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You're working with a remote team on a project. How do you manage stakeholders?

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Managing stakeholders is a crucial skill for any project manager, especially when working with a remote team. Stakeholders are the people who have an interest or influence on the project, such as clients, sponsors, users, team members, or senior managers. In this article, you will learn some tips on how to manage stakeholders effectively when working with a remote team on a project.

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Slava Gorovoy

General Manager | Aftermarket, After-Sales, Service | I Help OEMs Use AI & Big Data to Optimize Supply Chain, Improve…

1 Identify and analyze stakeholders

The first step is to identify who are the key stakeholders for your project and what are their expectations, needs, and concerns. You can use a stakeholder analysis matrix to map out their level of interest, power, and impact on the project. This will help you prioritize and communicate with them accordingly. You can also use tools like surveys, interviews, or focus groups to gather feedback and insights from your stakeholders.

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Slava Gorovoy

General Manager | Aftermarket, After-Sales, Service | I Help OEMs Use AI & Big Data to Optimize Supply Chain, Improve Inventory Accuracy by 40% & Accelerate APAC Market Expansion
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This involves identifying individuals or groups with a vested interest or influence in the project's outcome. Take time to understand their needs, expectations, and concerns, considering factors such as their role within the organization, level of influence, and potential impact on the project. Conduct stakeholder analysis to prioritize their importance and determine appropriate engagement strategies. By comprehensively identifying and analyzing stakeholders, you can tailor your communication and engagement efforts to effectively manage their involvement throughout the project lifecycle.

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2 Establish and maintain communication

The second step is to establish and maintain regular and clear communication with your stakeholders. Communication is vital for building trust, managing expectations, and resolving issues. You should use a communication plan to define the frequency, mode, and content of your communication with each stakeholder group. You should also use tools like email, video calls, chat apps, or project management software to facilitate communication and collaboration with your remote team and stakeholders.

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Slava Gorovoy

General Manager | Aftermarket, After-Sales, Service | I Help OEMs Use AI & Big Data to Optimize Supply Chain, Improve Inventory Accuracy by 40% & Accelerate APAC Market Expansion
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Establish clear communication channels early on, leveraging synchronous and asynchronous communication tools to accommodate different preferences and time zones. Regularly update stakeholders on project progress, milestones, and any changes in scope or timeline. Be transparent about challenges or risks that may arise, and solicit feedback or input from stakeholders to ensure their concerns are addressed proactively. Additionally, establish a cadence for meetings or check-ins to maintain ongoing dialogue and foster a sense of collaboration despite physical distance.

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3 Manage stakeholder expectations

The third step is to manage stakeholder expectations throughout the project lifecycle. Expectations are the gap between what stakeholders want and what the project can deliver. You should align your project scope, objectives, and deliverables with your stakeholder expectations and document them in a project charter or contract. You should also monitor and control the project progress and performance and report them to your stakeholders regularly. You should also manage changes and risks that may affect the project outcome and inform your stakeholders accordingly.

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4 Engage and involve stakeholders

The fourth step is to engage and involve your stakeholders in the project activities and decisions. Engagement is the degree to which stakeholders are interested and committed to the project success. Involvement is the degree to which stakeholders participate and contribute to the project. You should use a stakeholder engagement plan to define the strategies and actions to increase stakeholder engagement and involvement. You should also use tools like workshops, brainstorming sessions, or feedback loops to solicit stakeholder input and feedback.

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5 Manage stakeholder conflicts

The fifth step is to manage stakeholder conflicts that may arise during the project. Conflicts are inevitable when dealing with different perspectives, interests, and expectations. You should use a conflict resolution process to identify, analyze, and resolve conflicts in a constructive and respectful way. You should also use tools like negotiation, mediation, or arbitration to facilitate conflict resolution. You should also use emotional intelligence and cultural awareness to understand and respect the emotions and values of your stakeholders.

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6 Evaluate and improve stakeholder management

The sixth step is to evaluate and improve your stakeholder management practices and outcomes. Evaluation is the process of measuring and assessing the effectiveness and efficiency of your stakeholder management. Improvement is the process of identifying and implementing actions to enhance your stakeholder management. You should use tools like surveys, interviews, or lessons learned to collect and analyze stakeholder feedback and satisfaction. You should also use tools like SWOT analysis, gap analysis, or PDCA cycle to identify and address the strengths, weaknesses, opportunities, and threats of your stakeholder management.

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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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You're working with a remote team on a project. How do you manage stakeholders?

1

2

3

4

5

6

7

1 Identify and analyze stakeholders

2 Establish and maintain communication

3 Manage stakeholder expectations

4 Engage and involve stakeholders

5 Manage stakeholder conflicts

6 Evaluate and improve stakeholder management

7 Here’s what else to consider

Service Operations

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You're working with a remote team on a project. How do you manage stakeholders?

1

2

3

4

5

6

7

1 Identify and analyze stakeholders

2 Establish and maintain communication

3 Manage stakeholder expectations

4 Engage and involve stakeholders

5 Manage stakeholder conflicts

6 Evaluate and improve stakeholder management

7 Here’s what else to consider

Service Operations

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