Chap 13 Project Stakeholder Management

Keeping everyone ENGAGED

Party at the company Lounge (again)!

Jeff and Charles had a

great time upgrading the
lounge in
Chapter 10.
Theyve been doing so well
since they upgraded
that they want to have
another party to ring in the
summer.

Not everybody is thrilled

There were a few people

who werent quite as
enthused about the
opening party for the
Lounge as Jeff and Charles
were.
Can you use the four
Stakeholder Management
processes to help them get
their party on track?

Understanding your Stakeholders

Stakeholders -> Definition

Stakeholders are individuals, groups, or organizations who may
affect, be affected by or perceive themselves to be affected by a
decision, activity, or outcome of a project

13.1 Identify Stakeholders -> Introduction

13.1 Identify Stakeholders -> Definition

Is the process of 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 project manager to identify the appropriate focus for each
stakeholder or group of stakeholders

Find out who your stakeholders are

13.1 Identify Stakeholders -> ITTO

Initiating Process
Integration
Develop Project Charter
Scope
Time
Cost
Quality
Human Resource
Communications
Risk
Procurement
Stakeholder
Identify Stakeholders

Identification of parties, internal or external, with stake in project & document their
individual interests, involvement and influence over the project.
Completion of this process ensures Project manager has complete view of each
individual stakeholder and can respond or cater his/her time accordingly.
The Process develop project charter helps ensure the provision of the right set of
stakeholders & their interests.

13.1 Identify Stakeholders -> ITTO -> Inputs

13.1 Identify Stakeholders -> ITTO -> Inputs

Stakeholder analysis up close

13.1 Identify Stakeholders -> T&T-> Stakeholder Analysis

13.1 Identify Stakeholders -> T&T-> Stakeholder Analysis

13.1 Identify Stakeholders -> T&T-> Stakeholder Analysis

13.1 Identify Stakeholders -> T&T-> Stakeholder Analysis

Power/Interest Grid

13.1 Identify Stakeholders -> T&T-> Stakeholder Analysis

13.1 Identify Stakeholders -> T&T-> Stakeholder Analysis

13.1 Identify Stakeholders -> T&T-> Stakeholder Analysis

13.1 Identify Stakeholders -> T&T-> Expert Judgment

Find out who your stakeholders are

13.1 Identify Stakeholders -> Outputs -> Stakeholder Register

13.2 Plan Stakeholder Management -> Definition

Is the 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.

This is the Plan Stakeholder Management process. Youve seen a lot of

planning processes now. Can you fill in the inputs for this one?

This is the Plan Stakeholder Management process. Youve seen a lot of

planning processes now. Can you fill in the inputs for this one?

This is the Plan Stakeholder Management process. Youve seen a lot of

planning processes now. Can you fill in the outputs for this one?

This is the Plan Stakeholder Management process. Youve seen a lot of

planning processes now. Can you fill in the outputs for this one?

13.2 Plan Stakeholder Management -> ITTO

Planning Process
Integration
Develop Project Management Plan
Scope
Plan Scope Management
Collect Requirements
Define Scope
Create WBS
Time
Plan Schedule Management
Define Activities
Sequence Activities
Estimate Activity Resources
Estimate Activity Duration
Develop Schedule
Cost
Plan Cost Management
Estimate Costs
Determine Budget
Quality
Plan Quality Management
Human Resource
Plan HR Management
Communications
Plan Communications Management
Risk
Plan Risk Management
Identify Risks
Perform Qualitative Risk Analysis
Perform Quantitative Risk Analysis
Plan Risk Responses
Procurement
Plan Procurement Management
Stakeholder
Plan Stakeholder Management

This is the process to establish mechanisms to engage stakeholders towards the

project success.
Key benefit of this process is to ensure the clear, actionable plan to interact with
project stakeholders to support projects interests.

Engaging stakeholders effectively to gain maximum support and key decisions at

critical points from stakeholders or group of stakeholders is essence of Plan
Stakeholder Management.
Stakeholder engagement is a continuous process to establish how the relationships
can be sustained, exploited and harnessed for the benefit of the success of the
project outcome.

13.2 Plan Stakeholder Mngt

-> T&T -> Expert Judgment

13.2 Plan Stakeholder Mngt

-> T&T -> Analytical Techniques

13.2 Plan Stakeholder Mngt-> Outputs-> Stakeholder MP

13.2 Plan Stakeholder Mngt-> Outputs-> Proj. Docs. updates

13.3 Manage Stakeholder Engagement -> Definition

Is the 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 throughout the project life cycle

It allows the project manager to increase support and minimize resistance

from stakeholders, significantly increasing the chances to achieve project
success

13.3 Manage Stakeholder Engagement

How engaged are your stakeholders?

Its not enough to know who your stakeholders areyou need to understand what
motivates them, and what it will take to make the project a success for each of them.
Thats where the Stakeholder Engagement Assessment matrix comes in.
Jeff and Charles sat down and worked to come up with one for their upcoming party.
Heres what it looked like:

Choose which engagement level applies in each situation.

Choose which engagement level applies in each situation.

There are NO dumb Questions

Managing stakeholder engagement means

clearing up misunderstandings
Sometimes a stakeholder you dont always talk to might have a good suggestion for
improvement that can help the whole team. Its also possible that there are some facts
about the project that the stakeholder hasnt considered, and you can help him to be
better informed. The key to success in Stakeholder Management is being inclusive, and
sharing information with everyone whos impacted by the projects outcome.

See if you can figure out what they do just from their names. Write down
a description for each of them, and then flip the page to see if youre
right.

See if you can figure out what they do just from their names. Write down
a description for each of them, and then flip the page to see if youre
right.

13.3 Manage Stakeholder Engagement -> ITTO

Executing Process
Integration
Direct and Manage Project Work
Scope
Time
Cost
Quality
Perform Quality Assurance
Human Resource
Acquire Project Team
Develop Project Team
Manage Project Team
Communications
Manage Communications
Risk
Procurement
Conduct Procurements
Stakeholder
Manage Stakeholder Engagement

It is the process of engaging the stakeholders

over the course of the project to gain their
support and increase the chances of meeting the
project objectives.

the potential achievements and upcoming

threats

Key benefit is it helps to increase the

stakeholder confidence levels and build their
support towards the project objectives while
minimizing their resistance levels during the
changes.

Continuous
communication
and
open
discussions with the stakeholders to ensure their
support towards the project objectives

Understand & resolve the potential concerns or

threats or risks that they foresee and provide
them required information at requested intervals

Activities to manage stakeholders engagement

involves:

Actively engaging stakeholders ensure the

project changes are smooth and appropriately
acted.

Engaging the stakeholders at the suitable stages

of discussions and keeping them informed about

13.3 Manage Stakeholder Engagement -> Inputs-> Stakeholder MP

13.3 Manage Stakeholder Engagement -> Inputs-> Comm. MP

13.3 Manage Stakeholder Engagement -> Inputs-> Change Log

13.3 Manage Stakeholder Engagement -> T&T-> Comm. Methods

13.3 Manage Stakeholder Engagement -> T&T->Interpersonal Skills

13.3 Manage Stakeholder Engagement -> T&T-> Management Skills

13.3 Manage Stakeholder Engagement -> Outputs -> Issue Log

13.3 Manage Stakeholder Engagement -> Outputs

13.4 Control Stakeholder Engagement -> Definition

Is the process of monitoring overall project stakeholder

relationships and adjusting 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

Control your stakeholders engagement

Your Tools to control engagement

13.4 Control Stakeholder Engagement -> ITTO

Monitoring & Controlling
Process
Integration
Monitor and Control Project Work
Perform Integrated Change Control
Scope
Validate Scope
Control Scope
Time
Control Schedule
Cost
Control Costs
Quality
Control Quality
Human Resource
Communications
Control Communications
Risk
Monitor & Control Risks
Procurement
Control Procurements
Stakeholder
Control Stakeholder Management

It is the process of effectively engaging stakeholders and managing stakeholder

relationships with adjusting the communication needs and stakeholder
relationships.
Adjusting the stakeholder management plan and strategy ensures the
stakeholders are rightly identified, their individual objectives and motivations
inclined towards the project are considered at all stages of the project
execution.
Individual stakeholders may be supportive, resistive, neutral during the
execution of the project. Project Management Team is responsible to identify
such intentions of the stakeholders and transition them towards the project
benefits.

13.4 Control Stakeholder Engagement -> Inputs -> Issue Log

13.4 Control Stakeholder Engagement -> Inputs -> WPD

13.4 Control Stakeholder Engagement -> Inputs -> Project Docs.

Now you can tell when you need to change the

way you deal with stakeholders

13.4 Control Stakeholder Engagement -> Outputs -> WPI

13.4 Control Stakeholder Engagement-> Outputs-> Change Request

13.4 Control Stakeholder Engagement-> Outputs-> OPA Updates

Especially your lessons learned.

There are always a lot of lessons to
be learned when youre working with
stakeholders to ensure project
success.

Question 1

Ismay, the sponsor of the Olympic-class project, meets with all of the
stakeholders on the project to ask for their support in an upcoming testing
event. Which engagement level is he displaying?

Unaware
Resistant
Supportive
Leading

Answer 1

Ismay, the sponsor of the Olympic-class project, meets with all of the
stakeholders on the project to ask for their support in an upcoming testing
event. Which engagement level is he displaying?

Unaware
Resistant
Supportive
Leading

Question 2
While managing the Olympic-class project, Thomas Andrews (PM) created a
stakeholder register and Stakeholder Management plan, and now the team is
working on the project. Hes been managing the work, and now hes looking at
the work performance data to keep his stakeholders informed of the status of the
project. He has discovered a change in the way his stakeholders look at the
budget for the project. Which of the following BEST describes the next thing he
should do?
Update the risk register to include any changes to risk strategy
Compare the work performance information against the time, cost,
and scope baselines and look for deviations
Create a change request and update the issue log and Cost
Management plan to reflect the approved change
Hold a status meeting

Answer 2
While managing the Olympic-class project, Thomas Andrews (PM) created a
stakeholder register and Stakeholder Management plan, and now the team is
working on the project. Hes been managing the work, and now hes looking at
the work performance data to keep his stakeholders informed of the status of the
project. He has discovered a change in the way his stakeholders look at the
budget for the project. Which of the following BEST describes the next thing he
should do?
Update the risk register to include any changes to risk strategy
Compare the work performance information against the time, cost,
and scope baselines and look for deviations
Create a change request and update the issue log and Cost
Management plan to reflect the approved change
Hold a status meeting

Question 3

Thomas Andrews (PM) has teams distributed in many different places.

One of the stakeholders in his project has asked that all formal
communications from the project be shared with all of the teams,
regardless of their location. This is an example of:

A stakeholder expectation
A stakeholder goal
A stakeholder requirement
Decoding communication

Answer 3

Thomas Andrews (PM) has teams distributed in many different places.

One of the stakeholders in his project has asked that all formal
communications from the project be shared with all of the teams,
regardless of their location. This is an example of:

A stakeholder expectation
A stakeholder goal
A stakeholder requirement
Decoding communication

Question 4

Which information is NOT included in the stakeholder register?

Stakeholder name and group

Stakeholder requirements
Stakeholder expectations
Stakeholder deliverables

Answer 4

Which information is NOT included in the stakeholder register?

Stakeholder name and group

Stakeholder requirements
Stakeholder expectations
Stakeholder deliverables