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Ch 3&4
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Ch 3&4

Learn about the importance of project stakeholder management, identifying stakeholders, and planning stakeholder engagement strategies. Understand the risks of not managing stakeholders effectively.

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@ReemDerini
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Questions and Answers

What is NOT a reason for project disruption?

Effective communication

What is the primary goal of project stakeholder management processes?

Managing stakeholder engagement

Who is typically an internal project stakeholder?

Project sponsor

What is the main objective of monitoring stakeholder engagement?

<p>Adjusting plans and strategies for engaging stakeholders</p> Signup and view all the answers

What is NOT a project stakeholder management process?

<p>Project scheduling</p> Signup and view all the answers

Which of the following is an internal stakeholder?

<p>Top management</p> Signup and view all the answers

What is the purpose of identifying stakeholders?

<p>To determine the best ways to manage relationships with stakeholders</p> Signup and view all the answers

What is NOT a result of effective project stakeholder management?

<p>Project delays</p> Signup and view all the answers

Who is the project management tutor and skills coach mentioned in the text?

<p>Peter Gilliland</p> Signup and view all the answers

What is the purpose of a stakeholder register?

<p>To include basic information on stakeholders</p> Signup and view all the answers

Who are considered external project stakeholders?

<p>Customers, suppliers, and competitors</p> Signup and view all the answers

What should you do when a project sponsor asks for something unreasonable?

<p>Explain what is wrong with the request and propose a realistic solution</p> Signup and view all the answers

What is an essential aspect of stakeholder management?

<p>Developing a plan to manage stakeholders</p> Signup and view all the answers

What type of information is included in the assessment information section of a stakeholder register?

<p>Stakeholders' major requirements and expectations</p> Signup and view all the answers

Why should the stakeholder management plan not be part of the official project documents?

<p>It contains sensitive information that should not be shared with all stakeholders</p> Signup and view all the answers

Why is it important to focus on stakeholders with the most direct ties to a project?

<p>To prioritize stakeholders' requirements and expectations</p> Signup and view all the answers

What is an example of a stakeholder with a direct tie to a project?

<p>Key supplier</p> Signup and view all the answers

What is a key measure of project success?

<p>Customer/sponsor satisfaction</p> Signup and view all the answers

What is the purpose of an expectations management matrix?

<p>To help clarify expectations of project sponsors</p> Signup and view all the answers

How should you respond when a project sponsor asks for an unrealistic deadline?

<p>Explain the implications and propose a realistic deadline</p> Signup and view all the answers

What should a stakeholder management plan include?

<p>Current and desired engagement levels, interrelationships, and management strategies</p> Signup and view all the answers

Who should be involved in preparing the stakeholder management plan?

<p>Project managers and a few other team members</p> Signup and view all the answers

What is the importance of understanding stakeholders' expectations?

<p>It helps in managing stakeholder engagement</p> Signup and view all the answers

What tool is used to document, monitor, and track issues?

<p>Issue log</p> Signup and view all the answers

What can unresolved issues lead to?

<p>Conflict and unresolved stakeholder expectations</p> Signup and view all the answers

What else can issue logs address?

<p>Other knowledge areas as well</p> Signup and view all the answers

What is the purpose of the issue log shown in the example?

<p>To document, monitor, and track issues</p> Signup and view all the answers

What led to the establishment of the Major Projects Leadership Academy in Oxford, England?

<p>The failure of several high-profile projects in the U.K.</p> Signup and view all the answers

How many major project leaders are enrolled in the Major Projects Leadership Academy each year?

<p>100</p> Signup and view all the answers

What is the tenth knowledge area in the PMBOK Guide?

<p>Managing project stakeholders</p> Signup and view all the answers

What can assist in project stakeholder management, in addition to software?

<p>Social media</p> Signup and view all the answers

What is the primary focus of the Major Projects Leadership Academy?

<p>Improving project management skills</p> Signup and view all the answers

What is the primary goal of monitoring project communications?

<p>To identify and correct communication problems</p> Signup and view all the answers

What is an example of interactive communication?

<p>Holding a meeting with team members</p> Signup and view all the answers

Why is it essential to have a communication management plan?

<p>To ensure that project information is distributed to stakeholders in a timely manner</p> Signup and view all the answers

What is the purpose of a lessons-learned report?

<p>To identify areas for improvement</p> Signup and view all the answers

What is an example of a push communication method?

<p>Sending reports to stakeholders</p> Signup and view all the answers

Why is it essential to use collaborative tools effectively?

<p>To enhance project information sharing and collaboration</p> Signup and view all the answers

What is a key factor in improving project communications?

<p>Developing good communication skills</p> Signup and view all the answers

What is the purpose of a project status report?

<p>To document project progress</p> Signup and view all the answers

What is a benefit of using templates for project communications?

<p>Saving time and money</p> Signup and view all the answers

Why is it essential to consider cultural and language differences in global projects?

<p>To ensure effective communication among global team members</p> Signup and view all the answers

What is an important consideration when distributing information in an effective and timely manner?

<p>Document any changes in technical specifications that might affect product performance</p> Signup and view all the answers

Why is it crucial to put information in context, especially when communicating bad news?

<p>To know how the problem will affect the whole project and the organization</p> Signup and view all the answers

What happens to the complexity of communications as the number of people involved increases?

<p>It increases</p> Signup and view all the answers

What is the purpose of a communications management plan?

<p>To guide project communications</p> Signup and view all the answers

What is a key aspect of managing communications?

<p>Getting project information to the right people at the right time and in a useful format</p> Signup and view all the answers

What is the primary threat to many projects according to the text?

<p>A failure to communicate</p> Signup and view all the answers

How can technology facilitate the creation and distribution of information?

<p>By selecting the appropriate communication method and media</p> Signup and view all the answers

What is an important consideration when using technology to enhance creation and distribution?

<p>Selecting the appropriate communication method and media</p> Signup and view all the answers

How much time do project managers spend on communicating according to the text?

<p>90 percent of their time</p> Signup and view all the answers

What is important to consider when focusing on group and individual communication needs?

<p>The uniqueness of each team member</p> Signup and view all the answers

What is the formula to determine the number of communications channels?

<p>n(n-1)/2</p> Signup and view all the answers

What is the importance of understanding stakeholders' expectations?

<p>To understand stakeholders' needs</p> Signup and view all the answers

What should a communications management plan include?

<p>Stakeholder communications requirements, information to be communicated, and suggested methods or technologies</p> Signup and view all the answers

Why is it essential to have a stakeholder communications analysis?

<p>To understand stakeholder needs and develop a tailored communications plan</p> Signup and view all the answers

What is a key aspect of effective project communications?

<p>Distributing important information in an effective and timely manner</p> Signup and view all the answers

What should a project manager do when communicating with stakeholders?

<p>Seek to understand</p> Signup and view all the answers

What is the main goal of project communications management?

<p>To achieve project success</p> Signup and view all the answers

What is a crucial element of planning project communications?

<p>Creating a communications management plan</p> Signup and view all the answers

Study Notes

Importance of Project Stakeholder Management

  • Project stakeholder management involves identifying, planning, managing, and monitoring stakeholder engagement to meet their needs and expectations.

Project Stakeholder Management Processes

  • Identifying stakeholders: identifying everyone involved in the project or affected by it, and determining the best ways to manage relationships with them.
  • Planning stakeholder management: determining strategies to effectively engage stakeholders.
  • Managing stakeholder engagement: communicating and working with project stakeholders to satisfy their needs and expectations, resolving issues, and fostering engagement in project decisions and activities.
  • Monitoring stakeholder engagement: monitoring stakeholder relationships and adjusting plans and strategies for engaging stakeholders as needed.

Identifying Stakeholders

  • Internal project stakeholders: project sponsor, project team, support staff, internal customers, top management, other functional managers, and other project managers.
  • External project stakeholders: project customers (if external), competitors, suppliers, government officials, and concerned citizens.
  • Stakeholder register: includes basic information on stakeholders, such as identification, assessment, and classification information.
  • Focus on stakeholders with the most direct ties to the project.

Planning Stakeholder Management

  • Developing a plan for managing stakeholders after identifying and analyzing them.
  • The stakeholder management plan can include: current and desired engagement levels, interrelationships between stakeholders, communication requirements, potential management strategies, and methods for updating the plan.
  • The plan should not be part of the official project documents and should be prepared by only a few team members.

Managing Stakeholder Engagement

  • Project success is often measured in terms of customer/sponsor satisfaction.
  • Project sponsors often rank scope, time, and cost goals in order of importance and provide guidelines on how to balance the triple constraint.
  • Understanding stakeholders' expectations can help in managing issues.
  • Issues should be documented in an issue log, a tool used to document, monitor, and track issues that need resolution.

Issue Log

  • A tool used to document, monitor, and track issues that need resolution.
  • Includes information such as issue description, impact, date reported, reported by, assigned to, priority, due date, status, and comments.

Chapter Summary

  • Managing stakeholders is the tenth knowledge area in the PMBOK Guide.
  • Processes include identifying, planning, managing, and monitoring stakeholder engagement.
  • Several types of software can assist in project stakeholder management, and social media can also help in developing relationships with stakeholders.

Project Communications Management

  • Failure to communicate is often the greatest threat to project success, especially in IT projects.
  • Communication is the oil that keeps a project running smoothly.

Importance of Communication Skills

  • Soft skills, including communication skills, are essential for IT project management.
  • Good communication is critical to achieving project success.

Planning Project Communications

  • A communications management plan should be created for all projects to ensure good communications.
  • The plan should vary based on the needs of the project.

Elements of a Communications Management Plan

  • Stakeholder communications requirements
  • Information to be communicated, including format, content, and level of detail
  • Who will receive the information and who will produce it
  • Suggested methods or technologies for conveying the information
  • Frequency of communication
  • Escalation procedures for resolving issues
  • Revision procedures for updating the communications management plan
  • A glossary of common terminology

Managing Communications

  • Distributing project information through formal and informal methods
  • Managing communication technologies, media, and performance reporting
  • Creating and distributing project information, including technical specifications and status reports

Monitoring Communications

  • Assessing how well communications are working
  • Identifying and addressing problems with communications
  • Using expert judgment, project management information systems, data representation, interpersonal and team skills, and meetings to assess communications.

Running Effective Meetings

  • Guidelines to improve time spent at meetings
  • Determine if a meeting can be avoided
  • Define the purpose and intended outcome of the meeting
  • Determine who should attend the meeting
  • Provide an agenda to participants before the meeting
  • Prepare handouts and visual aids, and make logistical arrangements ahead of time
  • Run the meeting professionally
  • Set the ground rules for the meeting
  • Build relationships

Using Technology Effectively

  • Guidelines to use e-mail, instant messaging, texting, and collaborative tools effectively
  • Use meaningful subject lines and limit the content of emails to one main subject
  • Be clear and concise in emails
  • Reread emails before sending
  • Limit the number and size of email attachments
  • Delete emails that are not needed
  • Respond to emails quickly
  • File emails appropriately
  • Use collaborative tools effectively

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