Question

how should they communicate to different stakeholders during the project?

What information should be shared with the project stakeholders?

Answer 1

Communication to different stakeholders - both internal and external to the project is essential to achieve a successful outcome.

They communicate to different stakeholders during the project by following steps:-

1 Identify Stakeholders :-Use a variety of techniques to identify the full range of stakeholders. Consider methods such as independent analysis followed by collective brainstorming sessions to consolidate this list. Taking time to review who will own the benefits and be affected by any dis-benefits of the project will also help to hone the scope of stakeholders.Further segmentation of this list into core groups – user/beneficiary, supplier/partners, influencers and governance – will then allow you to simplify communications.You may find that some stakeholders appear in more than one category. This is normal but means that consistency of message across all platforms is essential.

2 Create and analyse stakeholder profiles :- Prioritizing stakeholders in terms of their relative influence, interest and attitude towards the programme will guide your time investment.

3 Define the objectives :- Setting out the purpose of the communication campaign will dictate the methods and means of delivery.The aim could be to keep everyone informed of developments, in which case a regular, emailed bulletin would be appropriate.Alternatively, you may want to move an identified stakeholder from low to high interest in order to gain commitment for your project. Effective engagement through the right channels, such as one-to-one briefings, can help to facilitate this change.

4. Plan and deliver activity :-  Timing is critical. Communication often fails because it is actioned too late. People need time to adjust to change and accept it as a necessity, otherwise when it happens they are still in resistance mode. So communicate early and often using the right channels for the right message to achieve your communication objectives. Equally important is the choice of spokesperson. It makes sense for the big picture to be outlined by the sponsor but communicating how these changes will affect an individual will be much more readily accepted if delivered by their local manager or team leader.

5. Measure Results :- Communication works best when it is two-way. So ensure there are mechanisms in place to capture, measure and respond to feedback. Evaluation techniques such as surveys, online discussion groups or face-to-face review sessions are all useful ways to assess how the project is perceived.

Information shouls be shares with the project shareholders are:-

1. Project Drivers, Purpose and Goals :- Stakeholders may understand their specific assigned tasks, but do they understand how their role impacts the entire project? Stakeholders need to see the bigger picture. To do that, project managers should clearly communicate the project drivers, purpose, and end goals. Sharing details about what prompted the project, how it helps the organization, and the intended outcome helps stakeholders better understand the project's significance. Explaining how individual roles support wider goals establishes a greater sense of project buy-in, beyond assigned tasks. Having this greater awareness creates a stronger connection for the overall outcome of the project.

2. Precise role and expectations :- Once stakeholders recognize the bigger picture behind the project, project managers must identify, document, and communicate each stakeholders' precise role and tasks.Expecting a stakeholder to fulfil their obligations without having detailed job requirements and expectations is not only unfair to the stakeholder but to the entire project team who depends on the deliverables from that stakeholder.Remember to make sure that there are established channels available for two-way feedback. Stakeholders must be able to ask questions, share ideas and concerns, and have a chance to notify the team at any point of anything that may impact a project.Also, ensure there is sufficient documentation available about the project, tasks, timelines, available resources, protocols around changes, potential risks, and any other factors that may impact their role