What do you do if project updates aren't effectively reaching stakeholders?

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When managing a project, ensuring that updates reach stakeholders is crucial for maintaining transparency and alignment. If you find that your updates aren't effectively reaching stakeholders, it's essential to reassess your communication strategy. Stakeholders, individuals or groups with an interest in the project's outcome, need timely and relevant information to make informed decisions and provide support. The challenge lies in identifying the communication gap and implementing strategies to bridge it.

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Jaime A. Bolívar C.

Ingeniero Informático | líder de equipos de tecnología y desarrollo | Senior Project Manager | Product Owner | Scrum…

1 Identify Issues

Identifying the root cause of why project updates aren't reaching stakeholders is the first step towards resolving the issue. You need to gather feedback from your stakeholders to understand their needs and preferences. Are they overwhelmed by too much information, or are they missing updates due to ineffective delivery methods? Perhaps the updates are not tailored to their interests or lack clarity. By pinpointing the exact problem, you can tailor your communication approach to ensure that every stakeholder receives the information they need in the most accessible and engaging manner.

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2 Revise Methods

Once you've identified why updates aren't reaching stakeholders effectively, it's time to revise your communication methods. Consider diversifying the channels you use to deliver updates. Email may work for some, while others might prefer briefings, newsletters, or even a project management dashboard that provides real-time information. It's also important to ensure that the frequency of your communication aligns with stakeholder needs—too frequent, and they may tune out; too sparse, and they may feel out of the loop.

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Jaime A. Bolívar C.

Ingeniero Informático | líder de equipos de tecnología y desarrollo | Senior Project Manager | Product Owner | Scrum Master | Transformación Digital | Asesoría | Consultoría
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Según mi experiencia se debe implementar un hibrido entre comunicaciones vía mail y revisiones en sesiones informativas, para clarificar esta revisión.

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3 Enhance Clarity

Enhancing the clarity of your project updates is critical. Stakeholders should be able to quickly grasp the key points without getting bogged down in jargon or unnecessary detail. Use clear headings, bullet points, and visuals where appropriate to make the information digestible. Remember to focus on what is most relevant to the stakeholders' interests and concerns. If an update doesn't directly impact them or require their input, consider whether it's necessary to include them in that communication.

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4 Engage Directly

Engaging directly with stakeholders can significantly improve the effectiveness of your project updates. Personalized communication can make stakeholders feel valued and more invested in the project's success. Schedule regular check-ins or update meetings where stakeholders can ask questions and provide feedback in real-time. This two-way communication not only ensures that stakeholders are informed but also allows you to gauge their understanding and address any concerns promptly.

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Jaime A. Bolívar C.

Ingeniero Informático | líder de equipos de tecnología y desarrollo | Senior Project Manager | Product Owner | Scrum Master | Transformación Digital | Asesoría | Consultoría
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Esto punto es uno de los principales al momento de entregar status de proyectos en forma efectiva, ya que permite generar mayor involucramiento.

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5 Monitor Feedback

Monitoring feedback from stakeholders after revising your communication methods is essential to ensure that your updates are now effectively reaching them. Implement a feedback mechanism where stakeholders can easily express their satisfaction with the updates or suggest improvements. This could be through a simple survey after each update or an open channel for ongoing feedback. Use this information to continuously refine your approach and ensure that your communication remains effective throughout the project lifecycle.

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Jaime A. Bolívar C.

Ingeniero Informático | líder de equipos de tecnología y desarrollo | Senior Project Manager | Product Owner | Scrum Master | Transformación Digital | Asesoría | Consultoría
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Muchas veces cometemos el error de creer que el mensaje entregado fue entendido por todas las partes, por lo que la retroalimentación es fundamental para la mejora continua en búsqueda de mejor la comunicación.

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Billy Lechert, LEED Green Associate

Innovative and passionate workplace experience leader in corporate real estate, workplace strategy and readiness, sustainable design, and complex project management
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What may be clear to you and the team may not be clear to the stakeholders. It's important to implement a feedback mechanism, evaluate the feedback, and roadmap the best way to incorporate the feedback to ensure the project updates are meaningful. I've often taken a bit of a "Goldilocks" approach to project updates and produced three types of reports - one for executives (high-level), one for team members (more detailed towards the project), and one for key stakeholders/employees (one that is informative and less technical).

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6 Adjust Regularly

The final step is to adjust your communication strategy regularly based on the evolving needs of the project and its stakeholders. The effectiveness of your communication methods can change over time as the project progresses and stakeholders' engagement levels fluctuate. Be prepared to adapt your approach, whether it means changing the frequency of updates, the detail level, or even experimenting with new communication platforms. Regular adjustments ensure that stakeholder communication is not just a one-time fix but a dynamic component of successful project coordination.

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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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What do you do if project updates aren't effectively reaching stakeholders?

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1 Identify Issues

2 Revise Methods

3 Enhance Clarity

4 Engage Directly

5 Monitor Feedback

6 Adjust Regularly

7 Here’s what else to consider

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