As a senior leader, you need to manage multiple stakeholders with different interests, expectations, and perspectives. Sometimes, you may face objections or resistance from some of them, which can jeopardize your project or initiative. How can you build rapport with stakeholders to minimize objections and foster collaboration? Here are some tips to help you.
The first step to building rapport with stakeholders is to understand their needs and goals. What are they trying to achieve? What are their pain points and challenges? What are their motivations and preferences? By asking open-ended questions, listening actively, and empathizing with their situation, you can show that you care about their perspective and value their input. This can help you establish trust and credibility, as well as identify common ground and opportunities for alignment.
I have found it helpful in my career to connect with and build rapport with stakeholders individually on an ongoing basis. The depth of the relationships will always vary based on personalities, positions held, and company culture. I always make sure I fully understand the intended goals and possible alternatives for a project or initiative before approaching anyone. My previous interactions with an individual enable me to be prepared for their expectations and reactions. I can then present supporting information, provide alternatives and keep communication open with if there is no immediate buy-in or approval. I find stakeholders appreciate working with others who seek to understand and respect their thinking process for decision making.
The second step to building rapport with stakeholders is to communicate clearly and frequently. You need to keep them informed about your project or initiative, its progress, benefits, risks, and issues. You also need to tailor your message to their level of understanding, style, and tone. Use simple and concise language, avoid jargon and acronyms, and use visuals and examples to illustrate your points. By communicating clearly and frequently, you can avoid misunderstandings, manage expectations, and demonstrate transparency and accountability.
Working with multiple stakeholders and building rapport can be especially difficult to maneuver especially when there may be differing expectations. I find it helpful to establish the frequency and type of group communication at the beginning of a project. Including other stakeholders on emails and other correspondence relating to actions taken and communication with a client, if applicable, help keep everyone current. It is critical to be direct and concise regarding responses or actions needed so all involved are kept up to date and assume their role when requested. I have found face to face meetings to be more efficient when everyone has received ongoing information and can contribute to the planned agenda.
The third step to building rapport with stakeholders is to involve them in decision-making. You need to seek their feedback, input, and suggestions on key aspects of your project or initiative. You also need to acknowledge their contributions, address their concerns, and incorporate their ideas where possible. By involving them in decision-making, you can increase their buy-in, engagement, and ownership, as well as leverage their expertise and insights.
Project timelines also bring pressure to meet required deadlines for completion. There may be an inclination to rush a process along, up to and including gaining approval to move forward. In my experience, informing and involving stakeholders as I made progress was helpful in certain situations, depending on their role. I found they often offered observations and new input that provided an opportunity to make adjustments to my initiative that may not have been a consideration until it was shared with me. It is important to acknowledge and seek out the strengths and resources of co-workers. An alternative view can be valuable. Collaboration with others should not be seen as a weakness.
The fourth step to building rapport with stakeholders is to appreciate and recognize them. You need to express your gratitude, appreciation, and recognition for their support, cooperation, and efforts. You also need to celebrate their achievements, successes, and milestones. By appreciating and recognizing them, you can strengthen your relationship, boost their morale, and motivate them to continue working with you.
The fifth step to building rapport with stakeholders is to resolve conflicts constructively. You need to anticipate and prevent potential conflicts, as well as address and resolve existing ones. You also need to use a collaborative and respectful approach, focusing on the problem, not the person, and seeking a win-win solution. By resolving conflicts constructively, you can maintain your rapport, enhance your reputation, and improve your outcomes.
The sixth and final step to building rapport with stakeholders is to maintain and nurture it. You need to follow up, follow through, and follow on your commitments, promises, and agreements. You also need to provide support, assistance, and guidance where needed, and check in regularly to see how they are doing. By maintaining and nurturing your rapport, you can sustain your relationship, foster loyalty, and create advocates for your project or initiative.