IPR Praha: Step 01 - Mapping Stakeholders

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At the beginning of every project, the most important task is to identify the key stakeholders – those who fund the project, approve it, or determine its final form. These institutions, organizations, or individuals are the first to be informed about the project to establish a shared understanding of its goals and framework (process plan). Every subsequent step builds upon this foundation.

1.1 Description and objective

Why do we need to involve key stakeholders? Imagine spending four years planning a project, only to discover that the heritage protection office or the city’s environmental councillor has serious objections. The project comes to a halt, and you are forced to start all over again.

To prevent such setbacks, it is essential to begin every project by mapping all relevant stakeholders. These actors will work with you to define the project brief, set clear objectives, and establish the financial, temporal, and technical limits that determine which topics can be addressed with the public during the participatory process (more on this in Step 2). They will also be involved in the project implementation, staying informed at each stage of the participatory process and stepping in when needed.

The aim of this step is to develop a comprehensive list of all stakeholders who may influence the project. Invite colleagues from the city district office and departments of Prague City Hall to contribute — this not only strengthens the project but also deepens their understanding of participatory planning and its potential to enhance how the city operates.

Examples of key actors and stakeholders:

1.2 Responsible person(s)

Planning Coordinator / Participatory Planning Specialist

1.3 Who to consult

District Office Departments – offices and individuals relevant to the nature of the project
Prague Institute of Planning and Development (IPR Prague) – offices and individuals relevant to the nature of the project
IPR Participation Office – support for project planning
Departments of Prague City Hall – offices and individuals relevant to the nature of the project
City of Prague Organizations – offices and individuals relevant to the nature of the project
Other parties if applicable (developers, property owners, state organizations, etc.)

1.4 Activities for success

A. Mapping stakeholders

Explore within the city district office and identify which stakeholders are regularly engaged by departments relevant to your project (e.g. social affairs, environment, transport, etc.).

What has worked well for us:
Organize a small workshop for colleagues from the city district office to collaboratively create a map of stakeholders based on the project’s focus area. This exercise helps everyone better understand how the project will impact the city district as a whole.

B. Contact database

Record all essential details – names of institutions and organizations, contact persons, emails, phone numbers, and other useful notes – in a structured contact table. These contacts may come in handy for future projects.

C. Project brief

Prepare a draft project brief to serve as a foundation for roundtable discussions with key stakeholders in Step 2. This document should be reviewed and approved in advance by the relevant departments, the city district’s political leadership, and IPR Prague.

1.5 Outputs

Examples of outputs for inspiration; not all are mandatory:

Output 1A: Stakeholders' table completed and sent to the IPR team
Output 1B: Stakeholder map (optional - the table suffices, but a map is clearer and can be used in presentations and meetings)

1.6 Timeframe

One week.

1.7 Keep in mind

You might occasionally encounter some reluctance to participate in the workshop or a lack of enthusiasm in sharing contact information. Some colleagues might argue that communication with other institutions is handled through letters and official requests, which falls under their responsibility. Consequently, they may feel it's unnecessary for you to acquire contacts or organize roundtable discussions since letters are already in use. In such instances, kindly remind your colleagues that you are gathering data as part of a pilot program endorsed by the City District Council and the City of Prague Council. This program aims to enhance communication and collaboration among various institutions through participatory planning. Be thorough when identifying individual stakeholders. Just because your colleagues suggest that inviting someone is unnecessary or that a specific institution is irrelevant doesn't mean its involvement lacks relevance for the project.

1.8 Communication

From the outset, initiate discussions with the communications team regarding the comprehensive communication plan and schedule for your project and begin informing the public about the project's existence. Consider how communication channels will complement the participation process (refer to the communication timeline preview).

The three key words to bear in mind concerning the communication strategy are: timeliness, adequacy and clarity. Typically, the focus lies on raising awareness of the project/event, communicating the planning progress/event, and evaluating outcomes to demonstrate the specific impact of participants' contributions within the participatory process.

During the initial phase, your primary communication will be with the city district. Please brief your colleagues on the content of the project and purpose of this activity. If you require assistance in this regard, reach out to IPR.

1.9 Parallel steps

In parallel with Activity 1, you can already start thinking about expert studies and site analyses, i.e. start implementing Activity 3. Some of the expert studies may be costly and you will need to commission them, possibly even organize a tender.