What are some of the benefits and challenges of engaging stakeholders online?

Virtual stakeholder engagement allows people with physical, mental or emotional challenges or diversities to contribute and have their voices heard. A hybrid model is ideal, as it caters to most--those who wish to attend in-person events and those who, for whatever reason, cannot.

Engaging stakeholders online offers several benefits. Enhanced Communication - Online platforms facilitate real-time updates and feedback, ensuring stakeholders remain informed about project progress and changes. Increased Involvement - Virtual meetings and tools allow stakeholders to participate in Scrum events like sprint reviews and planning, fostering a collaborative environment. Diverse Feedback - Engaging stakeholders from various backgrounds can yield a broader range of insights, improving product quality and alignment with user needs. Transparency - Online engagement promotes transparency, helping stakeholders understand the Scrum process and the value being delivered, which builds trust.

The positive effect of virtual stakeholder engagement is significant, both in terms of work life balance and accessibility, there is also an argument for increased productivity from not travelling to venues. Though this positive effect is noted, the importance of face to face in-person engagement cannot be underestimated. Being present and in the room is important to feel actively engaged and part of the group. There is also a trust building element along with the social aspects of in person meetings.

The advantages of online stakeholder engagement are manifold, bringing about a transformative impact on the dynamics of communication and decision-making. By harnessing digital platforms, organisations can cultivate inclusivity by reaching a broad spectrum of stakeholders across geographical boundaries. This approach not only facilitates real-time feedback but also establishes a transparent and accessible arena for stakeholders to actively participate in discussions, thereby fostering a sense of collaboration and shared responsibility. The result is a more informed decision-making process, strengthened relationships with stakeholders, and the creation of sustainable outcomes that resonate with the diverse perspectives.

Engaging stakeholder online can provide a variety of advantages for both the project team and the stakeholders. Online engagement allows you to involve stakeholders from various geographic locations, making it easier to connect with a broader audience.Virtual meetings and online platforms reduce the costs associated with travel, venue, and accommodation while saving time for both stakeholders and organizers.Online engagement platforms enable immediate responses, fostering quicker communication loops and decisions.Balancing these benefits and challenges requires strategic use of tools and an understanding of stakeholder needs and constraints.

Engaging stakeholders online presents several challenges: 1. Technical Issues - Glitches and compatibility problems can disrupt communication. 2. Lower Engagement Quality - Virtual interactions may lack the effectiveness of face-to-face meetings. 3. Exclusion Risks - Some stakeholders may lack access or familiarity with online tools. 4. Cultural Barriers - Language and cultural differences can hinder effective communication. 5. Competing Priorities - Stakeholders may disengage due to busy schedules. To address these, Scrum Masters should ensure user-friendly platforms, foster active participation, and adapt strategies based on feedback.

Forget where you are sitting. Think about your audience, where they are, the pressures on their time and what matters to them. All the rest is noise.

Online virtual meetings can have technical issues, but these can largely be mitigated. The biggest challenge comes from gauging the level of engagement and understanding of the content, specifically when cameras are turned off. Though there must be a level of trust, it is far to easy to answer a team’s message or finish a specific piece of work on another screen. In my opinion this comes from a workplace culture. It all comes back to actively participating the meeting. If a meeting is accepted, then it is respectful to give your time and focus to the meeting facilitator/chairperson as well as those other attendees who have also committed time.

Engaging stakeholders online brings numerous advantages, yet it's not without challenges. The digital landscape introduces a risk of exclusion due to varying levels of internet access, technological literacy, and language barriers. Maintaining sustained engagement is also a hurdle, as the ease of disengaging online can limit the depth of involvement compared to face-to-face interactions. Additionally, technical issues and accessibility problems may hinder the smooth participation of stakeholders. Overcoming these challenges demands a deliberate and adaptive approach that prioritises inclusivity, data security, and the creation of engaging digital spaces for effective stakeholder engagement.

To address technical issues, ensure robust IT support and provide training for stakeholders to navigate online platforms effectively. Enhance the quality of online interactions by incorporating video calls, interactive elements, and clear communication guidelines to foster a more engaging experience. To promote diversity and inclusion, actively seek feedback from all stakeholder groups and use multiple channels to accommodate different needs and preferences. Address access barriers by offering alternative participation methods and providing resources or support to stakeholders who may face difficulties with online engagement.

Different stakeholders will have different needs, so make sure that you have the resources and flexibility to adapt your strategies accordingly. Be very clear on what you are looking for from the engagement. Do you need buy in, sign off, investment, influence, information, or co-creation? Be very clear on what the benefit is for each stakeholder group - understand why they should care about your project or initiative. They are giving up their time, their knowledge, potentially their money, so make sure that you design sessions around your stakeholder needs and priorities. Show that you understand and care about your stakeholders' priorities, and show that your initiative will deliver mutual benefit.

Effective online stakeholder engagement demands strategic planning with a focus on the end audience. Start by choosing platforms aligned with stakeholders' preferences and ensure a user-friendly experience. Craft a transparent communication strategy outlining engagement goals, timelines, and anticipated outcomes. Foster sustained participation through dynamic online spaces that encourage active involvement. Regularly assess and adapt based on stakeholder feedback to enhance the engagement process. In essence, successful stakeholder engagement requires a holistic approach that prioritizes user-friendly technology, inclusivity, transparency, and adaptability, tailoring the strategy to meet the needs and expectations of the end audience.

To maximize the advantages of online stakeholder engagement, the project team should select the most suitable platforms and tools that align with stakeholders' needs and preferences. They should design a detailed engagement process with clear goals and expectations and customize methods to ensure meaningful interactions. Regular monitoring and evaluation of progress are essential to adapting and improving strategies. Using a mix of engagement methods like webinars, chats, and videos will cater to diverse stakeholder preferences, creating more value for both the team and stakeholders.

Go to where the customers is online. This may not be your comfort zone, but it is theirs. A conversation seldom begins across a wall.

An understanding of the meeting format is important. Is this a meeting or workshop? Clients and external stakeholders, there also needs to be a professional consideration. My tip would be to have either online or in person meeting and not a hybrid format. When attendees are virtual and others are not, it can feel like two different meetings are taking place, particularly if the venues have poor/lack of virtual hosting infrastructure. I do believe a hybrid format is effective for larger groups but needs the appropriate level of investment in infrastructure and meeting rooms with appropriate screens, cameras, and sound.

In the realm of social entrepreneurship, initial face-to-face meetings are crucial for relationship-building, followed by leveraging online engagement for greater effectiveness. Online stakeholder involvement offers a significant advantage in its broad reach, enabling participation across diverse locations. However, a challenge lies in fully understanding and connecting with stakeholders virtually, hindering long-term relationship building. For instance, assessing the impact of social entrepreneurship workshops can be challenging without direct feedback and nuanced interactions. Thus, while online engagement expands accessibility, it requires navigating complexities to optimize effectiveness in social entrepreneurship initiatives.

Building a deep and lasting relationship with your stakeholders is absolutely critical, as this will inform the best methods of engagement and communication. Online is far more reliant on stakeholder-driven responses, which will be far better when there is a good relationship. Asking your stakeholders what method works for them is a great way to build trust and show that you are interested not only in what they can do for you, but also what is best for them. Whatever method you use - online, in-person, or a combination of the two - at the end of the day you are building powerful human connections so as to create trust, engagement, and co-creation.