How do you balance the needs of various stakeholders when their priorities clash in a project?

In project management, balancing the needs of various stakeholders is a critical task that requires finesse and strategic thinking. When you're coordinating a project, you'll often find that stakeholders have conflicting priorities. This can create a challenging environment where meeting everyone's demands seems like an impossible puzzle. The key is to navigate these choppy waters with a combination of communication, negotiation, and compromise. Understanding each stakeholder's perspective and aligning it with the project's goals can turn a potential standoff into a productive collaboration. Your role is to be the mediator, the strategist, and sometimes, the bearer of tough decisions. It's a balancing act that, when done right, leads to a successful project outcome that benefits all parties involved.

1 Identify Needs

Understanding the needs and priorities of each stakeholder is the first step in resolving clashes. Engage in open dialogue to unearth what each party considers non-negotiable versus what they are willing to compromise on. This requires active listening and empathy to ensure that stakeholders feel heard and understood. By identifying the underlying reasons for their priorities, you can begin to find common ground. It's important to document these needs clearly, as they will serve as a reference point throughout the project lifecycle.

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uma koirala, Ph.D

Professor & Researcher, Tribhuvan University
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Some ways to resolve: 1. listening carefully to all 2. prioritize all the agendas that came to the floor (with consensus) analyzing all the underlying causes. 3. then go for the seriously felt among the prioritized needs by the community/institution/person.

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Zoya Fatehally
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In my experience, at program level, the manager needs to be constantly listening for the priority needs of stake holders. The top management leanings on different topics need to be subtly conveyed during program and project meetings. When an actual conflict of priorities among stake holders arises then, A it's not a surprise and B your stance is consistent with how it has been during the project. This way an actual "clash" is averted.

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Margarete Rootering

Bid Manager (Public Sector) bei Cloudflight
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Meiner Erfahrung nach hilft es, eine Gesprächsrunde (auch virtuell) mit den Stakeholder (Führungsebene / Entscheider) einzuberufen und konstruktiv die einzelnen Bedürfnisse klarzustellen um im Anschluss, gemeinsam zu einem Konsens zu kommen. Ich arbeite seit 21 Jahren als Bid Manager Public Sector und hier gilt es in den Vergabe-Projekten immer die Prioritäten / Bedingungen des Kunden mit den Prioritäten jedes Stakeholders zu vereinen. Ich habe gute Erfahrung damit gemacht, die interne Führungsebene "allein" zu sprechen, damit sie ggf. ohne die Mitarbeiter "Klartext" sprechen können. Meist finden wir dann auch einen konstruktiven Weg den wir dann gemeinsam als Team gehen. Dokumentation ist unumgänglich.

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ANGEL SEKELAGA MAZWI

Executive Director of Mazwi Holistic Institute, Inc
(edited)
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"Vision Check-Ins," a method designed to reaffirm the project’s goals and reconnect each individual to the foundational intentions set at the outset. At the core of this approach lies the principle of self-actualization. It prompts a candid assessment of one’s motives, challenging the often-held belief that our actions are solely altruistic. Discussing how our involvement is fundamentally driven by personal growth allows for more authentic engagement. In this light, each stakeholder is invited to explore not only how they can contribute but also what they aspire to gain from their involvement. Vision Check-Ins ensure that while individual needs and desires are acknowledged and nurtured, the collective vision remains paramount.

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Dilawar Ali

Business Development Executive | Former Sales Development Associate | E-commerce Enthusiast | Aspiring Digital Marketer | Logistics and Supply Chain
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This step emphasizes the importance of understanding each stakeholder's priorities through open dialogue and active listening. Documenting these needs helps ensure clarity and serves as a reference point throughout the project.

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2 Prioritize Goals

Once you have a clear understanding of the stakeholders' needs, the next step is to prioritize these in the context of the project's objectives. Some needs will align with the core goals of the project, while others might be secondary. It's crucial to communicate how each decision supports the overarching project goals. This helps stakeholders understand why certain priorities take precedence and how their needs fit into the bigger picture. Prioritization should be a transparent process, with rationale clearly explained to all involved.

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3 Facilitate Compromise

Finding a middle ground where conflicting priorities can coexist is essential. Facilitate compromise by proposing solutions that meet the most critical needs of each stakeholder without derailing the project. This often involves creative problem-solving and may require stakeholders to adjust their expectations. Encourage a collaborative approach where stakeholders work together to find mutually beneficial solutions. Remember, compromise doesn't mean everyone gets everything they want; it means everyone gets something they need.

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4 Communicate Clearly

Clear communication is paramount when managing stakeholder expectations. Keep all parties informed about project progress, decisions made, and the rationale behind those decisions. Use language that is accessible and avoid jargon that might confuse non-technical stakeholders. Regular updates prevent misunderstandings and help maintain trust. Should any conflicts arise, address them promptly and with transparency to prevent escalation.

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Dilawar Ali

Business Development Executive | Former Sales Development Associate | E-commerce Enthusiast | Aspiring Digital Marketer | Logistics and Supply Chain
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Transparent communication is vital throughout the project. It ensures all stakeholders are informed about decisions, changes, and the rationale behind them.

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5 Maintain Flexibility

Flexibility in project management is a valuable trait. Be prepared to adjust plans and strategies as new information or changes in stakeholder needs arise. This agility can help you navigate conflicts more effectively and find alternative paths to success. However, while being flexible, also ensure that the project's scope, quality, and timeline are not compromised. It's a delicate balance between accommodating changes and maintaining project integrity.

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6 Evaluate Outcomes

Finally, evaluating outcomes is crucial for learning and improvement. After navigating through stakeholder conflicts and reaching project milestones or completion, take time to review how each conflict was handled. What strategies worked? What could have been done differently? This reflection will not only provide insights for future projects but also help in building stronger relationships with stakeholders by demonstrating a commitment to continuous improvement and a dedication to meeting their needs.

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Dilawar Ali

Business Development Executive | Former Sales Development Associate | E-commerce Enthusiast | Aspiring Digital Marketer | Logistics and Supply Chain
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Regularly assessing the project's progress and the satisfaction of stakeholders helps ensure that the project's objectives are being met and provides an opportunity to make necessary adjustments.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you balance the needs of various stakeholders when their priorities clash in a project?

1

2

3

4

5

6

7

1 Identify Needs

2 Prioritize Goals

3 Facilitate Compromise

4 Communicate Clearly

5 Maintain Flexibility

6 Evaluate Outcomes

7 Here’s what else to consider

Program Coordination

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How do you balance the needs of various stakeholders when their priorities clash in a project?

1

2

3

4

5

6

7

1 Identify Needs

2 Prioritize Goals

3 Facilitate Compromise

4 Communicate Clearly

5 Maintain Flexibility

6 Evaluate Outcomes

7 Here’s what else to consider

Program Coordination

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