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Chapter6-StakeholderAnalysisandCommunicationPlanning.pptxCONTEMPORARY PROJECT MANAGEMENT, 4E
Timothy J. Kloppenborg
Vittal Anantatmula
Kathryn N. Wells
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Stakeholder Analysis and Communication Planning
Chapter 6
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Chapter 6 Core Objectives:
List, describe, & prioritize project stakeholders
Describe each section of a project communication plan
Build a communication matrix
Develop strategies for stakeholder management
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Chapter 6 Behavioral Objectives:
Tell how to build project relationships & why they are important for communication
Develop a project communications management plan
Plan, conduct, & improve project meetings
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The Organizational Zoo
“The use of creative tools such as metaphor and reflective conversations is becoming more common and makes a significant contribution to success…”
www.organizationalzoo.com/profiler
Copyright Arthur Shelley 2013
Image artist John Szabo
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5
Identify Stakeholders
After charter is accepted, a good place to start detailed planning is with understanding who the stakeholders are and how to communicate with them
PM’s Stakeholder Responsibilities include:
Understanding the stakeholders
Building relationships with stakeholders
Developing a communications plan for dealing with stakeholders
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Identify Stakeholders
Multiple users with different—sometimes conflicting—requirements
May not know what they want
May not be the actual user
Unreasonable requests
Stakeholders other than the users
Find Stakeholders
Analyze stakeholders
Document stakeholders
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Find Stakeholders
Who will use or be affected by the result of a project?
Work on the project
Provide people or resources
Have their routines disrupted
Who will be positively or negatively impacted by the process of performing the project?
Are stakeholders internal or external?
Identify stakeholders –the process of determining the individuals and groups who might impact or be impacted by some aspect of the project.
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Examples of Project Stakeholders
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Breakout Session! Identifying Project Stakeholders
Use classic rules of brainstorming
List project processes and results stakeholders may be interested in
Combine stakeholder list into groups
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10
Analyze Stakeholders
Prioritize stakeholders
Stakeholder analysis – a stakeholder identification technique composed of gathering and evaluating information to determine whose interests should be emphasized throughout the project.
Power
INTEREST
INFLUENCE
Impact
Urgency
Legitimacy
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Analyze Stakeholders
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Success Criteria for Various Stakeholders
6.3
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Breakout Session! Analyze Project Stakeholders
Prioritize among your stakeholders to ensure the most important project needs are met
Refer to Exhibits 6.2 & 6.3
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Results of Find and Analyze Stakeholders
Set clear direction
Prioritize objectives
Recognize complex tradeoffs and consequences
Facilitate necessary decisions
Develop a shared sense of risk
Build a strong relationship with customers
Lead with an empowering style
Serve as good stewards of resources
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Document Stakeholders
Create a stakeholder register
Capitalize on stakeholder support
Mitigate impact of stakeholder resistance
Stakeholder register – a repository of information regarding all project stakeholders
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Project Stakeholder Register
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Plan Stakeholder Engagement
Create Stakeholder Engagement Assessment Matrix
Define how to engage & manage stakeholders throughout project lifecycle
This matrix is primary tool that comprises stakeholder management plan
Plan to Build Relationships with Stakeholders
PM & team should engage stakeholders throughout lifecycle of project and beyond
Team-building & involving key stakeholders is especially important during planning phase
Developing relationships to influence others is critical
© 2019 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.
Plan Stakeholder Engagement
© 2019 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.
Relationship Building with Stakeholders
“What is in it for me?”
Treat stakeholders as partners
Use core team relationship building activities
Foster respect and trust
Stakeholder engagement plan – a subsidiary component of the project management plan that defines how to effectively engage stakeholders in planning and performing the project based on the analysis of stakeholders’ needs, wants, and impacts.
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Manage & Monitor Stakeholder Engagement
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Manage Stakeholder Engagement
Share planning documents
Hold informal conversations
Follow the formal change control process
Understand stakeholder assumptions
Elaborate on analysis created for charter
Document expectations regarding project deliverables & have stakeholders verify them prior to project execution
Manage stakeholder engagement – process of the project team communicating and working with stakeholders to satisfy their needs (and desires, when possible), handle issues quickly, and encourage active stakeholder participation throughout.
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Monitor Stakeholder Engagement
Relationships
Communications
Lessons learned
Monitor stakeholder engagement – the process of engaging stakeholders and managing relations with them effectively.
Educated about their roles
Alerted about changes
Asked for early and continuous feedback
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Plan Communications Management
Purposes of a project communications management plan
PM must use effective communications to set & manage stakeholders’ expectations
Ensure that project work is completed properly
Communications plan considerations
Communications matrix
Knowledge management
Communications management plan – a living document and component of the
project management plan that considers stakeholders’ information desires and guides the project communications.
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Purposes of a Project Communications Plan
“Communication leads to cooperation,
which leads to coordination,
which leads to project harmony,
which leads to project success.”
Adedeji Badiru
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Project Communications Plan Considerations
Purpose—Project communications need to be:
Clear
Concise
Courteous
Consistent
Confidential
Compelling
Structures—use existing organizational forms & supplement where necessary
Methods—can be pushed, pulled, or interactive
Timing—can be routine, tied to project life cycle, or as needed
© 2019 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.
Project Communications Plan Considerations
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Communications Matrix
Who to learn from?
What to learn?
Who to share with?
What to know?
When to know it?
What communications method?
Who is responsible?
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Communications from Stakeholders
To authorize work
To determine requirements
To uncover and resolve issues
To receive feedback
Velocity, burn down charts, running tested features, earned business value
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Project Communications Matrix
© 2019 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.
Breakout Session! Project Communication Matrix
Begin a Communication Matrix for your project, using the columns found in Exhibit 6.9:
Stakeholder
Project Information Needs
Stakeholder Information Needs
Methods
Timing
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Knowledge Management
Capture and reuse knowledge developed
Create a lessons learned knowledge base
Facilitate a lessons learned session for the project
Knowledge—insights derived from information and experience…can be linked & compared to other information
Manage project knowledge—the process of using & developing knoledge to help improve both the current project and the capability of the organization
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Manage Communications
Determine project information needs
Need to be handled accurately, promptly, & effectively
Different stakeholder info needs at different stages of project
Establish Information Retrieval & Distribution System
Target communication only to people who need it
Use newer technologies if helpful, but don’t discard older methods without reason
Use communication management plan & matrix
Constantly ask yourself, “who needs to know what?”
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Project Meeting Management
Establish project plans
Conduct project activities
Verify progress
Make decisions
Accept deliverables
Close out projects
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Improving Project Meetings
Meetings are a process that can be studied & improved
Apply the plan-do-check-act (PDCA) model
Any process practiced repeatedly will improve over time
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PDCA Model Applied to Project Meetings
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Project Meeting Agenda Template
PLAN-
Well-run meetings require planning
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Project Meeting Minutes Template
DO
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Breakout Session! Project Meeting Management
Plan & execute a project meeting. Be prepared to share your agenda (Exhibit 6.11), meeting minutes (Exhibit 6.12), and include a short meeting evaluation (Exhibit 6.14)
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Issues Management
4 primary types of information captured in a project meeting:
Decisions made
New issues surfaced & old issues resolved
Action items agreed to
An evaluation of the meeting
Issue – a situation that requires a decision to be made, but one that cannot be made now (usually due to needing more information or more time)
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The Issues Log
All decisions made should be documented
Issues do not need to be resolved immediately, but they will need to be resolved in time
Important issues are added to the log
Ensures issues are not forgotten
Issues log – a living document in which new and ongoing issues are recorded and stored & resolved issues are removed
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Project Issues Log
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Action Items and Evaluation
Agile evaluations are called retrospectives
For each agreed upon action item, capture who will do it and when
Evaluate meetings with the plus (positives)—delta (change) template
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Summary
After charter approval—identify, prioritize, and document stakeholders
Plan, manage, and monitor stakeholder engagement—through and beyond project lifecycle
Plan & manage communications with a communications plan
Communications matrix
Managing and improving meetings
Managing and escalating issues
Capturing and using lessons learned
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PMBOK Exams
Tremendous overlap between Communications Management & Stakeholders Management (including recent changes—so make sure you are using most recent 6th edition of PMBOK to study!)
Besides developing Charter, only process in Initiating project phase is Identify Stakeholders
Main work of the next phase—the Planning Process Group—is creating the Project Management Plan.
PM plan is aggregate of plans from each of the ten knowledge areas and includes the Communications management plan & Stakeholders Management Plan
As always, be familiar with the inputs, tools & techniques, and outputs for each process
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Casa de Paz Development Project
The stakeholder priority matrix shown is a start and now we need to understand what each needs to share with us and learn from us.
This leads us to create a communications matrix.
We need to develop and use agendas, minutes, issues logs and meeting evaluations.
How would you facilitate Agile ceremonies such as stand-up meetings and retrospectives?
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Project Communication Planning for a Distributed Project
IT rollout of servers, clients, networking equipment & central data center
Need for revision of original communications plan
What finally saved the project?
PM IN ACTION
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