Stakeholders and Project Management31272 Project Management and the ProfessionalCopyright ABN: 68680963540

Agenda Stakeholder IdentificationRole (and skills) of the Project ManagerStakeholder Analysis

Answer No! Projects can be a technical success and still be an organisational failure

(i.e. a well executed project that doesnt give the desired benefit)Question Are project management success and project success the same thing?Something to think about

Project Management PlanningAreas to Be PlannedSchwalbe (2009) p 8

Stakeholder ManagementWho/what are Stakeholders? Individuals, groups or organisations with a stake/claim in projects outcomeNot all Stakeholders will have the same objectives Different StakeholdersInternal to the Project TeamExternal to the Project Team but in the organisationExternal to the organisation

False BeliefsPeople want this change.Monday morning well turn on the system and theyll use it.A good training program will answer all of their questions and then theyll love it.Our people have been through a lot of change - whats one more change going to matter?We see the need for helping our people adjust, but we had to cut somethingThey have two choices: they can change or they can leave.

Results may be quite differentThe change may not occurPeople will comply for a time and then do things to get around the changeUsers will accept only a portion of the changeFull benefits of the project are never realised or are realised only after a great deal of time and resources have been expendedSometimes, simply delivering to the specification may not be enough. What if the specification is incomplete? Or wrong?

*Successful?

*Successful?

*Successful?

*Successful?

*Successful?

*Successful?

*Successful?

*Successful?

*Successful?

*Successful?

*Stakeholder Management

*Stakeholder Management

*Stakeholder Management

*Successful?

*Successful?

Role of the Project ManagerThe Project Manager must:Recognise different interests of stakeholders (whats in it for me?)Reconcile competing interests between stakeholdersContinually communicate with stakeholdersEnsure a continuing commitment from stakeholders

How these are done depends on type of project plus the people involved!

Role of the Project ManagerEthics, Social Responsibility, Privacy, Culture, EducationMedia, Public, Customers, Politicians,Unions, Employees Groups, Industry Bodies, Professional Organisations (AMA, IE..)Board of Directors, CEO, CFO, CTO, COO, CIO,Senior Management, Program Managers, Portfolio ManagersBusiness User Managers, Legal, Finance, Marketing, Distribution, SalesHR, IT Operations (Infrastructure), Support, Customer Service, TrainingProject Management Office, Steering CommitteesOutsourcers, Suppliers - product and servicesSystem Integrators, Component Partners, Family Team Leaders, Subject Matter ExpertsArchitects, Analysts, Budgeting, Contract ComplianceQuality Assurance, Systems Designers, Human Computer Interface ExpertsSystems Administrators, Database Administrators, Network EngineersProgrammers, Testers, Librarians, Documenters, Installers, TraineesContractors, Consultants, Users, Training, SecretarialProject Manager

10 most important competencies for PMsPeople skillsLeadershipListeningIntegrity, ethical behaviour, consistencyStrong at building trustVerbal communicationStrong at building teamsConflict management and resolutionCritical thinking, problem solvingUnderstands and is able to balance prioritiesCompetencies of the Project ManagerKrahn (2006)

ChecklistDevelop list of stakeholders with interest in the projectIdentify their type of interest in projectGauge their influence over projectDefine a role for each stakeholderIdentify an objective for each stakeholderIdentify strategies for each stakeholderDecide communication needs for each stakeholderStakeholder Analysis

Stakeholder Analysis Stakeholder Analysis ChartUsed for identification, assessment and prioritisation of involved parties Short comedy sketch on a stakeholder meeting: https://www.youtube.com/watch?v=BKorP55Aqvg

StakeholderInterestInfluenceRoleObjectiveStrategy

Stakeholder PrioritisationInterestPower Keep Informed

Manage CloselyMonitor

(minimum effort)Keep SatisfiedThe Power/Interest GridLow High Low High

The Project Communications PlanStakeholder Communication

ReceivingStakeholderReport Type RequiredTime DueProducer NameDelivery Format

Is stakeholder engagement the same as stakeholder management ?A Question AnswerEngagement seeks to build rapport/understanding between stakeholders as a basis for common decision making (= relationship); Management seeks to establish specific deliverables and expectations then actively plans/executes towards those outcomes (= realisation)

Summary Stakeholder IdentificationRole (and skills) of the Project ManagerStakeholder Analysis

YouTube clips on Power/Influence:

https://www.youtube.com/watch?v=fbUM12IiGms&spfreload=10

http://www.bing.com/videos/search?q=Stakeholder+Management+Matrix&Form=VQFRVP#view=detail&mid=5E2F3998C4414712D2F55E2F3998C4414712D2F5

Quick QuizWhat is the difference between project success and project management success?What is meant when we call someone a project stakeholder? Give an example of:A project internal stakeholderA project external stakeholderGive a specific example of what may occur when the objectives for project stakeholders are misunderstood or not managed well.Is it more important for a project manager to have technical skills or human relations skills? Why?What project benefit is there in creating a stakeholder analysis chart?What column headings should be on a stakeholder analysis chart?What is the difference between stakeholder engagement and stakeholder management? Which is more important to a project?

McElroy , B. and Mills, C. (2003), Managing Stakeholders. In: R.J. Turner, Editor, People in Project Management, Gower, Aldershot (2003), pp. 99118.

Marchewka, J.T. (2012), Information Technology Project Management, 4th ed., John Wiley & Sons, Hoboken, NJ.

Krahn, J. (2006), Effective Project Leadership: A Combination of Project Manager Skills and Competencies in Context, PMI Research Conference Proceedings, July.

Schwalbe, K. (2009) An Introduction to Project Management, 2nd ed., Thomson Course Technology, Boston.

References

*Planning is important to prevent the project getting sidetracked. Plans must be realistic and useful.

****************Someone's position on the grid shows you the actions you have to take with them:High power, interested people: these are the people you must fully engage with, and make the greatest efforts to satisfy.High power, less interested people: put enough work in with these people to keep them satisfied, but not so much that they become bored with your message.Low power, interested people: keep these people adequately informed, and talk to them to ensure that no major issues are arising. These people can often be very helpful with the detail of your project.Low power, less interested people: again, monitor these people, but do not bore them with excessive communication.Stakeholder engagement - Different to Stakeholder Management in that the engagement does not seek to develop the project/business requirements, solution or problem creation, or establishing roles and responsibilities. It is primarily focused at getting to know and understand each other at the Executive level. Engagement is the opportunity to discuss and agree expectations of communication and, primarily, agree a set of Values and Principles that all stakeholders will abide by.***