Stakeholder Communication - More Art Than Science

15 years of experience managing projects has taught me that creating an effective stakeholder communication plan is more art than science.

Every project is different. Every project has different stakeholders, and every stakeholder is different. Project communication is much more art than science, and the PM has the EQ-heavy task of assessing stakeholders to design a communication plan giving everyone just the right amount of information.

My general framework for this is to organize stakeholders into groups. I always have a “core team” group of people doing the day-to-day work who need to know all the dirty details. My other groups are flexible based on the project, but they are loosely organized by how much they care about the project and how detailed vs high level they want their updates to be.

Once I have my groups, I determine the method of communicating with them.

• Do they prefer email updates they can read on their own time?

• Will they not read an email and need a scheduled live update?

• Do they want to see a dashboard with progress?

• A mix of these?

• What’s the right cadence?

Finally, I think about what information each group needs. Thinking about project phases, milestones, and dependencies, I plan when and what I will communicate to each group. I also plan how different stakeholders can ask questions or share information with me and/or the project team.

All of this information goes into my Project Charter, which is developed prior to the project’s kick off. With everyone aligned on the communication plan, there are fewer surprises. It’s easy enough to pivot our approach if we need, which we almost always do. But I find having this plan developed and socialized builds trust and confidence, so pivoting seems like a natural part of process rather than a mistake.

Effective stakeholder communication is a nuanced and dynamic process that requires careful planning and adaptability. By organizing stakeholders into groups, determining the best communication methods, and tailoring the information to their needs, you can build a robust communication plan that fosters trust and confidence. Remember, while having a well-thought-out plan is crucial, being flexible and ready to pivot is equally important. Embrace the art of communication, and you’ll find that even the most complex projects can run smoothly.

If you have any questions or need further insights on creating a stakeholder communication plan, feel free to reach out. Your feedback and experiences are always welcome!