changemanagementguru Internal Communication Strategy, Stakeholder Management

21 Tips on How to Communicate Effectively with Stakeholders

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1. List out all of your stakeholders.

Use your project team, people managers, and sponsor to create a thorough list of anybody impacted, positively or negatively.

2. Prioritize your efforts.

Communicating information that is not relevant is a surefire way to disengage a stakeholder. Prioritizing the efforts of your team and yourself will make sure the most critical stakeholders are communicated with the most frequently. An influence – interest grid can be helpful to visualize this assessment. Read how here.

3. Collect data and understand your stakeholders.

Each stakeholder may have different requirements for this project. Utilize inputs from your project team or people managers to understand where they are at in regards to the project, how they may be impacted, their needs, concerns, benefits, capacity for change.

4. Figure out the best way to communicate with your stakeholders

Consider existing meetings, emails, newsletters that you could be a part of it, instead of creating a separate required meeting or email for employees to read. Consider how to make it easier on them to get the information required. Some people or teams may not consistently use email, chat or calendar and it may be necessary to figure out other ways to get their attention.

5. Highlight the most important information.

Consider this easy to remember, simple format – What? So what? Now what? You can always link to more thorough project information, details or an FAQ for those that want it.

6. Create and maintain a Communication Plan

A communication plan can be extremely useful to keep track of complex audience groups, timelines, and large teams. Download a free template here.

7. Ask for feedback on your Communication Plan.

Ensure your sponsor and critical project team members are aligned with the approach, key messages, and timeline of your communication milestones.

8. Share the Communication Strategy with stakeholders.

For example, will you be sending out a routine email update? When should they expect the next in-person communication? This allows them to rest easy in the confidence that they will hear from you again and you are considering their needs.

9. Switch up your communication tactics.

Did you already communicate with a group in a face-to-face forum? Next time, try email. The time after that, try chat. Consider visual reminders in the workplace such as table-tents, posters, or flyers.

10. Communicate early to people managers, when possible.

This allows your leaders the time to digest and adjust to the information so that when their employees receive it they are ready to support the initiative.

11. Ensure your sponsor(s) and people managers are reinforcing the same information.

Provide them with easy to follow talking points, FAQs, or slide decks as needed.

12. Offer virtual and recorded options for face-to-face requirements.

Give your stakeholders the flexibility to engage with the information at the time that works best for them.

13. Ensure two-way communication.

Ensure two-way communication. How does a stakeholder provide feedback, ask questions, or bring up concerns? Make their options to contact you or the team visible and include it in every communication.

14. Build trust by promptly replying to questions.

The absence of information often leads to assumptions. Get ahead of rumors, correct trains of thought, and be as transparent as possible with the information you can share.

15. Consider a routine project update.

For example, an end-of-week project summary could be sent to stakeholders to keep your project at the top of their mind. Keep it concise and focus the information on impact to the stakeholders.

16. Role model the best email etiquette.

Respect the time of your stakeholders. Do not blindly “cc” or “bcc” or “reply-all” where possible. Send only relevant content to the relevant stakeholders.

17. Role model the best meeting etiquette.

I’ll say it again – respect the time of your stakeholders. Send out pre-reads and set meeting agendas. Time-keep the meeting, take notes, and share meeting notes after the fact.

18. Switch up who information is coming from.

Different people may create a different impact. For example, hearing from a member of your department may create more trust in the project. Hearing from a senior leader may demonstrate the non-negotiables of this project. It can be useful to write or create a communication for the team, and then ask them to communicate to their respective teams. People often engage with information better when it comes from a close colleague instead of a stranger.

19. Create an FAQ.

Start this at the beginning with questions from the project team. Add to it throughout the project duration. This can be a useful document to attach to communications and equip your change agents with ready-to-go and consistent answers. See our guide here.

20. Offer casual, informal opportunities for engagement.

Consider a scheduled “office hours,” a table in a popular area in your workplace, and engaging your change agents for more impromptu conversations on the topic.

21. Create a central location to store all your project related information.

An easy and simple tactic can be to keep a “living” slide deck where updates are shared and a history of previous updates is maintained. Consider a quick-to-make google site, shared folder, FAQ, or other ways to share information depending on the complexity and confidentiality of your project.

Articles that may help you next:

4 Steps to Complete a Stakeholder Analysis (How-to Guide) – FREE template included

Why a Stakeholder Analysis is so important

How to Create a Communication Plan – FREE template included

changemanagementguru Internal Communication Strategy

5 Ways to Improve your Employee Communication Strategy in 2023

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Change can be stressful and unsettling for employees, so it’s important to effectively communicate the rationale for the change and how it will affect them. A common way people can get disengaged, frustrated and unproductive in the workplace is to not understand how their work connects to the bigger goals of the organization. Similarly, a thoughtful communication strategy can help to avoid issues like delayed project milestones, incorrect rumor swirl, or employee confusion.

1. Review your communication plan with a project or leadership team

Make sure you’re not working in a silo. Project team members can give excellent feedback and inputs about which tactics are effective, and the needs of their teams.

2. Align communication with critical project milestones

Ensure communications are happening before project milestones! This is particularly important if the change is visible (remember, the absence of information usually leads to assumptions being made!) or if action if required. As an example, it can often be useful to communicate with managers or certain stakeholders a few weeks before the general employee population. Communicating with these groups earlier allows them to adjust to the change and ready themselves to discuss and prepare their teams.

3. Create two-way communication opportunities

Consider how to enable two-way communication between your customer and the project team. How do employees go about asking questions or raising concerns? Could you set up a Q&A forum, in-person or virtually? How can communications like emails be supplemented with chats, in-person meetings, or visuals?

4. Ensure you’re communicating enough

A rule of marketing states that a customer needs to hear about something SEVEN times before taking action. Are you taking advantage of all the available communication channels to ensure your employees have the information they need? Consider the timing of communications too to allow employees to have enough time to digest and react to a change announcement before anything is expected of them.

5. Switch up your communication tactics

Use a variety of channels to ensure that everyone has access to the necessary information, and be transparent and open in your communication. Different learning styles, different personalities, and different generations all have preferences in communication styles.

changemanagementguru Internal Communication Strategy

How to create a Communication Plan for a change project

This customizable Google Sheets template will allow you to capture the complexity of cross-functional change communication. Download below.

Read this: Why a communication plan is critical to your project

Best Practices:

Review Communication Plan & Tactics with Project Team

Ensure communications are happening before project milestones, particularly when they are visible to employees or action is required.

Consider how to enable two-way communication between your customer and the project team. Do they have department contacts for questions? Could you set up a Q&A forum, in-person or virtually?

A rule of marketing states that a customer needs to hear about something SEVEN times before taking action. Are you taking advantage of all the available communication channels to ensure your employees have the information they need?

Use a variety of channels to ensure that everyone has access to the necessary information, and be transparent and open in your communication.

We will email you a link to a customizable Communication Plan Template.

This will also sign you up for our Learn Change Management Newsletter. You can unsubscribe at any time.

changemanagementguru Stakeholder Management

4 Steps to Complete a Stakeholder Analysis (How-to Guide)

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This will help you to manage change in your workplace, organization, or for a project.

Complete this four part process to conduct a thorough stakeholder analysis.

Consider first reading “Why a Stakeholder Analysis is so important”

1. Identify your stakeholders

  • Seek input from the project team while identifying your stakeholders
  • Consider anybody impacted, positively or negatively, by the change
  • List both individuals and groups that are needed for a successful change

2. Prioritize your efforts to manage stakeholders.

  • Complete an influence & interest grid
  • Assess status of each stakeholder: Unaware, Resistant, Neutral, Supportive, Advocate

3. Understand each stakeholder with inputs from your project team.

  • How they will be impacted
  • Benefits
  • Needs
  • Concerns
  • Watchouts
  • Capacity for change
  • Best ways to communicate with them

4. Plan your engagement with each stakeholder.

  • Create a communication plan
  • Brainstorm and decide on engagement tactics
  • Assess and plan for training needs
  • Incorporate above elements into overall project plan

We will email you a link to a customizable Stakeholder Analysis Template.

This will also sign you up for our Learn Change Management Newsletter. You can unsubscribe at any time.

changemanagementguru Change Management Fundamentals, Stakeholder Management

Why a Stakeholder Analysis is so important

A stakeholder analysis is critical to any change management effort and when completed properly will help ensure the success of your initiative. This will help you to manage change in your workplace, organization, or for a project.

Has your project been experiencing these problems? These are all issues that can be fixed or improved by completing a thorough stakeholder analysis & engagement plan.

Common issues encountered with inadequate stakeholder management:

  • Incorrect rumors
  • Lack of manager support
  • Lack of awareness in project
  • Not completing required training or prerequisites 
  • Customer dissatisfaction
  • Low employee morale
  • Employee confusion & frustration

A stakeholder analysis will help us to:

  • Understand the needs of your key stakeholders
  • Deliver the right information at the right time to those that need it
  • Ensure leadership alignment
  • Mitigate resistance
  • Avoid misinformation or assumptions

Complete this four part process to conduct a thorough stakeholder analysis.

  1. Identify your stakeholders
  2. Prioritize your efforts to manage stakeholders
  3. Understand each stakeholder with inputs from your project team
  4. Plan your engagement with each stakeholder

Details & video for the four part process can be found here.

changemanagementguru Change Management Fundamentals

Overcoming Resistance to Change: Strategies and Techniques

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Change can be difficult for many people, and it’s common for individuals to resist change in some form or another. Understanding the reasons behind resistance to change and having strategies in place to address it can help to increase the chances of success for your change initiatives.

Here are some strategies and techniques for overcoming resistance to change:

  1. Communicate clearly and transparently. People often resist change when they don’t understand the rationale behind it or how it will affect them. Make sure to clearly communicate the purpose and benefits of the change, and be transparent about how it will be implemented.
  2. Engage and involve stakeholders. Change is more likely to be successful when it is embraced and supported by key stakeholders. Engage with employees, customers, and other stakeholders early on in the process to ensure that their concerns and input are taken into consideration.
  3. Address and overcome fears and concerns. People often resist change out of fear or concern for their job security, their status within the organization, or other issues. Address these concerns openly and honestly, and provide reassurance and support as needed.
  4. Foster a culture of continuous learning and improvement. A culture of continuous learning and improvement can help to reduce resistance to change by creating an environment where change is seen as a natural and ongoing part of the work process. Encourage employees to embrace a learning mindset and provide them with the resources and support they need to continuously learn and improve.
  5. Provide training and support. People may resist change if they don’t feel adequately prepared or supported to handle it. Consider providing training and support to help employees adapt to the change and build the skills and competencies they need to be successful.
  6. Foster a sense of ownership and accountability. When people feel a sense of ownership and accountability for the change, they are more likely to embrace it and support its implementation. Encourage employees to take ownership of their work and their role in the organization, and hold them accountable for continuously improving their skills and performance.

By following these strategies and techniques, you can increase the chances of success and effectively navigate the complexities of overcoming resistance to change.