Education Edge PMP Prep Course Office Read - Project Stakeholder Management

Project Stakeholder Management

 

§  stakeholders are groups/individuals that may be directly or indirectly affected by the outcome of the project. The stakeholder may also affect the outcome by virtue of their influence or power, interest and

§  identify stakeholders is a continual process throughout the project lifecycle as some stakeholders may become irrelevant while new stakeholders may be identified as the project evolves

§  the Project Manager is responsible for the engaging and managing the various stakeholders in a project

§  identify stakeholders, communicate and engage them, manage expectations and focus on satisfaction

§  stakeholder satisfaction is a key project objective

 

Identify Stakeholders

§  Inputs: Project Charter, Business Documents, Project Management Plan, Project Documents, Agreements, EEF, OPA

§  Tools & Techniques: Expert Judgement, Data Gathering, Data Analysis, Data Representation, Meetings

§  Outputs: Stakeholder Register, Change Requests, Project Management Plan Update, Project Documents Update

§  identify stakeholders and document the importance/influence (=active involvement) /impact/interest/involvement of stakeholders/groups of stakeholders

§  stakeholders from procurement process and operation process needed to be included

§  agreements are used for determining external stakeholders such as the seller

§  Data Gathering Tools:

§  Questionnaires and surveys

§  Brainstorming

§  Data Analysis Techniques:

§  stakeholder analysis techniques

§  Interest, rights (legal or moral rights), power/interest, power/influence or impact/influence grid, salience model, prioritization, etc.

§  Data Representation Tools:

§  Power/interest grid, power influence grid or impact/influence grid (3 ‘I’s: importance, interest, influence)

§  determine the stakeholders’ hot buttons (what response in specific situations) and develop support strategies

§  stakeholders have the greatest influence in the initial stage of the project

§  stakeholder analysis matrix is part of the stakeholder management strategy (output of Identify Stakeholders Process)

§  Salience Model: describing stakeholders based on the power (influence), urgency and legitimacy

§  document only influential stakeholders if there is a large number of stakeholders

§  document the impact using a power/influence grid, power/interest grid, influence/impact grid, salience model

 

Plan Stakeholder Engagement (formerly Plan Stakeholder Management)

§  Inputs: Project Charter, Project Management Plan, Project Documents, Agreements, EEF, OPA

§  Tools & Techniques: Expert Judgement, Data Gathering, Data Analysis, Decision Making, Data Representation, Meetings

§  Outputs: Stakeholder Engagement Plan

§  strategies to engage stakeholders throughout the project lifecycle

§  Stakeholder Engagement Plan contains: current/desired engagement levels, scope and impact to stakeholders, interrelationships, communication requirements and forms, how to update the plan

§  The distribution of this plan requires precautions as the engagement level of stakeholders is a very sensitive information

§  Data Analysis Tools:

§  Assumptions and constraint analysis

§  Mind mapping

§  Root cause analysis

§  Stakeholder Engagement Assessment Matrix: (C-current level, D-desired level)

§  SWOT analysis

§  Engagement Level

§  Unaware

§  Resistant: resistant to change

§  Neutral

§  Supportive: supportive of change

§  Leading: actively engaged in project success

 

Manage Stakeholder Engagement

§  Inputs: Project Management Plan, Project Documents, Agreements, EEF, OPA

§  Tools & Techniques: Expert Judgement, Communication Skills, Interpersonal and Team Skills, Ground Rules, Meetings

§  Outputs: Change Requests, Project Management Plan Update, Project Documents Update

§  ultimate aim is to increase support and minimize resistance from stakeholders by addressing issues with a view to increasing the success of the project

§  communicate and work with stakeholders to meet their needs/expectations and address issues

§  build trust and resolve conflicts, negotiation skills, communication skills

§  need to communicate bad news/issues in a timely manner (not to hide, not to delay)

§  the communication requirements of individual stakeholder are recorded in the Project Communication Plan

§  PM may call upon the sponsor for assistance

§  Ground rules are created to set the expected behaviour of project team members and other stakeholders (for stakeholder engagement)

§  the Issue Log (Action Item Log): to identify issues/define impacts, owner (most important element) and priority/with the due date

 

Monitor Stakeholder Engagement (formerly Control Stakeholder Engagement)

§  Inputs: Project Management Plan, Project Documents, Work Performance Data, EEF, OPA

§  Tools & Techniques: Data Analysis, Decision Making, Data Representation, Communication Skills, Interpersonal and Team Skills, Meetings

§  Outputs: Work Performance Information, Change Requests, Project Management Plan Update, Project Documents Update

§  monitor overall stakeholder relationships and adjusting strategies to achieve the desired level of stakeholder engagement

§  Decision-Making Tools:

§  Multi-criteria decision analysis

§  Voting