Here's how you can manage challenging stakeholders or team members in a project coordination role.

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Managing challenging stakeholders or team members can be a daunting aspect of project coordination. Your role often involves ensuring that all parties are aligned with the project's objectives while also maintaining a productive and positive working environment. This can be particularly difficult when faced with individuals who may have conflicting interests, are resistant to change, or exhibit difficult behavior. However, with the right approach, you can navigate these challenges effectively. The key is to maintain open communication, establish clear expectations, and foster an atmosphere of mutual respect. By understanding the perspectives and motivations of each stakeholder and team member, you can address their concerns and work collaboratively towards the project's success.

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Michael Jarvis

A retired professional, now exploring a new ‘Community in Motion’ project.

1 Understand Needs

To manage challenging stakeholders or team members effectively, it's crucial to first understand their needs and concerns. Engage in active listening during meetings or one-on-one conversations to grasp what drives their behavior. Often, difficult attitudes stem from unmet expectations or a lack of clarity about the project's direction. By identifying the root causes of their concerns, you can tailor your approach to address specific issues. This not only helps in resolving conflicts but also builds trust and demonstrates your commitment to their interests, making it easier to steer them towards the project's goals.

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Michael Jarvis

A retired professional, now exploring a new ‘Community in Motion’ project.
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Actually look at the whole project first, is it the right fit for your organisation, have you got the right tools to start and can you limit the impact it will have on implementing the project across many boundaries but keep it with the timeframe that has been agreed. Will stakeholders or team members be open to change (why fix something when it is working ok at present and still delivering results).

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2 Set Boundaries

Clear boundaries are essential when dealing with challenging individuals in a project. You must establish what is acceptable in terms of behavior and contributions. It's important to communicate these boundaries respectfully but firmly, ensuring everyone understands the project's code of conduct. This might involve setting guidelines for communication, decision-making processes, or meeting etiquette. When boundaries are crossed, address the issue promptly to prevent escalation. Consistency in enforcing these standards is key to maintaining order and respect within the team.

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Michael Jarvis

A retired professional, now exploring a new ‘Community in Motion’ project.
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As project leader you need to set boundaries to control behaviour of others but be open to contributions too (you will be surprised how you can find the skill sets of other colleagues who can add value and advice towards the project).

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3 Foster Collaboration

Encouraging a collaborative environment can mitigate many issues with challenging stakeholders or team members. Highlight the importance of each person's role and how it contributes to the collective success of the project. Facilitate workshops or team-building activities that promote understanding and cooperation. When everyone feels valued and understands that their contributions are crucial, they are more likely to put aside personal agendas in favor of the project's objectives. Collaboration also allows for diverse perspectives to be heard, which can lead to innovative solutions and stronger buy-in from all involved.

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Michael Jarvis

A retired professional, now exploring a new ‘Community in Motion’ project.
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Applies within the organisation and reaching outside to contractors and supplies so there is an understanding on what is required from all collaboration to succeed with the project. From my experience if the board members do not get it you are going to struggle to convince your stakeholders of the benefits the project will bring to the organisation.

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4 Communicate Clearly

Effective communication is the cornerstone of managing difficult project participants. Ensure that you convey project goals, updates, and changes in a transparent and timely manner. This reduces the uncertainty that can often lead to tension and conflict. When delivering difficult messages or feedback, do so with empathy and professionalism. Encourage open dialogue and provide platforms for stakeholders and team members to voice their opinions and concerns. By fostering clear and honest communication, you can prevent misunderstandings and maintain a positive project atmosphere.

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Michael Jarvis

A retired professional, now exploring a new ‘Community in Motion’ project.
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Very important to have good communication channels using different approaches. The most effective one is face to face meetings with key stakeholders, set out the project goals and outcomes realise there are going to be delays and setbacks, implementation, testing and training is going to disturb the current flow of business so need to minimise the impact by working with a clear pathway to close out the project.

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5 Offer Support

Supporting your team members and stakeholders goes a long way in managing challenges. Be proactive in offering assistance, whether it's providing additional resources, training, or simply being available for consultation. Recognize that resistance may sometimes be due to a lack of knowledge or skills related to the project tasks. By identifying these gaps and offering support, you can empower individuals to contribute more effectively and reduce frustrations. Support also means acknowledging achievements and providing constructive feedback, which can motivate and inspire continued cooperation.

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Michael Jarvis

A retired professional, now exploring a new ‘Community in Motion’ project.
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Training requirements can be a barrier to key workers who feel they do have the time to get involved with another project or don’t see any real benefits it will bring to their role. Make sure you have the right resources in place prior to offering training, test it first does it deliver the results you want, are there bugs in the system how are you going to offer the training onsite, workshops one to one or group sessions. Is the support ready in-house and outside too.

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6 Adapt Strategies

Lastly, be prepared to adapt your management strategies as the project evolves. What works for one stakeholder or team member might not be effective for another, and what works at the beginning of a project might not apply later on. Stay flexible and open to new approaches when faced with resistance or challenging behavior. Regularly assess the dynamics of the team and be willing to make adjustments to your leadership style if necessary. Adaptability is a valuable skill in project coordination, allowing you to navigate the complexities of human interactions within a project framework.

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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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Here's how you can manage challenging stakeholders or team members in a project coordination role.

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1 Understand Needs

2 Set Boundaries

3 Foster Collaboration

4 Communicate Clearly

5 Offer Support

6 Adapt Strategies

7 Here’s what else to consider

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