June 2023—Effective stakeholder management is critical for project success. While effective sponsor management is also important, here we will focus on 6 tips for improving stakeholder management:

#1. Active Listening 

Active listening is best thought of as genuine curiosity. The goal of any conversation should be to “first seek to understand then to be understood” per Stephen Covey. Too often, instead of listening with the intent to understand, we are thinking about how we will respond, or how to shift the stakeholder's point of view to our side. Active listening entails developing a clear understanding of their perspectives on the requirements, expectations, desired outcomes, and concerns. Ask clarifying questions and restate what you hear to validate you are interpreting what you heard correctly. This will reaffirm stakeholder confidence that you understand their needs and wants.

#2. Garner Credibility 

Stakeholders form their opinion of you based on their direct interactions with you. Always be realistic about timelines. Avoid under and over committing. If and when you realize that a commitment cannot be met or a serious risk has arisen, do communicate it quickly. Strive to communicate not just the problem or issue, but also suggest how you could contribute to potential solutions.

#3.  Effective Communication 

Effective communication ensures stakeholders have the information they need when they need it and that they interpret the information correctly. The existence of a problem and the details surrounding it are table stakes. Take your communication to the next level… also share what the team is doing to investigate or address the issue or opportunity. Let's think of a scenario where a critical risk in a highly visible project materialized and has potential to derail the project timelines. As a project manager, you would likely let your key stakeholder(s) know a problem has arisen. You gathered the SWAT team and work to establish an action plan to contain the situation. You intend to update your superior once you have handled the situation. During this time the superior happens to be in a leadership meeting and someone brings up the issue. As so often happens, the stakeholder doesn’t want to appear complacent about the problem, so he improvises a list of actions and engages other leaders to help him address the issue. After the meeting your stakeholder drops you a quick message letting you know how he is “helping you” address the issue. Now you have a real mess and it could have all been avoided by sharing your planned next steps with the stakeholder rather than just the problem itself.

#4. Engage  

People work best and do their best work when they are genuinely interested and personally invested. Look to engage missionaries not mercenaries. As project managers how do we get the stakeholders to be engaged given their endless list of competing priorities? A best practice is to focus on two aspects that in my experience work wonders. Firstly, demonstrate value for their inputs and time. Start by acknowledging the value they have contributed in your calls, meetings, and emails. Secondly, use the right communication medium based on objective, content, and urgency. For example, If you expect they will ask many questions, don’t send them an email, pick up the phone. Conversely, if you are letting them know a pre-agreed task is complete, a quick text or email is likely sufficient. 

 

#5. Being Authentic 

When trying new things it is normal to feel awkward and uncomfortable especially when we worry about the perception of others. However, you will tend to develop a stronger connection with those around you when you share your true self. That is as long as you are not a serial killer or a used car salesman. Do you act and speak as you are? If not, it’s time to change. The consistency of our behaviour is key to building credibility, trust, open communication and relationships at work. If you act in a way that is different from your true self, your actions and decisions will vary over time resulting in inconsistent behaviour. If you find yourself in an environment where you have to camouflage your true self, it might be time to find a different environment to inhabit.

#6. Seek Feedback

Feedback is the breakfast of champions. Want to improve your stakeholder management skills? Don’t be afraid to periodically ask your stakeholder(s) for feedback. “What more could I be doing to meet your needs or allow you to move closer to your goals/objectives? What am I doing that you get limited value out of and how could it be made more valuable? And What am I doing that you get no value out of and thus I can stop doing to free up resources to apply elsewhere?” Apply all the lessons above during this process to help you succeed. Not only will this feedback increase your effectiveness with stakeholders, it will also allow you to grow as a practitioner.

Effective stakeholder management is key to project success. Make your stakeholders feel heard with active listening, garnering credibility by making commitments you can keep, communicating effectively to ensure everyone is clear on where we are and what the next steps are, prioritize keeping your team and stakeholders engaged, and do all of this as your true self. The best way to improve your stakeholder management performance is to seek feedback from your stakeholders on how well you are meeting their needs. Growing an effective stakeholder relationship is like growing a plant, small consistent effort will pay dividends.

Here are some general resources you might find helpful on the topic 

Viideo(s) :

https://hbr.org/video/3390395863001/tip-1-engaging-stakeholders

Article URL(s): https://hbr.org/2005/12/managing-authenticity-the-paradox-of-great-leadership

Qualities of a Great Leader

https://projectriskcoach.com/engage-project-stakeholders/