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

 

 

 

 
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