Strategies for Managing Non-Technical Stakeholders in Software Development

Effective stakeholder management can be challenging but it is always crucial for project success. Non-technical stakeholders, such as C-level management, marketing teams, or end-users often have significant influence over the project's vision and direction. This article is a comprehensive step-by-step guide to managing non-technical stakeholders in software development, complete with relevant examples for each topic which you can apply in real-world situations.

Step 1: Identify and Understand Stakeholders

Ensure that all relevant parties are considered and their needs understood early in the project.

1.1 Identify Stakeholders Early

Our first step is to create a comprehensive list of all stakeholders at the project's initiation phase. This list should include all individuals or groups who are interested in the project's success and would be closely involved in product discussions. Action: Create a comprehensive list of stakeholders. Example:

C-level management
Board Members
End-users
Regulatory bodies
Marketing teams

1.2 Understand Goals and Concerns

Conduct interviews or workshops to understand stakeholders' expectations, goals, and concerns. This information helps in aligning the project objectives with stakeholders' needs and addressing any potential issues early. Action: Conduct interviews or workshops. Examples:

Hold one-on-one or group interviews with key stakeholders.
Conduct a workshop to gather collective input on project goals and concerns.

Example Questions:

What are your main goals for this project?
What are your primary concerns or risks associated with this project?
What are your desired project outcomes?

A table with columns labeled Stakeholder, Goals, and Concerns. Rows list C-level management, end-users, and regulatory bodies with corresponding goals and concerns such as market share, interface ease, compliance—and managing strategies in software development for non-technical stakeholders.

1.3 Stakeholder Mapping

This is the time to use a stakeholder matrix tool to categorize all decision makers based on their influence and interest. This categorization helps in prioritizing engagement efforts and adapting communication strategies. Action: Categorize stakeholders based on influence and interest. Example of a stakeholder matrix: A table categorizing stakeholders by influence and interest, detailing business executives, regulatory bodies, end-users, and customer support teams, along with corresponding recommended actions for each group in managing strategies.

A table categorizing stakeholders by influence and interest, detailing business executives, regulatory bodies, end-users, and customer support teams, along with corresponding recommended actions for each group in managing strategies.

Step 2: Effective Communication and Stakeholder Engagement

Maintain clear and ongoing communication with stakeholders, reducing misunderstandings and increasing project transparency.

2.1 Simplify Technical Jargon

Non-technical stakeholders may find technical language confusing. Use simple, clear language to explain complex concepts. It’s better to also include visual aids like charts, diagrams, and prototypes - this all can be very effective in conveying tech-oriented information. Action: Use simple, clear language. Example:

Instead of saying "API integration," say "connecting our server software with the applications."
Use diagrams to explain complex processes.

Flowchart showing a process with steps: Start, Step, Decision (Yes/No), leading to different Actions and End points. This visual aid is particularly useful in software development strategies for managing non-technical stakeholders effectively.

2.2 Regular Updates and Two-Way Communication

Keep stakeholders informed regularly. Use status reports and meetings to provide transparent insights into the project's progress, challenges or risks. Record all the meetings and publish them for stakeholders with the detailed meeting minutes description. Encourage feedback and active participation to be on the same page with all decision makers, regularly update priorities, gather their input and address their concerns. Action: Provide regular updates and collect feedback Examples:

Send weekly status reports.
Hold weekly or bi-weekly progress meetings.
Record all the meetings and create the comprehensive minutes for each of them.
Create “Executive summaries” for business leaders and “Detailed feature updates” for end-users.

Chart detailing communication methods, frequency, and audience, along with reporting preferences for business executives and non-technical stakeholders. Methods include status reports, progress meetings, and project dashboards to streamline managing strategies within software development projects.

2.3 Involve Stakeholders in Decision-Making

Engage non-technical stakeholders in key decision-making processes during development phases. This not only builds trust but also ensures that their perspectives are considered in the project's direction. Action: Engage stakeholders in key decisions. Example:

Involve stakeholders in Sprint Planning and Sprint Demo sessions.
Organize Q&A sessions where stakeholders can ask questions and provide feedback.
Use surveys to gather feedback on specific features or changes.

Example Survey Questions:

How satisfied are you with the new interface design?
What additional features would you like to see?

2.4 Project Progress

Develop interactive prototypes and conduct demos to give stakeholders an opportunity to oversee the current team results and provide feedback. Communicate all intermediate wins or significant results early in the project. This approach helps in building confidence and sustaining stakeholders' interest. Action: Deliver results interactively. Example:

Conduct live demos to gather feedback.
Communicate all significant results.
Validate project direction with early access metrics.

2.5 Acknowledge Issues and Risks

Be proactive in identifying potential issues and addressing stakeholders' concerns promptly. Action: Be proactive in addressing issues. Example:

Maintain an issue log where stakeholders can see how concerns are being addressed.
Hold regular risk assessment meetings.

A table with columns "Concern" and "Action Taken": Data privacy - Implemented secure encryption methods; Budget overruns - Conducted detailed cost analysis. Managing strategies were shared with non-technical stakeholders to ensure a comprehensive understanding of software development practices.

Step 3: Project Management Practices

Establish and maintain trust with stakeholders, fostering their engagement and support for the project.

3.1 Adaptive Planning

Use adaptive project management methodologies like Agile, Scrum or Kanban that gives you flexibility in addressing changes and allows for iterative feedback, ensuring stakeholders continuous engagement. Action: Use adaptive methodologies like Agile. Examples:

Implement Scrum with regular sprints and reviews.
Adjust project scope based on stakeholder feedback.
Prioritize project backlog according to stakeholders vision.

3.2 Training and Support

Provide training sessions to help non-technical stakeholders understand the project's processes, tools, and selected approach. This training can help them to cooperate with the team more effectively. Action: Provide training sessions or workshops. Example:

Conduct onboarding sessions for new users.
Offer training for new features.

A table with two columns: "Training Session" listing "Onboarding" and "Feature training"; "Audience" listing "New end-users" and "Existing users." Effective managing strategies for Non-Technical Stakeholders can be derived from these tailored sessions.

Step 4: Leverage Technology

Utilize the tools and solutions for tracking projects and creating clear reports. This could help to adapt project management approaches to suit the needs and preferences of non-technical stakeholders. These tools are especially supportive for teams that require precision and regulatory compliance, such as those needing healthcare software development services, financial technology solutions, or enterprise resource planning platforms.

4.1 Collaboration Tools

Try to use project management and collaboration tools like Jira, Trello, or Slack to maintain real-time team communication and collaboration. These tools can help in keeping stakeholders informed and engaged. Action: Utilize project management and collaboration tools. Example:

Use Jira, Asana, ClickUp, Trello for issue tracking.
Use Slack, Teams, Skype for real-time communication.
Use Confluence, Notion, Google Docs, SharePoint for project documentation.

A table showcasing tools and their purposes, tailored for software development. Tools listed include Jira, Asana, Slack, Teams, Confluence, Notion, Figma among others. Corresponding purposes are issue tracking, communication, documentation, and prototypes to align strategies for non-technical stakeholders.

Document Templates

Conclusion

Managing non-technical stakeholders requires a strategic, step-by-step approach that combines clear communication, active engagement, and adaptive project management practices. The process could vary depending on internal company standards but all the recommendations provided here could be easily adapted for most cases. Kanda Software is committed to helping organizations optimize their software development and stakeholder management processes. With our expertise in implementing strategic and complex solutions across various industries, we can help your organization achieve its project goals. Contact us today so we can start a discussion to achieve your software development goals more efficiently.