Building and maintaining strong stakeholder relationships, effective communication, and engagement is crucial for the success of any project.
The significance of understanding and catering to the communication preferences and styles of key stakeholders, particularly sponsors, cannot be underestimated. By establishing effective communication channels and an understanding of stakeholder communication preferences, project managers can unlock the key to effectively engage with stakeholders and gain insights into their expectations and concerns. This allows for better alignment, collaboration, and the ability to address key project requirements effectively.
To start communicating effectively and manage the relationships, it is important to know who all the individuals are, or groups of individuals internal and external to the organizations, who have an interest in or will be impacted by the project.
Once the stakeholders are identified, it is crucial to consider a few key factors that influence stakeholder relationships and engagement within the project environment. These factors include:
High level of transparency of what is happening on the project A high level of transparency in a project sets a foundation of trust, proactive communication, and shared ownership for everyone involved. It improves not only stakeholder relationships but also the ability to effectively address challenges, leading to increased project success.
Collaborate and communicate regularly, especially when things go wrong Brief and regular updates are important to establish trust and credibility. Building trust with stakeholders by delivering on promises and demonstrating your expertise will contribute to improved engagements and confidence in project delivery. As quoted by Tony Robbins, a well-known motivational speaker and coach:
"To effectively communicate, we must realize that we are all different in the way we perceive the world and use this understanding as a guide to our communication with others."
Communication is crucial in providing assurance or reassurance to stakeholders on challenges or risks.
Decision-making Part of strong relationships is to provide the relevant support for your sponsors in decision-making. Listen to stakeholders when concerns are raised and consider their suggestions, incorporating feedback into each cycle of the project. Discuss what decisions are needed and what the impact of these decisions will be, and leverage their knowledge. If there are multiple options with issues, provide the pros and cons of each for implementing the solution. This would lead to improved decision-making.
Scope Lastly, and most importantly, is the understanding of scope and what will not be delivered or included in scope. Determine priorities from the start and develop strategies and ways to proactively involve stakeholders with project activities throughout the life cycle of the project. Continued engagement and informed stakeholders will address issues and expectations, contributing to stronger relationships and improved engagements on projects.
By focusing on these key items, project managers can effectively manage stakeholder relationships and engagement, ensuring their active participation, support, and commitment to project success. Strong stakeholder relationships contribute to smoother project implementation, reduced risks, and increased likelihood of achieving project objectives.
Quest writer
Lourena Griebenow Head of Engagement & Strategy The Shoprite Group of Companies
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