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How to Prepare and Conduct Stakeholder Interviews

Stakeholder interviews are an essential part of user experience (UX) research that helps designers understand the needs and expectations of their stakeholders.

This article will examine stakeholder interviews, why they are important for UX research, and how to conduct them effectively. We will also provide examples of stakeholder interview questions and how to incorporate stakeholder feedback into UX research.

What are stakeholder interviews?

Stakeholder interviews are a type of user research that involves talking to those people affected by the project in order to obtain project-relevant information, as well as listening to stakeholders’ suggestions and their expectations of the project itself. This can be done in person, online, over the phone, or through email.

Stakeholders are individuals or groups with a vested interest in the project’s success, such as executives, investors, managers, or other employees. They can provide valuable feedback on the project’s goals, requirements, and overall success. Incorporation of their feedback can help ensure that the project stays aligned with the overall business strategy.

stackeholder interviews

Internal vs. external stakeholder interviews

Stakeholders in UX research can be divided into two categories: internal and external.

Internal stakeholders are those who have a direct interest in the outcome of a project or product. These people usually create, maintain, and improve the current system or service. Examples of internal stakeholders include product managers, designers, developers, and customer support representatives.

External stakeholders are those who have no direct interest in the outcome of a project or product, but have an indirect impact on it nonetheless. Examples of external stakeholders include customers, investors, and industry experts.

Incorporating feedback from both internal and external stakeholders is essential in ensuring the success of a product or service. By understanding the needs and pain points of all stakeholders, UX researchers and designers can make informed decisions about improving the user experience and creating a product or service that meets the needs of everyone involved.

Why should you do stakeholder interviews?

stakeholder interviews

Stakeholder interviews are essential to UX research because they provide a deeper understanding of the needs, preferences, and expectations of those with a stake in the project. The insights obtained from stakeholder interviews help UX researchers and designers make informed decisions and ensure that the final product meets the needs and goals of all stakeholders. 

Conducting stakeholder interviews also helps build a strong relationship with stakeholders, leading to more effective collaboration and communication throughout the project. Ultimately, the final product’s success can be greatly improved by incorporating stakeholder feedback into the UX research and design process.

Stakeholder interviews are crucial in UX research as they provide insights into the needs, expectations, and goals of people interested in your project. By conducting stakeholder interviews, you can identify their pain points, preferences, and desired outcomes, which will help you design a product or service that meets their needs.

Overall, stakeholder interviews are an essential tool in UX research as they provide valuable insights into the needs of your stakeholders, help you build relationships, and facilitate better communication when working on a design project.

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Planning stakeholder interviews

The first step in conducting stakeholder interviews is to plan and prepare for them. This involves identifying the stakeholders who will be interviewed, setting clear goals and objectives, and preparing a list of questions to ask.

Here are some steps to follow when planning stakeholder interviews:

1. Define your research goals and objectives

It’s important to identify the main objectives of the research, such as understanding the stakeholders’ expectations or identifying key pain points in the existing project. By establishing these objectives, you can structure the interview questions to gather the information you need to achieve your goals.

A UX research plan can help you with this step. Check out our guide on creating a UX research plan.

2. Identify the relevant stakeholders

Make a list of internal and external stakeholders involved in the UX design and development process, such as product managers, designers, developers, marketing teams, and customer service representatives. Ensure that you include all stakeholders who can provide valuable insights into the user experience. 

3. Determine the interview format

Determining the interview format is an essential step in planning stakeholder interviews. The interview format can vary depending on the number of stakeholders, their availability, and the purpose of the interview. The most common formats are one-on-one, group, and online surveys.

4. Develop interview questions

Create a list of questions to elicit detailed stakeholder responses. These questions should be designed to explore stakeholders’ thoughts and experiences regarding the user experience of your product or service, their expectations, and their potential requirements. 

Think about what is important for you as a designer to know before starting the design process itself. Then, put together a list of questions that can help you gather that information.

5. Schedule the interviews

Reach out to stakeholders and schedule interviews at a time that is convenient for them. Provide clear instructions on how to join the interview if it is a remote session, and ensure that you have all necessary equipment and technology ready.

6. Conduct the interviews

During the interviews, actively listen to stakeholders and take notes on their responses. Clarify any ambiguous or unclear responses and encourage stakeholders to provide specific examples.

7. Analyze the data

Once the interviews are complete, analyze the data to identify common themes, patterns, and insights. Use this information to inform your future design decisions.

Overall, planning and preparing for stakeholder interviews is a crucial step in the UX research process and can provide valuable insights into the user experience. These steps ensure that your stakeholder interviews are effective and provide useful information for improving your product or service.

How to conduct a stakeholder interview?

stakeholder interviews

Stakeholder interviews can be a valuable tool for gaining insight into the perspectives, opinions, and experiences of those with a stake in a particular project or research initiative. To make the most of these interviews, it’s important to follow best practices that will help ensure that the interviews are productive, informative, and engaging.

Eight best practices for conducting stakeholder interviews

Here are some best practices for conducting stakeholder interviews in more detail:

  1. Prepare thoroughly: Effective stakeholder interviews begin with thorough preparation. This includes researching the stakeholder and their background, goals, and interests. You should also be prepared with relevant questions and materials to create a comfortable environment for the interview. This preparation helps ensure that you have a strong foundation for the interview and can make the most of your time with the stakeholder. Check out our easy guide for tips on creating a good research plan.
  2. Build rapport: Building rapport is important for establishing a positive relationship with the stakeholder. This can put them at ease and create a more productive and comfortable environment for the interview. To build rapport, consider starting with small talk, sharing your background and interests, or asking about how the stakeholder’s day went.
  3. Use open-ended questions: Open-ended questions encourage stakeholders to share their experiences, opinions, and ideas in more detail. This can help you better understand their perspective and uncover valuable insights. Make sure you have a set of open-ended questions prepared for the interview. Feel free to combine them with a couple of close-ended questions; however, you should understand that open-ended questions are the ones that will help you gather real insights and ideas from stakeholders.
  4. Practice active listening: Active listening means fully engaging with the stakeholder and paying close attention to what they say. This involves making eye contact, nodding, and providing verbal cues that show you are listening and avoiding distractions.
  5. Be flexible: Stakeholder interviews may take unexpected turns, and it’s important to be flexible enough to follow these turns to maintain sight of your goals. Be prepared to adapt your questions and approach as needed to get the most valuable information.
  6. Close the interview effectively: Properly concluding the interview can leave a lasting impression on the stakeholder. Be sure to thank them for their time and ask if they have any final thoughts or questions. You should also clarify the next steps and expectations for follow-up.
  7. Use follow-up questions: Follow-up questions can help you dig deeper into a stakeholder’s responses and clarify ambiguous statements. You can use these questions to ask for further explanations, examples, or details on a particular point.
  8. Review the data: Finally, thoroughly analyze the data you collect during the interviews. This will help you uncover key insights and develop a more comprehensive understanding of the stakeholder perspectives.

Questions for stakeholder interviews

stakeholder interview questions

UX research is only complete with stakeholder interviews, which gather insight and perspectives from key stakeholders with a stake in the project’s success. During these interviews, you can ask questions, get feedback, and build rapport with stakeholders to find out what they need, what they’re worried about, and what they expect. 

You can guide the conversation with a well-designed interview template or set of questions, ensure they cover all the relevant topics, and give the interviewer structure. Stakeholder interviews can be conducted in many ways, and here are some questions to ask:

Background information

  • What is your role in the company/organization?
  • How long have you been working in your current position?
  • What is your professional background and experience in this industry?
  • How does your department fit into the overall organizational structure?
  • What are your primary responsibilities and tasks?

Goals and objectives

  • What are the main goals and objectives of your department/organization?
  • Do you face any challenges in achieving these goals?
  • How do you measure the success of your department/organization?
  • What are the most important metrics you use to track your progress?
  • What are your priorities for the upcoming quarter/year?

The project itself

  • What are your objectives for this project, and how do you see the design supporting them?
  • What are your expectations for the design, in terms of visual aesthetics, functionality, and usability?
  • Who is the intended audience for the design, and what are their needs and preferences?
  • What are the key messages or information that need to be conveyed through the design?
  • What are the potential constraints or limitations that the design must take into account?
  • How will the design be used, and in what contexts or environments?

Work processes and tools

  • How do you currently approach the work processes within your department?
  • What tools and software do you use to support your work?
  • What challenges have you experienced with these tools?
  • What tools or processes would improve your work and increase efficiency?
  • What processes could be automated or streamlined to save time?

User experience

  • How would you describe your ideal customer/user?
  • What are the biggest challenges facing your customers/users?
  • What feedback or complaints have you received from customers/users?
  • What are the most important features or aspects of your product/service for your customers/users?
  • How do you collect feedback from your customers/users?

These are just a few questions that you can ask during stakeholder interviews. When creating a stakeholder interview or questions template, it’s important to tailor the questions to the specific needs and goals of the project or research.

Incorporating stakeholder feedback into UX research

stakeholder interviews

Incorporating stakeholder feedback into the UX research and design process is critical to creating a product that meets user needs and expectations. Here are some best practices for doing so:

Identify common themes and issues

Before making any changes to your product, it’s important to review all feedback and identify common themes and issues. This will give you a clearer view of what needs to be addressed and help guide your changes. Review interview transcripts, survey responses, or focus group notes, and categorize and organize feedback into themes.

By identifying patterns in stakeholder responses, you can determine which issues are the most pressing and which changes will have the biggest impact.

Test and iterate on designs

Once you’ve identified the issues and themes that need to be addressed, you can use stakeholder feedback to create design prototypes. Conduct usability testing on these prototypes with stakeholders and gather feedback on what worked well and what didn’t. Use this feedback to make changes and iterate on the design.

Keep testing and iterating until you have a design that meets the needs of stakeholders and users alike. 

Prioritize changes based on impact

As you’re iterating on your designs, it’s important to prioritize changes based on their impact. Some changes may be minor and have little impact, while others may significantly impact the user experience. Prioritize changes that will have the biggest impact on the user experience and that will address the most pressing issues identified by stakeholders.

Communicate changes to stakeholders

When you make changes to your product based on stakeholder feedback, it’s important to communicate those changes to stakeholders. Let them know that you heard their feedback and are taking action to address their concerns. This will help build trust and keep stakeholders engaged in the design process.

By using stakeholder feedback to guide the design process, you can create a product that meets the needs and expectations of your users.


To conduct effective stakeholder interviews, preparing thoroughly, using open-ended questions, practicing active listening, and being flexible is important. Follow-up questions are also essential to clarify any unclear or vague answers.

After conducting stakeholder interviews, it’s important to incorporate the feedback into the UX research and design process. This means prototyping, testing, and iterating on designs based on the feedback received to create the best possible user experience.

In conclusion, conducting stakeholder interviews is critical in the UX research and design process. By engaging with stakeholders and incorporating their feedback, you can gain valuable insights that help you create user-centered designs that meet the needs of your target audience.

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People also ask (FAQ)

What to expect from a stakeholder interview?

In a stakeholder interview, you can expect to gather insights and feedback from individuals with a stake or interest in your UX research or design project. The interview aims better to understand their needs, preferences, and pain points to improve the user experience.

What questions should I ask stakeholders in an interview?

When preparing questions for a stakeholder interview, it’s important to focus on open-ended questions that allow for detailed and insightful responses. Some questions to ask include: What are your goals for this project? What pain points do you currently experience with the product/service? How do you currently use the product/service? If you could improve the product or service, what would you suggest?

How do you conduct a good stakeholder interview?

To conduct a good stakeholder interview, it’s important to prepare thoroughly, build rapport, use open-ended questions, practice active listening, be flexible, close the interview effectively, and analyze the data. Following these best practices, you can gather valuable insights and stakeholder feedback to inform your UX research and design.

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