Project Stakeholders Management
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Questions and Answers

What is the ideal situation for project managers regarding team personnel?

  • Working with virtual teams exclusively
  • Employing ad hoc teams from different units
  • Utilizing part-time team members only
  • Assigning fully dedicated personnel (correct)

What is a critical factor for success in projects involving mergers or partnerships?

  • Establishing a mutually agreeable way of working (correct)
  • Limiting team members to internal resources only
  • Strictly adhering to previous project protocols
  • Focusing exclusively on operational tasks

Why is context-switching considered detrimental to project output?

  • It reduces efficiency and disrupts focus on tasks (correct)
  • It complicates project management and planning
  • It lowers team morale and increases absenteeism
  • It encourages collaboration across different units

What should a project manager do if they need support from resources assigned to other projects?

<p>Negotiate with the respective project managers (A)</p> Signup and view all the answers

What is essential for managing virtual team members effectively?

<p>Ensuring appropriate systems are in place for collaboration (B)</p> Signup and view all the answers

What is a potential source of project personnel in complex project situations?

<p>Team members from each participating organization (A)</p> Signup and view all the answers

How do virtual team members often collaborate on projects?

<p>Utilizing electronic Kanban boards for visualization (D)</p> Signup and view all the answers

What is a challenge for project managers in matrix organizations?

<p>Finding fully dedicated team members at all times (B)</p> Signup and view all the answers

What is the primary function of a Resource Histogram?

<p>To visually represent resource allocation (A)</p> Signup and view all the answers

Which chart is used to balance resource usage to avoid burnout?

<p>Resource Levelling Chart (C)</p> Signup and view all the answers

What does the Responsibility Assignment Matrix (RAM) primarily clarify?

<p>Tasks assigned to team members and their participation level (A)</p> Signup and view all the answers

Which of the following charts shows the breakdown of departments responsible for portions of a project?

<p>Organizational Breakdown Structure (A)</p> Signup and view all the answers

In which situation does under-utilization of resources typically lead?

<p>Loss of morale among humans resources (D)</p> Signup and view all the answers

What is the primary purpose of using a Resource Breakdown Structure (RBS)?

<p>To identify and categorize resources needed for a project (B)</p> Signup and view all the answers

What does the term 'RACI' in a Responsibility Assignment Matrix stand for?

<p>Responsible, Accountable, Consulted, Informed (D)</p> Signup and view all the answers

What does a Resource Calendar provide information about?

<p>Availability and timing for each resource (C)</p> Signup and view all the answers

What is a primary benefit of establishing ground rules in a project team?

<p>They clarify work distribution and responsibilities. (A)</p> Signup and view all the answers

What are project team members expected to demonstrate according to the code of ethics?

<p>Commitment to uphold values like fairness and integrity. (C)</p> Signup and view all the answers

Which of the following actions violates the organization's code of conduct?

<p>Engaging in nepotism or favoritism. (A)</p> Signup and view all the answers

What should team members do if they have conflicts or disagreements with colleagues?

<p>Approach the individuals involved directly. (D)</p> Signup and view all the answers

How does maintaining transparency contribute to the project environment?

<p>It fosters trust and collaboration. (C)</p> Signup and view all the answers

According to the content, which behavior is unacceptable in a project team?

<p>Demonstrating abusive behavior towards others. (D)</p> Signup and view all the answers

What is included in a Project Team Directory?

<p>A documented list of team members with their roles and responsibilities. (D)</p> Signup and view all the answers

What is the overarching goal of the code of ethics and professional conduct in a project?

<p>To ensure a harmonious and ethical project environment. (A)</p> Signup and view all the answers

What is the primary purpose of an issue log in project management?

<p>To capture and track negative risk events (A)</p> Signup and view all the answers

Which leadership style fosters environments of trust and creativity in project teams?

<p>Servant leadership (D)</p> Signup and view all the answers

How many front-end developers are needed for the project as indicated?

<p>4 (D)</p> Signup and view all the answers

What behavior should project leaders discourage to maintain a high-performing team?

<p>Indulging in negative rumors (C)</p> Signup and view all the answers

Which factor is crucial for a team's productivity without micromanagement?

<p>Establishing a social contract (B)</p> Signup and view all the answers

What is a key characteristic of high-performing teams?

<p>They are self-servicing and self-motivated (B)</p> Signup and view all the answers

What should project managers do to support inactive team members?

<p>Motivate them towards active commitment (A)</p> Signup and view all the answers

Which essential quality should leaders establish to help team members reach their potential?

<p>Close relationships and fact verification (C)</p> Signup and view all the answers

What is the primary purpose of conducting a knowledge-sharing workshop when a team member leaves a project?

<p>To transfer knowledge and experience gained on the project (A)</p> Signup and view all the answers

Which strategy is identified as the fastest method of knowledge transfer within teams?

<p>Skill training (D)</p> Signup and view all the answers

What role does mentorship play in a high-performing project team?

<p>It directs and guides less experienced resources (C)</p> Signup and view all the answers

Why is cultural sensitivity crucial in managing globally-distributed teams?

<p>It fosters understanding and collaboration among diverse team members (A)</p> Signup and view all the answers

What should project leaders do to enhance their effectiveness in multi-national projects?

<p>Devote time to studying other cultures (D)</p> Signup and view all the answers

What is a direct cost associated with maintaining a high-performing team?

<p>Cost of training team members (A)</p> Signup and view all the answers

Which method is essential for identifying gaps that require capacity-building in a team?

<p>Updating team records on new skills acquired (A)</p> Signup and view all the answers

How should project teams approach cultural diversity to ensure project success?

<p>By holding sessions to share different cultures (A)</p> Signup and view all the answers

What is a primary drawback of working in larger groups as indicated by social loafing?

<p>People may contribute less than they would alone. (B)</p> Signup and view all the answers

Which of the following best describes co-location in team environments?

<p>Teams sharing a single physical space to enhance collaboration. (D)</p> Signup and view all the answers

What is osmotic communication?

<p>Useful conversations overheard by team members. (D)</p> Signup and view all the answers

What is the main purpose of task boards in a co-located environment?

<p>To visualize and track task progress effectively. (D)</p> Signup and view all the answers

When should a new tool or method be integrated into a project's workflow?

<p>When a new tool better serves the team's needs. (B)</p> Signup and view all the answers

What action should be taken if a new tool is found to be significantly disruptive?

<p>Halt its use to allow for the establishment of guidelines. (C)</p> Signup and view all the answers

What is the main benefit of electronic Kanban boards in a hybrid work system?

<p>They allow remote members to collaborate efficiently from different locations. (A)</p> Signup and view all the answers

How should teams prepare for the introduction of new tools and technologies?

<p>By providing comprehensive training for all team members. (C)</p> Signup and view all the answers

Flashcards

Project Team Composition

How project teams are formed, including dedicated, ad hoc, or part-time members.

Dedicated Personnel

Team members who are fully committed to a project, working exclusively on it.

Matrix Organizations

Organizations where employees belong to multiple teams/projects simultaneously.

Resource Negotiation

The process of getting the necessary personnel by talking to their managers .

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Virtual Teams

Teams that work together remotely through technology.

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Remote Collaboration

Working together across different locations via electronic tools.

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Mergers/Partnerships/JV teams

Teams formed by combining resources/personnel from multiple organizations.

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Project Manager Responsibility

Ensuring team members are in suitable roles for maximum productivity.

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Ground Rules

Commonly agreed-upon guidelines that create order and structure in a project.

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Social Contract

A set of implicit or explicit agreements among team members that defines their responsibilities and expectations.

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Code of Ethics

A set of principles that define acceptable behaviour and responsibility within a project.

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Project Team Directory

A documented list of project members, their roles, and responsibilities.

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Work Distribution

Clear assignment of tasks and responsibilities to team members to promote a smooth workflow.

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Conflict Resolution

Addressing disagreements and disputes within a team by approaching those involved directly.

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Professional Conduct

Maintaining high standards of behaviour and adhering to codes of ethics.

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Transparency

Openness and honesty in communication; treating all team members fairly.

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Resource Calendar

A schedule that shows the availability of resources for tasks, their start and end dates, including on-time and off-time moments.

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Resource Histogram

A bar chart visualizing resource allocation by time unit, revealing if a resource is over or under-allocated.

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Resource Levelling Chart

A tool used to balance resource usage over time, ensuring resources are not overworked or underutilized.

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Responsibility Assignment Matrix (RAM)

A matrix that assigns tasks to team members and stakeholders to clarify their roles and involvement in project deliverables.

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RACI Chart

A type of RAM that defines responsibilities as: Responsible, Accountable, Consulted, and Informed.

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Organizational Breakdown Structure (OBS)

A chart showing which departments are responsible for specific project portions, helpful when involving different departments.

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Resource Breakdown Structure (RBS)

A breakdown of project resources by type or category, used during resource estimation.

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Bottom-Up Estimation

A technique used to estimate the types and quantities of resources needed to complete project work.

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Social Loafing

The tendency for individuals to exert less effort when working in a group compared to working alone.

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Co-located Teams

Teams that work from the same physical space, promoting collaboration and interaction.

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Osmotic Communication

The informal exchange of information through overheard conversations in co-located teams.

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Task Boards (Kanban Boards)

Visual tools used to track the progress of tasks, often displayed in a co-located environment.

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Electronic Kanban Boards

Digital versions of task boards used for remote team collaboration.

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Integrating New Tools

The process of incorporating new tools into a project's workflow.

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Disruptive Tools

Tools that negatively impact a team's workflow and require adjustments.

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Preparing for New Tools

Educating team members on upcoming tools and technologies to ensure a smooth transition.

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Issue Log

A document used to record, track, and manage issues that arise during a project. It details the issue, its priority, the responsible person, the target resolution date, and the resolution date and time.

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Servant Leadership

A leadership style where the leader prioritizes the needs of the team and helps them succeed by providing support, guidance, and empowerment.

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Psychological Safety

An environment where team members feel safe to express ideas, ask questions, and take risks without fear of negative consequences.

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Self-Servicing Teams

Teams that work effectively with minimal supervision, taking responsibility for their own tasks and decisions.

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Unverified Information

Information that has not been confirmed or validated through reliable sources.

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Discourage Negative Behaviors

Project leaders should identify and address behaviors that hinder team effectiveness.

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Active Commitment

Encouraging all team members to be actively involved and contribute to the project goals.

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Team Member Unresponsiveness

When a team member doesn't respond to communication or participate actively in the project.

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Knowledge Transfer

The process of sharing skills and experiences gained during a project with others, especially when a team member leaves.

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Mentorship

A relationship where an experienced team member guides and supports a less experienced team member.

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Skill Training

Providing team members with the knowledge and abilities needed to perform their project roles effectively.

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Cultural Sensitivity

The ability to recognize and respect the values and customs of different cultures within a global team.

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Global Collaboration

Working together across geographical borders and cultural boundaries on a project.

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Multi-Cultural Project Environment

A project team composed of individuals from diverse cultural backgrounds.

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Global Leadership

The ability to lead and manage teams effectively in an increasingly interconnected world, with a focus on understanding diverse cultures.

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Study Notes

Project Stakeholders

  • Stakeholders are crucial to any project, ranging from initiators to those who benefit from the deliverables.
  • Their involvement requires diverse management and engagement strategies for project success.
  • Working with people effectively requires understanding their emotions, motivations, and fundamental needs.
  • Project stakeholders can be individuals, groups, agencies, departments or organizations.
  • A stakeholder has an interest in the project, positively or negatively.
  • A stakeholder can influence the project, positively or negatively.
  • A stakeholder can be affected by the project or its outcome, positively or negatively.
  • A stakeholder benefits from the project.

Stakeholder Identification and the Stakeholder Register

  • The stakeholder register is a document updated throughout the project.
  • It details key stakeholders, their interests, involvement, interdependencies, influence and impact levels.
  • Stakeholders are regularly added or removed from the register as needed.

Stakeholder Analysis

  • Stakeholders require detailed information to manage expectations effectively.
  • The level of stakeholder interest and influence should be assessed.
  • Appropriate engagement strategies should be designed based on stakeholder analysis.

Aubrey Mendelow's Power/Interest Grid

  • The power/interest grid classifies stakeholders according to their power and interest levels.
  • High power, low interest: Keep satisfied, meet requirements.
  • High power, high interest: Manage closely, regularly engage.
  • Low power, high interest: Keep informed, maintain interest.
  • Low power, low interest: Monitor, can be informed using public media.

Salience Model by Mitchell, Agle and Wood

  • The salience model identifies three attributes to determine stakeholder importance:
    • Power: The ability to influence the project.
    • Legitimacy: Genuine involvement and ownership.
    • Urgency: The need for immediate attention.
  • The model uses a Venn diagram to categorize stakeholders based on the combinations of these attributes (e.g., dormant, discretionary, demanding, dominant, dangerous).

The Stakeholder Engagement Plan

  • The plan details strategies for engaging different stakeholder types.
  • It is informed by initial stakeholders, but should be reviewed and updated.
  • This plan coordinates with the Communications Management Plan.

Project Manager

  • Responsible for leading a team to achieve project objectives.
  • Key skills involve communication, managing resources, and aligning project work with organizational goals.

The Project Management Team

  • Supports the project manager, handling administrative, risk and quality tasks.
  • Helps manage project management domains and interdependencies to improve business value.

Project Team

  • Responsible for creating project deliverables.
  • Managed by resources and processes outlined in the resource management plan.
  • Can include individuals from functional areas or dedicated team members.
  • Should include all necessary teams.

Working with Virtual Teams

  • Project teams can include remote members working together.
  • Virtual tools like electronic Kanban boards and communication platforms are frequently used.

Forming, Storming, Norming, Performing, Adjourning

  • Teams progress through these stages in their development, from initial formation to completion.

Defining the Work Culture

  • A defined work culture is crucial for team harmony and establishing expectations.
  • A team charter outlines ground rules, norms, values, and the team's manifesto.

Ground Rules and Code of Ethics

  • Ground rules for a project ensure collaboration and harmony.
  • A code of ethics applies proper behavior and respect in a project environment.

Stakeholder Tools

  • Project Team Directory: A list of team members and their roles/responsibilities.
  • Resource Calendar: Shows resource availability for tasks.
  • Resource Histogram: A visual representation of resource allocation over time.
  • Resource Levelling Chart: Balances resource usage to avoid over/under utilization.
  • Responsibility Assignment Matrix (RAM): Specifies who is responsible for each task.

Hierarchical Charts

  • Used to communicate reporting relationships in projects.
  • An Organizational Breakdown Structure (OBS) maps tasks to departments.
  • A Resource Breakdown Structure (RBS) identifies and classifies resources.

Issue Log

  • A document that tracks issues, concerns and their resolutions.

Creating a High-Performing Team

  • Trust, self-awareness, and servant leadership create high-performing teams.
  • Leaders should address negative rumors promptly.

Knowledge Transfer, Coaching and Mentorship

  • Knowledge sharing is essential, especially on team member turnover.
  • Mentorship guides team members, increasing speed and productivity.

A Multi-Cultural Project Environment

  • Effective global projects require an understanding of multiple cultures.
  • Cultural sensitivity is key for successful collaboration.

Theories of Motivation

  • Maslow's Hierarchy of Needs: Physiological, safety, belonging, esteem and self-actualization needs motivate people.
  • Expectancy Theory: Performance depends on effort, reward and expectations.

Ouchi Theory Z

  • Stable employment, high productivity, and employee well-being are important.

Fringe Benefits and Perquisites (Perks)

  • Fringe benefits are non-wage compensation that supplements salary.

Team Performance Assessments

  • Essential for improved team effectiveness, communication, and collaboration.

Conflicts

  • Conflicts are natural, but should be managed effectively.
  • The 5 levels of conflict (problem to solve, disagreement, contest, crusade, world war) show escalation stages.
  • Conflicts can be resolved through face-to-face conversation, openness and transparency.

Conflict Management

  • Withdrawal/Avoiding: Avoiding the conflict.
  • Smoothing/Accommodating: One party concedes to satisfy the other.
  • Compromising/Reconciling: A mutual solution.
  • Forcing/Directing/Competing: One side forces their way.

Managing with Power and Influence

  • Using power and influence strategically supports project success.

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Project Stakeholders PDF

Description

This quiz explores the critical role of stakeholders in project management, highlighting their various types and influences. It emphasizes the importance of stakeholder identification and the use of a stakeholder register for project success.

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