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Let's determine what is a stakeholder? A stakeholder is the person that is affected by the outcome on how the project is being done. These are the person or personnel that help gets the project moving in the right direction.
They set the foundation on how the project is going to be shape. They help in collection of all the resource that is needed to ensure that the project will be a success. Now they are the ones that help with the PR process to ensure that information is getting out to everyone.
They use method of making phone calls, sending email, setting up meetings and sending out reports on the status of the project. This gives everyone that is involved in the project a sense of relief and it also allow the investors a sense of direction. On how their money is being spent on the project.
What is project status? Project status is a report that is use by the project managers to give an update on we they are within the project.
The PM team fills out information and gives a status report on where his or her team stands at a time. This is how they can decide if the scope needs to be adjusted and if the pertinent deliverables have arrived that will make an impact on the project itself. You are meeting face to face with members that is working on the project. You can share ideals on how you could move forward with the project so that it can be completed on time.
This is also a good time to point out some good milestones that have been completed and a time for the PM to get feed back from his team. He will be able to listen to their concerns about the project and if there are issues they can make it known at that time.
When is comes to what is shared through the documents? There are many types of information the is going to shared through out the entire documents.
One of the documents that will be shared is the Project Scope Statements. This document gives you the breakdown of the project itself with a lot of detail information on how the project is going to be run. There are many other types of documents that will be shared you have the business case, stakeholder register and the communication manager just to name a few.
Because emails do not take a lot of time to put together and it is much easier to send out to the mass of people. Many people use this method to get information out the team and other members that is working on the project. This method takes less time to do and you don't have to pay for a conference room to get the information out.
This also helps in the process from keeping people from being pulled from the project and it keeps you from spending unnecessary money out of the budget. But at the same time depending on what information must be put out an email can sometime be less effective. Depending how the email is being sent out and if your points are not made clear. You can leave rooms for a person to receive that information in a bad way.
So, it depends on the type of information that you want to put out. The information that should be put out in emails should be like budget reports, update status and upcoming meeting events. This information right to the point information and it does not leave much room for error.
Many companies use social media to get information out to the public. They use this information to gather people that are looking for a job. They post events from meeting that they just had and showing why it is a good ideal to work for their company.
They also use this to gather information on how other companies may have done a project that is like the one that they are presently working on. It allows other people to give an input on issues they have come across and what they did to fix that problem. They may share some steps and what signs to look for before that problem becomes a major issue.
References
Bourne, Lynda. 2015, February 12. Making Projects Work: Effective Stakeholder and Communications Management.