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How can you effectively communicate with stakeholders when deadlines change?

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Changing deadlines are inevitable in product innovation, as you may encounter unexpected challenges, feedback, or opportunities along the way. However, how you communicate these changes to your stakeholders can make a big difference in their trust, satisfaction, and collaboration. In this article, we will share some tips on how to effectively communicate with stakeholders when deadlines change, and how to avoid common pitfalls and misunderstandings.

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Andrei Costenco

Everyone is searching for good IT specialists. Never had to say: “There is no technical solution for that.” to anyone…
Capt.Arivananthan Muniandy (Capt.Ariva)

Design Thinking Professional | TedX Speaker | Inspiring People To Unleash Their Creative Confidence
Todd Perumal, MS, MBA

?? Experimentation ?? Growth Strategy ?? PLG Execution ?? SaaS | Principal Product Manager + Experienced Data…

1 Understand the reasons

Before you communicate any deadline changes, you need to understand the reasons behind them and how they affect the project scope, quality, and budget. Are the changes due to internal factors, such as technical issues, resource constraints, or design revisions, or external factors, such as market demand, customer feedback, or regulatory requirements? How do the changes impact the project goals, deliverables, and milestones? How do they align with the stakeholder expectations, needs, and priorities? Having a clear and rational explanation for the deadline changes will help you justify them and address any questions or concerns from your stakeholders.

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Andrei Costenco

Everyone is searching for good IT specialists. Never had to say: “There is no technical solution for that.” to anyone. :)
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Effective communication of just anything has always been based on reasoning. It should be of a very high quality. Absence of reasoning is a sure way to lead the communication to a proper conflict. :) Change of deadlines has mostly been associated with something dramatic, negative. However, there are some other reasons for changing deadlines, in addition to the most popular one called “oh crap, we've underestimated something”: - New inputs from the market. - New chances that bring more value, than the initial plan. - Cooperations with new partners Anyone know more reasons to add to this list?

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Tahsim Ahmed

AI Strategy @ Qurrent ??
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The root causes of deadline changes can come from resource shifts, scope alterations, market challenges, or strategic adjustments. Engagement with team, metrics, and being atune with external influences, is mission critical. Acknowledging delays isn't enough, accountability and comprehensively understanding the underlying dynamics. Effective stakeholder communication revolves around having the 500-foot view managed with the day-to-day.

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Clarissa Antunes

GPM @ Stefanini | Woman in Tech Leading Applied AI
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Start by aligning expectations during the kick-off phase, directly discussing with stakeholders about possibilities to prepare for any route changes that might come up. As a proactive step, document the risks and potential solutions for each phase of the project, working alongside the team members and, if it’s possible, involving stakeholders. Focus on ensuring that what stakeholders expect matches what can actually be delivered, preventing unrealistic expectations. This way, in addition to gaining the trust of those involved, if unexpected issues do occur, you’ll be in a position to offer solutions rather than excuses.

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2 Choose the right channel

Depending on the urgency, complexity, and sensitivity of the deadline changes, you need to choose the right channel to communicate them to your stakeholders. For minor or expected changes, you may use email, newsletter, or dashboard updates to inform your stakeholders and provide relevant details and documentation. For major or unexpected changes, you may need to schedule a meeting, call, or video conference to discuss the changes with your stakeholders and seek their input and feedback. The channel you choose should be appropriate for the level of interaction, engagement, and transparency you want to achieve with your stakeholders.

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3 Be clear and concise

When you communicate the deadline changes, you need to be clear and concise about what has changed, why it has changed, and how it affects the project and the stakeholders. Avoid using vague or ambiguous language, jargon, or acronyms that may confuse or mislead your stakeholders. Use simple and direct sentences, bullet points, charts, or graphs to convey the key information and highlight the main points. Provide specific dates, numbers, and metrics to show the impact and progress of the deadline changes. Avoid making assumptions or promises that you cannot keep or verify.

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Todd Perumal, MS, MBA

?? Experimentation ?? Growth Strategy ?? PLG Execution ?? SaaS | Principal Product Manager + Experienced Data Professional | Built + Shipped numerous 0-1 Products?? | Passionate about mission-driven product innovation ??
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The most important thing is to be as transparent as possible. State your reasons and use data and facts. Additionally, try to capture when the new deadline is. However, don’t over promise and don’t betray your transparency by communicating anything unreasonable. Missed or late deadlines are unfortunate but they happen. If you are honest and accountable, you can still earn stakeholder trust. On the flip side, if you don’t provide solid and succinct reasoning then you will seed doubt and lose the commitment of the folks that really believe in you. While doing this, practice word economy. Don’t use too many words because it will also break down your credibility. Communicate efficiently because this will help best to facilitate conversation.

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4 Be proactive and positive

One of the best ways to communicate deadline changes effectively is to be proactive and positive. Instead of waiting for your stakeholders to ask or complain about the changes, you should reach out to them as soon as possible and inform them of the situation and the actions you are taking. This will show your respect, accountability, and professionalism, and will prevent any surprises or misunderstandings. Moreover, you should focus on the positive aspects of the deadline changes, such as the opportunities for improvement, innovation, or customer satisfaction, rather than the negative aspects, such as the delays, risks, or costs. This will help you maintain a constructive and optimistic tone and attitude, and will encourage your stakeholders to support and cooperate with you.

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5 Listen and respond

Finally, you need to listen and respond to your stakeholders' reactions, questions, and feedback regarding the deadline changes. You should acknowledge their emotions, concerns, and expectations, and show empathy and understanding. You should also answer their queries, clarify their doubts, and address their issues in a timely and respectful manner. You should also solicit their opinions, suggestions, and preferences, and involve them in the decision-making and problem-solving processes. By listening and responding to your stakeholders, you will build trust, rapport, and alignment, and will foster a collaborative and productive relationship.

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Dragan N.

Senior Project Manager l Certified Scrum Master
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Remember, effective communication involves not just delivering information but creating a dialogue that fosters understanding and collaboration.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Capt.Arivananthan Muniandy (Capt.Ariva)

Design Thinking Professional | TedX Speaker | Inspiring People To Unleash Their Creative Confidence
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It's useful to know the stakeholders personality profile, so that we could engage ourselves in empathetic communication. According to The Big5 personality traits, there are people who have a different range in agreeableness. Understanding this will allow us to strategize the communication better.

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Shahril Mohammad

Creative Content Jonin | Arts & Visual Ninja | Bike-Riding Shinobi
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One thing I've found helpful is to have a proper planning, so if things go south you can raise it earlier. Not a day or 2 before the dateline.

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How can you effectively communicate with stakeholders when deadlines change?

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3

4

5

6

1 Understand the reasons

2 Choose the right channel

3 Be clear and concise

4 Be proactive and positive

5 Listen and respond

6 Here’s what else to consider

Product Innovation

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How can you effectively communicate with stakeholders when deadlines change?

1

2

3

4

5

6

1 Understand the reasons

2 Choose the right channel

3 Be clear and concise

4 Be proactive and positive

5 Listen and respond

6 Here’s what else to consider

Product Innovation

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