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Stakeholder Engagement Process to assess the effectiveness of the engagement Anand Subramaniam

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<ul><li>“If you miss the first buttonhole, you will not succeed in buttoning up your coat.” </li></ul><ul><ul><li>- Johann von Goethe </li></ul></ul>

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Highlights <ul><li>Stakeholder Relationship Management </li></ul><ul><li>Stakeholder Engagement – Overview </li></ul><ul><li>Stakeholder Engagement - Process </li></ul>

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Stakeholder Relationship Management

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SRM – Overview Presentation Focus Stakeholder Relationship Management Stakeholder Mapping Stakeholder Engagement Continuous Improvement Continuous Improvement

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SRM - Framework Stakeholder Analysis and Mapping Identify key stakeholders Define stakeholders concerns & issues Assess their level of commitment and resistance Communication Strategy and Planning Review methods to inform different groups including timing / frequency Use the communication plan and create continuous dialog with all stakeholders Obtain feedback and involvement Engagement Strategies and Techniques Techniques to involve the stakeholders in the design and implementation Continuous Assessment and Follow through Clarification of roles and responsibilities for SRM Validate & evaluate communication processes

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Stakeholder Engagement - Overview

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Understanding Stakeholders <ul><li>What motivates them? </li></ul><ul><li>Are they positive / negative? </li></ul><ul><li>Financial or emotional interest? </li></ul><ul><li>How do they want to receive information? </li></ul><ul><li>How do you manage the negative impacts? </li></ul><ul><li>What information do they have and do you have? </li></ul><ul><li>What are their current opinions, how are they influenced? Is it based on good information? </li></ul>

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Stakeholder Engagement Project Stages & Areas

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Steps in Engaging Stakeholders <ul><li>Identify important stakeholders and their interests </li></ul><ul><li>Assess the power and influence of stakeholders in relation to the project </li></ul><ul><li>Determine appropriate project response to each stakeholder / group </li></ul><ul><li>Plan which stakeholders will participate in the project cycle, when and how </li></ul><ul><li>Identify stakeholder risks </li></ul><ul><li>Develop strategy for building participation and stakeholder commitment. </li></ul>

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Why Engage <ul><li>Transparency </li></ul><ul><li>Better targeting </li></ul><ul><li>Better information </li></ul><ul><li>Improves risk management </li></ul><ul><li>Increases efficiencies and accountabilities </li></ul>

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Stakeholder Engagement - Process

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Stakeholder Engagement - Process Identify and assess stakeholders Develop engagement plan & techniques Implement engagement plan Assess the engagement process Respond to engagement results Measure and report progress Set engagement objectives Repeat process

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Engagement - Principles / Objectives <ul><li>Timely </li></ul><ul><li>Feedback </li></ul><ul><li>Resourcing </li></ul><ul><li>Independence </li></ul><ul><li>Clear objectives </li></ul><ul><li>Capacity to influence </li></ul>

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Stakeholder Engagement – Identify / Assess Identification/ Assessment Collabo-rative Rules Motivation Shared Interest Resources Legitimacy Competency Trans-parency Credibility Secure Expectation Cost Effectiveness

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Engagement – Assess Power / Interest

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Engagement - Planning to Implementation <ul><li>Identify the purpose </li></ul><ul><li>Ensure organisational buy-in </li></ul><ul><li>Resourcing – money and staff </li></ul><ul><li>Communication strategy </li></ul><ul><li>Check leading practice principles </li></ul><ul><li>Plan – implement – feedback </li></ul><ul><li>Understand the capacity of stakeholders to influence outcomes </li></ul><ul><li>Develop engagement strategies </li></ul>

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Engagement Results <ul><li>Artifacts collected </li></ul><ul><ul><li>Minutes from stakeholder agreement meetings </li></ul></ul><ul><ul><li>Review comments and approvals </li></ul></ul><ul><ul><li>Formal / informal review </li></ul></ul><ul><ul><li>Presentations / minutes / attendees </li></ul></ul><ul><ul><li>Training presentations / attendees </li></ul></ul><ul><li>Monitoring artifacts (attendance notes, emails to key stakeholders who missed meetings, etc.) </li></ul><ul><li>Status reports where critical issues exist </li></ul>

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Measure & Report Progress <ul><li>Cost effectiveness </li></ul><ul><li>Level of participation </li></ul><ul><li>Commitment to process </li></ul><ul><li>Efficiency of delivery of plan </li></ul><ul><li>Usefulness of the information </li></ul><ul><li>Changes in stakeholders’ views / perceptions </li></ul><ul><li>Extent to which they are being heard being and influence </li></ul>

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Engagement - Continuous Improvement Design Outcomes Goals Realised Degree of Involvement Overall Satisfaction Stakeholder Roles Stakeholder Engagement Process Engagement Evaluation Organi-sation

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Take Away.. <ul><li>Know who, your stakeholders are </li></ul><ul><li>Plan for their engagement and participation </li></ul><ul><li>Define and document stakeholder engagement process </li></ul><ul><li>Plan for artifact collection and analysis and use the artifacts to help track stakeholder engagement </li></ul><ul><li>Periodically assess the effectiveness of the stakeholder engagement plan </li></ul>

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<ul><li>“ Whenever you take a step forward, you are bound to disturb something.” </li></ul><ul><ul><li>- Indira Gandhi </li></ul></ul>

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<ul><li>Good Luck </li></ul><ul><li>http://www.linkedin.com/in/anandsubramaniam </li></ul>