PMP Chap 13 - Project stakeholder management Overview
When working on a project, there are many people or organizations that are dependent on and/or are affected by the final product or output. These people are the stakeholders of a project.
Stakeholder management involves taking into consideration the different interests and values stakeholders have and addressing them during the duration of the project to ensure that all stakeholders are happy at the end.
This branch of management is important because it helps an organization to achieve its strategic objectives by involving both the external and internal environments and by creating a positive relationship with stakeholders through good management of their expectations.
Stakeholder management is also important because it helps identify positive existing relationships with stakeholders. These relationships can be converted to coalitions and partnerships, which go on to build trust and encourage collaboration among the stakeholders.
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PMP Chap 13 - Project stakeholder management Overview
1. By: Anand Bobade (nmbobade@gmail.com)
PMBOK Chap 13– Stakeholder Management
Identifying the people, groups, or organizations that could impact
or be impacted by the project, to analyze stakeholder expectations
and their impact on the project, and to develop appropriate
management strategies.
Initiating Planning Executing Monitoring &
Controlling
Closing
Identify
Stakeholders
Plan Stakeholder
Management
Manage
Stakeholder
Engagement
Control
Stakeholder
Engagement
The conventional definition of management is getting work done through people,
but real management is developing people through work.
Detailed
2. By: Anand Bobade (nmbobade@gmail.com)
Introduction - Project Stakeholder Management
Identifying the people, groups, or organizations that could
impact or be impacted by project, to analyze stakeholder
expectations & their impact on project, & to develop
appropriate management strategies for effectively engaging
stakeholders in project decision and execution.
Stakeholder
Management
Identify
Analyze
expectations
Develop
Strategy
Engage
People
Group
Organization
3. By: Anand Bobade (nmbobade@gmail.com)
Introduction – Stakeholder Management Processes
13.1 Identify Stakeholders
• Identifying people, groups, or organizations that could impact or be
impacted by a decision, activity, or outcome of the project.
13.2 Plan Stakeholder Management
• Developing appropriate management strategies to effectively engage
stakeholders throughout the project life cycle, based on the analysis of
their needs, interests, and potential impact on project success.
13.3 Manage Stakeholder Engagement
• Communicating & working with stakeholders to meet their needs/
expectations, address issues as they occur, & foster appropriate
stakeholder engagement in project activities through’t project life cycle.
13.4 Control Stakeholder Engagement
• Monitoring overall project stakeholder relationships and adjusting
strategies and plans for engaging stakeholders.
4. By: Anand Bobade (nmbobade@gmail.com)
13.1 Identify Stakeholders ->Defination
Identifying the people, groups, or organizations that
could impact or be impacted by a decision, activity, or
outcome of the project,
Identifying
Decision Activity
Outcome
People Group
Organization
Impact or
Impacted by
Project
Analyzing & documenting relevant information regarding their
interests, involvement, interdependencies, influence, & potential
impact on project success.
5. By: Anand Bobade (nmbobade@gmail.com)
13.1 Identify Stakeholders->Introduction
Identifying the people, groups, or organizations that
could impact or be impacted by a decision, activity, or
outcome of the project
Lay foundation
for Project
success
Right
Stakeholder
identification is
the first step
Knowing your
stakeholder,
gives you
ability to
manage them
Helps PM to
define strategy
to manage
stakeholders
6. By: Anand Bobade (nmbobade@gmail.com)
13.1 Identify Stakeholders->Introduction
Stakeholder:
An individual, group, or organization who may affect,
be affected by, or perceive itself to be affected by a
decision, activity, or outcome of a project.
7. By: Anand Bobade (nmbobade@gmail.com)
13.1 Identify Stakeholders->Introduction
Initial Stakeholder Register
Those who are
affected by the
project
Those who
Influence the
project
Helps PM to
properly focus on
the stakeholders
Ongoing Stakeholder
Identification
Revisit initial
stakeholder list
Project
stakeholders
changes occurs
though out
project lifecycle
Helps PM to focus
on the
stakeholder
relationship
18. By: Anand Bobade (nmbobade@gmail.com)
Stakeholder
Analysis
13.1 Identify Stakeholders ->T&T -> Stakeholder analysis
H/L H/H
L/L L/H
Interest
Low
High
High
Power
Identify
stakeholders
Analyze &
Assess
Classify or
Group
Conduct
Meetings
Document
details
Power/Interest grid
Document the interests and
motivations
Identify conflicting interests
Identify relationships between
stakeholders
Determine the level of participation
required
19. By: Anand Bobade (nmbobade@gmail.com)
Stakeholder
Analysis
13.1 Identify Stakeholders ->T&T -> Stakeholder analysis
H/L H/H
L/L L/H
Influence
Low
High
High
Power
Identify
stakeholders
Analyze &
Assess
Classify or
Group
Conduct
Meetings
Document
details
Power/Influence grid
Document interests & level of
Influence
Identify stakeholders that can make
project unsuccessful
Identify stakeholders whose
influence evolves
Determine communication media
and style
20. By: Anand Bobade (nmbobade@gmail.com)
Stakeholder
Analysis
13.1 Identify Stakeholders ->T&T -> Stakeholder analysis
Identify
stakeholders
Analyze &
Assess
Classify or
Group
Conduct
Meetings
Document
details
Salience Model - Mitchell, Agle & Wood (1997-99)
Power
UrgencyLegitimacy
• to influence project (coercive, financial or material, brand or image)Power
• of relationship & actions in terms of desirability, properness or
appropriatenessLegitimacy
• of the requirements in terms of criticality & time sensitivity for stakeholder.Urgency
21. By: Anand Bobade (nmbobade@gmail.com)
Stakeholder
Analysis
13.1 Identify Stakeholders ->T&T -> Stakeholder analysis
Identify
stakeholders
Analyze &
Assess
Classify or
Group
Conduct
Meetings
Document
details
Salience Model - Mitchell, Agle & Wood (1997-99)
• Latent stakeholders: one attribute, low salience. do nothing.Green
• Expectant stakeholders: two attributes, moderate salience. Always expecting somethingAmber
• Definitive stakeholders: all three attributes, high salience. Immediate priority.Red
22. By: Anand Bobade (nmbobade@gmail.com)
Stakeholder
Analysis
13.1 Identify Stakeholders ->T&T -> Stakeholder analysis
• Critical stakeholders. Provide focused attention to these
stakeholders.
Core:
• Have power and legitimacy, but do not have urgency. Focus
on their expectations.
Dominant:
• Have no real power. Need to be managed as they can easily
align themselves with others & hence influence project.
Dependent:
• Have power and urgency, but no legitimacy. Keep such
stakeholders appropriately engaged or satisfied.
Dangerous:
• Best stakeholders. Get into project, if there is something
horribly wrong. sharing micro-level details is not advisable.
Latent:
• People that think their work needs immediate attention.
Spending much time & effort doesn't gain anything.
Demanding:
• Another wonderful classification. Give them regular status
updates and they’ll be happy.
Discretionary:
• Investing time and effort on such people will not help.
Non-
stakeholders:
23. By: Anand Bobade (nmbobade@gmail.com)
Stakeholder
Analysis
13.1 Identify Stakeholders ->T&T -> Stakeholder analysis
Refer to
Meetings
• Project supporter with positive attitudeChampions
• No direct involvement / spectator, No
influence expectedNeutral
• Challenge the project, project success
barriosChallenger
• Can be champion or challenger
• Support Champion & manager Challenger
Decision
Makers
Identify
stakeholders
Analyze &
Assess
Classify or
Group
Conduct
Meetings
Document
details
24. By: Anand Bobade (nmbobade@gmail.com)
Stakeholder
Analysis
13.1 Identify Stakeholders ->T&T -> Stakeholder analysis
Name /
Designation,
company
Contact Email Level of
Power
Level of
influence
Current
Engagement
Level
Target
Engagement
Level
Identify
stakeholders
Analyze &
Assess
Classify or
Group
Conduct
Meetings
Document
details
Stakeholder Register update based on details discussed in
previous slides.
Refer below Stakeholder Register
25. By: Anand Bobade (nmbobade@gmail.com)
Expert
Judgment
13.1 Identify Stakeholders->T&T->Expert Judgment
Senior management
Subject matter experts
Industry groups and consultants
Professional and technical associations
Project managers experience in similar Projects
Identified stakeholders.
26. By: Anand Bobade (nmbobade@gmail.com)
13.1 Identify Stakeholders ->T&T-> Meetings
Meetings
Interviews
Project
Management
Team
Customer &
Sponsor
Other PM's
Workshop
meetings
Project Team
Customer &
Sponsor
Other PM’s
28. By: Anand Bobade (nmbobade@gmail.com)
Stakeholder
Register
13.1 Identify Stakeholders ->Output->Stakeholder Register
Contains all information of identified Stakeholders
Stakeholder assessment & classification
information
Register will be updated with new stakeholders as
Project progresses
Name /
Designation,
company
Contact Email Level of
Power
Level of
influence
Current
Engagement
Level
Target
Engagement
Level
30. By: Anand Bobade (nmbobade@gmail.com)
Introduction – Stakeholder Management Processes
13.1 Identify Stakeholders
• Identifying people, groups, or organizations that could impact or be
impacted by a decision, activity, or outcome of the project
13.2 Plan Stakeholder Management
• Developing appropriate management strategies to effectively engage
stakeholders throughout the project life cycle, based on the analysis of
their needs, interests, and potential impact on project success.
13.3 Manage Stakeholder Engagement
• Communicating & working with stakeholders to meet their needs/
expectations, address issues as they occur, & foster appropriate
stakeholder engagement in project activities through’t project life cycle.
13.4 Control Stakeholder Engagement
• Monitoring overall project stakeholder relationships and adjusting
strategies and plans for engaging stakeholders.
31. By: Anand Bobade (nmbobade@gmail.com)
13.2 Plan Stakeholder Management
Developing appropriate management strategies to
effectively engage stakeholders throughout project life
cycle, based on analysis of their needs, interests, &
potential impact on project success.
Engage StakeholdersDeveloping Strategies
To
Needs Interests Impact
Analyzing
33. By: Anand Bobade (nmbobade@gmail.com)
13.2 Plan Stakeholder Management -> Input
Project
Management Plan
Stakeholder
Register
Enterprise
Environmental
Factors
Organizational
Process Assets
34. By: Anand Bobade (nmbobade@gmail.com)
13.2 Plan Stakeholder Manag.->Input->PMP
Project
Management Plan
Selected Project lifecycle & applicable
processes details
Project execution details
Human resource plan & requirements
details
Change Management plan
Communication needs & techniques
35. By: Anand Bobade (nmbobade@gmail.com)
13.2 Plan Stakeholder Manag.->Input->Stakeholder Register
Stakeholder
Register
Contains all information of identified
Stakeholders
Stakeholder assessment & classification
information
Register will be updated with new
stakeholders as Project progresses
36. By: Anand Bobade (nmbobade@gmail.com)
13.2 Plan Stakeholder Manag.->Input->EEF
Enterprise
Environmental
Factors
All EEF are inputs
Adapt Management of Stakeholders to Project
environment
Help support better adaptive process
37. By: Anand Bobade (nmbobade@gmail.com)
13.2 Plan Stakeholder Manag.->Input->OPA
Organizational
Process Assets
All OPA as used as inputs.
Important OPA are:
Provides insight on previous Stakeholder Management
plans
39. By: Anand Bobade (nmbobade@gmail.com)
Expert Judgment
13.2 Plan Stakeholder Manag.->T&T->Expert Judgement
Applied to determine stakeholder engagement level
Engagement level can change during project execution
Can be provided by group or Individual
Senior
Management
Team Members
Other units or
individuals
Identified
stakeholders
Project managers
of similar projects
Industry experts SME's
Individual Consultation: 1:1 meetings , Interviews
Group discussion: Focus groups, Panel formats, Survey
40. By: Anand Bobade (nmbobade@gmail.com)
Meetings
13.2 Plan Stakeholder Manag.->T&T->Meetings
Experts and project team defines the required engagement level
of all stakeholders
This information will be a part of stakeholder management plan.
41. By: Anand Bobade (nmbobade@gmail.com)
Analytical
Techniques
13.2 Plan Stakeholder Manag.->T&T->Analytical Techniques
Current engagement level to be compared with planned level.
Change engagement level from Current to Desired
Unaware Resistant Neutral Supportive Leading
42. By: Anand Bobade (nmbobade@gmail.com)
13.2 Plan Stakeholder Management -> Output
Stakeholder
Management Plan
Project
Documents
Updates
43. By: Anand Bobade (nmbobade@gmail.com)
13.2 Plan Stakeholder Manag. ->Output->Stakeholder MP
Stakeholder
Management Plan
Contains the management strategies to effectively engage the
stakeholders
Based on the need of the project
Current & Desired and current engagement levels
Scope & impact of change to the stakeholders
Interrelationship between stakeholders
Stakeholder communication requirements (Information, Distribution reason , Time &
frequency)
Methods of updating & refining stakeholder management plan
44. By: Anand Bobade (nmbobade@gmail.com)
13.2 Plan Stakeholder Manag. ->Output->Proj. doc. updates
Project
Documents
Updates
Schedule: Stakeholder can influence deliverables
dates & resources impacting schedule
Stakeholder Register : Addition of new
stakeholders ; Change in stakeholders
45. By: Anand Bobade (nmbobade@gmail.com)
13.2 Plan Stakeholder Management -> Process Flow
46. By: Anand Bobade (nmbobade@gmail.com)
Introduction – Stakeholder Management Processes
13.1 Identify Stakeholders
• Identifying people, groups, or organizations that could impact or be
impacted by a decision, activity, or outcome of the project
13.2 Plan Stakeholder Management
• Developing appropriate management strategies to effectively engage
stakeholders throughout the project life cycle, based on the analysis of
their needs, interests, and potential impact on project success.
13.3 Manage Stakeholder Engagement
• Communicating & working with stakeholders to meet their needs/
expectations, address issues as they occur, & foster appropriate
stakeholder engagement in project activities through’t project life cycle.
13.4 Control Stakeholder Engagement
• Monitoring overall project stakeholder relationships and adjusting
strategies and plans for engaging stakeholders.
47. By: Anand Bobade (nmbobade@gmail.com)
13.3 Manage Stakeholder Engagement
Communicating & working with stakeholders to meet
their needs/ expectations, address issues as they occur,
& foster appropriate stakeholder engagement in
project activities throughout project life cycle.
It allows PM to increase support & minimize resistance
from stakeholders, significantly increasing the chances
to achieve project success.
Communicating & working
with stakeholder
Meet Needs, expectations
& address issues
Foster stakeholders
engagement
48. By: Anand Bobade (nmbobade@gmail.com)
13.3 Manage Stakeholder Engagement
Proactively manage stakeholder engagement
Engage stakeholders at appropriate project stage
Re-confirm stakeholders continues commitment
Meet stakeholders expectations through negotiation
& communication. Communication is the key.
Anticipate potential concerns & address issues
50. By: Anand Bobade (nmbobade@gmail.com)
13.3 Manage Stakeholder Engagement -> Inputs
Stakeholder
Management Plan
Communications
Management Plan
Change Log
Organizational
Process Assets
51. By: Anand Bobade (nmbobade@gmail.com)
13.3 Manage Stakeholder Engag.->Inputs->Stakeholder MP
Stakeholder
Management Plan
Contains the management strategies to effectively engage the
stakeholders
Contains data from Stakeholder Register
Current & Desired engagement levels
Interrelationship between stakeholders
Stakeholder communication requirements
Output of Plan Stakeholder Management process
52. By: Anand Bobade (nmbobade@gmail.com)
13.3 Manage Stakeholder Engag.->Inputs-> Communication MP
Communications
Management Plan
Stakeholder Communication requirements
Information to be communicated
Reason for distribution of information
Who will receive the information
Escalation process
53. By: Anand Bobade (nmbobade@gmail.com)
13.3 Manage Stakeholder Engag.->Inputs->Change Log
Change Log
Use to document changes that occur during a project
Communicate Changes & their impact to appropriate
stakeholders
Changes will go through Perform Integrated Change Control
process
54. By: Anand Bobade (nmbobade@gmail.com)
13.3 Manage Stakeholder Engag.->Inputs->OPA
Organizational
Process Assets
Communication requirements
Issue management procedures
Change control procedures
Historical information
56. By: Anand Bobade (nmbobade@gmail.com)
13.3 Manage Stakeholder Engag.->T&T->Comm. methods
Communication
methods
• Between 2 or more
parties
• Multi‐directional
• Most Efficient way
• Ex: Meetings,
Phone calls, Instant
messaging, video
conferencing
Interactive
• Sent to Specific
recepients
• Distributed
• No sure
understood?
• Ex: Letters, Memos,
Reports, Emails,
Press releases.
Push
• Used for large
volume
• Large audiences
• Recipient to access
contents at own
discretion
• Ex: E-Learning,
Knowledge
repositories
Pull
There are several communication methods that are used to
share information among project stakeholders.
57. By: Anand Bobade (nmbobade@gmail.com)
13.3 Manage Stakeholder Engag.->T&T->Interpersonal skills
Interpersonal skills
Building trust
Resolving conflict
Active listening
Overcoming resistance to change
58. By: Anand Bobade (nmbobade@gmail.com)
13.3 Manage Stakeholder Engag.->T&T->Management skills
Management
skills
Facilitate consensus towards project objectives
Influence people to support project
Negotiate agreement to satisfy project needs
Modify organizational behaviour to accept project outcome
61. By: Anand Bobade (nmbobade@gmail.com)
Introduction – Stakeholder Management Processes
13.1 Identify Stakeholders
• Identifying people, groups, or organizations that could impact or be
impacted by a decision, activity, or outcome of the project
13.2 Plan Stakeholder Management
• Developing appropriate management strategies to effectively engage
stakeholders throughout the project life cycle, based on the analysis of
their needs, interests, and potential impact on project success.
13.3 Manage Stakeholder Engagement
• Communicating & working with stakeholders to meet their needs/
expectations, address issues as they occur, & foster appropriate
stakeholder engagement in project activities through’t project life cycle.
13.4 Control Stakeholder Engagement
• Monitoring overall project stakeholder relationships and adjusting
strategies and plans for engaging stakeholders.
62. By: Anand Bobade (nmbobade@gmail.com)
13.4 Control Stakeholder Engagement
Monitoring overall project stakeholder relationships
and adjusting strategies and plans for engaging
stakeholders
It will maintain or increase the efficiency and
effectiveness of stakeholder engagement activities as
the project evolves and its environment changes.
Monitoring stakeholder
relationships
Adjusting strategies and
plans
Engaging stakeholders
63. By: Anand Bobade (nmbobade@gmail.com)
13.4 Control Stakeholder Engagement -> ITTO
Inputs (4)
• Project
Management Plan
• Issue Log
• Work
Performance Data
• Project
Documents
Tools &
Techniques(3)
• Information
Management
Systems
• Expert Judgment
• Meetings
Outputs(5)
• Work
Performance
Information
• Change Requests
• Project
Management Plan
Updates
• Project
documents
Updates
• OPA Updates
64. By: Anand Bobade (nmbobade@gmail.com)
13.4 Control Stakeholder Engagement -> Inputs
Project
Management Plan
Issue Log
Work
Performance
Data
Project
Documents
65. By: Anand Bobade (nmbobade@gmail.com)
13.4 Control Stakeholder Engagement -> T&T
Information
Management
Systems
Expert Judgment Meetings
66. By: Anand Bobade (nmbobade@gmail.com)
13.4 Control Stakeholder Engagement -> Outputs
Work Performance
Information
Change Requests Project
Management
Plan Updates
Project
Documents
Updates
OPA Updates
67. By: Anand Bobade (nmbobade@gmail.com)
13.4 Control Stakeholder Engagement -> Process Flow
68.
69. By: Anand Bobade (nmbobade@gmail.com)
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