Stakeholder Communications PDF

CONSTRUCTION PROJECT COMMUNICATIONS MANAGING STAKEHOLDER COMMUNICATIONS Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course....

CONSTRUCTION PROJECT COMMUNICATIONS MANAGING STAKEHOLDER COMMUNICATIONS Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 1 “The world hates change, yet it is the only thing that has brought progress.” — Charles Kettering Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 2 Objectives How to identify and assess How to apply approaches to stakeholders and establish overcome resistance and secure an effective support through improved communication strategy stakeholder management Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 3 Stakeholder Management The Process of Maintaining Good Relationships with the People Who Are Connected to Your Project Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 4 Two Primary Objectives Improving the Overcoming resistance performance of to change your project team Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 5 Improving the Performance of Your Project Team Lack of communication or poor communication across the team decreases trust among the project members, which directly affects the results of the project. Solid relationships based on trust and commitment help remove occasional conflicts and improve the performance of the team. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 6 Overcoming Resistance to Change Effective communication creates positive relationships, generates a cooperative environment, and maintains trust—all of which placate potential resistance to change. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 7 Who Were Your Key Stakeholders? Take a moment to consider each stakeholder in a recent project and write down their role in the project. 11 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 8 Whom Did You List? Client Designer Contractor Government WOW YOU! Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 9 Problems Arising from Poor Stakeholder Management Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 10 Pain Points Conflict and distrust Misunderstandings Delay in information Miscommunication between important stakeholders Lack of a single point of contact 104 Lack of trust among stakeholders Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 11 Pain Points Conflict and distrust Misunderstandings Conflict and distrust can be among the biggest pain points project managers experience. Delay in information Effective communication results in fewer conflicts. Miscommunication between important stakeholders Impact can be mitigated through discussions and mediation. Lack of a single point of contact Lack of trust among stakeholders Copyright ©2024 Project Management Institute, Inc. All rights reserved. 12 This material is being provided as part of a PMI course. Pain Points Conflict and distrust Misunderstandings Information can become distorted. Delay in information Your communication needs to be clear and concise. Miscommunication between important stakeholders Avoid being vague. Lack of a single point of contact Lack of trust among stakeholders Copyright ©2024 Project Management Institute, Inc. All rights reserved. 13 This material is being provided as part of a PMI course. Pain Points Conflict and distrust Misunderstandings Ineffective stakeholder management can lead to delays in communicating important and Delay in information relevant information. Miscommunication between Design and deliver clear and important stakeholders regular reporting practices. Lack of a single point of contact Lack of trust among stakeholders Copyright ©2024 Project Management Institute, Inc. All rights reserved. 14 This material is being provided as part of a PMI course. Pain Points Conflict and distrust Misunderstandings A rigorous reporting structure and correct governance will Delay in information ensure there is no miscommunication. Miscommunication between Establish detailed roles and important stakeholders responsibilities. Lack of a single point of contact Lack of trust among stakeholders Copyright ©2024 Project Management Institute, Inc. All rights reserved. 15 This material is being provided as part of a PMI course. Pain Points Conflict and distrust Misunderstandings Establish a single point of Delay in information contact at the beginning of the project. Miscommunication between Lack of a senior responsible important stakeholders owner will result in miscommunication and project delays. Lack of a single point of contact Lack of trust among stakeholders Copyright ©2024 Project Management Institute, Inc. All rights reserved. 16 This material is being provided as part of a PMI course. Pain Points Conflict and distrust Misunderstandings Trust goes right down the line Delay in information from senior management to site laborers. Miscommunication between Without trust, there can be a important stakeholders sense of ambiguity which can cause delays. Lack of a single point of contact Lack of trust among Copyright ©2024 Project Management Institute, Inc. All rights reserved. stakeholders This material is being provided as part of a PMI course. 17 Signature Bridge, New Delhi, India Started off as a low to medium risk project. Due to poor risk and stakeholder management, it ended up being a high- risk project. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This Copyright material ©2024 is being Project provided as Management part ofInc. Institute, a PMI All course. rights reserved. This material is being provided as part of a PMI course. 18 Key Insights Scope changes not managed correctly Lack of a single point of contact Scope changes Unplanned issues Contractual issues Supplier issues Copyright ©2024 Project Management Institute, Inc. All rights reserved. This Copyright material ©2024 is being Project provided as Management part ofInc. Institute, a PMI All course. rights reserved. This material is being provided as part of a PMI course. 19 Which Pain Points Did the Signature Bridge Project Experience? Conflict and Misunderstandings Delays in distrust information Miscommunication Lack of a single Lack of trust between important point of contact among stakeholders stakeholders Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 20 Assessing Stakeholders Using Stakeholder Matrices Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 21 Stakeholder Matrices Used to analyze project stakeholders and determine the necessary actions to align their goals with those of the project. 106 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 22 Power Interest Matrix Keep Manage Satisfied Closely Power Categorize the stakeholders who have increasing power and interest in Keep Monitor your project. Informed Two variables: Power on the y axis Interest on the x axis Interest Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 23 Stakeholder Analysis Matrix Process of assessing a system and potential changes to it as they relate to stakeholders Used to assess how the interests of stakeholders should be addressed Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 24 Stakeholder Engagement Assessment Matrix (SEAM) Rates stakeholders according to their level of support of the project C stands for “current” D stands for “desired” Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 25 Matrix Exercise: Keep Manage Avocet Island Satisfied Closely Shareholders Power Keep Monitor Informed Interest Read through the bios of the Avocet Island shareholders and rate each for their power and interest. 12 Place the stakeholders on the matrix. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 26 Return and Report Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 27 Monisha Klarewill Main Developer Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 28 Carson Rachelsen Free the Birds of Avocet Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 29 Francesco Gehri and Wright Francis Klarewell Development Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 30 Edison Lumos Track Lighting Team Lead Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 31 Helmut Schmidt Track Designer Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 32 Ernie Becklesten Head of WOW Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 33 Tyrell Chapman Pit Construction Company Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 34 Cody Bielbough SAFER Barriers, Inc. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 35 Building a Stakeholder Communication Plan A Six-Step, Closed-Loop Process Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 36 Stakeholder Management Model Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 37 Stakeholder Management Model: Step One Summarize each stakeholder’s status. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 38 Stakeholder Management Model: Step Two Decide what you want from each stakeholder. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 39 Stakeholder Management Model: Step Three Identify your key message to each stakeholder. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 40 Stakeholder Management Model: Step Four Identify your stakeholder communication approach. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 41 Stakeholder Management Model: Step Five Implement your stakeholder management plan. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 42 Stakeholder Management Model: Step Six Gather feedback from your stakeholders. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 43 Stakeholder Management 1. With your group, select a stakeholder from the list. Exercise: 2. Determine the level and type of communication that will be most effective for your stakeholder, based on your prior analysis. Avocet Island 3. Justify your responses and the conclusions you reached. Stakeholders 4. Prepare to reveal your findings to the class. 20 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 44 Return and Report Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 45 Overcoming Resistance to Change Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 46 Implementing Built Environment Projects Is a Difficult Task Resistance can be both internal from project stakeholders and external from public bodies, citizens, corporate entities, and other interested parties. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 47 Resistance to Change 80% 80 percent of Fortune 500 CIOs have cited resistance to change as a major reason for project failures. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 48 Five Common Causes of Resistance Lack of Lack of awareness of Knowledge and effective change objectives skill deficit communication Poor organizational Resource structure and poor constraints management Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 49 Reflect Which of these causes of resistance have you had to deal with on past projects? 21 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 50 Managing Resistance to Change Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 51 Managing Resistance to Change: Step One Begin with a process perspective. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 52 Managing PREVENTION Resistance to Change Step Two MANAGEMENT PROACTIVE MANAGEMENT REACTIVE Consider three avenues to manage stakeholder resistance. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 53 Managing Resistance to Change: Step Three Conduct anticipating resistance discussions or workshops. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 54 Managing Resistance to Change: Step Four Integrate resistance management throughout the project life cycle. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 55 Managing Resistance to Change: Step Five Build resistance management knowledge and skills. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 56 What Order Should These Be In? Consider three avenues to manage stakeholder resistance. Integrate resistance management throughout the project life cycle. Build resistance management knowledge and skills. Begin with a process perspective. Conduct “anticipating resistance” discussions or workshops. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 57 Wrapping Up Stakeholder Communications Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 58 Managing Stakeholder Communications Problems arising from poor stakeholder communication management Assessing stakeholders Building a stakeholder communication plan Overcoming resistance to change Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 59 Up Next: Active Listening Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 60