What do you do if program sponsors and stakeholders are not receptive to your feedback?
As a program manager, you often find yourself in the position of providing feedback to sponsors and stakeholders. However, what happens when they are not receptive to what you have to say? It's a challenging situation, but with the right approach, you can navigate through it effectively and maintain a productive working relationship.
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Paulina VerduzcoI build bridges between strategy and operations through project management | PMP® 🔹 Founding partner and PMO at SCID |…
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Akshat KumarStrategy & Marketing at Narayana Health || BW Marketing 30 under 30
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Devin Price, MS, CISSP, CAPMSecurity Technical Program Manager @ Microsoft 👨🏾💻 | Protecting billions of customers from emerging security…
When you encounter resistance, the first step is to understand the concerns of your sponsors and stakeholders. Listen actively to their objections and questions. This not only shows respect for their viewpoints but also provides you with valuable insights into their priorities and fears. Sometimes, the issue isn't with the feedback itself, but rather with how it's perceived or the implications it carries. By understanding their concerns, you can tailor your communication to address the underlying issues and alleviate any apprehensions they may have.
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Communication is an art based on listening. Listen to them, formal and informal, to understand the gaps and the concerns. Then, develop answers supported by data, even qualitative feedback. Focus on the benefits and objectives. The purpose is to build trust again. And keep this standard: formal and informal feedback, monitoring... Transparency and consistency.
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If sponsors and stakeholders are unreceptive to feedback, emphasize the value it brings to achieving project objectives. Tailor communication to their preferences, highlighting the benefits and addressing concerns. Build trust through transparency and consistency. Seek allies within the organization to advocate for the importance of feedback. If necessary, escalate concerns through proper channels. By demonstrating the impact of feedback on project success, stakeholders can become more receptive over time.
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When program sponsors and stakeholders resist feedback, I prioritize empathy. I employ a strategic approach to navigate the situation effectively. Firstly, I seek to understand the underlying reasons for their resistance, whether it stems from misalignment of expectations, communication barriers, or other factors. Then, I adapt my communication style to build trust, emphasizing the mutual benefits of constructive feedback. Additionally, I leverage diplomatic channels to address concerns and foster a collaborative environment. Ultimately, by demonstrating empathy, patience, and persistence, I cultivate a culture of receptivity to feedback, driving alignment towards program objectives.
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Imran Zafar, PgMP®, PMP®
Strategic Program Manager | PMP® Mentor | Office 365 Automation Developer |
Bridge the gap is critical in such situations: 1. Clarify Goals: Revisit program goals & ensure alignment with sponsor/stakeholder priorities. 2. Data & Evidence: Back your feedback with strong data & evidence to showcase potential issues. 3. Focus on Benefits: Frame your feedback as solutions that improve program outcomes & stakeholder value. 4. Open Discussion: Schedule dedicated time for open discussion & actively listen to their concerns. By understanding their perspective, you can tailor your feedback for better reception.
If your initial feedback isn't landing well, take a step back and refine your message. Consider the language you're using and ensure that it's clear, concise, and free of jargon that might confuse non-technical stakeholders. It's crucial to frame your feedback in a way that aligns with the program's objectives and the stakeholders' interests. Highlight how your suggestions will benefit the program and support the achievement of its goals. A well-crafted message can make a significant difference in how your feedback is received.
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As mentioned from other professionals on 1. understand concerns, empathy is key. Communication is an art form, it's essential to understand how to craft your messaging in a way that benefits the recipient. Refine the message by framing it to their POV. We're not fighting with these stakeholders, we're collaborating and looking for solutions that are of value to everyone involved.
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Imran Zafar, PgMP®, PMP®
Strategic Program Manager | PMP® Mentor | Office 365 Automation Developer |
Sponsors not feeling your feedback? Refine your message using below strategies: 1. Focus on Value: Highlight how your feedback aligns with program goals & stakeholder benefits. 2. Frame as Solutions: Present your feedback as actionable solutions, not just criticism. 3. Data-Driven Impact: Use clear data & evidence to showcase the potential positive impact. 4. Tailor to Audience: Consider their priorities & concerns when crafting your message. 5. Positive & Collaborative: Maintain a professional, collaborative tone to encourage discussion. By presenting well-structured, solution-oriented feedback, you can increase receptiveness.
When presenting feedback that identifies problems or challenges, always pair it with potential solutions. Stakeholders are more likely to be receptive if they see that you're not just critiquing but also contributing to the program's success. Offer a range of options if possible, which gives them a sense of control and involvement in the decision-making process. Your role as a program manager is not just to point out issues but to facilitate progress and improvement.
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Offering solutions when sponsors and stakeholders are not receptive to feedback is crucial because it shifts the focus from problems to potential outcomes. It demonstrates proactivity and solution-oriented thinking, which can break down resistance and show your commitment to the program's success. By presenting well-thought-out solutions, you're more likely to engage stakeholders, potentially turning skepticism into collaborative opportunity.
Sometimes, creating a receptive environment for your feedback means building support from other stakeholders or team members. Share your perspectives with others who might influence the primary stakeholders' opinions. If they see that there is a consensus or at least a strong rationale behind your feedback, they may be more open to considering it. Building a coalition of support can also help in demonstrating the value and urgency of your suggestions.
Regular communication is key to keeping stakeholders engaged and open to feedback. Establish routine updates and check-ins to discuss the program's progress and any concerns that arise. This ongoing dialogue helps prevent surprises and builds trust over time. When stakeholders feel informed and involved, they are more likely to value your input and take your feedback seriously. Consistent communication also allows for feedback to be given and received in smaller, more manageable increments.
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Our priorities might not be other people's priorities, people's attention are pulled in many places at the same time and it is our responsibility to keep key updates top of mind. It is important to consistently communicate program/product development progress to ensure any flags can be surfaced in a timely manner and addressed before they become larger issues.
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Imran Zafar, PgMP®, PMP®
Strategic Program Manager | PMP® Mentor | Office 365 Automation Developer |
Opening the door with regular communication can help in such situations: Proactive Updates: Keep sponsors informed on progress, including potential roadblocks. Anticipate Concerns: Address foreseen issues before they become major problems. Early Feedback Loops: Seek input throughout the program, not just at milestones. Celebrate Wins & Share Challenges: Build trust by highlighting successes and roadblocks. Focus on Solutions: Frame challenges as opportunities with potential solutions. Regular communication fosters a collaborative environment where feedback is valued.
Finally, if you've tried all the above strategies and your feedback is still not being embraced, it might be time to adapt your approach. Consider whether there might be external factors influencing stakeholders' receptivity, such as organizational politics or personal biases. Sometimes, the solution may involve seeking an alternative channel for your feedback or involving a neutral third party to mediate the discussion. Flexibility and creativity in your approach can sometimes make all the difference.
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Imran Zafar, PgMP®, PMP®
Strategic Program Manager | PMP® Mentor | Office 365 Automation Developer |
Adapting or tailoring your approach can also help! 1. Understand Their View: Seek reasons behind their resistance. What are their concerns? 2. Focus on Partnership: Frame yourself as a collaborator, not just someone pointing out flaws. 3. Present Options: Offer multiple solutions, addressing potential concerns & showcasing flexibility. 4. Find Common Ground: Highlight areas of agreement to build trust & bridge the gap. 5. Focus on Benefits: Continuously emphasize the positive impact of your proposed changes. By adapting your approach and seeking compromise, you can increase the chances of your feedback being heard.