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How can you measure progress in communicating with stakeholders?

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Communicating with stakeholders is a vital skill for any project manager, engineer, or leader. It involves sharing information, expectations, feedback, and decisions with various groups of people who have an interest or influence in your project or organization. However, how do you know if you are communicating effectively and efficiently? How can you measure your progress and identify areas for improvement? In this article, we will explore some methods and tools that can help you assess your communication performance and plan your next steps.

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1 Define your objectives

Before you can measure your progress, you need to define what you want to achieve with your communication. What are the goals and outcomes of your project or organization? What are the needs and expectations of your stakeholders? How do you want them to perceive, understand, and support your work? These questions can help you set SMART (specific, measurable, achievable, relevant, and time-bound) objectives for your communication. For example, you may want to increase awareness, engagement, satisfaction, trust, or loyalty among your stakeholders.

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Shehla Yamani, MBA, PMP, CLC, ProSci

Professional Services | PMO Leader | Human-centric Leader and Coach | Customer Success | Change Leader
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You cannot improve something you cannot measure. This rule applies to communications as well. For instance, increased awareness about a new process can be measured by conducting surveys. Asking questions to determine the level of knowledge the stakeholders have about the new process would help measure how well they know the new process. They may also help identify any gaps in knowledge and understanding so that additional training or communications may be provided

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2 Choose your metrics

Once you have your objectives, you need to choose how to measure them. Metrics are indicators that can help you track and evaluate your communication performance. They can be quantitative or qualitative, depending on the type and level of data you want to collect and analyze. Quantitative metrics are numerical and can be measured with tools such as surveys, polls, analytics, or dashboards. For example, you may want to measure the number of views, clicks, shares, or responses to your communication. Qualitative metrics are descriptive and can be measured with methods such as interviews, focus groups, observations, or feedback forms. For example, you may want to measure the quality, clarity, relevance, or impact of your communication.

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3 Collect and analyze data

After you have your metrics, you need to collect and analyze data from your communication activities. Data collection can be done through various channels and platforms, depending on the type and source of your metrics. For example, you may use email, social media, website, or app to communicate with your stakeholders and gather data from them. Data analysis can be done with tools such as spreadsheets, charts, graphs, or reports, depending on the format and purpose of your data. For example, you may use Excel, Google Analytics, or Power BI to organize, visualize, and interpret your data.

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4 Evaluate and report results

Once you have your data, you need to evaluate and report your results. Evaluation involves comparing your actual performance with your expected performance, based on your objectives and metrics. It also involves identifying the strengths and weaknesses of your communication, as well as the opportunities and threats for improvement. Reporting involves communicating your results to your stakeholders, using clear, concise, and compelling language and visuals. It also involves highlighting your achievements, challenges, and recommendations for future actions.

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5 Adjust and improve

Finally, after you have your results, you need to adjust and improve your communication. Adjustment involves making changes to your communication strategy, plan, or tactics, based on your results and feedback. It also involves setting new or revised objectives and metrics for your next communication cycle. Improvement involves learning from your experience and best practices, and applying them to your communication. It also involves seeking continuous feedback and monitoring your progress.

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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?

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Reuben Ali

Agile/Operations Consultant | BA/ Project Manager/Product Owner/Scrum Master
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Different stakeholders measure success differently despite being on the same project. Your presentation needs to understand the niche stakeholder and cater to delivering your goals and objectives 1. Know your audience- when communicating know who your audience is and what matters to them. Depending on the type of project numbers tell a better story than testimonials and vice versa 2. Don’t be afraid to ask for feedback after each presentation. Feedback is the key to getting better at communicating with tough stakeholders. You can win them over with adapting. 3. Be precise- most stakeholders don’t have the luxury of time so be direct. 4. Don’t be afraid to measure failures and successes. Stakeholders love success stories

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How can you measure progress in communicating with stakeholders?

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1 Define your objectives

2 Choose your metrics

3 Collect and analyze data

4 Evaluate and report results

5 Adjust and improve

6 Here’s what else to consider

Communication Systems

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