Project Management Chapter 13

a tool that helps clarify expectations and lists project measures of success as well as priorities, expectations, and guidelines related to each measure Type of matrix that can help clarify which knowledge areas are most important to stakeholders on a project

expectations management matrix

Type of information about stakeholders included in a stakeholder register

Identification, Classification & Assessment

identifying everyone involved in the project or affected by it, and determining the best ways to manage relationships with them. Main output: This process is a stakeholder register

Identifying stakeholders

May include project sponsor, project team, support staff, and internal customers for the project. May also include top management, other functional managers, and other project managers because organizations have limited resources

Internal project stakeholders

There can be many interrelationships between project activities and stakeholders. The project manager must be in tune with the politics of the organization

Interrelationships between stakeholders

A tool used to document, monitor, and track issues that need resolution

Issue log

Disrespect people, and they will retaliate with apathy, boredom, absenteeism, make-work (performing tasks of little importance to keep busy), outright sabotage and other maladies. Disrespect customers, and they'll find someone who will treat them better

Lack of respect

Aware of the project and its potential impacts and actively engaged in helping it succeed

Leading stakeholders

The way you should manage one of your project stakeholders that has a high amount of authority and a high amount of interest

Manage closely

The stakeholders' major requirements and expectations, potential influences, and phases of the project in which stakeholders have the most interest

Assessment information

1. Be clear from the start 2. Explain the consequences 3. Have a contingency plan 4. Avoid surprises 5. Take a stand

Best practice

top-down support and early buy-in for projects is crucial. Allowing negativity to fester will decrease the likelihood of project success. Deal with protesters early.

Buy-in blues

The engagement level of the stakeholders needs to be measured throughout the project. They can be one of the following; unaware, resistant, neutral, supportive, or leading

Categories of stakeholders

The communication management plan should specify stakeholder requirements, and the stakeholder register can expand on unique requests from specific people

Communication Requirements

Involves monitoring stakeholder relationships and adjusting plans and strategies for engaging stakeholders as needed. Main outputs: Work performance information, change requests, project document updates, and organizational process assets updates

Controlling stakeholder management

If these levels are not the same, the project team should develop a strategy to align engagement levels

Current and desired engagement levels

When you should start controlling stakeholder engagement on a project

Early phases

Suppliers and concerned citizens are examples of which type of stakeholders

External

May include project's customers, competitors, suppliers, and other external groups that are potentially involved in the project or affected by it, such as government officials and concerned citizens

External project stakeholders

The stakeholders' names, positions, locations, roles in the project, and contact information

Identification information

Involves communicating and working with project stakeholders to satisfy their needs and expectations, resolving issues, and fostering engagement in project decisions and activities Main outputs: issue logs, change requests, project management plan updates, project document updates, and organization process assets updates

Managing stakeholder management

All plans need some process for handling changes and updates. Flexibility would be important as stakeholders change the project

Methods for updating the stakeholder management plan

Aware of the project yet neither supportive nor resistant

Neutral stakeholders

Trying to do too many things at the same time introduces waste and significantly slows down progress. Focus on the most important projects first

Overachieving

Has several groups on linkedin including one for credentialed PMPs, career central, and several chapters and communities of practice

PMI

This virtual community includes over 34,000 members from around the globe. People can share their experiences with PMOs in this group

PMO Project management office

involves determining strategies to effectively engage stakeholders in project decisions and activities based on their needs, interests, and potential impact. Main output: Stakeholder management plan and projected document updates

Planning stakeholder management

This critical section can contain very sensitive information

Potential Management strategies for each stakeholder

A tool used to group stakeholders based on their level of authority (power) and their level of concern (interest) for project outcomes Type of grid that can categorize stakeholders based on their level of authority and concern

Power/Interest grid

Members of this group share information on best practices, methodologies, tools, articles, white papers, certifications, e-learning, and jobs

Project management link

This group claims to be the best group for project management with over 129,000 members. It even lists the top influencers of the group each week

Project manager community

Knowledge area that was first introduced in the PMBOK Guide in 2012

Project stakeholder management

Aware of the project yet resistant to change

Resistant stakeholders

Cutting costs by any means possible for immediate payoff will sacrifice the future health of an organization and its employees. Avoid projects that focus only on the short term

Short-term profits

A technique for analyzing information to determine which stakeholder's interests to focus on and how to increase stakeholder support through the project

Stakeholder analysis

Is the stakeholder internal or external to the organization? is the stakeholder a supporter of the project or resistant to it?

Stakeholder classification

A document that includes details about identified project stakeholders. Includes identification information, assessment information, and stakeholder classification

Stakeholder register

1. Social media tools can assist in stakeholder management 2. Some project management software includes features like giving high fives 3. A vodcast is a video podcast that can inform and engage stakeholders

Statements that are true about software that can assist in project stakeholder management

Aware of the project and supportive of change

Supportive stakeholders

After a series of large project disasters, what country is requiring people to complete a new academic program in project management before leading a large government project

U.K.

Unaware of the project and its potential impacts on them

Unaware stakeholders