How do you customize your message to different stakeholders?

1 Identify your stakeholders

Before you craft your message, you need to know who your stakeholders are and what they care about. You can use a stakeholder analysis method, such as a power-interest matrix, to map out the level of influence and interest of each stakeholder group. This will help you prioritize your communication efforts and tailor your message to the most relevant and impactful stakeholders.

2 Understand their needs and motivations

Once you have identified your key stakeholders, you need to understand their needs, motivations, and concerns. You can do this by conducting stakeholder interviews, surveys, or focus groups, or by reviewing their feedback, reports, or data. You should also consider their cultural, professional, and personal backgrounds, as well as their communication styles and preferences. This will help you empathize with their perspectives and address their pain points.

3 Define your objectives and outcomes

After you have gained insight into your stakeholders' needs and motivations, you need to define your objectives and outcomes for each communication. What do you want to achieve by communicating with them? What do you want them to do, think, or feel as a result of your message? How will you measure the success of your communication? You should also align your objectives and outcomes with your project or organizational goals, and ensure that they are SMART (specific, measurable, achievable, relevant, and time-bound).

4 Choose the right channel and format

Depending on your objectives and outcomes, you need to choose the right channel and format for your message. You should consider the availability, accessibility, and suitability of each channel and format for your stakeholders. For example, you may use email for routine updates, phone calls for urgent issues, webinars for interactive sessions, or reports for detailed information. You should also use the channel and format that your stakeholders prefer and are comfortable with.

5 Craft your message with clarity and impact

When you craft your message, you need to use clear, concise, and consistent language that suits your audience and purpose. You should avoid jargon, acronyms, or technical terms that may confuse or alienate your stakeholders. You should also use positive, respectful, and inclusive tone that builds rapport and trust with your stakeholders. Moreover, you should highlight the benefits, value, and impact of your message for your stakeholders, and include a clear call to action that prompts them to respond or take action.

6 Seek feedback and follow up

After you deliver your message, you need to seek feedback and follow up with your stakeholders. You should ask them for their opinions, questions, or concerns, and listen actively and empathetically to their responses. You should also acknowledge their feedback, address their issues, and thank them for their involvement. Furthermore, you should follow up with them regularly to keep them informed, engaged, and satisfied with your communication.

7 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?