When stakeholder management goes wrong, the consequences can be detrimental to a project’s success. Poor stakeholder management often leads to misunderstandings, conflicts, and a breakdown in communication. Stakeholders may feel excluded, unheard, or neglected, resulting in loss of trust and support. This can lead to resistance, delays, and increased project costs. Moreover, mismanaging stakeholders can damage relationships with key individuals or groups, impacting future collaborations and hindering organizational growth. Without effective stakeholder management, projects risk facing setbacks, missed opportunities, and a compromised outcome. It is crucial for project teams to prioritize stakeholder engagement, actively listen to their concerns, involve them in decision-making processes, and consistently communicate updates to foster positive relationships and ensure project success.
Stakeholder update meetings play a vital role in keeping all project stakeholders informed about progress, milestones achieved, and significant developments. Traditionally, these meetings have been conducted in real-time, requiring all parties to be present simultaneously. However, with the advent of asynchronous video communication, a new approach known as “Watch and Learn” has emerged, revolutionizing the way stakeholders are updated. In this blog, we will explore how Watch and Learn can be effectively used in stakeholder update meetings, enabling seamless communication, enhanced engagement, and increased convenience.
Flexibility at its Core
One of the primary benefits of incorporating Watch and Learn into stakeholder update meetings is the flexibility it offers to all participants. In a fast-paced world where stakeholders are often scattered across different time zones, finding a mutually convenient time for a real-time meeting can be challenging. Asynchronous video communication allows team members to record their updates at their own convenience, enabling stakeholders to watch the videos when it suits their schedules best. This flexibility ensures that valuable information is shared without causing unnecessary disruptions to everyone involved.
Engaging Visual Updates
Written reports and email updates can sometimes fall short in effectively conveying the progress made and the impact achieved. With Watch and Learn, team members have the opportunity to provide visual updates, sharing their screens, showcasing project milestones, and presenting key findings through recorded videos. This visual element adds depth and context to the information shared, making it easier for stakeholders to grasp the project’s current state. Visual updates are often more engaging and memorable, fostering a stronger connection between stakeholders and the project.
Time-Saving Collaboration
Real-time stakeholder update meetings can sometimes become lengthy affairs, as stakeholders engage in lengthy discussions and seek clarifications. Watch and Learn eliminates the need for extended meetings by providing an asynchronous platform for collaboration. Stakeholders can watch the recorded videos, take notes, and provide comments or questions at their convenience. This approach streamlines the communication process, saving valuable time for both project teams and stakeholders. It allows stakeholders to focus on the essential aspects of the updates and facilitates concise and targeted discussions.
Personalized Presentations
Each stakeholder may have different interests and priorities within a project. With Watch and Learn, team members can tailor their presentations to address specific stakeholder concerns. By recording individualized video updates, team members can provide targeted information and insights relevant to each stakeholder’s area of interest. This personalized approach enhances stakeholder engagement and ensures that the updates are specifically tailored to their needs, maximizing the effectiveness of the communication.
Retaining Knowledge and Documentation
Watch and Learn not only benefits stakeholders during the meeting but also serves as a valuable knowledge resource and documentation tool. The recorded videos can be stored and accessed later, serving as a comprehensive record of project updates. Stakeholders can refer back to these videos whenever they need to refresh their understanding of project progress or refer to specific milestones achieved. This documentation ensures that the knowledge shared during stakeholder update meetings is retained and easily accessible, promoting a continuous flow of information.
Customer Care Stakeholder Update
Hannah Dent, the Customer Care Manager, provides an asynchronous video update to the CEO regarding uncontacted customers in the CRM. In the video, Hannah shares key insights and analytics on customer outreach efforts, highlighting the challenges faced and proposing potential strategies for improvement. By leveraging asynchronous video communication, Hannah can present the data in a visually engaging manner, providing the CEO with a comprehensive understanding of the current situation. The CEO can then watch the video at their convenience, ask questions, and provide feedback, all without the need for a time-consuming in-person meeting.
Product Roadmap Stakeholder Video
Doug Amos, the Software Development Manager, utilizes asynchronous video communication to update the management team on the product roadmap for School Jotter, a CMS platform. In the video update, Doug shares the latest developments, upcoming features, and priorities for the software’s future. He showcases wireframes, prototypes, and demos to visually demonstrate the planned enhancements. The management team can watch the video at their convenience, gaining a thorough understanding of the product direction and offering feedback or suggestions through comments or subsequent discussions. This asynchronous approach saves time and allows stakeholders to engage with the update when it best suits their schedule.
Operational Costs Financial Update
Michal Woch delivers an asynchronous video update to the senior leadership team regarding monthly hosting costs. As the responsible party for financial oversight, Michal shares a detailed breakdown of the hosting expenses, highlighting any significant variations or trends. He explains the factors impacting costs, such as increased traffic or infrastructure changes. By providing this update through an asynchronous video, the senior leadership team can review the information, assess the financial implications, and share any necessary guidance or decisions. This approach ensures that everyone involved is well-informed about the hosting costs without requiring a time-consuming in-person meeting.
In the era of remote work and global collaboration, embracing Watch and Learn for stakeholder update meetings offers a wealth of advantages. By leveraging asynchronous video communication, teams can provide flexible updates, engage stakeholders with visual presentations, save time, deliver personalized information, and maintain a comprehensive record of project progress. As organizations continue to embrace digital transformation, adopting Watch and Learn for stakeholder update meetings is a step towards more efficient and effective communication, enabling stakeholders to stay informed, engaged, and connected with project developments.