What do you do if project stakeholders are not responding to your communication efforts?

One thing I have found helpful is that project coordination should be done from scratch. Setting expectations in the beginning of the project helps in better communication. Find the correct time: We should align as per their availability to make things smooth. Involving leadership in CC of the mail, also makes the project stakeholder respond faster. Generally, when we lessen the burden of stakeholder, they tend to reply quickly. Hope it helps

If stakeholders aren't responding there may be a number of issues, one of them may be timing. It would be worthwhile revisiting the requirements of the project, ensuring the right people are involved, the project plan is clear and agreed on by everyone and then revisit those timeframes.

Timing is everything in life. I want you to know that understanding your audience and when is best to reach them will help you make sure your message is received at an optimal time. Establish guidelines for when you should follow up based on company or departmental norms. For example, suppose the department or company expectation is to respond to emails or communications within 24 hours. In that case, it is reasonable to follow up in 36-48 hrs if you haven't received a response.

One thing I've found helpful is to assess the timing of your communication attempts. In my experience, stakeholders can sometimes be overwhelmed with other priorities, making it difficult for them to respond promptly. My recommendation is to identify the best times and days when stakeholders are more likely to be available and receptive to your messages. This might involve observing their schedules, and workloads, or even seeking input from their assistants or colleagues.

When communicating anything, be succinct in your outreach and be clear in your "ask" or "expectation" of the next steps. For example, suppose you wrote a communication that provided great information and sent it to multiple people, however, you were looking for one person to respond. Your expectations or next steps (action item) must be crystal clear what you are asking for in return and from whom. Remember, don't assume your audience knows what they should do next with your communication or outreach.

Lack of response could sometimes stem from unclear or ambiguous communication. One time at work, I noticed that stakeholders were more responsive when I provided concise and actionable messages. My specific recommendation is to review your communication approach and ensure that your messages are straightforward, and focused, and convey the purpose and required actions. Using bullet points, summaries, and highlighting key information can improve clarity and increase the chances of a response.

The communication rhythms of a project team are important, and is essential to agree up front. Will there be a daily or weekly check-in? What channel will you send project updates? Which channel will be for deeper work to be agreed or revised? Which channel is for chat. Agree and stick to the rhythms set by the team.

If your current communication medium is not yielding the desired responses, consider switching to alternative channels. In my experience, some stakeholders prefer certain modes of communication over others. I recommend experimenting with different mediums, such as switching from email to in-person meetings, video conferences, or even informal chats during breaks. Varying the communication medium can help capture their attention and increase engagement.

Likewise with giving feedback there's a required dynamic that makes it more effective. It depends on the power relationship. If you are their direct report, you may more mandated authority to give feedback and direction, however as stakeholders are often peers, or more senior then the ability for authority or power may be diminished. You will need to utilise your best influencing capabilities. If you've followed the steps and are unsuccessful, then involving leadership of the project or of the person you're trying to motivate.