Week 8: Planning for Effective Engagement Flashcards
Stakeholder engagement planning process.
01- IDENTIFY (STAKEHOLDER REGISTER)
02 ANALYZE (COMPREHENSIVE UNDERSTANDING OF STAKEHOLDERS)
03 STRATEGIZE (ENGAGEMENT & COMMUNICATION PLAN)
04 ENGAGE (BUILDING RELATIONSHIPS TOWARDS A SUCCESSFUL PROJECT)
Strategize project stakeholders (Engagement & Communication Plan)
DETERMINING THE APPROPRIATE LEVELS & METHODS OF ENGAGEMENT
DETERMINING THE RELEVANT INFORMATION TO ISSUE EACH STAKEHOLDER
Stakeholder management plan outcome
WITH STAKEHOLDER REGISTER
& COMMUNICATION PLAN
Strategize: Activity Resources
STAKEHOLDER REGISTER - PRIORITIZE STAKEHOLDERS
PROJECT DOCUMENTATION
STAKEHOLDERS
Strategize: Task & Tools
TECHNICAL & CRITICAL THINKING SKILLS
COMMUNICATION SKILLS
SPECTRUM OF ENGAGEMENT - INTEGRATE INTO PLANS
Strategize Deliverables
STAKEHOLDER ENGAGEMENT PLAN
LIST SPECIFIC STAKEHOLDER KEY MESSAGES, METHODS AND FREQUENCY OF COMMUNICATION
Three questions to strategize:
WHAT IS THE KEY MESSAGE?
HOW IS THE MESSAGE TO BE ISSUED?
WHEN IS THE MESSAGE TO BE ISSUED?
Both needed for project success.
STAKEHOLDER ENGAGEMENT
STAKEHOLDER MANAGEMENT
Stakeholder engagement
RELATIONSHIP AND INFLUENCE
RESOURCES RISKS
Stakeholder Management
PROCESSES & ORGANIZATION
QUALITY SCOPE
Strategize steps with stakeholder engagement and stakeholder management.
CHANGE REQUIREMENTS
PLANNING
PROJECT CONTROL
PROJECT DELIVERY
BUSINESS VALUE
A stakeholder engagement plan:
IS DEVELOPED THROUGH THE PROCESSES IN THE STAKEHOLDER ENGAGEMENT PLANNING FRAMEWORK.
THE PURPOSE IS TO ENSURE EXPECTATIONS, DECISIONS, RISKS AND PROJECT PROGRESS INFORMATION IS DELIVER TO THE RIGHT PERSON AT THE RIGHT TIME, WITH THE MOST EFFICIENT AND EFFECTIVE LEVEL OF INFORMATION.
Steps for planning an external engagement guide.
STEP 1: UNDERSTAND THE LOCAL CONTEXT
STEP 2: IDENTIFY & ANALYZE YOUR STAKEHOLDERS
STEP 3: DETERMINE KEY MESSAGES
STEP 4: SELECT APPROPRIATE ENGAGEMENT CHANNELS
STEP 5: CREATE AN INTEGRATED IMPLEMENTATION PLAN
Guiding questions for stakeholder identification and analysis:
WHAT ARE THE VARIOUS INTERESTS OF STAKEHOLDERS AND WHAT INFLUENCE MIGHT THIS HAVE ON A PROJECT?
WHAT STAKEHOLDERS CAN BEST ASSIST WITH THE EARLY SCOPING OF ISSUES AND IMPACTS?
WHO IS CRITICAL TO ENGAGE WITH FIRST AND WHY?
WHO STRONGLY SUPPORTS OR OPPOSES THE CHANGES THAT A PROJECT WILL BRING AND WHY?
WHICH ARE THE DOMINANT INDUSTRIES COMMERCIAL AND RESIDENTIAL BUILDINGS NEAR PROPOSED PROJECT?
WHAT ARE THE POSSIBLE TRIGGERS AND MOTIVATIONS FOR THEM TO CONNECT TO A DISTRICT ENERGY SYSTEM?
HOW KNOWLEDGEABLE ARE THE POTENTIAL CUSTOMERS IN THESE MARKETS ABOUT DISTRICT ENERGY?
WHO ARE THE KEY DES SERVICE PROVIDERS AND HOW MAY THEY INFLUENCE DES PROJECTS?
WHAT COMMUNITY BASED OR NON-PROFIT ORGANIZATIONS MAY SUPPORT OR OPPOSE A DES PROJECT AND WHY?
Classifying stakeholders:
SUPPORTERS
OPPONENTS
UNDETERMINED
OBSERVERS
Prioritizing stakeholders: Y-Axis - Influence power of stakeholders / X-Axis - Interest of stakeholders
HIGH - LOW: MEET THEIR NEEDS
ENGAGE & CONSULT ON INTEREST AREA
TRY TO INCREASE LEVEL OF INTEREST
AIM TO MOVE INTO RIGHT HAND BOX (HIGH - HIGH)
HIGH - HIGH: KEY PLAYER
KEY PLAYERS FOCUS EFFORTS ON THIS GROUP
INVOLVE IN GOVERNANCE DECISION MAKING BODIES
ENGAGE & CONSULT REGULARLY
LOW-HIGH: SHOW CONSIDERATION
MAKE USE OF INTEREST THROUGH INVOLVEMENT IN LOW RISK AREAS
POTENTIAL SUPPORTER GOODWILL AMBASSADOR
LOW-LOW: LEAST IMPORTANT
INFORM VIA GENERAL COMMUNICATIONS (NEWSPAPERS, WEBSITES, MAIL SHOTS)
AIM TO MOVE INTO THE RIGHT HAND BOX (LOW-HIGH)
The purpose of the Communication Management Plan
TO FACILITATE A SUCCESSFUL PROJECT BY ENSURING THE INFORMATION NEEDS OF PROJECT STAKEHOLDERS ARE MET.
The Communication Plan
ONE OF MANY PROJECT DOCUMENTS TO BE READ AND INTERPRETED HOLISTICALLY TO HELP THE PROJECT TEAM DELIVER A SUCCESSFUL PROJECT BY FOCUSING ON COMMUNICATION.
Does not address project controls, financing , design, construction, or other management responsibilities.
THE PLAN
What is the key message (s) we need to send each stakeholder?
PRIORITIZE AND DEFINE RELEVANT INFORMATION.
ENSURE CONSISTENCY, CONTINUITY, AND ACCURACY.
OPPORTUNITY TO MITIGATE CHANGES.
MEASURE, TRACK, AND ACKNOWLEDGE SUCCESSES.
The main points of project information you want the stakeholder to understand.
KEY MESSAGE:
BRIEF SUMMARIES AND UPDATES THAT CLARIFY THE STATUS ON SPECIFIC ITEMS OF INTEREST.
ENOUGH INFORMATION TO SATISFY, BUT NOT TOO MUCH.
How to determine key messages?
CONSIDER A.I.M.
A - AUDIENCE - THE SPECIFIC STAKEHOLDER (S)
I - INTERESTS - WHAT IS THEIR INTERESTS?
M - MESSAGE
WHAT IS THE KEY MESSAGE?
WHAT IS THE BEST METHOD TO SEND THE MESSAGE?
WHEN & HOW OFTEN DO WE SEND THE MESSAGE?
Spectrum of stakeholder engagement (Pyramid)
BASE - INFORM
NEXT - CONSULT
NEXT - INVOLVE
APEX - COLLABORATE
Determining key messages:
CLEARLY DEFINE THE CONTENT OF THE KEY MESSAGE (S) FOR EACH STAKEHOLDER AS IT RELATES TO THEIR ‘STAKES’ IN THE PROJECT.
DEVELOP CONCISE RESPONSES THAT ADDRESS THEIR ‘STAKES’. ENOUGH INFORMATION, BUT NOT TOO MUCH!
