Two of the major challenges and issues we normally face in projects are inadequate stakeholder engagement and insufficient effective communication as there could be hundreds of communication channels and many different stakeholders. As portfolio, program, and project managers, we spend most of our time communicating but a one man show on such projects doesn’t work well. There should be a defined and very well detailed communication plan with clear direction for delegation of tasks as it pertains to communication with various stakeholders Show
Over the years, I’ve witnessed many take stakeholder identification, analysis, engagement and communication lightly, and guess what was the end result?
Proper stakeholder engagement and effective communication can go a long way and contribute big time towards the success of the project. It is the golden card that every management professional should hold on to and use wisely and as needed. Again, it is stakeholder “engagement”, not stakeholder “management”. Stakeholders don’t like to be managed but they appreciate being engaged and this is often another trap that many fall into as they spend time managing
stakeholders rather than engaging them.
But hey, hold on! While it is important to engage stakeholders and communicate with them, make sure you make those decisions and plan for them objectively based on a proper analysis of their attitude, power, and interest. For example, you communicate and approach a stakeholder who is resistant to the project but has high power and interest differently than a stakeholder who is resistant but has low power and interest. If you engage with stakeholders arbitrarily and do not make informed decision then you are wasting your time, their time and most probably causing harm to the project more than having a good impact on it. Personally, I find planning for stakeholder engagement and their communication as being one of the most important tasks at the outset of the project, during the project and even after the project closure to maintain future relationships. I’ve seen projects that are very well planned for time, budget, risk and quality but have poor communication and stakeholder engagement levels and the end result was that those projects either failed or barely survived. You as a management professional should use your soft skills to ensure you bring people together, consult with them, achieve consensus among them, resolve conflict between them, and above all make them feel valued and that their opinion matters. About the author: Rami Kaibni B.Eng. , PfMP®, PMP®, CBAP®, PMI-ACP®, GPM-b™ , is IAPM’s Senior Official for Vancouver, Canada and Amman, Jordan. He is a Career Coach, Agile Trainer and a certified Senior Portfolio and Project Management Professional holding a bachelor’s degree in Structural Engineering and has over 15 years of professional experience in Professional Development / Career Coaching, Portfolio / Program / Project Management, Construction Management, and Business Development. CategoriesGood teams communicate with stakeholders regularly, but the best teams communicate with stakeholders proactively. They also extract insights to continually improve their strategies and shorten the path to social acceptance. Why is it important to communicate with stakeholders?Depending on the type of project you’re working on, you may need to communicate with stakeholders to comply with regulations or international standards. Beyond that, engaging with your stakeholders can provide operational and strategic value. It can help you to:
Determine your engagement strategiesOnce you have identified your stakeholders, analyzing and mapping them will help you create effective engagement strategies. Stakeholders can be classified in many ways:
Find out how stakeholder mapping can help you define the right communications strategy.Some people will need to be kept in the loop continually, while others can be managed on a need-to-know basis. Before you begin to communicate with stakeholders, mapping can help you determine which strategies will be effective for each group and at each stage of the project. To effectively manage stakeholder communications you need to track, extract, and reportOver the life of a project or business, communicating with stakeholders creates a vast amount of data. In time, it can become increasingly difficult to:
Wondering how you can easily extract meaning from stakeholder interactions and build polished reports for any stakeholder dataTracking stakeholder communicationsOnce you begin to communicate with stakeholders, you’ll need an effective way to keep track of those communications. Documenting interactions in a single, central location will help you stay on top of this growing mountain of stakeholder communications. If you are still working with outdated data collection tools like email box, spreadsheets, and SharePoint, you know just how cumbersome and inefficient this approach can be. This is especially true if you work with a large number of stakeholders, or if you have to meet specific reporting requirements (e.g., from a lender). Here’s a quick test for all you stakeholder relationship professionals out there: Pros and Cons of different engagement methods: communicating with stakeholders & tracking engagements
Extracting meaning from stakeholder communicationsConsider this scenario: A key stakeholder suddenly asks to meet with you face-to-face. You want to have an idea of what to expect – and what to say – before you walk through the door. To prepare for this meeting, you need to quickly review all previous communications with this person (including those you weren’t involved in) and assess any changes in their sentiment or influence. How long this will take depends on how your organization manages stakeholder communications. Pros and Cons of different engagement methods: extracting insights & reporting on activities
Manage your communications with stakeholders more efficiently using fit-for-purpose toolsAs a stakeholder relationship professional, you know that simply managing these interactions can already be a handful. On top of that, you have to be sure you understand your organization’s relationship with different stakeholder groups so you can engage accordingly. And finally, you need to know how these relationships have changed over time to avoid missteps that could jeopardize a relationship. Sometimes it feels like there aren’t enough hours in the day! So how can you make sense of all this data and be sure that you’re extracting meaningful insights from your communications? Modern, fit-for-purpose tools are specifically designed to minimize manual work. This greater efficiency lets you focus on engaging with people instead of spending your time sorting through spreadsheets. Better tools can help your organization engage more proactively, maintain better relationships with stakeholders, and put you on the fast track to social acceptance. Here’s a quick look at how fit-for-purpose SRM software can save you valuable time and help you work more efficiently: Dashboard to track your communications with stakeholdersTime to generate: 3 minutes Time to generate: 3 minutes Analytics to extract meaning from your communicationsTime to generate: 3 minutes If you’re tired of dealing with blind spots that put your stakeholder relationships at risk, contact us today! Our team has helped organizations from different industries all over the world improve their stakeholder engagement outcomes. Once you discover the powerful features of our user-friendly Borealis stakeholder management software, you will never want to use a spreadsheet to track stakeholder communications again! What is the best method for communicating stakeholders information?Email is one of the most popular tools for stakeholder communication. Its benefits include the immediate delivery of information, customisable content, and reporting on engagement and open rates. This makes it very effective in managing communications with each stakeholder.
What is the best method of communication for project management?There are three main communication techniques we can use for effective project management: Interactive communication. Push communication. Pull communication.. In-person meetings.. Phone calls.. Video conferences.. What are the three communication methods for sharing information among project stakeholders?Interactive communication, pull communication and push communication methods are the types of business communication methods used by project managers to improve the quality of work and project's performance.
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