You're facing project delays in a crisis. How can you keep stakeholders informed effectively?

1 Assess Impact

Before communicating with stakeholders, you need to thoroughly assess the impact of the crisis on your project. This involves analyzing the extent of the delays, identifying the affected deliverables, and understanding the potential repercussions on project goals. With a clear grasp of the situation, you can develop a communication plan that addresses stakeholder concerns and outlines the steps being taken to mitigate the issues. Providing stakeholders with a detailed impact assessment demonstrates that you're in control and committed to finding solutions.

2 Develop Plan

Once the impact is understood, develop a clear communication plan tailored to your stakeholders' needs. Consider the frequency of updates, the channels you'll use, and the level of detail required. Some stakeholders may prefer regular email updates, while others might appreciate a more personal touch, such as a phone call or video conference. Your plan should also include a protocol for handling inquiries and feedback, ensuring that stakeholders feel heard and respected throughout the crisis.

3 Craft Messages

Crafting clear and concise messages is vital in times of crisis. Your communication should focus on the facts, avoiding technical jargon that could confuse stakeholders. Explain what caused the delays, what is being done to address them, and how the situation is expected to evolve. Empathy is also important; acknowledge the inconvenience and reassure stakeholders that their interests are a priority. Well-crafted messages can help alleviate concerns and maintain confidence in your project management skills.

4 Choose Channels

Choosing the right communication channels is essential for effective message delivery. While email is a common choice for its reach and convenience, don't overlook other mediums like project management tools, social media, or even traditional mail if it suits your stakeholders' preferences. The goal is to ensure your message is received and understood, so select channels that facilitate two-way communication and allow stakeholders to easily respond or ask questions.

5 Be Consistent

Consistency in communication helps build trust and manage expectations. Establish a schedule for updates and stick to it, even if there's no new information to report. This shows stakeholders that you're actively monitoring the situation and committed to keeping them informed. Consistency also applies to the tone and style of your messages; maintaining a professional yet empathetic tone across all communications reinforces your reliability during the crisis.

6 Monitor Feedback

Finally, actively monitor stakeholder feedback to gauge their concerns and adjust your communication strategy accordingly. Encourage stakeholders to share their thoughts and be responsive to their input. This can provide valuable insights into their priorities and help you refine your approach to better meet their needs. By showing that you value their feedback, you foster a collaborative relationship that can be beneficial in managing current and future crises.

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?