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Last updated on 2024年7月31日

Senior stakeholders expect regular updates. How do you strike the balance between information and overload?

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Managing senior stakeholders effectively is crucial in any organization. They expect regular updates on projects and initiatives, but there's a fine line between keeping them informed and overwhelming them with too much information. Your challenge is to provide concise, relevant updates without under- or over-communicating. This requires understanding their information needs, preferences, and the context of the projects they are invested in. By striking the right balance, you ensure that senior stakeholders remain engaged and supportive, while also respecting their time and decision-making capacity.

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Sumi Dhody

Director Global Alliances at Tata Consultancy Services

1 Tailor Updates

Understanding each stakeholder's interests and responsibilities is key to tailoring your updates . You wouldn't provide the same details to a CFO as you would to a CTO, as their areas of concern are different. By customizing information, you respect their time and ensure they receive only pertinent data. This approach requires you to be familiar with their roles and the aspects of the project that align with their strategic objectives. It's a delicate balance of providing enough detail to satisfy their needs without burdening them with irrelevant information.

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Sumi Dhody

Director Global Alliances at Tata Consultancy Services
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Operational information to be put in a dashboard and shared on defined intervals so obvious questions aren't asked. Important information which requires attention to be shared by way of a 30 minutes cadence call with each senior stakeholder. Only in case of emergency situation reach out via email to a senior stakeholder for approvals or guidance. This will ensure your mails won't land in spam and they would get their due alongwith an always updated status allocated to your project.

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2 Frequency Matters

Determining the right frequency for updates is essential. Too often, and you risk becoming background noise; too infrequent, and stakeholders might feel out of the loop. Consider the pace of the project and the stakeholder's role in decision-making. For fast-moving projects or during critical phases, more frequent updates may be necessary. Conversely, for longer-term initiatives with less day-to-day change, less frequent updates may suffice. The goal is to keep stakeholders adequately informed without overwhelming them with constant communication.

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Inga Salaseviciute

Account and Service Delivery Manager | Let's talk about Agile Transformation & Test Automation | GTM specialist | Interested in circularity | Views are my own
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In case of doubt, especially at the beginning of a project, opt for more frequent updates rather than fewer. Generally, follow the approach below to establish a cadence of updates that will work for most projects: - Identify the types of updates required (operational, risk register, SteerCo, etc.). - Decide on the regularity of updates based on the pace of the project and the level of stakeholder involvement. - Create a calendar of all updates and circulate it among your stakeholders so they know when to expect the next update. - Seek feedback to ensure your calendar makes sense to the rest of the stakeholders. - Adjust if necessary.

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3 Clarity Is Key

When communicating with senior stakeholders, clarity is non-negotiable. Avoid jargon and technical terms unless they are familiar with them, and even then, explain them briefly. Use clear, concise language and focus on the implications of the information rather than just the facts. Remember, stakeholders need to understand how the information affects the business and their decision-making. Your updates should be easily digestible, allowing stakeholders to quickly grasp the essentials and act if necessary.

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4 Visual Aids

Visual aids can be incredibly effective in conveying complex information succinctly. Charts, graphs, and infographics can highlight key data points and trends, making it easier for stakeholders to process information at a glance. However, ensure that these visuals are not overly complex or require extensive explanation. The goal is to complement your verbal or written updates with visuals that enhance understanding, not create additional confusion.

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5 Feedback Loop

Establishing a feedback loop with stakeholders is vital. This allows you to gauge if the information provided is hitting the mark or if adjustments are needed. Encourage stakeholders to ask questions and provide feedback on the updates they receive. This two-way communication ensures that your approach remains effective and responsive to their needs. It also fosters a collaborative relationship where stakeholders feel heard and valued, which can lead to better alignment and support for your projects.

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6 Review & Adjust

Regularly review and adjust your communication strategy based on stakeholder feedback and changes in project dynamics. What worked at the beginning of a project may not be as effective as it progresses. Be flexible and willing to change your approach to ensure stakeholders remain informed without feeling overloaded. This might mean altering the frequency of updates, the level of detail provided, or even the communication channels used. Continuous improvement in your communication strategy is key to maintaining an effective balance.

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Senior stakeholders expect regular updates. How do you strike the balance between information and overload?

1

2

3

4

5

6

1 Tailor Updates

2 Frequency Matters

3 Clarity Is Key

4 Visual Aids

5 Feedback Loop

6 Review & Adjust

Senior Stakeholder Management

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Senior stakeholders expect regular updates. How do you strike the balance between information and overload?

1

2

3

4

5

6

1 Tailor Updates

2 Frequency Matters

3 Clarity Is Key

4 Visual Aids

5 Feedback Loop

6 Review & Adjust

Senior Stakeholder Management

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感谢您的反馈

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