You're facing unexpected delays on set. How can you keep stakeholders informed without losing their trust?

1 Assess Impact

Before you reach out to your stakeholders, take a moment to fully understand the scope of the delay. Analyze how it affects the production schedule, budget, and any contractual obligations. This step is crucial because it equips you with the necessary information to provide a comprehensive update. Remember, stakeholders appreciate being informed about the specifics of the situation, as it shows that you are handling the issue professionally and with due diligence.

3 Choose Medium

Selecting the right medium for your communication is as important as the message itself. Depending on the severity of the delay and your relationship with the stakeholders, choose a method that conveys the appropriate level of urgency and personal touch. For significant issues, a direct phone call or a face-to-face meeting might be necessary. For less critical updates, an email or a detailed report could suffice.

4 Update Regularly

Consistent updates are vital to keeping trust intact. Establish a regular schedule for providing progress reports to your stakeholders. This doesn't mean inundating them with information but rather giving them timely updates that reflect any changes or developments. Regular communication not only shows that you are in control of the situation but also gives stakeholders a sense of involvement and reassurance.

5 Involve Stakeholders

Involving stakeholders in the decision-making process can be a powerful tool in maintaining their trust. When appropriate, seek their input on how to best manage the delay. This can help them feel valued and reassure them that their investment is being taken seriously. Moreover, they may offer solutions or resources that you hadn't considered, which could be beneficial to resolving the delay.

6 Stay Positive

Finally, maintain a positive and proactive attitude throughout your communications. Emphasize the actions being taken and the progress made rather than dwelling on the negative aspects of the delay. A positive outlook can be contagious and can help to keep morale high among all parties involved. Remember, challenges are an opportunity for growth and can lead to a stronger, more resilient production process.

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?