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What do you do if stakeholders need to be informed about changes in engineering project deadlines?

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When managing an engineering project, unexpected changes can occur, leading to shifts in deadlines. It's crucial to handle such situations with transparency and professionalism, especially when it involves informing stakeholders. Whether it's due to resource availability, scope creep, or unforeseen technical challenges, your approach to communicating these changes can significantly impact the trust and relationship with your stakeholders. Addressing the issue promptly and effectively is key to maintaining confidence in the project management process.

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Doug Howard, P.E.

Sales Engineer + Automation Solutions Expert | Helping Companies Solve Labor Challenges, Improve Quality, and Increase…

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1 Assess Impact

Before reaching out to stakeholders, you need to understand the full extent of the deadline change. Analyze the project timeline to identify which deliverables are affected and how this may influence the overall project completion date. Consider the dependencies between tasks and whether a delay in one area might cause a domino effect. This step is crucial as it prepares you for discussions with stakeholders by equipping you with the necessary information to answer their questions and concerns.

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Syed Fadzil Syed Mohamed

Fellow of The Institution of Engineers, Malaysia (FIEM)
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Minor delays can be addressed via email updates, guaranteeing transparency and minimising disturbance. However, considerable timeframe adjustments necessitate a more proactive strategy. Meetings with important stakeholders should be scheduled promptly to allow for detailed explanations, impact assessments, and collaborative planning. Aligning the communication approach with the intensity of the circumstance promotes trust and ensures productivity even in the face of unexpected challenges. Timely and targeted communications is critical for successful project execution.

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2 Develop Message

Once you've assessed the impact, craft a clear and concise message explaining the changes. This message should outline the reasons for the delay, the new deadlines, and how you plan to mitigate any negative effects. It's important to avoid technical jargon that might confuse stakeholders. Instead, use layman's terms to ensure the message is easily understood. Being honest about the situation and its repercussions builds credibility and shows that you're in control of managing the project's challenges.

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Gonzalo Mattar

Director of Engineering at DRAIVER | CTO as service (CAS) | CTO | startup-aholic
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You need to provide clear and direct communication to the stakeholders. As soon as the need for a deadline change is confirmed, inform the stakeholders. Delaying the communication can lead to a loss of trust and increased frustration. Use clear, straightforward language to explain the situation. Avoid technical jargon that might confuse non technical stakeholders.

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3 Choose Medium

Selecting the right medium to communicate the changes is as important as the message itself. Depending on the scale of the change and the preferences of your stakeholders, you might opt for an email, a formal report, or a face-to-face meeting. Larger, more impactful changes might warrant a meeting where stakeholders can ask questions and provide immediate feedback. For less significant changes, an email may suffice. The key is to match the seriousness of the deadline change with an appropriate communication method.

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4 Schedule Meeting

If a meeting is necessary, schedule it as soon as possible. Provide stakeholders with enough notice so they can prepare, but don't delay the meeting too long after identifying the need for a deadline change. When scheduling, be considerate of stakeholders' time zones and existing commitments. The meeting should have a clear agenda that includes time for presenting the changes, discussing the implications, and answering any questions.

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5 Follow Up

After communicating the changes, follow up with stakeholders to ensure they have all the information they need and to address any additional concerns they may have. This could be through a summary email reiterating the key points discussed and any decisions made during a meeting, or additional one-on-one conversations if needed. Following up demonstrates your commitment to transparency and keeps the lines of communication open for future updates.

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6 Monitor Progress

Finally, after adjusting deadlines and informing stakeholders, closely monitor the project's progress to prevent further delays. Implement any agreed-upon mitigation strategies and keep stakeholders updated on the status of these actions. Regular progress reports can help maintain stakeholder confidence and demonstrate that the project is back on track or progressing towards the new deadlines.

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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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Doug Howard, P.E.

Sales Engineer + Automation Solutions Expert | Helping Companies Solve Labor Challenges, Improve Quality, and Increase Throughput with Automation & Robotics Solutions
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Don't wait for the eleventh hour. As soon as you anticipate a delay, schedule a meeting with stakeholders. Clearly communicate the revised timeline and the root cause of the delay. Present potential solutions you and your team are exploring to mitigate the delay. Demonstrate proactive problem-solving and a commitment to minimizing the impact. If possible, offer alternative options. Could certain project phases be re-prioritized? Can you propose a phased delivery to meet some deadlines partially? Proactive communication like this fosters trust and demonstrates respect for stakeholders' time. Meanwhile, presenting solutions shows initiative and encourages stakeholders to feel involved in finding the best path forward.

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What do you do if stakeholders need to be informed about changes in engineering project deadlines?

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1 Assess Impact

2 Develop Message

3 Choose Medium

4 Schedule Meeting

5 Follow Up

6 Monitor Progress

7 Here’s what else to consider

Engineering Management

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What do you do if stakeholders need to be informed about changes in engineering project deadlines?

1

2

3

4

5

6

7

1 Assess Impact

2 Develop Message

3 Choose Medium

4 Schedule Meeting

5 Follow Up

6 Monitor Progress

7 Here’s what else to consider

Engineering Management

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