Program Stakeholder Engagement Flashcards
What is a stakeholder?
An individual, group, or org that may affect, be affected by, or perceive itself to be affected by a decision, activity, or outcome of a project, program, or portfolio.
How is stakeholder engagement often expressed?
As direct and indirect communication among the stakeholder and the program’s leaders and teams.
What are five other ways in addition to communications to engage stakeholders?
- Involve in goal setting
- Quality analysis review
- Negotiating objectives
- Agreeing on desired benefits
- Committing to resources and ongoing support
Why is stakeholder engagement at the program level challenging?
Some stakeholders view program benefits as change.
In moving to the organization’s desired future state, what is a key competency for each program manager?
Familiarity with organizational change management.
What is program stakeholder identification?
Systematically identify all key stakeholders (or groups) in the stakeholder register.
List seven items that comprise a stakeholder register.
- Name
- Org position
- Program role
- Support level
- Influence
- Communication preference
- Other characteristics
Why is the stakeholder register a dynamic document?
As program evolves, new stakeholders may emerge or interests of current groups may shift.
What is another name for the program steering committee?
Program Governance Board
What is a technique used to identify stakeholders across the program life cycle?
Brainstorming
What is a tool that leads to effective stakeholder engagement?
Stakeholder Register
What happens once the stakeholders are listed in the register?
Program manager will categorize them (to highlight difference in needs, expectations, or influence) and start analyzing.
What are four ways to obtain information from stakeholders?
- Historical info
- Individual interviews
- Focus groups
- Questionnaires/surveys (using open-ended questions)
What happens after stakeholder information is gathered?
A prioritized list of stakeholders is developed
What is the purpose of the stakeholder map?
Visually represent the interaction of all stakeholders’ current and desired support and influence.
How does the stakeholder map help the program team make decisions?
Show how and when to engage stakeholders taking into account interest, influence, involvement, interdependencies, and support levels.
What is another classification model to consider (other than stakeholder map)?
Power/Interest grid which represents the stakeholder’s level of authority and level of concern.
How can the program manager determine when to engage stakeholders at various times?
By using the stakeholder map. It shows which stakeholders need to be engaged throughout the program
What is stakeholder engagement planning?
Outlines how all program stakeholder will be engaged throughout the duration of the program.
To understand the program’s environment to best engage stakeholders, list five key documents to analyze.
- Stakeholder register
- Stakeholder map
- Organization’s strategic plan
- Program charter
- Program business case
What is the result of stakeholder engagement and planning?
The stakeholder Engagement Plan
What is the purpose of the stakeholder engagement plan?
Contains a detailed strategy for effective stakeholder engagement, based on current situation.
What are two areas covered in a stakeholder engagement plan?
Stakeholder engagement guidelines AND provides insight on how stakeholders are engaged in various components of program
What are three examples of metrics in a stakeholder engagement plan?
- Participation in meetings and other communication channels
- Degree of active/passive support or resistance
- Effectiveness of engagement to meet intended goals
What is program stakeholder engagement?
A continuous activity since stakeholders change during the program and their attitudes change when the program progresses and delivers benefits.
When are facilitated negotiation sessions needed?
On large program with diverse stakeholders, when their expectations conflict.
What are three primary metrics for stakeholder engagement?
- Positive contributions to benefits realization
- Stakeholder participation
- Communication frequency/rate with the program team
What are four items that should be logged concerning stakeholder engagement?
Meeting invitations, attendance, meeting minutes, and action items.
How can the use of an issue log help the program team in stakeholder engagement?
By documenting, prioritizing, and tracking issues, the program team can better understand stakeholder feedback
What is considered to be the ‘heart’ of stakeholder engagement?
Communication
What is the key to executing the program and delivering its benefits?
Communication
Why should a strategy be devised for each stakeholder listed in the register regarding communications?
To determine communication requirements such as what info should be communicated, including language, format, content, and level of detail.
Why should the program manager use a communications feedback loop?
To discuss program changes and an escalation process.
What should be done if stakeholders raise questions?
Their questions and the answers should be captured and published so multiple stakeholders benefit from the exchange.
