You're faced with stakeholders making unrealistic demands. How can you effectively communicate with them?

1 Listen First

Active listening is your first tool in the face of unrealistic demands. When stakeholders present you with expectations that seem out of reach, give them your full attention. Paraphrase their points to show you understand and acknowledge their needs and concerns. This approach not only helps to clarify their demands but also builds a rapport. By demonstrating that you value their input, you create a foundation for open dialogue where solutions can be explored together.

2 Empathize Clearly

Empathy is a powerful interpersonal skill, especially when communicating with stakeholders. Show that you understand where they're coming from by acknowledging the pressures they face or the outcomes they desire. However, balance this with clear communication about the constraints you're working under. By empathizing with their situation while explaining your own, you foster a sense of shared reality where both sides can begin to work towards a compromise.

3 Set Boundaries

Setting boundaries is essential for managing expectations. Politely but firmly communicate what is and isn’t possible. Use clear, non-technical language to explain the limitations, whether they be budgetary, temporal, or resource-related. This helps stakeholders understand the practical side of things and why certain demands may be unfeasible. It's important to remain respectful and professional, as this sets the tone for a constructive conversation.

4 Offer Alternatives

When you encounter unrealistic demands, don't just focus on the negatives; offer alternatives. Suggest viable options that align with what can be realistically achieved. This demonstrates your commitment to finding a solution and helps redirect the conversation towards a more productive outcome. By presenting alternatives, you're not dismissing stakeholders' demands but showing adaptability and a willingness to collaborate.

6 Follow Up

After discussions, always follow up with stakeholders. Summarize the conversation, reiterate agreed-upon points, and outline the next steps. This written follow-up serves as documentation of the compromise and ensures everyone is on the same page. It also demonstrates your professionalism and commitment to maintaining clear communication throughout the project lifecycle.