Navigating stakeholder expectations can sometimes feel daunting. I wish I could wave a magic wand and grant each and every stakeholder every one of their wishes. However, the reality is it’s rare to achieve this. There’s never enough time, money, resources, etc., to achieve every single outcome that every seat at the table wants. Such is life.
Unfortunately, there is no magic wand. However, through effective communication and expectation setting, we can often ensure all stakeholders feel informed, valued, and able to influence the direction of a product.
Here are my six tips for doing so.
1. Get to know your stakeholders.
Being able to manage stakeholder expectations effectively means you will need to understand your stakeholders. Not everyone cares about the same things. Not everyone is accountable for the same metrics. Get to know each of your stakeholders well. What does success look like for them? What is their biggest fear? Once you understand their goals and motivations, you will be better equipped to serve their needs.
2. Customize your approach.
Just like each stakeholder might value different outcomes, each stakeholder might also have different communication preferences. Be adaptable! Dial in your communication approach to meet their needs. Do folks prefer more frequent but brief updates? Or perhaps there is a preference for more robust weekly check-ins/reports. Email or Slack? Is there a project management tool preference? Be willing to meet folks where they are most comfortable.
3. Set clear objectives together.
When you define what success looks like from the start, it helps everyone know what you are striving for. Use this definition of success as your north star. When decision paralysis sets in or folks are struggling to see the value in a feature or exercise, ask if and how it contributes to the shared success plan. Sometimes the objectives need to change, and that’s okay. However, if you change the objectives together, everyone will remain on the same page, marching toward the same goal.
4. Communicate regularly and transparently.
Certainly, tailor your communication method to the individual stakeholder, but be sure to still communicate regularly and transparently. Communicating openly about progress — the good and the bad — reduces the chance of surprises and makes everyone feel more involved. If challenges do arise, communicate about them early. Share the context and potential solutions, demonstrating that you’re proactive and dedicated to steering the project in the right direction.
5. Use visuals.
Sometimes, a picture really is worth a thousand words! Charts, graphs, and prototypes can help make complex ideas much easier to grasp. Visuals are a great way to facilitate conversations and ensure everyone understands the project’s direction. For example, a roadmap can illustrate timelines, milestones, and dependencies at a glance.
6. Celebrate the wins together.
Don’t forget to celebrate the victories, no matter how small! Recognizing milestones, successes, and hard work reinforces a sense of teamwork and makes everyone feel valued. This can be as simple as a shout-out during standup or in a Slack channel, to as big as a fun team outing to celebrate reaching a large milestone. Sharing these moments can boost morale and strengthen relationships.
It doesn’t have to be daunting.
The phrase “managing stakeholder expectations” might sound daunting at first, but it really does not have to be. You can create a positive team environment by getting to know your stakeholders, customizing your approach, and fostering collaboration, Effective communication is all about building connections and sharing a vision. With these tips in your back pocket, you’re well on your way to managing expectations with confidence and ease.