Stakeholder Communication in Tech Projects

𝐓𝐡𝐞 𝐚𝐫𝐭 𝐨𝐟 𝐜𝐨𝐦𝐦𝐮𝐧𝐢𝐜𝐚𝐭𝐢𝐧𝐠 𝐝𝐚𝐭𝐚 𝐩𝐫𝐨𝐣𝐞𝐜𝐭𝐬 𝐭𝐨 𝐝𝐢𝐯𝐞𝐫𝐬𝐞 𝐬𝐭𝐚𝐤𝐞𝐡𝐨𝐥𝐝𝐞𝐫𝐬 One of the most underappreciated challenges in leading data initiatives isn't the technology, it's effectively engaging with multiple stakeholder groups who each need different information, presented differently. Success can be best supported by tailoring your approach across three distinct audiences: 𝐄𝐱𝐞𝐜𝐮𝐭𝐢𝐯𝐞/𝐁𝐨𝐚𝐫𝐝 𝐋𝐞𝐯𝐞𝐥 These stakeholders need the 30,000-foot view focused on: 🔹 Business impact and ROI 🔹 Risk mitigation strategies 🔹 Resource allocation justification 🔹 Clear timelines with defined milestones When presenting here, focus on outcomes rather than methods, using business metrics they already value and understand. 𝐂𝐫𝐨𝐬𝐬-𝐅𝐮𝐧𝐜𝐭𝐢𝐨𝐧𝐚𝐥 𝐒𝐭𝐚𝐤𝐞𝐡𝐨𝐥𝐝𝐞𝐫𝐬 Department leaders and business partners require: 🔹 How the project will affect their operations 🔹 Specific benefits to their teams 🔹 Required involvement and resource commitments 🔹 Timeline of when they'll see tangible results Ensure you translate technical concepts into functional benefits, always answering their implicit question: "What's in it for my team?" 𝐓𝐞𝐜𝐡𝐧𝐢𝐜𝐚𝐥 𝐒𝐌𝐄𝐬 / 𝐃𝐨𝐞𝐫𝐬 These specialists need: 🔹 Architectural decisions and their rationale 🔹 Technical dependencies and integration points 🔹 Clear technical requirements and acceptance criteria 🔹 Roadmaps for implementation and technical debt management With this group, go deeper into the "how" while still connecting it to the "why." The true art lies in maintaining consistency across these different views. The timeline shown to executives must align with what the technical team is building and what business stakeholders are expecting. The promised business outcomes must be technically feasible. Successful data leaders don't just understand data, they understand people and can adapt their communication to bring everyone along on the journey. What challenges have you faced when communicating complex data initiatives across different organisational levels? #DataLeadership #StakeholderManagement #DataStrategy #TechnicalLeadership

You might as well be speaking “Klingon” Just dropped from a meeting where the IT Director provided his update to the leadership team. The c-level folks and non-technical leaders had no clue what he was talking about… From my experience this is the #1 mistake technical professionals make when meeting with business stakeholders I'll be blunt… business stakeholders don’t care about your technical architecture diagrams, your configuration details, or how cutting-edge your solution is. They care about outcomes. They care about results. They care about impact. BUT most technical professionals go into meetings armed with technical jargon & acronyms and leave the room wondering why no one bought in. If you’re presenting to business leaders, here’s the reality check… you are selling and you’re not selling technology - you’re selling business value. I don’t like to present a problem without a solution – so let’s try this… Step 1 Start every conversation by answering this “How does this solve a business problem?” If you have a technical solution that reduces costs, increases revenue, mitigates risk, or makes life easier for users, lead with that. Everything else is just details that nobody cares about. Step 2 Translate technical features into business benefits. Instead of saying, “We’re implementing zero trust,” say, “We’re reducing critical risks to our top revenue producing critical business functions.” Step 3 Stakeholders want to hear about how your solution will reduce downtime, increase productivity, save $$$, or improve client satisfaction. Make your impact measurable and relatable. Step 4 Can you reframe your message using an analogy or better yet a story. Numbers are great, but stories are sticky and resonate. Frame your solution in the context of a real-world scenario, like something stakeholders can visualize and connect with. Step 5 No one likes a squeaky wishy washy technical expert. Take a position, back it with evidence, and be clear about the path forward. Confidence inspires trust. Stop talking about the “how.” Start owning the “why.” And STOP speaking “Klingon” When you shift your focus to business value, you’ll see interest, buy-in, alignment, and support. #ciso #dpo #msp #leadership

Why your current approach to difficult stakeholders is failing (and what to do instead) Recently I did a workshop on stakeholder management and conflict for a TA team in an international tech company. Too much content out there is focused on buzzwords and acronyms that lead to "mic drop" moments. It's outdated, overly corporate, and disconnected from real-world challenges. So I approached it differently: 1. 𝗦𝗹𝗼𝘄 𝗱𝗼𝘄𝗻: pay attention to your own biases and blind spots and make sure that YOU'RE not the problem 2. 𝗨𝘀𝗲 𝘁𝗵𝗲 𝗿𝗶𝗴𝗵𝘁 𝗰𝗵𝗮𝗻𝗻𝗲𝗹: don't get frustrated about someone missing a nuanced point in a slack channel where they have 400+ notifications 3. 𝗔𝗰𝘁𝗶𝘃𝗲 𝗹𝗶𝘀𝘁𝗲𝗻𝗶𝗻𝗴: engage with what your stakeholder says, ask questions and summarise to make sure that you've completely understood their point 4. 𝗘𝗺𝗽𝗮𝘁𝗵𝘆: see the situation from their perspective and understand their interests THEN you can start to put your argument across. Here's what people said about the workshop - "The approach felt modern and very much tailored for the tech space" - "It took into account our specific needs and put that at the forefront of the training." - "It was a good balance between being taught different strategies and methodologies and being interactive." The result? They now have a toolkit that actually works in the dynamic tech environment. Remember, effective stakeholder management isn't about dominating conversations or always getting your way. It's about building relationships that drive innovation and growth. What's your experience with stakeholder management in tech? Any strategies that have worked particularly well for you?

We were killing it for our clients... right up until we nearly crashed the entire project. Here's why... 👉 Tailored software project? ✅ Tight deadline? ✅ Multiple clients at the same time? ✅ A hyper-focused "client comes first" mindset? 100%! Unfortunately, that focus was SO intense that we nearly created a major bottleneck with another key stakeholder nearing capacity, with deadlines missed on an existing task that was essential for our client's launch feature, almost throwing the entire project off track! Missed dependencies nearly blew the whole scope wide open! Realizing the potential scope impact, I swiftly conducted a stakeholder evaluation. The findings revealed the strain on our key contractor. Lesson learned - it's not just about customers; all stakeholders matter! I reshaped our strategy, incorporating key stakeholder constraints into the plan. Communication became key – sharing customer requirements and aligning with stakeholders transformed our approach. 👍 The result? Successful project delivery achieved within budget and on time, with the following three lessons learned to share: 1️⃣ Stakeholder identification isn't a "do it once" task. Ongoing evaluation catches hiccups BEFORE they become disasters. 2️⃣ "Client Satisfaction" tunnel vision is a real "bad" risk. It's stakeholders (Plural, internal and external!) - each has requirements that make or break our outcomes. 3️⃣ Project Management IS dynamic communication. Sharing how client changes impacted others gave us room to re-plan and hit even those aggressive goals. Have you ever been so client-focused that you risked the whole project? Share your lessons learned (we all have some!) below 👇

While project management jargon is appropriate in certain settings, I recommend using it with caution. For those outside of project management, it may create: 🔹 Loss of Clarity: Our stakeholders come from diverse backgrounds, and not all of them are well-versed in t project management terminology. Using jargon can lead to confusion, misunderstanding, and even frustration. 🔹 Alienation: When we speak in project management jargon, we can unintentionally create an "us" and "them" environment. 🔹 Misalignment: Project management jargon can sometimes be ambiguous, and different people might interpret the same term differently. 🔹 Loss of Credibility: While we might understand every bit of jargon we use, its excessive use might lead stakeholders to doubt our intentions or expertise. Instead of impressing them, we risk coming across as disconnected from their needs and concerns. Instead: ✅ Choose Wisely: When communicating with stakeholders, opt for language that is clear, concise, and easy to understand. ✅ Educate Gradually: If there are certain terms crucial to the conversation, take the time to educate stakeholders about their meanings. ✅ Listen Actively: Pay attention to how stakeholders respond to your communication. If you notice confusion or hesitation, take a step back and rephrase your message in simpler terms. ✅ Empathize: Put yourself in the shoes of your stakeholders. Use language that promotes transparency and inclusion. #projectmanagement #inclusion #collaboration

Poor planning or bad execution isn't always why projects fail or derail isn’t. Sometimes, the real culprit is inadequate stakeholder involvement. When stakeholders are disengaged, slow to respond, or absent from critical conversations, the project starts to lose its grip on reality. The project manager is then left in an impossible situation often expected to deliver strategic results without the strategic alignment to back it up. You start seeing the signs: →Delayed feedback →Unclear or shifting requirements →Last-minute interventions that disrupt months of work And when the project doesn’t land as expected, all eyes turn to the project manager. But here’s the truth most people won’t say out loud: No matter how skilled or experienced you are as a PM, you cannot carry the weight of a disengaged stakeholder on your back. 📌 You may be able to control the process, the communication, the rhythm but you can’t control people’s priorities, their availability, or their level of interest. And yet, when things go wrong, the burden falls on you and this is where it gets deeper. But it doesn’t have to be this way. Remember the best project managers aren’t just taskmasters, they’re strategic connectors. 📍They map out who matters early. 📍They tailor how they engage each voice. 📍They stay relentlessly proactive about keeping people in the loop even when it feels one-sided. 📍They document the silence. 📍They escalate when necessary. 📍They build trust with those who do show up. And when they do this consistently: ✅ Their projects land closer to business needs ✅ Their teams are protected from unnecessary chaos ✅ They earn a reputation for driving real, measurable impact That’s where the career shift happens because because organizations take notice. The PM who understands stakeholder dynamics isn’t just seen as a doer, they’re seen as someone who understands the business. And that’s the difference between managing tasks and leading outcomes. So if you’re a project manager navigating low stakeholder engagement, know this: It’s not a reflection of your worth or ability. But how you respond? That’s where your power lies. Stakeholder involvement isn’t always within your control but managing its impact is. And when you master that, you’re not just saving projects but shaping strategy, building credibility, and making your mark where it matters most. Think about one project where stakeholder disengagement nearly cost you success. What would you do differently now with the experience you have today? Follow 👉 Benjamina Mbah Acha for insights that help you plan, execute, and deliver projects with confidence.

How I turned chaos into collaboration. All by asking the right questions. Stakeholder engagement isn’t easy. I once worked with a stakeholder who didn’t trust her team. She believed control was the only way to get results. Her working style caused chaos: → She would agree one day. → And, change her mind the next. The team was frustrated. → Deadlines were slipping. → Team morale was dropping. And I needed to fix this issue. Here’s how I shifted her mindset and got her to trust the process: 1. I asked, “What’s your biggest worry?” → I genuinely listened to her concerns. → I realized her constant changes came from fear of failure. 2. I asked, "How can we stick to a plan?" → I shared a roadmap with defined milestones and explained the impact of last-minute changes. → She agreed to revisit decisions only during weekly reviews. 3. I asked, " Can you take ownership here?". → I assigned her specific deliverables to oversee. → Sharing regular updates reduced her doubts. 4. I asked, "What type of data will build your trust?" → Every week, I showed progress with data. → She saw the team could deliver. The result? → No more frantic emails. → No last-minute changes. → She trusted the team and the plan. Takeaways: 1. Listen to your stakeholders’ concerns. 2. Set clear boundaries. 3. Give ownership so they can drive without control. 4. Build you trust by consistently supporting them. In just three weeks, I turned chaos into collaboration. This wasn’t just a win for the project it transformed how we worked together.   So, I always say, you don’t manage stakeholders; you engage them. Ask questions → Set boundaries → Build trust. PS: What’s your story of turning a difficult stakeholders around?

Most Projects Fail to Deliver Full Value… Because Stakeholder Management Is an Afterthought. ~ Conflicting priorities stall critical decisions. ~ Misaligned expectations derail project timelines. ~ Key sponsors disengage, leaving teams without support. And yet, when these challenges arise, most teams focus on “more updates” or “more stakeholder meetings.” But the real issue isn’t the frequency of communication – It’s ineffective stakeholder management. Here’s what I consistently see in projects: → Too Many Decision-Makers – Multiple stakeholders with conflicting goals slow down consensus and project momentum. → Competing Priorities – What’s urgent for one stakeholder may be irrelevant for another, creating constant friction. → Limited Resources – Tight budgets and stretched teams make balancing stakeholder demands increasingly difficult. These challenges lead to delays, frustration, and loss of stakeholder trust. What’s the solution? A structured and strategic stakeholder management approach, not just ad hoc engagement. Here’s how I help organisations elevate their stakeholder management: 1. Clarify Expectations Early → Align all stakeholders on shared goals, roles, and success metrics upfront. 2. Strategic Stakeholder Mapping → Using tools like the Power-Interest Matrix to categorise stakeholders and tailor engagement accordingly. 3. Targeted Communication Strategies → Communicating the right information, to the right people, at the right time. 4. Action-Oriented Engagement Plans → Prioritising critical stakeholders and focusing efforts where they create the most impact. When organisations manage stakeholders effectively, the outcomes speak for themselves: → Faster decision-making: Streamlined discussions and fewer bottlenecks.  → Stronger stakeholder alignment: Reduced conflicts and enhanced project cohesion.  → Higher project success rates: Deliverables that meet or exceed expectations.  → Improved stakeholder relationships: Greater trust and long-term collaboration. Stakeholder management isn’t a soft skill – it’s a business-critical strategy. Are competing priorities slowing your projects down? Let’s address it. Drop me a message and let’s explore how structured stakeholder engagement can drive project success and stakeholder buy-in. —- 📌 Want to become the best LEADERSHIP version of yourself in the next 30 days? 🧑💻Book 1:1 Growth Strategy call with me: https://lnkd.in/gVjPzbcU #Leadership #Strategy #Projects #Success #Growth

🚧 𝗦𝗸𝗲𝗽𝘁𝗶𝗰𝗮𝗹 𝘀𝘁𝗮𝗸𝗲𝗵𝗼𝗹𝗱𝗲𝗿𝘀 𝗰𝗮𝗻 𝗯𝗲 𝘁𝗵𝗲 𝘀𝗶𝗹𝗲𝗻𝘁 𝗽𝗿𝗼𝗷𝗲𝗰𝘁 𝗸𝗶𝗹𝗹𝗲𝗿𝘀.🚧 Ever pitched a brilliant project plan only to face a wall of skepticism? It’s disheartening when your best ideas are met with doubt. The real challenge isn’t just presenting the plan; it’s convincing others that it’s not just feasible but essential. 😓🔍 Having navigated countless projects with doubtful stakeholders, I’ve seen firsthand how paralyzing this skepticism can be. Whether it’s a lack of trust, previous failures, or simply fear of the unknown, the roadblocks can seem insurmountable. 🔎 Common but ineffective strategies: ❌ Generic presentations fail to address specific concerns. ❌ Over-promising without backing up claims with data. ❌ Ignoring individual stakeholder needs for a one-size-fits-all approach. These methods often fall flat because they don’t connect with stakeholders on a personal level or address their unique worries. 🎯 Here’s what works: 1️⃣ 𝗗𝗲𝗲𝗽 𝗗𝗶𝘃𝗲 𝗶𝗻𝘁𝗼 𝗖𝗼𝗻𝗰𝗲𝗿𝗻𝘀: Start by understanding the root of skepticism through direct conversations or feedback sessions. Address specific worries with data and comparisons. 2️⃣ 𝗕𝘂𝗶𝗹𝗱 𝗧𝗿𝘂𝘀𝘁 𝘁𝗵𝗿𝗼𝘂𝗴𝗵 𝗧𝗿𝗮𝗻𝘀𝗽𝗮𝗿𝗲𝗻𝗰𝘆: Showcase past successes and provide evidence of your expertise. Highlighting relevant case studies can bolster your credibility. 3️⃣ 𝗘𝗳𝗳𝗲𝗰𝘁𝗶𝘃𝗲 𝗥𝗶𝘀𝗸 𝗠𝗮𝗻𝗮𝗴𝗲𝗺𝗲𝗻𝘁: Conduct a thorough risk analysis and communicate it clearly. Use visual aids and regular updates to keep stakeholders informed and reassured. 4️⃣ 𝗧𝗮𝗶𝗹𝗼𝗿 𝗬𝗼𝘂𝗿 𝗖𝗼𝗺𝗺𝘂𝗻𝗶𝗰𝗮𝘁𝗶𝗼𝗻: Adapt your approach to match each stakeholder’s preferences. Offer personalized updates and engage advocates who support your vision. 5️⃣ 𝗦𝘁𝗮𝘆 𝗙𝗹𝗲𝘅𝗶𝗯𝗹𝗲: Be ready to adapt your strategies based on feedback and evolving concerns. Continuous improvement shows commitment and responsiveness. 💡 Ready to turn skepticism into support? ✨ 𝗔𝗟𝗪𝗔𝗬𝗦 𝗥𝗘𝗠𝗘𝗠𝗕𝗘𝗥✨ “The only limit to our realization of tomorrow is our doubts of today.” — Franklin D. Roosevelt 🚀 Let’s chat! Drop me a message and discover how we can tackle stakeholder skepticism together, ensuring your project’s success and stakeholder buy-in. Don’t wait—let’s make your vision a reality now! #StakeholderManagement #ProjectSuccess #Leadership #RiskManagement #EffectiveCommunication #BuildingTrust

Ask any project manager, and they’ll tell you that projects rarely fail because of missed tasks or technical hurdles. More often, it’s because of misaligned stakeholders—conflicting expectations, unclear goals, and communication gaps—snowball into chaos. Here’s a reality check: 📊 A staggering 33% of projects fail due to poor stakeholder engagement (PMI). 📊 62% of successful projects attribute their success to active and effective communication. So, what’s the secret to managing stakeholders effectively? It’s not just about keeping them informed—it’s about building trust, alignment, and buy-in at every step. Here’s how you can master stakeholder management and lead your projects to success: 1️⃣ Understand Their Priorities Each stakeholder has their own goals, pain points, and expectations. Take the time to ask questions like, “What does success look like to you?” and “What’s your biggest concern?”—this builds trust early and avoids surprises later. 2️⃣ Communicate Proactively Silence creates uncertainty. Whether it’s progress updates, blockers, or risks, keeping stakeholders in the loop consistently builds credibility and confidence. A quick email or check-in can go a long way. 3️⃣ Set Boundaries and Realistic Expectations Stakeholders often push for “just one more thing.” Be the voice of reason. Explain the impact of changes on timelines, resources, and scope—then offer solutions. Clear expectations mean fewer misunderstandings. 4️⃣ Speak Their Language Not everyone needs to know the nitty-gritty details. Tailor your updates to each stakeholder’s role. Executives want to hear about business impact, while teams care about action items. 5️⃣ Address Issues Head-On Conflicts or concerns must be addressed to ensure your project is completed on time. Don’t shy away from tough conversations—approach them with empathy, transparency, and solutions. 6️⃣ Be Their Partner, Not Just a Messenger Stakeholders don’t want someone to deliver bad news; they want someone who brings ideas and options. Collaborate, problem-solve, and show that you’re just as invested in the project’s success as they are. The truth is that managing people is more complex than managing tasks. But when you build strong relationships with your stakeholders—when they trust you—you gain the power to turn around even the most challenging projects. 💡 What’s your best tip for managing stakeholders and keeping everyone aligned? Let’s share ideas below! 👇 #ProjectManagement #StakeholderManagement #PMI #CAPM #PMP