Stakeholder and communication management

Question 1

Where housed?

Answer 1

Stakeholder engagement to be embedded in PMP and communication plan

Question 2

Stakeholder engagement process

Answer 2

1. Identification (both positive and negative, may need to ask around). 2. Analysis (use stakeholder analysis to identify influential stakeholders and their interests) Help understand relationship between stakeholder and how their aims may impact project 3. Planning (make a stakeholder management plan, key set of data inc. view on project, preferred communication methods.. strategies may be different. 4. Make sure it’s gone to plan (engage stakeholders to gain feedback, use stakeholder analysis grid again to reassess attitude and position. 5. Determine trends of PM effectiveness

Question 3

Stakeholder analysis

Answer 3

High power and interest, partner with them as they can determine project success - regular communications to keep engaged . Low power and interest contact (send them plan) provide ad hoc communication so not ignored. High power low interest inform (keep in loop and engaged) actively engage to keep on side and supportive Low power high interest (keep them informed to avoid any confusion.)

Question 4

What is in the plan

Answer 4

Messsage to be communicated, person who is communicating, format, fequency, feedback level, who should be speaking to each other

Question 4

Communication plan and analysis

Answer 4

1. Informs who stakeholders are and power.interest, can see how to deal with them appropriately.Tailor plan to enable effecitive engagement 2. Provide background to stakeholders ability to help or hinder project. 3 Understand their influence and motivations, tailor communication to build trust and rapport. 4. Best channels, frequency and level of detail for communicating project updates can be determined

Question 5

What in plan

Answer 5

Message to be communicated, person communicating, format, frequency, feedback level expected, who shouldn’t be talking to each other

Question 6

How to decide which channel to use

Answer 6

Consider, target audience, intended impact, risks, cultural influences, org communication norms, accessibility and inclusion. Nature of audience,costs (face-toface is expensive.) add into scope and budget. When? Periodic reports regular team meetings. How formal, informal, written, verbal

Question 7

Benefits of comm plan

Answer 7

1. Preferred methods of comms recorded so approached consistently. 2; enhances stakeholder engagement. 3. Everyone gets consistent messages, removing doubt and confusion. 4. Costs of different meetings etc included in budget and justifiable. 5. Key stakeholders identified and their wants and needs incorporated, avoiding miscommunication

Question 8

What if expectations not managed?

Answer 8

1. Don’t fully understand requirements of stakeholders. 2. Don’t have their perspectives so could miss risks and benefits. 3. Lack of engagement on negative side, can delay and prevent progress/project. 4. Benefits not fully understood by stakeholders who will be recipients. 5. Don’t know who is key internally, cannot acknowledge success of project

Question 9

Managing skateboarder expectations benefits

Answer 9

1. More effective risk management (establish risk mitigation actions, seeing negative stakeholders). 2. Improved comms planning (define what is necessary and relevant and understand their interests. 3. Enabling effective engagement actions (building relationships, using positive interest) get their buy in and trust 4. Increased likelihood of success (fulfilling needs bc they have been identified, reducing misunderstandings through regular comms) match scope with outputs so stakeholders accepts and are satisfied

Question 10

Communication methods

Answer 10

1. Intereactive. Face-to-face for critical decisions. 2. Virtual, same but overcoming issues of distance. 3. Emails for regular comms and audit trail. 4. Messaging platforms for instant comms and real time collaboration. Social media for large external audiences and 5. Dashboards for real time tracking of project status

Question 11

Tailoring messaging

Answer 11

1. Consider language barriers. 2. Look at org norms, jargon usage.

Question 12

Positive factors that impact communication

Answer 12

1. Clearly defined roles and responsibilities, dedicated meeting space for focus, stable/reliable tech for virtual comms, a focus on team wellbeing, universal understanding (no jargon), active listening.

Question 13

Negative factors that impact communication

Answer 13

Unstable, unreliable tech for virtual, difference of opinions, individuals level of stress, overuse of business jargon. Difference in skills, technical capability