How do you keep stakeholders satisfied with project progress?

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Keeping stakeholders satisfied with project progress is a key skill for any project coordinator. Stakeholders are the people or groups who have an interest or influence in the project, such as clients, sponsors, managers, team members, and end users. They can have different expectations, needs, and preferences, and they can also change their minds or raise issues along the way. How can you manage stakeholder satisfaction effectively and avoid conflicts, delays, or scope creep? Here are some tips to help you.

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Sujal Shah

Associate Manager at IQVIA

1 Identify and analyze stakeholders

The first step is to identify who your stakeholders are and what their roles and responsibilities are in the project. You can use a stakeholder register or a matrix to document their names, contact details, level of interest, power, and influence. You should also analyze their expectations, needs, and preferences, and how they might affect or be affected by the project. This will help you understand their perspectives, priorities, and potential risks.

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Sujal Shah

Associate Manager at IQVIA
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In my opinion, if there are actual risks in project, do highlight the risks to required stakeholder, if you can mitigate challenges then explain how you going to meet. If deliverables need more time, speak up openly without hiding any issue.

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2 Communicate regularly and clearly

The second step is to communicate with your stakeholders regularly and clearly throughout the project. You should establish a communication plan that defines the frequency, mode, format, and content of your communication. You should also tailor your communication to suit the needs and preferences of different stakeholder groups. For example, some stakeholders might prefer a detailed report, while others might prefer a brief summary or a dashboard. You should also use clear and consistent language, avoid jargon, and provide relevant and accurate information.

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Nour Laouir
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I'd also involve stakeholders in decision-making processes when appropriate, and make sure to manage their expectations by being transparent about what can and cannot be achieved. Be realistic and honest. Delivering on milestones and demonstrating value are crucial for stakeholder satisfaction. Finally, I'd make sure to collect feedback periodically to make necessary adjustments.

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Surendra A Sharma F.NMIS

Concept Designer V a d h v a n Port | Project Solutions / Biz Viability
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Based on the project scale and duration a communication protocol has be to be put in place at the very start, which will identify the person, method and type of report which has to be submitted. This person will be responsible for coordinating with all the members on the client side and all instruction to the project team will be routed to him. Moreover, on milestone the client may need some briefing from the project team with a presentation where the senior management may seek clarifications and get themselves updated.

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3 Manage expectations and feedback

The third step is to manage the expectations and feedback of your stakeholders. You should set realistic and measurable goals and objectives for the project, and align them with the stakeholder expectations. You should also monitor and report on the project progress, performance, and quality, and highlight any deviations, issues, or changes. You should also solicit and respond to feedback from your stakeholders, and address any concerns or complaints promptly and professionally.

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Surendra A Sharma F.NMIS

Concept Designer V a d h v a n Port | Project Solutions / Biz Viability
(已编辑)
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Many projects may need emergency intervention by the client hence a person who can be contacted for this also has to be mentioned in the communication protocol. Communication is vital for the success of the project and helps identify deviations, delays and whether more efforts by all are needed as the Project team is working for the client whose interest are paramount.

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4 Involve and engage stakeholders

The fourth step is to involve and engage your stakeholders in the project. You should identify the appropriate level of involvement and engagement for each stakeholder group, and seek their input, opinions, and suggestions. You should also provide opportunities for collaboration, participation, and consultation, and foster a sense of ownership and commitment. You should also acknowledge and appreciate the contributions and achievements of your stakeholders, and celebrate the milestones and successes.

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5 Manage conflicts and changes

The fifth step is to manage any conflicts and changes that might arise among or from your stakeholders. You should anticipate and prevent potential conflicts by identifying and resolving the sources of disagreement, misunderstanding, or dissatisfaction. You should also use effective negotiation, mediation, and problem-solving skills to handle any disputes or disputes that might occur. You should also manage any changes that might affect the project scope, schedule, budget, or quality, and follow a change management process that involves the stakeholders in the decision-making and approval.

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6 Evaluate and improve stakeholder satisfaction

The final step is to evaluate and improve stakeholder satisfaction throughout and after the project. You should measure and monitor the level of satisfaction of your stakeholders using various methods, such as surveys, interviews, feedback forms, or testimonials. You should also analyze the results and identify the strengths and weaknesses of your stakeholder management. You should also implement any actions or improvements that might enhance stakeholder satisfaction, and learn from the lessons and best practices for future projects.

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Surendra A Sharma F.NMIS

Concept Designer V a d h v a n Port | Project Solutions / Biz Viability
(已编辑)
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Projects which are specific and technical may need some clause to cover an internal team of experts from both sides to discuss and sort it out for delay, penalty or mishaps in case of any dispute. Arbitration clause can also be inserted to take it to the next level if no agreement is reached.

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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?

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Nour Laouir
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Please consider educating and improve project awareness of stakeholder in view to improve their satisfaction. Educating stakeholders is an essential part of stakeholder management. It helps to align expectations and creates a more informed basis for decision-making. I'd start with an initial orientation session to present the project's scope, objectives, and key milestones. Simple and clear documentation could also be provided for their reference. Throughout the project, I'd host educational webinars or workshops to dive deeper into specific topics, technologies, or methodologies being used. This can help stakeholders better understand the complexities and constraints, making them more likely to support the project team's decisions.

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How do you keep stakeholders satisfied with project progress?

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1 Identify and analyze stakeholders

2 Communicate regularly and clearly

3 Manage expectations and feedback

4 Involve and engage stakeholders

5 Manage conflicts and changes

6 Evaluate and improve stakeholder satisfaction

7 Here’s what else to consider

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