Why Stakeholder Management is an Essential Skill for Designers

As designers, we often find ourselves focused on the craft — fine-tuning visual elements, wireframes, and user flows. However, one critical skill that tends to be overlooked is stakeholder management. Learning how to communicate your design decisions effectively to those who have a say in the project — whether they’re product managers, technical leads, or higher-ups — is just as important as creating beautiful, functional designs.

The Anxiety Around Stakeholders

When you hear the word “stakeholder,” it can trigger a wave of anxiety. After all, stakeholders are often people in higher positions, with deep knowledge of the project and its goals. It’s easy to fall into a spiral of self-doubt:

• “How do I even begin to explain my approach?”
• “What if they don’t understand or, worse, don’t like my work?”
• “What if I make a bad impression?”

These thoughts snowball, and suddenly, you’re overthinking everything — your communication style, your ability to explain design rationale, and even your competency as a designer.

But then, the day arrives when you face your first stakeholder review. You have to walk into that meeting, take charge, and present your work.

Facing Stakeholders: Two Possible Outcomes

In that first meeting, two things can happen:

1. The Ideal Scenario: You present your designs clearly, stakeholders engage, and they’re patient enough to understand your rationale. The meeting is productive, and you leave feeling confident.
2. The Tough Scenario: You explain your work, but something doesn’t click. The stakeholders feel lost, asking for more meetings or further clarification.

In either case, you’ve shown up and spoken on behalf of your design, which is a victory in itself. It’s not about perfection; it’s about putting yourself out there and standing by your design decisions. The real question becomes: How do you get better at handling these situations?

Preparing for Stakeholder Meetings

The key to success in any stakeholder meeting lies in preparation. Here’s an example:

Imagine you’re preparing for a stakeholder review of a “Sign In” screen. You’ve scheduled a 30-minute meeting with both the Stakeholders. To set yourself up for success, you:

• Confirm the Meeting Early: Send out invitations 2–3 days in advance, making sure both stakeholders are available. Clearly outline the meeting’s agenda to manage expectations.
• Start Strong: Greet the stakeholders, set the context for your meeting, and share your Figma prototype. You walk them through the screen, explaining the reasoning behind every design decision.
• Gather Feedback: One stakeholder prefers using “Sign Up” and “Sign In” for the buttons, while the other believes “Login” and “Sign Up” make more sense. There’s a difference of opinion, and both want you to follow their direction.
• Acceptance and then reaction: we should always respect and accept changes because it is our work that will improve and it is not personal.

Navigating Disagreements

This is where your role as a designer extends beyond visuals — you now need to justify your decisions with data and logic. You explain that while “Sign In” and “Login” mean the same thing, user research shows that having different terminology (i.e., “Sign In” vs. “Sign Up”) can confuse users. Based on this research, you suggest following the second stakeholder’s recommendation: using “Login” and “Sign Up” for clarity.

By presenting valid data and aligning with user experience best practices, you convince the stakeholders to agree on the optimal solution. The design moves forward, and the meeting is a success.

Backing Your Decisions with Data

As designers, we’re often questioned on the smallest details. Why is that table cell gray? Why doesn’t the button have a background? It’s easy to feel defensive, but instead, see these questions as opportunities to educate.

One time, I was asked to justify why we align text to the left and numbers to the right in data tables. Rather than just saying, “That’s how it’s done,” I wrote an article breaking down the research behind this design choice. I explained the psychological and usability benefits, backed by data. It wasn’t easy, but it was worth it.

The lesson? Always come prepared. Documentation, data, and a solid understanding of your design system will help you explain decisions clearly and win stakeholders over.

Why Stakeholder Involvement Matters

Stakeholders aren’t just gatekeepers — they’re collaborators. Keeping them in the loop is crucial to delivering a great user experience. And sometimes, it’s not just about explaining what you’ve designed but evangelizing why user experience (UX) matters in the first place. Helping stakeholders understand the impact of small design decisions on the overall product can make a big difference in how they perceive your work.

Tips for Managing Stakeholders Effectively

Over time, I’ve learned some key strategies for stakeholder management that have helped me build trust and improve communication:

1. Create a UX Design Planning Page: Use tools like Confluence to document your design process and share it with the team. Tag stakeholders to keep them informed — this visibility builds trust.
2. Empathize with Stakeholders: Understand what they expect from the project. Tailor your communication style to match their needs, and always present your work in a way that speaks to their concerns.
3. Stay Calm During Disagreements: When opinions differ, calmly explain your rationale using data and user research. If you don’t have an answer in the moment, follow up later with a well-researched explanation.
4. Summarize Meetings: After every meeting, send a summary email outlining the discussion and next steps. This creates a clear record of decisions and keeps everyone aligned.
5. Be a Passive Listener in Stakeholder Meetings: Early in your career, even if the meeting isn’t directly about your work, attend as a listener. This helps you understand the broader project and how your designs fit into the bigger picture.
6. Own the UX Roadmap: Over time, take responsibility for the UX roadmap, timelines, and design impact. You don’t have to do this alone — seek help from peers and seniors — but owning this process will increase your credibility and leadership within the team.

Growth Through Stakeholder Management

Managing stakeholders is an essential skill for any designer who wants to stay ahead. Yes, it can be intimidating, especially if you’re introverted or prefer to focus on the design itself. But remember, you’re not alone. With each meeting, you’ll grow more confident in your ability to communicate your design rationale and collaborate effectively with the team.

Stakeholder management is more than just talking about your designs — it’s about building trust, fostering collaboration, and advocating for the user experience. Over time, you’ll see that these skills are just as valuable as anything you create in Figma.

Conclusion: One Step at a Time

Learning to manage stakeholders takes time, but the more you do it, the better you’ll become. Confidence is built one meeting at a time, one presentation at a time, and one small win at a time. We’re all in the same boat, slowly moving toward growth. With patience, preparation, and persistence, you’ll find your voice and develop the skills you need to become an even more effective designer.

If you found this helpful, I’d love to hear your thoughts in the comments. Every piece of feedback motivates me to share more experiences from my design journey with you all.