Go ‘Goldilocks’ to Get Your Project Stakeholders Just The Right Info

Raise your hand if you feel like you're:

A. In too many meetings

B. Deluged with a tsunami of updates

C. All of the above

If you picked C, you're not alone.

While we're all on the receiving end of too much information (TMI), what if you're responsible for giving information about a project? How can you keep project stakeholders sufficiently informed without overwhelming them?

Here are six strategies to dole out a Goldilocks amount of info—not too much, not too little, but just right:

1. Tailor your communication. One size doesn't fit all. For executives, use brief, high-level updates focusing on KPIs and major milestones. For team members, provide more detailed, task-oriented updates.
2. Embrace the power of visuals. Use tools like Miro or Lucidchart to turn complex project data into easily digestible visuals. Avoid boring blocks of text and packed PowerPoint slides that no one will read.
3. Implement a tiered meeting structure. Set up channels in Teams or Slack for different levels of project detail—daily stand-ups for the nitty-gritty; weekly summaries for mid-level updates; and monthly big-picture reviews for executives.
4. Leverage asynchronous updates. Let stakeholders check project progress on their own time using tools like Monday.com or Microsoft Planner.
5. Create a stakeholder portal. Build a one-stop shop for all project information. Platforms like Confluence or a shared OneNote folder are ideal for keeping FAQs, the latest updates, and key documents in one place.
6. Practice the art of the micro-update. Post quick, bite-sized updates to Slack or Teams to keep everyone in the loop without overwhelming them.

Your goal is to keep stakeholders informed and engaged—not to test their endurance.

Like Goldilocks, aim for that sweet spot in project communication. Too little information leaves stakeholders in the dark; too much overwhelms them. Strike the right balance, and you'll keep your project on track with engaged, well-informed stakeholders.

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