How do you talk to stakeholders?

1 Identify your stakeholders

Before you start any communication, you need to know who your stakeholders are and what they expect from you. You can use a stakeholder analysis tool, such as a matrix or a map, to identify and prioritize your stakeholders based on their power, interest, and impact. This will help you tailor your message, tone, and channel to suit each stakeholder group. For example, you might use a formal report to update a high-power, high-interest stakeholder, such as an executive sponsor, and a casual email to inform a low-power, low-interest stakeholder, such as a supplier.

2 Define your objectives

Once you know who your stakeholders are, you need to define what you want to achieve with your communication. Do you want to inform, persuade, consult, or collaborate with them? Do you want to share information, seek feedback, resolve issues, or make decisions? Having clear and specific objectives will help you structure your communication and measure its effectiveness. For example, if you want to persuade a client to accept a change request, you might use a logical argument, evidence, and benefits to support your case.

3 Choose your channel

The next step is to choose the best channel to communicate with your stakeholders. A channel is the medium or method you use to deliver your message, such as email, phone, video call, meeting, presentation, or document. The channel you choose depends on several factors, such as the urgency, complexity, and sensitivity of your message, the preferences and availability of your stakeholders, and the resources and technology you have. For example, you might use a video call to discuss a complex or sensitive issue with a stakeholder, and a document to provide detailed information or instructions.

4 Craft your message

Once you have selected your channel, you need to communicate your message in a clear, concise, and respectful manner. To help you write or speak effectively, use simple language that your stakeholders can comprehend and avoid jargon or technical terms. Utilize positive and polite words that demonstrate respect and appreciation. Speak with an active and confident voice that reflects your authority and responsibility. Additionally, ask questions and seek feedback to engage your stakeholders and ensure they understand. Avoid assumptions and misunderstandings that may result in conflicts or mistakes.

5 Deliver your message

The final step is to deliver your message in a timely, consistent, and professional manner. To do this, you should plan ahead and prepare for your communication. Consider your objectives, channel, message, and stakeholder analysis. Be flexible and adaptable to your stakeholders' needs and reactions; adjust your message, tone, and channel if necessary to suit the situation and the audience. Show respect and attentiveness to their opinions and emotions; listen actively, empathize, and acknowledge their concerns and expectations. Additionally, be honest and transparent with your stakeholders; share relevant and accurate information, admit mistakes, and disclose any risks or challenges. By following these steps, you can talk to your stakeholders in a way that builds trust, clarity, and collaboration; this will help you achieve your goals, improve relationships, and enhance your reputation as an administrative manager.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?