Stakeholder Alignment Template: Goals, KPIs & Success Criteria

By Philip Burgess | UX Research Leader

Aligning stakeholders is a critical step in any project or initiative. Without a shared understanding of goals, key performance indicators (KPIs), and success criteria, teams risk miscommunication, wasted resources, and missed deadlines. This post offers a practical template to help you bring stakeholders together around clear objectives and measurable outcomes.

Project planning board showing stakeholder goals and KPIs

Why Stakeholder Alignment Matters

Projects often involve multiple stakeholders, each with their own priorities and expectations. When these are not aligned, conflicts arise, decisions stall, and progress slows. Clear alignment helps:

• Clarify expectations so everyone knows what success looks like.

• Focus efforts on shared goals rather than individual agendas.

• Measure progress objectively using agreed KPIs.

• Improve communication by creating a common language around outcomes.

  
  

Without alignment, teams may work hard but in different directions, leading to frustration and project failure.

Defining Clear Goals

Goals are the foundation of alignment. They describe what stakeholders want to achieve in simple, specific terms. To define effective goals:

• Use SMART criteria: Specific, Measurable, Achievable, Relevant, Time-bound.

• Involve all key stakeholders in goal-setting discussions.

• Prioritize goals to focus on what matters most.

• Write goals in clear language, avoiding jargon or vague terms.

  
  

For example, instead of “Improve customer satisfaction,” a SMART goal would be “Increase customer satisfaction scores by 15% within six months.”

Identifying Key Performance Indicators (KPIs)

KPIs are the metrics that track progress toward goals. They provide objective data to show whether the project is on track. When selecting KPIs:

• Choose metrics directly linked to each goal.

• Limit the number of KPIs to avoid complexity—3 to 5 per goal is ideal.

• Ensure KPIs are measurable and data is accessible.

• Define how and when KPIs will be reported.

  
  

For the customer satisfaction goal, KPIs might include:

• Net Promoter Score (NPS)

• Customer support ticket resolution time

• Repeat purchase rate

  
  

Setting Success Criteria

Success criteria describe the conditions that must be met for the project to be considered successful. They go beyond KPIs by including qualitative factors and stakeholder expectations. To set success criteria:

• Review goals and KPIs to identify minimum acceptable outcomes.

• Include stakeholder input on what success means to them.

• Document any constraints or non-negotiables.

• Use success criteria to guide decision-making during the project.

  
  

An example success criterion could be “Achieve at least 80% positive feedback in post-service surveys” or “Complete the project within the approved budget.”

Whiteboard showing stakeholder alignment template with detailed goals and KPIs

How to Use the Stakeholder Alignment Template

Here’s a simple step-by-step approach to applying the template:

1. Gather stakeholders for a kickoff meeting focused on alignment.

2. Present the template and explain each section: goals, KPIs, success criteria.

3. Facilitate a discussion to draft initial goals based on stakeholder input.

4. Identify KPIs that will measure progress toward each goal.

5. Agree on success criteria that define project completion and quality.

6. Document the template and share it with all stakeholders.

7. Review and update the template regularly as the project evolves.

   
   

Using this template as a living document keeps everyone on the same page and helps resolve conflicts early.

Example Template Layout

| Goal | KPIs | Success Criteria |

|------------------------------|-------------------------------------|-----------------------------------------|

| Increase customer retention | Monthly retention rate, churn rate | Retention rate above 90% after 12 months|

| Launch new product feature | Feature adoption rate, user feedback| Feature used by 70% of users within 3 months|

| Improve internal communication| Employee survey scores, meeting efficiency| Survey scores above 80%, meetings under 30 minutes|

This table format makes it easy to track and communicate alignment.

Tips for Maintaining Alignment

• Schedule regular check-ins to review goals and KPIs.

• Use dashboards or reports to share KPI data transparently.

• Encourage open feedback from stakeholders throughout the project.

• Adjust goals and KPIs if business needs change.

• Celebrate milestones to reinforce shared success.

  
  

Alignment is not a one-time event but an ongoing process.