Project Stakeholder Management
Stakeholders Engagement Assessment Matrix
A way to document stakeholder engagement. The project team needs to identify the desired engagement level for the current phase of the project, based on available information. Matrix indicates current level, and desired level of engagement for each stakeholder. If not at desired level, may require further communications and additional actions to move them to the desired level
Analyze - Stakeholder analysis
Analyze potential impact or support each stakeholder could generate and classify them to define an approach strategy. In large stakeholder communities, it is important to prioritize the stakeholders to ensure the efficient use of effort to communicate and manage their expectations
Assess - Stakeholder analysis
Assess how key stakeholders are likely to react or respond in various situations, in order to learn how to influence them to enhance their support and mitigate potential negative impacts.
Leading
Aware of project and potential impacts and actively engaged in ensuring the project is successful.
Resistant
Aware of project and potential impacts and resistant to changes
Supportive
Aware of project and potential impacts and supportive to change
Neutral
Aware of project yet neither supportive nor resistant
Salience model
Classes of stakeholders based on their power (ability to impose their will), urgency (need for immediate attention) and legitimacy (their involvement is appropriate).
Manage Stakeholder Engagement - T & Ts
Communication methods Interpersonal skills Management skills
Stakeholder management plan
Component of PM plan, identifies management strategies required to effectively engage stakeholders and can be formal/informal, detailed/broad, based on needs of the project. In addition to the data gathered, the plan often provides: Desired and current engagement levels Scope and impact of change to stakeholders Identified interrelationships Potential overlap Communication requirements for current phase Information to be distributed to stakeholders (language, format, content, level of detail) Reason for distribution of information Expected impact to stakeholder engagement Timeframe and frequency for distribution Method for updating and refining the plan *sensitive nature, take appropriate precautions* Communication Plan focuses on HOW Stakeholder Plan focuses on WHAT's and WHY What's needed & WHY communication is needed
Stakeholder register
Contains all details related to the identified stakeholders including: Identification information Assessment information Stakeholder classification The stakeholder register should be consulted and updated on a regular basis, as stakeholders may change or new ones identified
Analytical techniques
Current engagement level of all stakeholders needs to be compared to planned engagement levels required for successful completion. Stakeholder engagement is critical to project success. The engagement level of the stakeholders can be classified as follows: Unaware Resistant Neutral Supportive Leading Through this analytical process, gaps between the current and desired engagement levels can be identified. Actions and communications required to close these gaps can be identified by the project team using expert judgment
Plan Stakeholder Management - T & Ts
Expert judgment Meetings Analytical techniques
Power/Influence Grid (authority/active involvement)
Grouping the stakeholders based on their level of authority and their active involvement in the project
Power/Interest Grid (authority/concern)
Grouping the stakeholders based on their level of authority and their level of concern, regarding the project outcomes
Influence/Impact Grid (active involvement/ability to effect changes to the projects planning or execution)
Grouping them based on their active involvement in the project and their ability to effect changes to the project's planning or execution - impact
Identify - Stakeholder analysis
Identify all potential stakeholders and information - roles, departments, interest, knowledge, expectations, and influence levels. Includes anyone in a decision-making or management role who is impacted by the project outcome, such as the sponsor, PM, and primary customer. Identifying other stakeholders is usually done by interviewing identified stakeholders and expanding other list until all potential stakeholders are included
Stakeholder analysis
Identify, Analyze, Assess Systematically gathering and analyzing quantitative and qualitative information to determine whose interests should be taken into account throughout the project. Identifies the interests, expectations, and influence of the stakeholders and relates them to the purpose of the project. Helps identify stakeholder relationships - with the project and other stakeholders - that can be leveraged to build coalitions and potential partnerships to enhance the project's chance of success, along with stakeholder relationships that need to be influenced differently at different stages of the project or phase.
Identify Stakeholders
Identifying the people, groups, or organizations that could impact or be impacted by a decision, activity, or outcome of the project, analyzing and documenting relevant information regarding their interests, involvement, interdependencies, influence, and potential impact on project success. It allows the PM to identify the appropriate focus for each stakeholder or group of stakeholders. Stakeholders are customers, sponsors, the performing organization, and the public who are actively involved in the project or whose interests may be positively or negatively affected by the execution or completion of the project. They may exert influence over the project and its deliverables. They may be at different levels within the organization and may possess different authority levels, or may be external to the organization or the project. It's critical to analyze their levels of interest, expectations, importance and influence. This initial assessment should be reviewed and updated regularly. Most projects will have a diverse number of stakeholders depending on their size, type, and complexity. These stakeholders should be classified according tho their interest, influcence, and involvement in the project The affect or influence of a stakeholder may not become evident until later stages in the project or phase.
Control Stakeholder Engagement - T & Ts
Information management systems Expert judgment Meetings
Stakeholder classification
Internal/external, supporter/neutral/resistor, etc.
Manage Stakeholder Engagement - Outputs
Issue log Change requests PM Plan updates Project documents updates OPA updates
Assessment information
Major requirements, main expectations, potential influence in the project, phase in the life cycle with the most interest
Identification information
Name, organizational position, location, role in the project, contact information
Control Stakeholder Engagement - Inputs
PM Plan Issue log Work performance data Project documents
Plan Stakeholder Management - Inputs
PM Plan Stakeholder register EFs OPAs
Interpersonal skills
PM applies interpersonal skills to manage stakeholders expectations. For example: Building trust Resolving conflict Active listening Overcoming resistance to change
Management skills
PM applies management skills to coordinate and harmonize the group toward accomplishing the project objectives: -Facilitate consensus toward project objectives -Influence people to support project -Negotiate agreements to satisfy project needs -Modify behavior to accept project outcomes
Work performance information
Performance data is collected from various controlling processes, analyzed in context, and integrated based on relationships across areas. Work performance data have been transformed into work performance information. Data not used in the decision-making process because the meaning may be misinterpreted. Information is correlated and contextualized and provides a foundation for project decisions. WP information is circulated through communication processes. Examples are: Status of deliverables Implementation status for change requests Forecasted estimates to complete
Classification Models - Stakeholder analysis
Power/interest grid Power/influence grid Influence/impact grid Salience model
Manage Stakeholder Engagement
Process of communicating and working with stakeholders to meet their needs/expectations, address issues as they occur, and foster appropriate stakeholder engagement in project activities. It allows the PM to increase support and minimize resistance from stakeholders, significantly increasing the chances to achieve project success. Engagement process involves: Engaging stakeholders at appropriate project stages to obtain or confirm their continued commitment to the success of the project Managing stakeholder expectations through negotiation and communication, ensuring project goals are achieved Addressing potential concerns that have not yet become issues and anticipating future problems that may be raised by stakeholders. Concerns need to be identified and discussed as soon as possible to assess associated project risks Clarifying and resolving issues that have been identified Ensures stakeholders clearly understand the project goals, objectives, benefits, and risks. Enables them to be active supporters and to help guide activities and project decisions. Ability of stakeholders to influence project is typically highest during initial stages and gets progressively slower as project progresses. The PM is responsible for engaging and managing the various stakeholders in a project and may call upon the project sponsor to assist as needed. Active management of stakeholder involvement decreases the risk of the project failing to meet its goals and objectives
Plan Stakeholder Management
Process of developing appropriate management strategies to effectively engage stakeholders throughout the project life cycle, based on the analysis of their needs, interests, and potential impact on project success. It provides a clear, actionable plan to interact with project stakeholders to support projects interests. Identifies how the project will affect stakeholders, which allows the PM to develop various ways to effectively engage stakeholders in the project, to manage expectations, and achieve project objectives. Its about creation and maintenance of relationships between project team and stakeholders with the aim to satisfy their needs/requirements within project boundaries. Stakeholder management plan contains detailed plans on how effective stakeholder management can be realized. As project progresses, membership of the stakeholder community and required level of engagement may change and so it is an iterative process that is reviewed on a regular basis
Control Stakeholder Engagement
Process of monitoring overall project stakeholder relationships and adjustment strategies and plans for engaging stakeholders. It will maintain or increase the efficiency and effectiveness of stakeholder engagement activities as the project evolves and its environment changes. Stakeholder engagement activities are in the stakeholder management plan and are executed thoughout the life cycle, continuously controlled.
Project Stakeholder Management
Processes required to identify the people, groups, or organizations that could impact or be impacted by the project, to analyze stakeholder expectations and their impact on the project, and to develop appropriate management strategies for effectively engaging stakeholders in project decisions and execution. Also focuses on continuous communication with stakeholders to understand their needs and expectations, addressing issues as they occur, managing conflicting interests and fostering appropriate stakeholder engagement in project decisions and activities. Stakeholder satisfaction should be managed as a key project objective Stakeholder satisfaction should be managed as key project objective
Identify Stakeholders - Inputs
Project charter Procurement documents EEFs OPAs
Project documents updates
Project schedule Stakeholder register
Identify Stakeholders - T & Ts
Stakeholder analysis Expert judgment Meetings
Manage Stakeholder Engagement - Inputs
Stakeholder management plan Communications management plan Change log OPAs
Plan Stakeholder Management - Outputs
Stakeholder management plan Project documents updates
Identify Stakeholders - Outputs
Stakeholder register
Unaware
Unaware of project and potential impacts
Control Stakeholder Engagement - Outputs
Work performance information Change requests PM Plan updates Project documents updates OPA updates
