the duration of the collaboration, start date and end date
− Establish the disputing resolution and the competent authorities
Example of a Engagement Agreement with a Stakeholder
ENGAGEMENT AGREEMENT
BETWEEN ”Project partner”
AND “Stakeholder”
CONTEXT
”Project partner” name hereinafter referred to as ”Project partner”. and
the “Stakeholder” name, hereinafter referred to as “Stakeholder”, hereinafter also referred to individually
as “Party” or collectively as “Parties”,
RECOGNISING THAT the purpose of ………………………………….
CONSIDERING THAT our activities and target groups ……………………………………
CONSIDERING THAT our project’s “project name” goals are
………………………….. CONSIDERING the advantages and benefits of both parties in signing the agreement; The Parties agree as follows:
ART. 1: SCOPE
The purpose of the agreement is to cooperate towards the achievement of the objectives of the project, to make the project visible in the community, to support with
………………………….
The project activities that the “Stakeholder” can provide support are: ……………………………………………
ART. 2: AREAS OF COLLABORATION
The Parties will actively support each other in achieving the above mentioned (ART 1.) projects objectives and help disseminate the results of project.
ART. 3: MODE OF COLLABORATION
Collaboration and communication will be done through official channels, engaging staff from each party that is competent in the area of the project.
ART. 4: IMPLEMENTATION
This article specifies that the “Stakeholder” should support ”Project partner” with the implementation of the activities that the “Stakeholder” has competences in
and to help ”Project partner” reach the target number.
ART. 5: RELATIONSHIPS
Insert Logo here
The Parties mutually undertake to make themselves available to disseminate the activities and initiatives carried out in collaboration, according to methods and timelines that will be agreed upon in advance. As a result, the “Stakeholder” will help with the dissemination of promotional materials in the online, the results of intellectual outputs and other materials created in the project.
ART. 6: FINANCING AND CHARGES
No financial obligation between The Parties.
ART. 7: INTELLECTUAL PROPERTY
This article defines that any products of commercial value or intellectual property rights resulting from the shares of cooperation of this Agreement will be governed by mutual agreement between “Parties” (according to the applicable laws).
ART. 8: PRIVACY AND INFORMATION SECURITY
This article reports the compliance with the laws protecting data processing: the purposes and methods of processing of personal data managed in the context of the activities carried out in the present Agreement will be based on principles of correctness, lawfulness and transparency and respect for the current legislation on the protection of personal data and the guidelines adopted by the Guarantor for the protection of personal data and in respect of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation).
ART. 9: COORDINATION AND MONITORING
This article describes the management and monitoring process of this Agreement, designating their own referents.
The parties will help maintain a good collaboration, helping to reach the objectives of the project no. ”project number”.
ART. 10: DURATION, MODIFICATION AND WITHDRAWAL
This article defines the entry into force of the Agreement, the duration and the any renewal or withdrawal modalities.
The duration of the partnership is from the signed date, all throughout the duration of the project, until the end of it on ”date”. However, in case the project end date is extended the partnership will also extend. If that is the case, ”Project partner” will have to communicate in advance the extension of the project.
ART. 11: DISPUTE RESOLUTION
Although not expressly provided for in this agreement, reference is made to the standards of the Civil Code and any other regulatory provision on the subject. For any dispute, if not resolved amicably, concerning the
Insert Logo here
interpretation, application and execution of this Document, the Parties exclusively establish the jurisdiction of the Court of Justice.
ART. 12: GDPR
All personal data contained in this document are collected during the implementation of the Erasmus + Programme (2021-2027), in accordance with the European Commission regulations. The data will be stored and processed by the Programme’s beneficiary organisations and the ANPCDEFP under the Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC
Place and Date ___
Legal representative of ”Project partner”
Name and Surname
______________
Legal representative of ”Stakeholder””
Name and Surname
______________
Tips & tricks
− Tailor each agreement to the specificities of the stakeholder
− Add visibility and visual identity
− Send a draft before signing so that the stakeholder can include their
own articles or modify the existing ones
3. The Tool
HOW THE TOOL WORKS?
The TOOL - Partner Organisations
Inside our tool, https://www.youthimpactplus.eu/ , While analysis the impact of your project you have to consider what role do the “Partner Organisation” play, as in some case can can tip the scale in your favour or do the exact opposite.
Even though this module does not consider Stakeholders as Project Partners we can consider Partner Organisation either Stakeholders either Project Partners. Starting from this assumption, consider for this section of the tool how partner organisations can impact the project for the better or worse, consider making a rapid analysis of each partner to see their strengths and their weakness, to see if they can have an impact and how great or small could it be.
Exercise
Starting from what you have learned, the example offered and from your own project, make a generic stakeholder
agreement.
If you have a stakeholder already selected, personalise the agreement to fit their profile.
Self-assessment (2 questions)
1. Overview
Title: Database of potential stakeholders
Format: online
Duration: 30min
Specifics: learners will use their smartphones
At the end of the module the learner will have a complete picture of what is a network, how to create one and its benefits.
- This section refers to terminology of stakeholder, what is a SWOT analysis
- Then a video is presented and finally there is an exercise based on what was presented, where the trainees have to answer using their mobile phone.
How to build a network:
https://www.youtube.com/watch?v=xSaggc-qxn0
How to network:
https://www.youtube.com/watch?v=qxv3NGsDEGw
EXAMPLE
During the specific training module the trainer will present the module in detail, solve questions and discuss with the learners everything that was presented in the module.
2. Introduction
Networking = is the process of making connections
Network = the end result of networking
“A stakeholder network is that interconnected web of stakeholders. Managing a stakeholder network means understanding that interdependency and working to see each stakeholder group, not in a silo, but as part of a connected network of influence with a common objective.”
Benefits of a network
– Access to resources, including human resources;
– Knowledge on windows of opportunities;
– Access to know-how: knowledge about procedures, processes, etc.
– Access to information: about funding opportunities, about political
changes, opportunities, problems, raising issues, etc.
– Connection to different sectors: public, private, non-profit, education,
political
Tips & Tricks on creating your network
– You can start Online: LinkedIn is a useful platform in this way, you can
join different online communities
– Social media platform such as Facebook and Facebook groups can be
used as tools
– Targeting databases and sending emails with your organisation’s
information
– Networking events are a great environment for meeting organisations
and learning about opportunities
– Brokerage event (as seen in the next session) can be a tool in which you
can make networking or build your own network
– Networking platforms are also available and you can join them
– Diversity is key, so use multiple tools
– Choose diverse types of stakeholders as well
For efficient results, try to be consistent in your actions and diversify your
actions.
In a network each partner brings something to the table and in this way the network creates an ecosystem of its own.
One member could have access to information, another could have access to the target group, another could have the know-how, another could have the time or the volunteers, marketing and promoting skills, etc.
Being present and having visibility in the local and online community, gives you more credit, and makes others prioritize you.
3. The Tool
HOW THE TOOL WORKS?
The TOOL - Partner Organisations
Inside our tool, https://www.youthimpactplus.eu/ , While analysis the impact of your project you have to consider what role do the “Partner Organisation” play, as in some case can can tip the scale in your favour or do the exact opposite.
Even though this module does not consider Stakeholders as Project Partners we can consider Partner Organisation either Stakeholders either Project Partners. Starting from this assumption, consider for this section of the tool how partner organisations can impact the project for the better or worse, consider making a rapid analysis of each partner to see their strengths and their weakness, to see if they can have an impact and how great or small could it be.
Exercise
Based on the information provided grab a pen and a paper and make a matrix including real stakeholders that would benefit from a network.
Self-assessment (2 questions)
1. Overview
Title: Database of potential stakeholders
Format: online
Duration: 30min
Specifics: learners will use their smartphones
At the end of the module the learner will have a complete picture of what is a stakeholder, how to perform a stakeholder’s analysis and a SWOT analysis..
- This section refers to terminology of stakeholder, what is a SWOT analysis
- Then a video is presented and finally there is an exercise based on what was presented, where the trainees have to answer using their mobile phone.
Before attending a networking event –
https://www.youtube.com/watch?v=lPBu-qmZF1g
EXAMPLE
During the specific training module the trainer will present the module in detail, solve questions and discuss with the learners everything that was presented in the module.
2. Introduction
“A brokerage event is a meeting where potential partners come together to learn more about each other’s skills, interests, and needs.”
How to organize a brokerage event
1. Setting the target audience and compile the attendance list
2. Sending invites to everybody in due time asking for a representative of their organisation to attend your event
3. Set a program and an agenda for the event and send it alongside the invitation
4. Prepare a template for concept note creation
The brokerage event – step-by-step
1. Introduction – explain why you organised this event and what are the objectives of the event
2. Getting to know each other – ask for each party participating in your event to make a short presentation about who they are and what they do
3. Set round tables for concept notes – make a core activity for the purpose of creating partnerships, projects or setting your network
4. Exchanging contact information – don’t forget at the end to exchange contact information with the parties with which you connected
5. Further collaborations – the objective of this event is to create further collaborations, make sure to profit from it and get potential partnerships out of it
Concept note
A concept note is the summary of your project idea. For a comprehensive concept note it should include:
– Objectives
– Main activities and expected results
– Approximate budget
– Relevant experience and expertise
– Responsible/ contact persons for each organisation involved
– Don’t exceed 2-3 pages
Examples
3. The Tool
HOW THE TOOL WORKS?
The TOOL - Partner Organisations
Inside our tool, https://www.youthimpactplus.eu/ , While analysis the impact of your project you have to consider what role do the “Partner Organisation” play, as in some case can can tip the scale in your favour or do the exact opposite.
Even though this module does not consider Stakeholders as Project Partners we can consider Partner Organisation either Stakeholders either Project Partners. Starting from this assumption, consider for this section of the tool how partner organisations can impact the project for the better or worse, consider making a rapid analysis of each partner to see their strengths and their weakness, to see if they can have an impact and how great or small could it be.
Exercises
Make a simulation of your own brokerage event
• Set an objective for your event
• Compile a list of people you’d like to invite to your event
• Create an agenda for your event
• Prepare your concept note template
Self-assessment (2 questions)
Referencing
Will Kenton – SWOT Analysis: How To With Table and Example. Available at:
https://www.investopedia.com/terms/s/swot.asp
Available at: https://dictionary.cambridge.org/dictionary/english/stakeholder
Ben Lutkevich – What is a database? Available at:
https://www.techtarget.com/searchdatamanagement/definition/database#:~:text=Databases%20are%20used%20for%20storing,an%20organized%20collection%20of%20information.
Partnership Agreements. Available at: https://www.gardner-leader.co.uk/services-tobusinesses/corporate/partnershipagreement/#:~:text=A%20Partnership%20Agreement%20is%20a,day%20running%20of%20the%20business.
Content Team, FiscalNote – What Are Stakeholder Networks & How to Build One. Available at:
https://fiscalnote.com/blog/3-ways-to-build-your-stakeholdernetworks#:~:text=So%20a%20stakeholder%20network%20is,influence%20with%20a%20common%20objective.
B2match – How to Organize an Impactful Brokerage Event? Available at:
https://www.b2match.com/blog/how-to-organize-an-impactful-brokerage-event
