5 Stakeholder Engagement and Communication Management

Question 1

What does stakeholder analysis do?

Answer 1

• Enables PMs to identify a project’s key stakeholders, their interests in the project and the ways in which those interests affect project riskiness and viability.
• Supports stakeholder influence and engagement by identifying the views of the stakeholder towards the project.
• Provides an understanding of who project stakeholders are, their relationship to the project and their objectives which may impact the project.
• Enables the development of an appropriate engagement strategy appropriate form each stakeholder group.

Question 2

What is meant by: High Power, High Interest and Negative Attitude?

Answer 2

Where a project may need intensive engagement from the PM, and possibly the project sponsor or senior management team, to avoid any risk they might pose.

Question 3

What is meant by: High Power, High Interest and Positive Attitude?

Answer 3

Where a project may need to have regular engagement to maintain their support and commitment to the project so they can continue to champion the project and support the removal of any obstacles or risks.

Question 4

What is meant by: Low Power, High Interest and Positive Attitude?

Answer 4

Where a project may need regular engagement with sufficient information to keep them on side. Miscommunication or lack of can cause concerns within stakeholder groups which could lead to negativity towards the project, which could then cause challenges.

Question 5

What is meant by: High Power, Low Interest and Neutral Attitude?

Answer 5

Where a project will likely need to have regular engagement of specific information, common with regulatory bodies such as the Health and Safety Executive, where providing specific information is a regulatory requirement and keeps the stakeholder group neutral towards to the project?

Question 6

What is meant by: Low Power, Low Interest and Neutral Attitude?

Answer 6

Where the project is likely to need little engagement Provision of some information will be needed but this can be just a newsletter or similar. This will free up resources to focus on engagement with others with more power and interest.

Question 7

For stakeholder satisfaction, what is a key aim?

Answer 7

To ensure the highest possible satisfaction among stakeholders is achieved. It is impossible to please everyone.

Question 8

How can high levels of stakeholder satisfaction be achieved?

Answer 8

Assessing a stakeholders’ level of power or influence on the project and by understanding their level of interest in the project. A more in-depth assessment could also understand their attitude towards the project.

Question 9

What should be documented in the communication management plan?

Answer 9

How the PM and project team have decided to engage with the stakeholder.

Question 10

What should be tailored to stakeholder groups when it comes to communication?

Answer 10

• Frequency of communications
• Type of media used
• Level of information and detail provided

Question 11

What should be covered in the communication plan and engagement strategy?

Answer 11

• The particular message(s) to be communicated
• The person best placed in the project organisation to carry out the communication
• The most appropriate form of message, media or method that is likely to motivate/engage a stakeholder the most
• Frequency of communications
• Level of feedback that should be solicited or expected
• The barriers that can be proactively identified and acted upon prior to communication taking place
• The stakeholders which should/should not communicate with each other

Question 12

What are the benefits of a communication management plan?

Answer 12

• Enhances stakeholder engagement
• Identifies target audience
• Tailors communications according to individual preferences, and power/interest/attitude
• Ensures relevant information is provided to stakeholders
• Records the best method of communication for stakeholders, e.g. use of appropriate technology, opportunities for in-person meetings etc.
• Avoids misunderstandings/conflict
• Ensures a consistent approach to communication
• Assigns responsibilities for communications
• Provides a structured and systematic approach to communications
• Ensures project team understands requirements of communication

Question 13

What three things should be identified to enable more effective risk management?

Answer 13

• Negative stakeholders at risk
• Stakeholders who can support risk identification
• Risk mitigation actions

Question 14

What two things should be identified to improve communication planning?

Answer 14

1. Definition of necessary and relevant communications
2. Understanding of stakeholder key interests and requirements, i.e. time, cost, quality, scope, benefits

Question 15

What four things should be identified to enable effective engagement actions?

Answer 15

• Ensuring a productive team is formed
• Using and sustaining positive interest
• Minimising and reducing negative interest
• Building relationships, partnering with stakeholders

Question 16

What three things should be identified when wanting to increase the likelihood of a project being accepted?

Answer 16

• Matching the agreed scope with the outputs to ensure stakeholder acceptance and satisfaction
• Fulfilling stakeholder needs by ensuring these have been fully identified and understood as early as possible
• Reducing risk of misunderstanding through regular reporting and communicating of the intended project outputs

Question 17

What are useful communication methods?

Answer 17

• Written using words/symbols
• Electronics formats: be careful not to rely overly on one method, such as emails; the medium chose must be appropriate
• Verbal and face-to-face: consider the impact of body language (non-verbal signals)

Question 18

Why is it important to tailor communication?

Answer 18

• It is important to understand who the target audience is, the intended impact and the risks/potential unintended impact of the approach
• Cultural influences and language used should be considered
• Organisations will have communication norms which should be considered
• Communications should support timely governance procedures and approvals

Question 19

What are the six factors that can affect commmunication?

Answer 19

• Physical location/time zones
• Cultural diversity and language
• Skills and technical capabilities
• Physical environment
• Body language
• Personal circumstances and personality traits