Stakeholder Engagement

How fluent are you in Marketing Speak? Putting yourself in the shoes of your stakeholders How How fluent are you in Marketing Speak? Working in teams on your table, see how many marketing acronyms you can identify

AIDA

BANT

DAGMAR

MAN

PERT Program Evaluation Review Technique

SELECT Situation analysis; Explicit statement of the problem; Laying out the research design and collecting data; Evaluation the data and making a decision; Creating a plan to implement the decision; and Testing the correctness of the decision

Target Audience Rating Points TARPS Target Audience Rating Points

VMS Vertical System

ZMOT

Benefits of strong stakeholder management Less frustration Process followed Professional Appearance Less frustration for all concerned. More likely that the process will be followed and therefore risks mitigated. A more professional appearance will be portrayed externally.

Benefits of strong stakeholder management Projects run to schedule New friends Projects are more likely to run to schedule and encounter less issues because people will engage legal/compliance earlier. You may even make some new friends!

Do your policies look like this? Examples Do your policies look like this? Due Diligence Process & Procedure Before any marketing or member facing documentation (Material) is sent out, it needs to go through a due diligence process. This is to ensure that the Material complies with all relevant legislation and regulatory guidance and does not pose a risk to the Fund. The relevant steps in the process are as follows: Complete an internal team review – i.e. have one of your peers in your team review your work; Prepare a Due Diligence Review Cover Sheet (Cover Sheet), using the template available on the internet; Send the Material and the Cover Sheet to the Legal & Compliance Team via the central inbox – legalandcompliance@superfund.com.au; The Legal & Compliance Team will conduct a review of the Material and prepare the Cover Sheet to send back to you; The Cover Sheet will advise whether the Material can be edited and then used, or whether you need to submit the Material back to the Legal & Compliance Team; The Material can not be sent our to any agencies and certainly not the public until you have received sign off via the Cover Sheet from the Legal & Compliance Team.

Examples How about if it looked like this? Business Develop marketing / member facing material (material). Peer review within your Team and create Cover Sheet (on intranet). Send to L&C Team via inbox legalandcompliance@superfund.com.au Legal & Compliance Team Review material and send back cover sheet to business. If required, resubmit to L&C Team. Send to Agency / Mail house / Members after L&C signed off. How about if it looked like this? The Material can not be sent our to any agencies and certainly not the public until you have received sign off via the Cover Sheet from the Legal & Compliance Team

Do you write long, technical emails? Examples Do you write long, technical emails? To: James, Bloggs (Marketing Guru) From: Sam, Smith (Lawyer Extraordinaire) RE: Can we please use a new mail house? Dear James, I refer to your email dated 6 September 2016 where you asked me to consider whether the Fund is able to enter into an agreement with a new mail house and if so, what is the best type of agreement is best for this type of arrangement given that you will be working with this particular mail house on an ongoing basis. I have considered the above scenario and am of the view that the best way to facilitate this agreement is for the Fund to enter into a Master Service Agreement (MSA) type arrangement with the mail house in question. This will allow for a new Statement of Work (SoW) to be generated for each particular piece of work that you do with the mail house, while the parties’ relationship will be governed by a consistent set of standard terms and conditions that will deal with matters such as termination, liability, obligations and privacy matters. In order for me to facilitate the creation of the MSA, I will need you to provide me with certain information about the following items: The ACN and ABN of the mail house and the proper legal entity name; The proper address for notices for the mail house; The types of services that the mail house will be providing to you;

How about sitting down and having a conversation? Examples How about sitting down and having a conversation?

When providing advice in writing Examples When providing advice in writing Be clear Be concise Be user friendly Use Headings: Executive Summary/Summary Your Question Analysis Application Next steps

Examples Some other ideas Promote a drop-in culture. Informal opportunity to ask questions. Provide Learning Opportunities. A chance to explain important issues. Use summaries & “Things you need to know” at start of written correspondence. Get to know people personally over a coffee/drink and build rapport.

Summary Put yourself in their shoes Just because you understand or know something is important, doesn’t mean your stakeholders do. Embrace your relationships Spend time and effort to develop a good rapport and relationship with your stakeholders. Be clear & relax Use diagrams where it will assist in understanding. Encourage informality. Summarize. Educate Provide learning opportunities (formal and informal) as often as you can.