PMI - Engaging Stakeholders (2021 Update) Flashcards
- recognize examples of stakeholders - distinguish between the tools and techniques you use for identifying stakeholders - distinguish between types of information included in a stakeholder register - determine appropriate strategies for engaging stakeholders identify methods to establish stakeholder relationships and expectations - identify methods to collect feedback you can use for managing stakeholder engagement - recognize the interpersonal and team skills you can use for managing stakehold
What is a stakeholder?
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.”
Examples of stakeholders
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.
Actively involved stakeholders - Definition
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.
Stakeholders with influence or power - Definition
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.
External stakeholders - Definition
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.
Tools and techniques used for ‘identifying stakeholders’
- expert judgement
- meetings
- gathering data
- data analysis
- data representation
Using ‘expert judgement’ to identifying stakeholders
Expert judgement is based on experience and knowledge. Use expert judgement, both your own and that of others with specialized training, experience, and knowledge.
Using ‘meetings’ to identifying stakeholders
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.
Using ‘gathering data’ to identifying stakeholders
Utilize the knowledge of others to help you identify your project stakeholders.
EG questionnaires and surveys and brainstorming.
Using ‘data analysis’ to identifying stakeholders
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.
Using ‘data representation’ to identifying stakeholders
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)
Stakeholder mapping
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
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
Classify Stakeholder
Classify stakeholder, common classification are their interest, rights, ownership, knowledge, and contribution to the project.
Stakeholder register
Identification information, assessment information and classification information
Stakeholder register - Identification information
Basic facts you’ll need to know in order to work and communicate with them
EG Name, position, contact details, role
Stakeholder register - Assessment information
Stakeholders’ key requirements and expectations. How to treat stakeholders to keep them satisfied and engaged with the project (notes).
Stakeholder register - classification information
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.
Tools and techniques used for ‘stakeholder engagement’
- expert judgement
- data gathering
- meetings
- data analysis
- decision making
- data representation
Stakeholder engagement plan - documents/lists the involvement and influence of your project stakeholders
Name the ‘levels of stakeholder engagement’
- Leading
- Supportive
- Neutral
- Resistant
- Unaware
Levels of stakeholder engagement ‘Leading’
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.
Levels of stakeholder engagement ‘Neutral’
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.
Levels of stakeholder engagement ‘Supportive’
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.
