Dealing with a stakeholder who prefers face-to-face interactions?

1 Understand Needs

To navigate the preference for face-to-face interactions, it's crucial to understand why your stakeholder values this mode of communication. Some stakeholders might find in-person meetings more personal, allowing for a better connection and understanding. Others may believe that complex issues are resolved more effectively when discussed face-to-face. By recognizing these needs, you can tailor your approach to accommodate their preferences, while also explaining the benefits of alternative communication methods that could complement in-person discussions.

2 Set Expectations

Once you grasp the underlying reasons for their preference, set clear expectations about when face-to-face meetings are feasible. Due to time constraints and logistical challenges, it's not always possible to meet in person. Communicate openly about your availability and propose a balanced schedule that includes both in-person and virtual meetings. This way, you can satisfy their preference while ensuring that the communication remains efficient and respectful of everyone's time.

3 Embrace Flexibility

Flexibility is key in business communications. If a stakeholder insists on face-to-face interactions, try to be as accommodating as possible within reason. Offer to schedule regular in-person meetings at intervals that work for both parties. For urgent matters that arise between scheduled meetings, suggest a compromise with a phone call or video conference to address immediate concerns, reinforcing the importance of maintaining the momentum of ongoing projects.

4 Leverage Technology

In situations where face-to-face meetings are impractical, leveraging technology can bridge the gap. Introduce your stakeholder to user-friendly video conferencing tools that simulate an in-person experience. By demonstrating how these tools can facilitate effective communication, you may gradually shift their comfort level towards embracing virtual meetings when necessary, ensuring continuity in communication without sacrificing the personal element they value.

5 Provide Alternatives

When face-to-face interactions are not possible, offer alternative communication methods that still provide a level of personal engagement. For example, personalized video messages can convey tone and body language that text-based communications cannot. This approach shows your commitment to maintaining a personal connection and can be an effective interim solution until the next in-person meeting.

6 Reflect and Adapt

Finally, after each interaction, whether face-to-face or through other means, take time to reflect on what worked well and what could be improved. Ask for feedback from your stakeholder and be willing to adapt your communication strategy accordingly. Continuous improvement in your approach will show your stakeholder that you value their preferences and are committed to fostering a strong, collaborative relationship.

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?