Email is one of the most popular tools to use for stakeholder communication. Why? It has a number of benefits such as immediate delivery of information, proof of sending, it makes it easier to manage communications with each stakeholder and you can also monitor engagement and open rates.
Try using a weekly digest to inform stakeholders of the top-level information from the week. This can include; budget updates, photos, news of the week, contact information, next steps, top-level project plans and more.
Now you have your emails and newsletters in place, why not automate them and save your time? You can set up regular daily updates which will be sent out to each stakeholder via an RSS feed. Automating your BAU information will save you heaps of time, time that can be better spent elsewhere.
With email automation, you can customize your emails with dynamic content and only send certain stakeholders specific information, as well as use visually appealing templates which make the information much easier to digest.
Another popular way of communicating with stakeholders is via a presentation.
This can be physical (Note: Please check the latest information on physical meetings due to Covid-19) or online. If online, you can opt to use video presentation software. There are many video presentation platforms out there and a lot of them are free to use. Video presentations are great tools to effectively engage and manage your stakeholders.
One of the more traditional methods of stakeholder communication, but still very effective is the project summary report.
The good thing about this is if you have done your research on your stakeholder identification and have filled out your stakeholder communications plan and/or matrix you can tailor these reports to each stakeholder. This will mean each report is much more useful and unique and your stakeholders will thank you for it. This does however mean more work for the project lead.
Alternatively, you could send out a top-level highlight summary report of the project each week which details the project events of the week.
How to write an effective project status report
Schedule a group video call once a week to give a summary of the project and to provide any updates. These are often good to have if there is a sudden obstacle which needs to be addressed quickly. Jump onto a Zoom call and discuss immediately.
When using it for a weekly update on project status, have an agenda prepared and leave time in the end for questions.
If you have a more personal relationship with your stakeholders you may find a one on one or ‘screen to screen’ with each stakeholder will help you address their concerns in more detail and with greater control.