What's the best way to maintain a stakeholder communication calendar?

1 What is a stakeholder communication calendar?

A stakeholder communication calendar is a document that outlines your communication activities with stakeholders over a period of time. It can be presented in various forms, such as a spreadsheet, visual diagram, or software application. The document should include information on who your stakeholders are and their interests, expectations, and communication preferences. Additionally, it should detail the key messages you want to share with them, how you will communicate (e.g., email, newsletter, meeting), when you will communicate (e.g., daily, weekly), and who will be responsible for preparing and delivering the communication.

2 Why do you need a stakeholder communication calendar?

A stakeholder communication calendar can help you reap several benefits, such as strengthening your stakeholder relationships by demonstrating that you value their input, feedback, and support. It can also help to enhance your credibility and trustworthiness by supplying consistent, clear, and pertinent information. Additionally, it can prevent misunderstandings, conflicts, or surprises by addressing potential issues or concerns ahead of time. Moreover, it can save time and resources by streamlining your communication processes and avoiding duplication or overlap. Finally, it can measure and improve your communication effectiveness by tracking your outcomes and feedback.

3 How to create a stakeholder communication calendar?

Creating a stakeholder communication calendar involves identifying your stakeholders, defining communication objectives and key messages, choosing the most appropriate methods and formats for each stakeholder group, scheduling activities and assigning roles, and regularly reviewing and updating the plan. Start by segmenting your stakeholders based on their roles, interests, influence, and communication needs. Then, think about what you want to achieve and what you want them to know, feel, or do. After that, consider their preferences, availability, and expectations when selecting the right communication methods for each group. Finally, ensure you balance the frequency, timing, and quality of your communication by regularly adjusting the plan based on any changes in your project or environment.

4 How to maintain a stakeholder communication calendar?

To maintain a stakeholder communication calendar, you need to communicate with your stakeholders regularly and transparently. Make sure to keep them informed of your progress, achievements, challenges, and risks. Additionally, it is important to seek feedback from stakeholders and act on it. Evaluate your communication results and track indicators such as stakeholder satisfaction, engagement, or action. As your project evolves, update your stakeholder communication calendar accordingly. This may involve adding new stakeholders, modifying messages, or changing methods. Lastly, share your stakeholder communication calendar with your team and other relevant parties to ensure everyone is on the same page and aligned with your communication strategy.

5 What are some tools to help you with your stakeholder communication calendar?

There are various tools that can help you create and maintain your stakeholder communication calendar, depending on your budget, preferences, and requirements. For example, Excel or Google Sheets are simple and widely used tools that enable you to create a spreadsheet-based calendar with columns, rows, and formulas. You can also use PowerPoint or Google Slides to create a visual-based calendar with shapes, icons, and images. Additionally, Trello or Asana are online project management tools that let you create a board-based calendar with cards, lists, and labels. Finally, Mailchimp or HubSpot are email marketing tools that help you create and send newsletters, updates, or invitations to your stakeholders.

6 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?