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Case Study: Navigating Competing Stakeholder Agendas

Case Study: The Vancouver International Web Festival

Listen, Learn, Layout a Plan

Overseeing a film festival is similar to fostering a Direwolf. You nurture a dynamic ecosystem for misunderstood man killers. Stakeholder roles and goals are incredibly diverse, and must be respected with empathy and care.

Throughout my four years in various communication roles at VWF, I honed an ability to identify differing perspectives and developed strategies to unify visions to keep outcomes on track.

Challenges of Engaging Multiple Stakeholders

using of these project management skills: Stakeholder management, conflict resolution, strategic planning, expectation management, information dissemination, multitasking.

Balancing strong voices

A sponsor once wanted us to rearrange the event layout for better LOGO exposure

We listened

then explained why the late stage change was too disruptive and instead adjusted standing signs as a compromise. I included the Event Director and Program Director.

Conflicting stakeholder agendas

Our board members, designer and founder disputed a planned change to the Logo.

We keep conversations productive

We asked our designer to provide variations, based on core criteria we collected from each one invested in the design. Votes were made and weighted according to position. We in this case includes the executive team.

Navigating unrealistic expectations

Pressured by external influencers, VWF Executives felt our Social Media Manager was not posting often enough.

I investigated the base of expectations

and discovered the Executive was referencing a festival with a much larger team. We discussed the constraints and set content priorities to refocus the content quality, not quantity.

Resistance to deviations from the plan

Our Executive didn’t understand why media coverage in the second year had dropped.

I engaged our Festival Director in a theory

I suspected year one leveraged relationships and involved the Festival Director in a solution; asking her to reach out to her contacts, ready to action an alternative if this failed. It worked.

Breaking down information silos

Our VR presentation partners had not provided any insight into their plans, worrying stakeholders.

We clarified the timeline

We did not have an agreed timeline, so everyone was working in silos and off of assumptions. A shared the timeline, let the VR team space to accomplish and report on progress. They exceeded every milestone. I included the Executive and Program Directors.

Multiple, simultaneous promises

With over 50 delegates, 200 award nominees, and 30 sponsors, promise delivery was challenging and sometimes, promises were made, without a written execution plan.

We needed accountability

We needed records, so I assembled a document, assigned tasks and made myself accountable for keeping track of the day each was achieved.

CONSTRAINTS

Shoe-string budget

TACTIC

Like many festivals the VWF relied on sponsorships as funding. At the time web series was still a novel form of entertainment and no ONE sponsor was willing to fund our festival, so we made agreements with dozens of small contributors, used contra agreements, and volunteers.

LEADERSHIP STYLE

Facilitator

TACTIC

Protecting our limited funds, it was my responsibility to ensure clarity on who is accountable, who is supporting and balance the workload.

RESULTS

5 years after it’s last the Vancouver Web Fest is still considered one of the best, international events for web series.

TACTIC

Our success is a due to ensuring that every stakeholder group was heard and acknowledged as a vital part of the International Web Series Community.

Stephanie has been and is an absolute pleasure. She is highly creative and resourceful and has become a valuable member of our team. Her efficient and proactive manner and drive, persistence and ability to see beyond what's going on in the now is a great asset.

Suzette Laqua,

Director of Vancouver Web Fest

Project Highlights

Business Goal: Provide a memorable experince for all.
Development Approach: Hybrid
Software: Google Workspace
Constraints: Budget
Takeaways: It would have been helpful to share a RACI Chart, and Conduct robust Stakeholder Analysis at an early stage to have a clear plan for requests.

Where would you like to go next?

Rates:

Project Management is a natural next step to 15 yrs in content strategy and 10 yrs in content development.

Rates are industry standard. Please contact me to discuss your needs.

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Book a discovery call: steph@wildfireeffect.com