How do you communicate with different stakeholders and manage their expectations and feedback?

1 Identify your stakeholders

The first step is to identify who your stakeholders are and what their roles and responsibilities are in relation to your project. You can use a stakeholder analysis tool or a stakeholder register to map out the key stakeholders, their level of influence and interest, their communication preferences and needs, and their potential risks and issues. This will help you prioritize your communication efforts and tailor your messages accordingly.

2 Plan your communication

The next step is to plan your communication strategy and activities for your project. You can use a communication plan template or a communication matrix to define the purpose, frequency, format, channel, and owner of each communication activity. You should also consider the tone, style, and language of your communication, depending on the stakeholder group and the type of information you are sharing. For example, you might use more formal and technical language for a project sponsor or a client, and more casual and simple language for a project team member or a user.

3 Execute your communication

The third step is to execute your communication plan and deliver your messages effectively. You should use the appropriate communication tools and methods for each stakeholder group and each communication activity. For example, you might use email, phone, or video conferencing for regular updates and reports, and face-to-face meetings, workshops, or webinars for more interactive and collaborative communication. You should also follow the communication etiquette and best practices for each channel, such as being respectful, concise, and clear, and avoiding jargon, slang, and acronyms.

4 Manage expectations and feedback

The fourth step is to manage the expectations and feedback of your stakeholders throughout the project lifecycle. You should set realistic and achievable expectations for your project deliverables, scope, timeline, budget, and quality, and communicate them clearly to your stakeholders. You should also monitor and control the changes and deviations from your project plan, and inform your stakeholders of any issues or risks that might affect their expectations. You should also solicit and collect feedback from your stakeholders on your project performance, outputs, and outcomes, and use it to improve your project processes, products, and services.

5 Resolve conflicts and issues

The fifth step is to resolve any conflicts and issues that might arise from your communication with your stakeholders. You should identify the root causes and sources of the conflicts and issues, and use appropriate conflict resolution techniques and strategies to address them. You should also maintain a positive and constructive attitude, and focus on finding solutions and compromises that satisfy the needs and interests of all parties involved. You should also document and communicate the outcomes and actions of the conflict resolution process to your stakeholders.

6 Evaluate and improve your communication

The final step is to evaluate and improve your communication skills and practices as a project coordinator. You should measure and assess the effectiveness and impact of your communication activities on your project success and stakeholder satisfaction. You should also identify the strengths and weaknesses of your communication skills and practices, and seek feedback and guidance from your peers, mentors, or managers. You should also look for opportunities and resources to enhance your communication knowledge, skills, and competencies, such as taking courses, reading books, or joining professional networks.

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?