UNIT 7 Exam Review 1 PDF

College of Business – BUSG 2002-2 Mcq/ matching onl,y PROJECT STAKEHOLDER & COMMUNICATIONS MANAGEMENT - UNIT 7...

College of Business – BUSG 2002-2 Mcq/ matching onl,y PROJECT STAKEHOLDER & COMMUNICATIONS MANAGEMENT - UNIT 7 1  STAKEHOLDER & COMM. MGMT TIED TOGETHER STAKEHOLDERS: Give Information about the project PM needs to understand their expectations of the project PM needs to understand their role PM needs to understand how they can influence and get involved in the project. COMMUNICATIONS MANAGEMENT: Core messages need to be distributed to the proper channels Need information & involvement from different Stakeholders Resolve Issues Create project advocates Manage project challengers 2  GETTING PROJECT SUPPORT FROM YOUR STAKEHOLDERS PM needs to understand who the project stakeholders are and their potential impact. What isPM theneeds Goaltoofengage the right stakeholders in project decisions and execution Stakeholder Management? PM needs to develop a good working relationship with the stakeholders. PM needs to manage the highest impact, highest influence stakeholders. Issues get resolved in timely manner. 3 STAKEHOLDER MANAGEMENT PROCESS IN PMBOK The order 4  PROJECT STAKEHOLDER MANAGEMENT PROCESSES Who are the stakeholders and what is the relationship 1. Identify Stakeholders they have with the project 2. Plan Stakeholder How and when are stakeholders going to be involved based on their needs, expectations, interests and Engagement potential impact on the project Process of communicating and working with stakeholders to meet their needs and expectations, 3. Manage Stakeholders address issues, and create appropriate stakeholder involvement 4. Monitor Stakeholder Monitoring your stakeholder relationships – ensuring that all is as per the set plan and amend as per the Engagement need 5  IDENTIFY THE STAKEHOLDERS A STAKEHOLDER A person or organization that is actively involved in the project, or whose interests may be positively or negatively affected by the execution or completion of the project Creating a Stakeholder Profiles Register is the 1st step in creating the Stakeholder Register 1. Who is the stakeholder? Can they be STAKEHOLDER PROFILE grouped with other stakeholders? Name: Fatima Ahmad Group: Almeera Customer 2. What is their responsibility on the project? Responsibilities: None Goals: Improve shopping experience by increasing variety of available goods 3. What do they want to get out from the Expectations: Being able to access shop when needed project? Concerns: Not being able to easily park for shopping, not being able to purchase all the regular items in weekly grocery shop 4. What do they expect will happen? 5. What are their concerns? 6 ANALYZING THE STAKEHOLDERS When analyzing your Stakeholders, you want to answer the following questions: Which stakeholders can significantly impact the project, either positively or negatively. What level of participation does the project need from each of them What are the stakeholder groupings and what are their main goals, expectations, and concerns related to the project. 7  STAKEHOLDER ANALYSIS “You can please some of the people all of the time, you can please all of the people some of the time, but you can’t please all of the people all of the time”. John Lydgate Stakeholder Analysis aims at understanding, categorizing the project’s stakeholders so that efforts in project communication are efficient and have the greatest impact. This is what you need to know about your stakeholders: How much power do they have in impacting project outcomes? How interested are they in project outcomes? How involved are they in the project, what is there influence level? 8  ANALYSIS TECHNIQUES – POWER/INTEREST GRID Matching 1. THE PLAYERS High High Power/High Interest Significant Stakeholders that deserve sustained 2. 1. management attention. Keep Manage Satisfied Closely 2. THE CONTEXT SETTERS High Power/Low Interest Can influence future context. Management should Power seek to raise awareness and develop a +ve interest 3. 3. THE SUBJECTS 4. Keep Low Power/High Interest Monitor Informed Management should encourage conditions to increase their power and convert them to Players or neutralize their –ve impact Low Low Interest High 4. THE CROWD Low Power/Low Interest Management should encourage conditions to increase their power and convert them to Players or neutralize their –ve impact 9 MANAGE STAKEHOLDER EXPECTATIONS – TOOLS & TECHNIQUES Effectively following the Communication Plan. Interpersonal Skills: Building Trust Resolving Conflict Active Listening Overcoming resistance to change Management Skills Presentation skills Negotiating Writing skills Public speaking 10 MANAGE STAKEHOLDER EXPECTATIONS OUTPUTS Review, Analyze, and Update: What are we learning, is the communication plan working? If not…update it. Do we need to change the scope to meet Stakeholder Expectations? Update Change Requests. Issues log update. Stakeholder Management strategy update. 11 Communication Management 12  PROJECT COMMUNICATION MANAGEMENT PROCESS 1. Plan The Communication What communication is required and how will it happen. The timely and appropriate collection, creation, distribution, 2. Manage The storage, retrieval, management, monitoring and disposition Communication of project information 3. Monitor & Control the Communicating and working with stakeholders on their Communication concerns as they happen 13  EFFECTIVE & EFFICIENT COMMUNICATION Effective Communication = Information provided in the right format at the right time to the right people with the right impact (desired result) Efficient Communication: Only when the information is needed 14  THE GOAL OF COMMUNICATIONS MANAGEMENT KEEPING STAKEHOLDERS ON THE SAME PAGE: 1. Project goals and objectives understood and clear. 2. Expectations are managed. 3. There is clarity on project roles & responsibilities. 4. Issues get resolved in a timely manner 15  THE ANATOMY OF COMMUNICATION – Managing the comm. The Communication Plan A basic communication plan includes what message, to whom, by whom, how will it be delivered, how frequently, and what response or result is desired. A comprehensive communication plan includes everything the basic plan has and: level of formality, push, pull, or interactive, and any sensitivities or cultural context that is important. 16 MONITORING & CONTROLLING THE COMMUNICATIONS This process ensures that the information needs of the project and its stakeholders are met. The benefit of this process is the optimal information flow as defined in the communications management plan and the stakeholder engagement plan. This process is an ongoing process throughout the project. 17