Communicating with stakeholders – DISCUSSION
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Communication for me is an integral part of any project.Effective communication helps to interact with stakeholders more efficiently and it improves the productivity of a project.
The biggest problem with in-person meetings is that often not everyone who is involved in a project can attend. People have busy schedules, and it’s tough to find a time slot that works for everyone.
This is especially true for organizations that have team members spread across the country or around the world or that work with remote freelancers. A remote meeting fixes this, allowing everyone to attend no matter where they are, and so you won’t lose their valuable input.
Example: A team must communicate a client’s needs for a project; however, half the team is at the company’s headquarters while the other half are at their branch. Rather than fly everyone in for the meeting or conduct two meetings, they set up a quick business video chat and easily hold the meeting with everyone attending.
A video conference also improves employee coordination. When employees try to work on an issue over email, it means a lot of back and forth. If you get everyone on a video conferencing call, however, they’ll be able to talk through issues more quickly. You could hold regular and impromptu meetings with freelancers and full-time employees.
This setup is ideal for project teams spread out over multiple locations. Video conferencing gives many companies the option of having a tight-knit team with no office, saving the company a lot of money.
Example: Austin gets an urgent request from a client about a project. He holds a video call with his team and they brainstorm ideas on how to deal with the time-sensitive issue. They come up with a solution and thrill the client with an almost immediate answer to his issue.
In my own setting, I choose communicating timely, inclusiveness and adequate evaluation of ideas and thoughts.
Effective communication is fundamental in my organization.
To successfully execute projects. Effective communication ensures that all parties involved in the project are aligned with the objectives, expectations, timeline and deliverables.
This helps in collaboration, transparency, efficiency, risk management among teams and stakeholders who are involved in the project.
Never be afraid to bring bad news to the table and you must have possibly analyse solutions before dropping the bomb. We should also be in constant communication with our client. And also we should line up the possible ways to communicate with the client
1. Communicate key risks and analyse options
2.Show your care about the project and the sponsor
3. Have a communication style and write down the information you want to share with the
stakeholders
In my own case I find the advice of knowing your stake holders temprament important, this helps you plan the communication to suit so as to achieve it’s aim. Many stake holders can be very fustrating having things done their own way. Always bring evidence to convince those that are more analytical and be empatic when communicating withthose having a sense of ownership.(I am the one most affected)
Escalation in project management is also very necessary and bad news is not always bad intent. Escalate to find a solution. If you fail at this you will be blamed for every other thing that follows.
Some of my experiences are treated in these beautiful Advice from DEXA
Proper communication plan will help to enhance the progress of the projects and profer solutions if there’s an issue with the project.
In my organisation, effective communication is when the communication is timely and in a manner suitable for the various levels of stakeholders. Our clients want any issue that could affect their business communicated immediately to help them make adjustments where necessary.
If it’s an issue, all most expect to know is a brief description of the issue and your timeline for resolving the issue including any temporary solution if possible.
However, when dealing with other stakeholders, this information is not adequate- you would have to include possible causes of the issue, actions taken to have prevented it, steps to be taken to resolve it and how to mitigate it in the future.
So it is important to know who you are in communication with and the level of information they require.
Above all timely communication is very critical.
In my own organizational context, proper and adequate communication needs to be planned so as to avoid complications.
Yes every clients/stakeholders have varying interests, what works and what doesn’t work for them, but then you need to analysis, discuss all problems involve and the way forward.
Although it could be challenging and time consuming but one has to address all issues that may either hamper or enhance the project to success. You have to identify and employ the best communication approach or style that works for the stakeholders.
In our communication with stakeholders, giving progress report is very very crucial. We need to always take proactive measures that will help salvage the process promptly.
Regular and timely communication with stake holders/Sponsors (in my professional case would be colleagues, patients/caregivers and management is key factor as it helps to eliminate avoidable mistakes I. Patient care and ensure adherence to ethical standards as well as organization standards and regulations.
Plan communication and tailor it to the person who you are sending a message to ensure a proper understanding and the information must be complete without lacuna or hidden facts, these help to keep all involved parties remain on the same level in discharge of duties and requirements.