Nobody enjoys receiving last-minute feedback from their manager or team members. Moreover, having to sort through hundreds of comments on a particular document or task from coworkers cannot be an easy task. These are some of the problems teams face without proper stakeholder management procedures. All teams are bound to face similar challenges, but the good news is they no longer have to. Confluence software can help avoid some of the pitfalls associated with having too many stakeholders or team members.
This article explains some strategies managers can use to manage their teams and successfully achieve all project goals with little or no delays.
Establish Role and Responsibility
When preparing to launch a project which involves different parties, the first step should be to conduct a stakeholder analysis. This means conducting a brainstorming session where all the needs of a project owner are assessed. These are all individuals or organizations that are directly impacted by the project. Confluence project management can help manage all dependent workflows, approving authorities, product owners, and other stakeholders.
It is not necessary for all stakeholders groups to be invited to participate in the project but their role should be defined. It is important to determine who is impacted and what their responsibilities are early on. The project manager is expected to know all stakeholder definitions and differentiate between the key and non-key players.
Defining the role can also help stakeholders know what skills and insight are expected of them. They should be willing to bring the necessary resources to the table and pick up the slack. With Confluence software it is easier to eliminate any empty space which could potentially become an obstacle to project progress. They can remove any people who are irrelevant to the processes or might slow down others.
It is important to highlight key players and their responsibilities so all stakeholders are focused on what matters and helping each other succeed.
Arrange a Kick-off Meeting
It is not enough to assign roles and responsibilities everyone on the team should also understand the function of their role. Knowledge of the project and its desired outcome should be shared in the project launch meeting. It is important to ensure that every stakeholder is on the same page before they get to work.
The first project meeting is where the management sets the stakeholder’s expectations and checks their skills. They can communicate the chain of command and decision-making processes here too. This is an opportunity for the team to discuss the plan and come up with a workflow that facilitates everyone. Confluence software can help curate better relationships between all team members and the people involved in the project.
The project manager is supposed to assemble all teams for the kick-off meeting and specify the targets, objectives, driving forces, approving authorities, and contributors to the project. Clearly-defined processes can help avoid any bottlenecks or delays in the future.
Maintain Complete Documentation
Providing stakeholders access to all the relevant information about the project by creating tables or pages on Confluence top project management software can promote progress. It also establishes trust between all parties and eliminates the need for any unnecessary questions or team meetings. Each individual is empowered to make their own decisions using accurate data and take a methodical approach to problem-solving.
Complete documentation helps maintain transparency and put the rules down in writing. When all the data is open and accessible it legitimizes the operation and leads to transparent workflows. These policies should be communicated to everyone so it is easier to develop the habit of documenting all processes. Stakeholders should be asked to follow the same rules when it comes to their role.
Define Expectations
It is important to make time to set and manage the expectations of all stakeholders even if the task is not easy. Different stakeholders have specific information in needs and they need visibility into current and future initiatives. Clearly communicating the timelines can give them an idea of how long the project will take. It is also important to keep unnecessary scrutiny from delaying the progress of important tasks.
Those stakeholders that are not directly involved in the project can be approached through Confluence software. If they are interested in updates, they can be provided an overview of the latest updates. It is likely that they will offer unsolicited suggestions but the important thing is to keep them completely informed so they have access to all the necessary data.
To prevent them from adding comments or suggestions late into the project, it should be clear that the purpose of the information is only to add to their knowledge and not seek advice. It might be a difficult task but once their expectations are managed, it is easier for everyone involved to focus on the task.
Find the Right Balance
When all the above-mentioned tips are followed, it is easier to promote a culture of transparency. The manager should also figure out their communication plan which will help them maintain all the hard work at the front end. This way stakeholders are set up for success and the team has access to all the appropriate channels for communication.
Confluence pricing includes communication features can help maintain a balance for all stakeholders as well as their roles. It also reminds the team how often they need to check in with different types of stakeholders. The only constant in any communication plan is consistency therefore it is recommended that all correspondence be maintained with regularity. Any gap in updates can demoralize the stakeholders and derail any project. When setting expectations, it is important to follow all processes every time to keep engagement levels high.
Conclusion
Stakeholder management requires heavy collaboration through which different individuals or teams are empowered to function autonomously. Confluence software can minimize delays and give all parties the clarity they need to move forward. Practicing these tips can provide them with the information they need resulting in the smooth running of all projects.
