How do we keep external partners informed without exposing confidential information?
Uncontrolled information sharingDefine which information each partner needs and is authorized to receive. Use scoped access and reviewed summaries rather than sharing the entire internal workspace by default.
What to do now
- Classify the information being shared
- Confirm recipient roles and permissions
- Provide the minimum useful context
- Review access when roles or contracts change
When to escalate
Escalate when
Sensitive information may have been disclosed without authorization.
Who decides
The stakeholder decision owner and project sponsor
Example
A vendor sees its deliverables and relevant decisions but not unrelated commercial evaluations.
Mistake to avoid
Using one unrestricted shared folder for all participants.
Prevent a repeat
Check stakeholder understanding at important decisions rather than counting messages sent.
Suggested ApprovedFlow setup
- Projects
- Documents
- Approvals
Keep stakeholder decisions and supporting records with the project and assign follow-up actions to named owners. See the platform
Related cases
- A senior stakeholder bypasses the project manager and assigns work directly. What should happen?Uncontrolled instruction channel
- A stakeholder resists the project but will not explain why. What should I do?Unexplored stakeholder concerns
- A colleague pasted confidential project documents into an unapproved AI service. What now?Unapproved information disclosure
- Our dependency dates keep changing. How do we protect the project?Volatile external readiness