Struggling to Get Stakeholder Agreement over Email? Here are 7 Steps to Get Results Fast

If you're a business leader or change or transformation practitioner, here's a familiar frustration that can derail even the most important projects and initiatives... it's called 'The Endless Email Chain'.

You send an email to request a decision, but somewhere along the line, more questions and complexity arise, the CC list expands, your project stalls and critical timelines are at stake.

When that happens, it’s not more emails you need - it’s a reset. This post offers a practical, human-centred way to regain clarity, get things back on track and attain agreement between your stakeholders.

1. Stop the emails

Don't send another reply until you've paused and taken stock of your desired outcome and what’s needed to get there. Make a list of all objections, issues and unresolved questions, then identify which individuals would be best placed to address each of them.

2. Get your sponsor onboard

Let your Sponsor or Senior Accountable Executive know that you’ve hit a roadblock and need their support to help you shift from email threads to a live discussion that moves things forward.

3. Schedule a video or conference call

Reach out to each key stakeholder individually to explain:

• Why a live meeting is essential now

• Why their participation matters

• Confirm their availability

Then bring everyone together via video call, Teams, Zoom, or phone - whatever works best with your team and environment.

4. Get everyone on the same page

Start the call with a clear summary of why the call is required, what the expectations and requirements are during and after the call, and encourage attendees to ask questions to clear up any confusion.  Once you've

5. Agree on next steps before closing the call

Before ending the meeting, confirm the date and time for your next check-in or decision call. It’s easier to lock this in while everyone’s present and you can agree on collective availability.

6. Document and share outputs promptly

Be sure to document and share the minutes, actions, risks, issues, assumptions, dependencies, and decisions captured during the call. Circulate these notes quickly to all attendees and also to stakeholders who's attendance may not have been required but whom you agreed to keep informed. This keeps progress on track and maintains accountability.

7. Applaud and thank and recognise your stakeholders

Don’t make the mistake of forgetting to thank and applaud your stakeholders. It’s easy to be warm and appreciative when you need something – but once you’ve reached a successful outcome, that’s when your thanks really counts. Acknowledge the time, energy and insight they gave while juggling other priorities and their day jobs. Let them know you recognise the part they played in making the outcome possible. Chances are, you’ll need to engage them again in future – and when people feel seen and valued, it’s always easier the second time around.

Tried one of these steps recently – or have an alternative approach that’s not on this list? 

We’d love to hear what’s worked for you! Whether you’re in the middle of a stakeholder standstill or looking back on a previous win, your experience could help others navigate similar challenges.

Drop us an email if this resonates, or if you’ve got a tip to add to the list. We're always up for sharing what works.

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