Engaged Over 100 Stakeholders I Will Show You How to Win Their Trust

This meeting is extremely important. I treat it like a sales process where I need to close the deal with their trust in my team and me. The first meeting is not just a meet-and-greet, it’s your first “date” with your business partners.

You must win their trust to establish collaboration as an equal partner.

You’re not an order taker.

A data project’s success depends on both tech excellence and business domain knowledge provided by stakeholders. Without that trust, you’ll not be able to collaborate efficiently and get the help you need.

Let’s look at the anatomy of the first meeting. There are 4 stages. In each stage, you need to complete certain tasks to establish yourself as an equal partner.

Stage 1: Introductions

Dos: Briefly introduce your team and you, literally 30 seconds each person, no more. And your stakeholders should do the same. It’s essential that you identify who the data owner or the subject-matter expert is so you can get help later on. These people will become your partners and perhaps mentors later in your career.

Don’ts: You spend the whole first meeting on introductions.

They’ll know who you are soon enough. Please also be mindful of not trying too hard to impress. Be yourself unless you’re Chandler Bing from Friends.

Stage 2: Project Scoping

Dos: Ask your stakeholders to describe in their own words what data projects they’d like to achieve. Listen carefully even if you’ve read the requirements in an email because sometimes it’s wildly different from what they wrote.

If they can’t describe it, ask them what prevents them from doing their jobs and making business decisions in terms of data. Be their therapist for all their data issues. Let them complain about the data problems they face.

Don’ts: Jump right into the solution based on what you knew before the meeting. Plan out the whole thing for them without listening. You might miss some important requirements because of not listening. Don’t deliver the wrong product. Listen first.

Stage 3: Show That You Understand Them

Dos: Describe the project in your own words, and let them process what you tell them. If you’re familiar with their field of expertise, try to use the words they use.

For example, when I talk to technical people, I don’t use the word “alignment”. I just say, “Does it work with your schedule?”

When I talk to stakeholders, I say, “Does it align with your timeline?” You’d be surprised how well people respond to you when you use their words. Experiment a little and listen closely.

Don’t: Finish the meeting and have no time for stakeholders to respond and react. You don’t want to leave them confused. They need to know what they’ll get from you.

Stage 4: Ask Questions and Establish a Working Rhythm

Dos: Ask all your questions you compiled before the meeting. You’ll probably resolve a few while listening to them. Ask questions after you listen to what they say so you can ask great and specific questions, not just a lot of them. Let them know that you’ll have regular meetings with them, and you’ll need help from them often.

Don’t: Ask a laundry list of questions without listening to your stakeholders first. This will make them wonder if you’re competent.

Now you know what needs to be done in the first meeting with your stakeholders. They’ll trust you because you spend the time to listen, paraphrase, understand, and establish a collaborative rhythm with them. You’re on your way to gain trust and better engagement with your stakeholders.

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