Monday 7 February 2022

How to communicate effectively with project stakeholders

This article is compiled by the project management system: the eternal theme of project management is dealing with people. usually, project managers face several types of people: clients, project members, leaders.

In the project, it is necessary to understand the customer's needs, clearly communicate the requirements to the project team, so that the project members know what work needs to be done, and at what time nodes to deliver, so that reasonable planning can be made. 

The project manager can not replace the work of the functional departments, but to connect the various departments of technology, production planning, process manufacturing, quality assurance, procurement, logistics, packaging, etc., and turn the input of the customer's technical requirements into the batch production of the final product.

it's easy for one person to bury one person in their heads, but it's hard to do things together with so many people, so communication is needed. at the same time, it is also necessary to convey the latest situation of the project to the leaders, so that they can understand the progress of the project and what problems need to be solved, so that they can get the support of the leader when there is a problem in the progress of the project and ensure the progress of the project.

1. The most important thing is timely and effective timely

and effective communication can use the experience and opinions of all aspects to avoid common risks. if the communication is not timely, serious situations will deviate from the predetermined goal of the development direction, resulting in unnecessary resource investment in all aspects and affecting subsequent nodes. timely and effective reporting, so that the management understands the project dynamics, and from a higher level to provide the necessary support and assistance for the project to advance.

communication is so important that project managers need to define communication principles in advance. for example, it is necessary to stipulate how often, who to communicate with, what form to communicate with, and what the content of communication is. communication with project members can give you a clear understanding of the current progress of the project and whether the time plan needs to be adjusted.

risk prediction plays a crucial role in the follow-up. project team members also know when issues can be discussed and resolved. communicating with each other can promote the smooth completion of things, and the lack of communication not only lacks tacit understanding and cooperation between people, but also will attract the roar of customers.

2. in addition to the project meeting, it is also necessary to communicate with

the leader regularly the risks and difficulties in the project are known to the leader in a reasonable way is an important link. this allows you to re-examine the risks in your project through a leader's perspective and develop a better risk response plan. and when a project encounters significant difficulties, the more likely you are to get help when applying for resources from your superiors.

a lot of communication principles are unspoken rules, if you have been in a department for a long time, the use of these rules will feel like a matter of course, but you are now facing multiple departments or even multiple units, and sometimes your team members have new colleagues who do not know much about the company and product development, in this case, if the communication rules are not clear, there may be many unexpected problems in the operation of the project.

3. Communication is an art

before communicating, the project manager should understand as much information as possible about the problem, understand the position and interests of the relevant communicators, deduce the possible results of communication, and think about how to choose and respond. project management requires the art of communication, through coordination and discussion, so that the various functional departments reach an agreement to ensure the smooth progress of the project.

what we have to do is to "tell the parties what they want to hear" to avoid interference; to manage their expectations and interests; to explain to the parties what kind of changes will occur; to describe the final state of the project we expect; to avoid complaints from the parties that "no one told us".

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