Starting out as a project manager can feel like stepping into the middle of a play without knowing your lines. The deadlines are real, the budgets matter, and the cast of characters—your stakeholders—are watching closely. Success isn’t just about managing tasks; it’s about building strong relationships with the people who influence, fund, and benefit from your project.
Here’s how new project managers can work effectively with stakeholders to set projects up for success:
1. Identify Your Stakeholders Early
The first step is knowing who your stakeholders are. Stakeholders aren’t just the project sponsor or the customer—they can include end-users, department heads, IT support, vendors, and even regulators.
- Tip: Create a simple stakeholder register that lists names, roles, influence level, and interest in the project. This helps you see the full picture of who needs to be engaged.
2. Understand Their Needs and Expectations
Every stakeholder has a different definition of “project success.” Some want speed, others want quality, and some are focused on cost.
- Tip: During project initiation, hold stakeholder interviews or workshops to understand what’s most important to each group. Use these insights to shape your requirements, scope, and communication plan.
3. Communicate Clearly and Consistently
A common pitfall for new project managers is assuming that sending status reports is enough. Stakeholders need more than updates—they need to feel informed and heard.
- Tip: Develop a communication plan that outlines what information will be shared, how often, and through what channels (email, meetings, dashboards). Tailor it to different audiences—executives may prefer brief summaries, while team leads want detailed task updates.
4. Manage Expectations, Not Just Tasks
New project managers sometimes over-promise to keep stakeholders happy, but this can backfire. Instead, be realistic about timelines, resources, and risks
- Tip: When changes arise, use formal change control or at least a structured discussion. Frame conversations around trade-offs (e.g., “We can add this feature, but it will extend the schedule by two weeks”). Stakeholders respect honesty and transparency.
5. Involve Stakeholders in Key Decisions
Projects often fail when stakeholders feel decisions were made without them. Involving them in milestone reviews, design sign-offs, and testing phases builds ownership and reduces resistance later.
- Tip: Schedule checkpoints where stakeholders can see progress and provide feedback before the project moves forward. This helps catch misalignment early.
6. Build Relationships, Not Just Reports
Stakeholder management is as much about trust as it is about process. Make time for informal conversations, listen actively, and show appreciation for stakeholder input.
- Tip: A quick call to thank someone for unblocking an issue, or asking a stakeholder for their perspective on a challenge, goes a long way toward building goodwill.
7. Document Agreements and Next Steps
Verbal agreements can be forgotten or misunderstood. Always document decisions, next steps, and action items. This prevents confusion and keeps everyone accountable.
- Tip: Send a short follow-up email after meetings summarizing what was agreed upon and who is responsible for each action.
Final Thoughts
For new project managers, managing stakeholders might feel intimidating, but it’s also one of the most rewarding parts of the role. Strong stakeholder relationships turn challenges into collaboration and make project success more likely. Remember: your project isn’t just about delivering outputs—it’s about delivering value to the people who matter most.
If you focus on identifying stakeholders early, understanding their needs, managing expectations, and building trust through clear communication, you’ll be well on your way to leading projects that succeed.
