Dealing with a stakeholder who craves written updates. Are you equipped to meet their communication needs?
When a stakeholder prefers written communication, clarity and consistency are key. Here's how to satisfy their update needs:
How do you tailor communication to different stakeholder preferences? Share your strategies.
Dealing with a stakeholder who craves written updates. Are you equipped to meet their communication needs?
When a stakeholder prefers written communication, clarity and consistency are key. Here's how to satisfy their update needs:
How do you tailor communication to different stakeholder preferences? Share your strategies.
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Yes, meeting the communication needs of a stakeholder who prefers written updates requires a structured and proactive approach. First, establish a clear schedule for regular updates. At ECML Consult, I ensure stakeholders receive written reports on a consistent basis, such as weekly summaries or monthly performance reviews, to keep them informed and reduce the need for frequent ad-hoc requests. This not only meets their expectations but also allows me to manage my time more effectively, maintaining a balance between providing updates and staying productive. Continuing in the reply section...
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While accommodating stakeholder preferences is important, it may not always be feasible to meet every individual's preferred communication method. Additionally, focusing too much on catering to individual preferences could lead to inefficiencies and delays in decision-making processes. Establishing clear communication guidelines and expectations early on may help avoid misunderstandings or conflicts later. Ultimately, project teams can effectively engage with stakeholders and achieve successful outcomes by prioritising open and transparent communication while also being mindful of time and resources.
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Some stakeholders demand constant written updates because they fear losing control. The real question is: Are they getting value or just comfort from these updates? Focus on delivering actionable insights rather than drowning in endless reports. You’re running a business, not a diary service.
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If you and your client have access to email or text, then you’re equipped to send written updates. If the client wants weekly updates, you can send a thorough message around noon on the last day, detailing what’s done and what’s coming up next week. If the client wants daily updates, you can send shorter notes covering the day’s schedule. More than that and you’ll need to reset expectations so that you both can manage time wisely.
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Preparation & Planning Collecting stakeholders' needs helps to know their preferences such as Communication Item, Channel, Priority, Format & frequency. Then, a strategy is agreed upon with stakeholders. Following Standards In communication, business standards are followed. All details shared even on informal email/tools include only concise information & nothing more. Collect Feedback Periodical Feedback is taken & action steps are devised. A data-driven approach that computes Customer Satisfaction Index helps to gauge satisfaction levels. Tailoring Communication Depending on stakeholder, levels of influence & interest, the communication strategy differs. So, it is apt to consider & tailor the strategy that resonates with them.