Stepping into your first stakeholder consultation as an aspiring project manager can be nerve-wracking. You want to make a good impression, gather valuable input, and ensure everyone in the room feels heard. But how do you overcome the nerves and get stakeholders to engage openly?
A well-run consultation starts with preparation, a confident mindset, and—perhaps most importantly—a great icebreaker.
In this post, we’ll cover how to manage in-person jitters, set the right tone, and use effective icebreakers to create a collaborative atmosphere.
Managing Your Nerves Before the Meeting
It’s natural to feel nervous before your first stakeholder consultation. After all, you’re leading a discussion with people who have a vested interest in the project. Here’s how to stay composed:
- Know Your Stuff – Confidence comes from preparation. Review your project brief, understand the key concerns, and anticipate potential questions.
- Arrive Early – Give yourself time to set up the space, test any presentation materials, and get comfortable in the room.
- Adopt a Facilitative Mindset – You’re not expected to have all the answers. Your role is to guide the discussion, listen actively, and synthesize feedback.
- Use Body Language to Your Advantage – Stand tall, maintain eye contact, and use open gestures to appear approachable and confident.
Setting the Right Tone for the Consultation
Stakeholders may come from different backgrounds, priorities, and levels of engagement. To ensure a productive session:
- Welcome Participants Warmly – Greet people individually as they arrive, making them feel valued.
- Clarify the Purpose – Set expectations by explaining why they are there, how their input will shape the project, and what the consultation will achieve.
- Encourage Openness – Reassure attendees that all feedback is welcome and that this is a space for collaboration.
Icebreakers to Get Stakeholders Comfortable
An effective icebreaker helps people relax, encourages interaction, and sets the stage for a productive conversation. Here are a few options:
1. Two Truths and a Wish
Each participant shares two facts about their experience related to the project and one “wish” for the project’s outcome. This creates a mix of professional insights and aspirations, setting a positive tone.
2. The Post-It Challenge
Give each stakeholder a stack of sticky notes and ask them to write down their biggest concern or hope for the project. Stick them on a whiteboard and group similar themes. This helps visualize priorities early on.
3. One Word Check-In
Go around the room and ask each person to describe how they feel about the project in one word. This gives you a pulse on the group’s energy and concerns right away.
4. “What’s in It for You?” Roundtable
Have each stakeholder briefly share what aspect of the project impacts them the most. This gets people thinking about their role in the bigger picture.
Closing the Consultation Strongly
Once you’ve gathered insights, wrap up by:
- Summarizing Key Takeaways – Highlight the main themes and concerns that emerged.
- Clarifying Next Steps – Explain what happens next and how their input will be used.
- Thanking Participants – Show appreciation for their time and contributions.
Final Thoughts
Your first stakeholder consultation doesn’t have to be intimidating. By preparing thoroughly, managing your nerves, and using icebreakers to set the tone, you can create a space where stakeholders feel comfortable sharing valuable insights. As you gain experience, you’ll develop your own facilitation style. But for now, focus on listening, engaging, and learning—because great project management starts with great conversations.