What are the different types of communications needed for project stakeholders? How do you determine who gets what and when?
I won't answer for you. There are various ways to do this, some of which are not very successful, but used over and over again. Try thinking in terms of overlapping circles. You have the "executive" circle of top decision-makers, another circle of engineers working on the project, the circle of people who will manufacture or actually create the product, another circle of people who will introduce the product to the marketplace, and another circle of customers of the product. Who should be involved? And how does one accomplish that?
Let's look at it another way. Suppose we manufacture buggy whips. Management says we need a new design. Engineers come up with one that looks good. The manufacturers say they do not have access to the raw materials to make it, and it will take new machinery to make it. The salesforce says there is a declining market for buggy whips since the automobile is becoming more popular, and the consumers are all buying cars and scrapping their buggies anyway. Who should be part of the process of producing a new buggy whip? Top management doesn't listen to anybody; they think they know it all up there on the top floor? Should they tell engineering to FIND the raw materials, no matter what it takes? And so on and so on. Figure it out.
One of the most interesting experiments was a company that put a new product design up on the walls of a conference room and invited all stakeholders (except the general public) to use post-it notes to comment on various aspects of the design. For example, sales was concerned about how easy it would be fore the customer to use the product, etc., which engineering had not thought of. They cut product development time immensely, and cut development costs by substantial amounts instead of having to go back and re-design after the customers didn't buy the product because it was too hard to use, etc.
To determine the different types of communications needed for project stakeholders, you should consider the stakeholders' roles, interests, and the information they require to support the project's success. Here are some common types of communication for project stakeholders:
1. Informational updates: Regular updates on the project's progress, milestones achieved, and any relevant news or changes. These updates typically go to all stakeholders, including executives, project team members, and external partners.
2. Decision-making communications: When important decisions need to be made, stakeholders who have decision-making authority should be involved. This includes discussions, meetings, and presentations to provide necessary information, options, and recommendations for decision-making.
3. Reporting and status updates: Project managers often provide status reports that summarize key project metrics, risks, and issues. These reports may be shared with specific stakeholders who require detailed information on project performance.
4. Issue resolution: When problems or issues arise, appropriate stakeholders should be notified, and a plan for resolution should be communicated. This may involve discussions, problem-solving meetings, or specific communication channels to address concerns.
5. Feedback gathering: Stakeholders' opinions and feedback are essential for understanding their perspectives and ensuring the project aligns with their needs. Feedback may be collected through surveys, interviews, or focus groups.
To determine who gets what and when, consider the following:
1. Stakeholder analysis: Identify all relevant stakeholders and analyze their interests, influence, and communication preferences. Categorize them into groups based on their roles, level of involvement, and information needs.
2. Communication plan: Develop a communication plan that outlines the types, frequency, and channels of communication for each stakeholder group. Consider the importance and urgency of the information to determine when and how it will be shared.
3. Stakeholder engagement: Actively engage with stakeholders to understand their preferences for communication. Some stakeholders may prefer regular written updates, while others may prefer face-to-face meetings or video conferences.
4. Tailor information: Customize the communication content and format based on each stakeholder's needs. Some stakeholders may need detailed technical information, while others may require high-level summaries.
Regularly review and adjust your communication approach throughout the project to ensure it aligns with stakeholders' changing needs and supports successful project outcomes.