PMI - Engaging Stakeholders (2021 Update)

Question 1

What is a stakeholder?

Answer 1

A stakeholder “is an individual, group, or organization, who may affect, be affected by, or perceive itself to be affected by a decision, activity, or outcome of a project.”

Question 2

Examples of stakeholders

Answer 2

Customers, suppliers, or members of the performing organization. Who are either actively involved in the project, or whose interest may be positively or negatively affected by the project.

Question 3

Actively involved stakeholders - Definition

Answer 3

Active stakeholders make choices that affect how project work is done. They may be part of the organization. EG project team members, customers, experts and consultants and operational stakeholders.

Question 4

Stakeholders with influence or power - Definition

Answer 4

Known as a decision makers. Less involved in the day to day project work, but still have the ability to make decision that influence project success or failure. EG organization’s board of directors, functional managers and project sponsor. Customers can also be decision makers, when their approval is require.

Question 5

External stakeholders - Definition

Answer 5

Is an entity from outside the project who has an interest in the project success or failure, such as members of the public. External stakeholders may be supportive, neutral, or even hostile.
EG Local communities, labor or government organizations and lobby or special interest groups.

Question 6

Tools and techniques used for ‘identifying stakeholders’

Answer 6

• expert judgement
• meetings
• gathering data
• data analysis
• data representation

Question 7

Using ‘expert judgement’ to identifying stakeholders

Answer 7

Expert judgement is based on experience and knowledge. Use expert judgement, both your own and that of others with specialized training, experience, and knowledge.

Question 8

Using ‘meetings’ to identifying stakeholders

Answer 8

It goes along with expert judgement, you will consult with a group of experts for efficiency’s sake. Use facilitation workshops, guided discussions with a small group, or virtual groups for your meetings.

Question 9

Using ‘gathering data’ to identifying stakeholders

Answer 9

Utilize the knowledge of others to help you identify your project stakeholders.
EG questionnaires and surveys and brainstorming.

Question 10

Using ‘data analysis’ to identifying stakeholders

Answer 10

Helps refine the data you’ve gathered into more useful information about your stakeholders. Classify stakeholder, common classification are their interest, rights, ownership, knowledge, and contribution to the project.
EG stakeholder analysis and document analysis.

Question 11

Using ‘data representation’ to identifying stakeholders

Answer 11

Use data representation to formalize the data you’ve gathered and analyzed into a useful, understandable, and relevant format.
EG stakeholder mapping (helps you assign an importance level to each stakeholder)

Question 12

Stakeholder mapping

Answer 12

Helps you assign an importance level to each stakeholder.
EG Cube method, a salience model, or a directions of influence classification method, two-by-two grid model

Question 13

Answer 13

Stakeholder mapping - two-by-two grid model.
Each stakeholder is mapped to a quadrant of the grid. The rankings are based on the project manager’s analysis of two different, qualities that pertain to the project. EG Power and interest, power and influence, and impact and influence

Question 14

Classify Stakeholder

Answer 14

Classify stakeholder, common classification are their interest, rights, ownership, knowledge, and contribution to the project.

Question 15

Answer 15

Stakeholder register
Identification information, assessment information and classification information

Question 16

Stakeholder register - Identification information

Answer 16

Basic facts you’ll need to know in order to work and communicate with them
EG Name, position, contact details, role

Question 17

Stakeholder register - Assessment information

Answer 17

Stakeholders’ key requirements and expectations. How to treat stakeholders to keep them satisfied and engaged with the project (notes).

Question 18

Stakeholder register - classification information

Answer 18

And classification information is a rating based on your analysis of the stakeholder’s importance or impact. Help you prioritize key stakeholders. Anyone in a decision-making or management role, who has the power to influence project outcomes and objectives.

Question 19

Tools and techniques used for ‘stakeholder engagement’

Answer 19

• expert judgement
• data gathering
• meetings
• data analysis
• decision making
• data representation

Question 20

Answer 20

Stakeholder engagement plan - documents/lists the involvement and influence of your project stakeholders

Question 21

Name the ‘levels of stakeholder engagement’

Answer 21

• Leading
• Supportive
• Neutral
• Resistant
• Unaware

Question 22

Levels of stakeholder engagement ‘Leading’

Answer 22

Are highly aware and informed about the project, have a high level of influence, and are very involved in seeing the project meet its objectives.

Question 23

Levels of stakeholder engagement ‘Neutral’

Answer 23

Neither agree or disagree with project. Some neutral stakeholders are indifferent to project when they should be leading or supportive. For others, the neutral state is appropriate. For example, inspectors, union representatives, and licensing bodies may be involved in the project only to ensure external rules and regulations are met, regardless of the project outcome.

Question 24

Levels of stakeholder engagement ‘Supportive’

Answer 24

Are well informed about the project. Often no formal commitment has been made, they understand their expected contribution to achieving objectives and are willing to provide it.

Question 25

Levels of stakeholder engagement ‘Resistant’

Answer 25

Are aware of the project and its purpose and goals, and feel negatively. Often prefer the project work not go head at all and may take action to prevent progress. Resistant stakeholders with high power are the highest threat to project success.

Question 26

Levels of stakeholder engagement ‘Unaware’

Answer 26

Lack the capacity to become engaged because they haven’t been informed about the project. Decide whether to engage unaware stakeholders and, if so, when the best time is to get their support.

Question 27

Engaging stakeholders at the most appropriate level…

Answer 27

…increases the likelihood of the project meeting its goals and objectives, because it limits disruptions from unsatisfied stakeholders and increases the probability of project acceptance.
Talk to the right people in the right way to keep or get them on side.

Question 28

Tools and techniques used for appropriate strategies for ‘engaging stakeholders’

Answer 28

• Expert judgement
• Data gathering (benchmarking, stakeholder analysis results with other projects)
• Meetings
• Data analysis (assumption and constraint analysis, root cause analysis, and SWOT analysis)
• Decision making techniques (prioritization and ranking, stakeholders and requirements)
• Data representation

Question 29

Stakeholder root cause analysis

Answer 29

identify the driving factors of a stakeholder’s support of a project in order to determine the best engagement strategy based on their needs

Question 30

Answer 30

A stakeholder engagement assessment matrix.
Six columns headers: Stakeholder, Leading, Supportive, Neutral, Resistant, and Unaware
Classify stakeholders based on their level of engagement. Identify their current and ideal engagement levels, and identify strategies to address that gap between.

Question 31

Strategy for Stakeholder engagement level - Unaware

Answer 31

Create awareness of the project and its objectives. Increase their level of engagement by sharing newsletters, media releases, project updates, and other information assets. Make personal contact if needed, and communicate with them about their responsibilities and what they can do to support the project.

Question 32

Strategy for Stakeholder engagement level - Resistant

Answer 32

Develop a degree of understanding between the two of you. Point out common ground when you communicate with them, highlighting mutual benefits. Use consultation, feedback, and friendly debate as engagement techniques. For resistant ‘key stakeholders’, find areas for compromise and concession to allay their concerns and engage them positively with project objectives. Don’t dictate terms or solutions or you may alienate them.

Question 33

Strategy for Stakeholder engagement level - Neutral

Answer 33

Share good news and positive results, but tailor communication to the level and style expected by the stakeholder. Don’t be overly attentive or pushy, as this approach could stimulate resistance.

Question 34

Strategy for Stakeholder engagement level - Supportive

Answer 34

Get commitment. Make sure to involve these stakeholders, and make sure they’re aware of what their contribution and commitment to the project should be. Give them feedback on performance, share confidences, and ask their opinions. Make sure to show your appreciation for these stakeholders’ opinions and contributions to achieving objectives.

Question 35

Strategy for Stakeholder engagement level - Leading

Answer 35

Develop and maintain alliances. Make sure to use early involvement to get and keep them engaged. Meet or make contact with them on a regular basis. Foster collaborative partnerships, use collective problem solving, and make public acknowledgements of their successes.

Question 36

Methods to establish used for ‘relationships and expectations’

Answer 36

• Expert judgment
• Meetings
• setting expectations
• setting ground rules
• communication skills
• interpersonal and team skills
• conversations, which can be formal or informal, discussions about issues
• progress reports
• surveys