Last updated on Jul 3, 2024

Here's how you can ensure effective communication of project progress and updates to stakeholders.

Ensuring effective communication with stakeholders is crucial for the success of any project. As a project manager, you have the responsibility to keep all parties informed about the progress and any updates that may affect the project's trajectory. This not only helps in building trust but also enables stakeholders to provide timely input that could be vital for the project's success. Effective communication can prevent misunderstandings and create a collaborative environment where everyone feels involved and invested in the project's outcome.

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1 Define Roles

Clear role definition is the cornerstone of effective communication. You must ensure that everyone involved in the project understands their responsibilities and the communication protocols. Assign a point person for stakeholders to contact with questions or updates, which helps streamline communication and reduces the risk of information getting lost or misinterpreted. This person should have a good grasp of the project's details and be able to convey information accurately and efficiently.

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Richard Shute

Strategy Consultant
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Communicate regularly with all stakeholders: personnel, customers, shareholders, suppliers, authorities, representative bodies, and the public. Update at benchmarks and milestones, or as meaningful content allows. Set weekly, monthly, and annual communication events. Content should be brief, factual, contextual, and logical. Adapt to modern scanning styles, avoiding jargon and clichés. Include mandatory responses when possible. Address revenue, profit, objectives, progress, challenges, losses, safety, criminal issues, and staff changes. Tailor communications to each stakeholder group.

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2 Set Expectations

At the project's outset, it is essential to establish clear expectations about how and when updates will be communicated. This may involve scheduling regular meetings, creating a timeline for updates, or utilizing project management tools that stakeholders can access for real-time progress reports. By setting these expectations early, stakeholders will know when to expect information and can plan accordingly, reducing the need for constant check-ins and potential anxiety about the project's status.

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Michelle Pritchard

Transforming Dental Practices for Unrivalled Success 🎙️ Podcast Host | Multiple Award-Winner | 🎤 Speaker | One-on-One Services to Empower Dental Specialists for Growth, Profitability & Fulfilment | Learn More Below 👇
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I wholeheartedly agree with setting expectations and scheduling regular meetings. I have always done this and found that 95% of people appreciated having minutes with tasks, assignees, and deadlines. We discussed these at the start of each scheduled meeting to stay on track. This approach ensures everyone knows what is expected and by when, fostering clarity and accountability.

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3 Use Tools

Leveraging technology can greatly enhance communication with stakeholders. Project management software, for example, can provide a platform for tracking progress, sharing documents, and facilitating discussions. You should choose tools that are user-friendly and accessible to all stakeholders, ensuring that they feel comfortable using them. This can help maintain a clear record of communications and updates, making it easier for everyone to stay on the same page.

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4 Be Transparent

Transparency is key in maintaining trust with stakeholders. You should communicate both successes and challenges openly, providing a realistic picture of project progress. When issues arise, present them alongside potential solutions to demonstrate proactive problem-solving. This approach not only keeps stakeholders informed but also fosters a sense of partnership, as they are included in both the highs and lows of the project journey.

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5 Provide Context

When communicating updates, it is important to provide context so that stakeholders can fully understand the implications. Instead of just stating facts or figures, explain what they mean for the project's overall goals and timeline. Providing context helps stakeholders grasp the significance of updates and how they fit into the larger picture, which can lead to more meaningful discussions and decisions regarding the project's direction.

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6 Follow Up

After communicating updates, make sure to follow up with stakeholders to address any questions or concerns they may have. This can be done through individual meetings, emails, or even a feedback form. Following up not only shows that you value their input but also ensures that no misunderstandings are left unresolved. It is an essential step in maintaining an open line of communication and reinforcing the collaborative nature of the project.

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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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Practice Management

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Here's how you can ensure effective communication of project progress and updates to stakeholders.

1

2

3

4

5

6

7

1 Define Roles

2 Set Expectations

3 Use Tools

4 Be Transparent

5 Provide Context

6 Follow Up

7 Here’s what else to consider

Practice Management

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Here's how you can ensure effective communication of project progress and updates to stakeholders.

1

2

3

4

5

6

7

1 Define Roles

2 Set Expectations

3 Use Tools

4 Be Transparent

5 Provide Context

6 Follow Up

7 Here’s what else to consider

Practice Management

Rate this article

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