Analyse Stakeholder Communications Needs

Now that you have prioritised your project stakeholders, you can begin to analyse each individual or group to determine how often and what format of project communications would suit them. Key stakeholders will also have expectations around who will be delivering the communications to them.

6.3.1 Communication Frequency

Starting with the I-I grid, and your knowledge of individual stakeholders, you can decide how frequently each stakeholder needs to be updated. The project should start with a planned frequency then fine tune with each stakeholder group. The frequency of communication could be                                                               

• Hourly
• Daily
• Weekly
• Fortnightly
• Monthly
• Quarterly, or
• As required                                                                                         

Source: Red e App

6.3.2 Communication Format

Next, you need to decide which communication method (channel) is most suitable for each stakeholder. A wide range of methods and format are available. Listed below are just a few. For brevity, we have not included the use of social media and digital team-based communications tools here.

1. 1-on-1
2. Phone Call
3. Email
4. Report (Internal) which can be delivered digitally
5. Report (External) which can be delivered digitally
6. Presentation
7. Ad Hoc Update which can be delivered digitally

While the most important stakeholders will often dictate their preferred communication method, it is generally safe to assume that they will also expect to receive many or all of the other forms of communication going out to stakeholders, simply to be across what is being communicated to others.

6.2.3 Communication Owner

Thirdly, who the communication comes from can say a great deal. Certain stakeholders expect to receive their information from senior stakeholders i.e. it is important who actually delivers the message. For example, shareholders will typically expect their briefings to come from the CEO or even the Chairperson. In any case, an owner must be appointed, or the communication may not happen or may come from the wrong person. Owners of communications can be

• The Chairperson, representing the Board
• The CEO
• The General Counsel or Head of Strategy

General communications can come from

• The Heads of Operations, Marketing, Strategy, HR or Finance
• The Project Director or Project Manager
• Project Team, sent from the Project Coordinator

Regardless of who actually delivers the message, it is the project team who will always be doing the core work of creating source information, creating the content and developing the right tone for each communication!