project stakeholder management

Chapter 11: Project Stakeholder Management

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Overview

Ini%a%ng process group

Planning process group

Execu%ng process group

Monitoring & controlling process group

Closing process group

Project stakeholder management

•  IdenIfy Stakeholders

•  Plan Stakeholder Management

•  Manage Stakeholder Engagement

•  Control Stakeholder Engagement


Overview

“Stakeholder management is cri9cal to the success of every project in every organiza9on I have ever worked with. By engaging the right people in the right way in your project, you can make a big difference to its success....”-‐Rachel Thompson, Experienced Project Manager


IdenIfy stakeholders

•  The process of idenIfying all people or organizaIons impacted by the project, and documenIng relevant informaIon regarding their interests (concern), influence (involvement), and impact on project success.


(A Guide to the Project Management Body of Knowledge, FiIh Edi9on (PMBOK® Guide) ©2013 Project Management Ins9tute, Inc. All Rights Reserved. Figure 13-‐2 Page 393.)

IdenIfy stakeholders -‐ Inputs

1. Project charter 2. Procurement documents •  Any suppliers or relevant parIes listed in contracts are generally

considered to be stakeholders

3. Enterprise environmental factors •  Governmental standards and regulaIon, industry standards

4. Organiza%onal process assets •  Stakeholder register templates, stakeholder registers from previous

projects, historical informaIon, lessons learned from previous projects.


IdenIfy stakeholders -‐ Tools and techniques

1. Stakeholder analysis: there are mulIple classificaIon models used for stakeholders analysis, such as: Power/interest grid, Power/influence grid, Influence/impact grid, and Salience model.


A Guide to the Project Management Body of Knowledge, FiIh Edi9on (PMBOK® Guide) ©2013 Project Management Ins9tute, Inc. All Rights Reserved. Figure 13-‐4 Page 397.


2. Expert judgment



3. Mee%ngs: profile analysis meeIngs are project meeIngs designed to develop an understanding of major project stakeholders, and they can be used to exchange and analyze informaIon about roles, interests, knowledge, and the overall posiIon of each stakeholder facing the project.


IdenIfy stakeholders -‐ Outputs

1. Stakeholder register. •  IdenIficaIon informaIon: name, Itle, role, office locaIon, and

contact informaIon •  Assessment informaIon: requirements, expectaIons, project

influence, interests •  Stakeholders classificaIon: whether they are internal or external and

supporter/neutral/resistor The stakeholder register should be consulted and updated on a regular basis, as stakeholders may change—or new ones iden9fied—throughout the life cycle of the project.


Plan stakeholder management

•  The process of developing appropriate management strategies to effecIvely engage stakeholders throughout the project life cycle, based on the analysis of their needs, interests, and potenIal impact on project success. The key benefit of this process is that it provides a clear, acIonable plan to interact with project stakeholders to support the project’s interests.



Inputs 1.  Project Management Plan 2.  Stakeholder Register

–  provides the informaIon needed to plan appropriate ways to engage project stakeholders.

3.  Enterprise Environmental Factors –  organizaIonal culture, structure, and poliIcal climate are of parIcular importance, because they help in determining the best opIons to support a beder adapIve process for managing stakeholders.

4.  OrganizaIonal Process Assets –  lessons learned database and historical informaIon are of parIcular importance, because they provide insights on previous stakeholder management plans and their effecIveness


Tools and techniques

1.  Expert Judgment –  the project manager should apply expert judgment to decide upon the level of engagement required at each stage of the project from each stakeholder.

2.  MeeIngs – should be held with experts and the project team to define the required engagement levels of all stakeholders.


Plan stakeholder engagement

3.  AnalyIcal Techniques –  The engagement level of the stakeholders can be classified as follows:

Unaware, Resistant, Neutral, SupporIve, Leading. –  C indicates the current engagement, and D indicates the desired

engagement



Outputs 1.  Stakeholder Management Plan

–  Desired and current engagement levels of key stakeholders; –  Scope and impact of change to stakeholders; –  IdenIfied interrelaIonships and potenIal overlap between stakeholders; –  Stakeholder communicaIon requirements for the current project phase; –  InformaIon to be distributed to stakeholders, including language, format,

content, and level of detail; –  Reason for the distribuIon of that informaIon and the expected impact to

stakeholder engagement; –  Time frame and frequency for the distribuIon of required informaIon to

stakeholders; and –  Method for updaIng and refining the stakeholder management plan as the

project progresses and develops. 2.  Project Documents Updates


Manage stakeholder engagement

•  The process of communicaIng and working with stakeholders to meet their needs/expectaIons, address issues as they occur, and foster appropriate stakeholder engagement in project acIviIes throughout the project life cycle. The key benefit of this process is that it allows the project manager to increase support and minimize resistance from stakeholders, significantly increasing the chances to achieve project success.



Inputs 1.  Stakeholder Management Plan

–  provides guidance on how the various stakeholders can be best involved in the project.

2.  CommunicaIons Management Plan –  provides guidance and informaIon on managing stakeholder expectaIons.

3.  Change Log –  these changes—and their impact on the project in terms of Ime, cost, and risk—are communicated to the appropriate stakeholders.

4.  OrganizaIonal Process Assets –  include organizaIonal communicaIon requirements, issue management procedures, change control procedures, and historical informaIon about previous projects.



1.  CommunicaIon Methods 2.  Interpersonal Skills –  Such as building trust, resolving conflict, acIve listening, and overcoming resistance to change.

3.  Management Skills –  Such as facilitate consensus toward project objecIves, influence people to support the project, negoIate agreements to saIsfy the project needs, and modify organizaIonal behavior to accept the project outcomes.


Outputs

1.  Issue Log 2.  Change Requests 3.  Project Management Plan Updates 4.  Project Documents Updates 5.  OrganizaIonal Process Assets Updates –  Include stakeholder noIficaIons, project reports, project presentaIons, project records, feedback f r om s t a k e h o l d e r s , l e s s o n s l e a r n e d documentaIon.


Control stakeholder engagement

•  The process of monitoring overall project stakeholder relaIonships and adjusIng strategies and plans for engaging stakeholders. The key benefit of this process is that it will maintain or increase the efficiency and effecIveness of stakeholder engagement acIviIes as the project evolves and its environment changes.



Inputs 1.  Project Management Plan 2.  Issue Log 3.  Work Performance Data –  Examples of work performance data include reported percentage of work completed, technica l performance measures, start and finish dates of schedule acIviIes, number of change requests, number of defects, actual costs, actual duraIons etc.

4.  Project Documents –  Examples of project schedule, stakeholder register, issue log, change log, and project communicaIons.



1.  InformaIon Management Systems –  Examples of distribuIon formats may include table reporIng, spreadsheet analysis, and presentaIons.

2.  Expert Judgment –  To ensure comprehensive idenIficaIon and lisIng of new stakeholders, reassessment of current stakeholders can be performed

3.  MeeIngs –  Status review meeIngs are used to exchange and analyze informaIon about stakeholder engagement.


Outputs

1.  Work Performance InformaIon – Work performance informaIon is circulated through communicaIon processes. Examples of performance i n f o rmaIon a r e s t a t u s o f d e l i v e r ab l e s , implementaIon status for change requests, and forecasted esImates to complete.

2.  Change Requests 3.  Project Management Plan Updates 4.  Project Documents Updates 5.  OrganizaIonal Process Assets Updates


Summary

•  Stakeholder analysis •  Stakeholder classificaIon •  Stakeholders Engagement Assessment Matrix


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