A recent PMI study found that 93% of project professionals see stakeholder management and engagement as critical when projects hit scope, schedule or budget issues, in other words, the skill you need most when things get bumpy. Plus, this is a common theme when I speak to PMs who attend any of my training.
For Project Managers, tricky stakeholders can drain time, stall decisions and quietly push projects off-track as well hit your confidence and increase your stress levels.
The good news? You don’t need a new framework, you just need to think more people focused and develop a plan for how you understand, communicate and set boundaries with people.
Here are some tips to help 👇🏼
1: Start With “What Matters” (Ask, Don’t Assume)
Open with discovery, not updates. Ask: “What outcome matters most to you?” and “What risk worries you most?” Capture 3 metrics they truly care about (less is more). Mirror their language and format in your updates so nothing gets lost in translation.
2: Define “Problems” Before They Happen
Agree what impacts them (cost, customer, compliance, reputation?) and set early-warning triggers (e.g., “>5% variance” or “>2-day slip”). Decide the escalation channel up front, call or email? and the window in which you’ll use it.
3: Make “Progress” Boring (on Purpose)
Create a comms rhythm: when (cadence), about what (progress, decisions needed, risks), and how (meeting, one-pager report, or quick call). Keep updates short and same-layout each time so stakeholders scan and act, fast.
4: Offer Choices, Not Battles
When disagreement appears, frame 2–3 viable options with clear trade-offs: “If we do X, we gain Y and accept Z.” People push back less when they can choose.
5: Write It Down So It Sticks
Follow key conversations with a crisp summary: decision, rationale, impact on time/cost/scope, next step, owner. This protects alignment and gives you something objective to “hold the line” with later.
“Seek first to understand, then to be understood.” — Stephen R. Covey
Quick recap: difficult stakeholders become easier when you: ask what matters (and use their language), set problem triggers and channels, make progress updates predictable, present clear choices, and document decisions. Simple, consistent people-work that keeps delivery moving.
Have a great week 💪🏼
Ben
