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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
Claude H. Maley
Stakeholder Management
Engaging the Organisation
for Results
Engaging the Organisation for Results - Webinar
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Housekeeping
• Slides will be available on our SlideShare page; the link will be emailed to
you
• The Recording of the webinar will be available to download; the link will be
emailed to you
• Please take time to complete a post-webinar survey that will pop up at the
end
• You can type your questions throughout the session
• Time will be allocated in the end for the speaker to address your questions
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Your Presenter
Claude H. Maley is Managing Director of Mit Consultants, a consultancy
and education practice servicing international clients in change
management, and Chairman of a business solutions company.
His functional management and consulting experience with major
corporations such as Alcatel, BP, Cadbury Schweppes, Cartier,
Caterpillar, Cisco, Ericsson, GE, Hewlett-Packard, IMS International,
Motorola, Organon, Overseas Containers Limited, Pechiney, Renault
Automobile, Siemens to name but a few, has spanned more than 40
years in engineering, production and manufacturing, distribution,
transportation and marketing services sectors.
Author of the book "Project Management – Concepts, Methods &
Techniques"
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
Stakeholder
Management
Engaging the
Organisation for Results
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
 How to Engage Stakeholders and Manage their
Expectations
 How to Employ Key Relationship Management
Techniques
 Review of the Palette of Multiple Communication
Approaches
 Making Effective use of the Influence Model
 Employing Conflict Management Techniques
Engaging the Organisation for Results - Webinar
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Section Contents
 Stakeholders - a definition
 Internal & External Stakeholder Interests
 Stakeholders and the Product Life Cycle
Expectations and Goals
 Conducting a Stakeholder Analysis
 Stakeholder Identification - Mapping
 Prioritising Stakeholders: Importance and
Influence
 Establishing Strategies for Involvement
 Creating & Sustaining Stakeholder
Commitment
Managing Stakeholders' Expectations
Engaging the Organisation for Results - Webinar
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 Stakeholders - a definition
"Individuals and organisations who are directly or
indirectly involved in the project, or whose interests may
be positively or negatively affected as a result of project
execution or successful program/project completion."
(PMBOK® Guide, p. 394)
Project Stakeholder Management
 The Processes required to identity
the people, groups, or organizations
that could impact or be impacted by
the project
 Analysis of stakeholder expectations
and their impact on the project
 Development of appropriate
management strategies for
effectively engaging stakeholders in
project decisions and execution.
(PMBOK® Guide, page 391)
Engaging the Organisation for Results - Webinar
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 Internal and External Stakeholder Interests
Executives & Line Managers
have
Positive/Negative Financial
or Emotional Interest
in the outcome
of their Performance
They have Key Motivational Drivers
Professional and Personal
Interests will Influence
Stakeholder Interests will often
go beyond the Project's
Stakeholders are not limited
to the Internal Organisation
Engaging the Organisation for Results - Webinar
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 Stakeholders and the Product Life Cycle
Expectations and Goals
ACQUISITION/OWNERSHIP
Strategy
Investment
Planning
Implementation
OPERATIONAL/USE
Initial
OperationProject Life Cycle
Project
Launch
Drivers Doers Deliverers
Business
Drivers
 Have a STRATEGIC View
 Expectations are
BUSINESS BENEFITS
 Seek VALUE DELIVERY
in Operational Use
Project
Performers
 Have a TACTICAL View
 Expectations are
PROJECT DELIVERABLES
 Focus on PROJECT/TASK
Delivery
Operational
Performers
 Have an OPERATIONAL View
 Expectations are
USABLE PRODUCT/SERVICE
 Focus on Delivery of
OPERATIONAL BENEFITS
Stakeholders as 3D Types:
Drivers Doers Deliverers
Stakeholders have different concerns at different Stages
Engaging the Organisation for Results - Webinar
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 Conducting a Stakeholder Analysis
5-Step Iterative Process
Stakeholder
Analysis
Identify Project Stakeholders
Establish
Stakeholders' interests,
impact level, and relative
priority
Assess Stakeholders for Importance
and Influence
Outline Assumptions and Risks
Define Stakeholder Participation
Determine the
3D Type
D – Driver
D – Doer
D – Deliverer
Engaging the Organisation for Results - Webinar
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Identified
Stakeholders
 Stakeholder Identification - Mapping
Make an Explicit Effort
to appreciate
Full Extent of Project
Schedule & Prepare for
Meetings
& Interviews
 To be a Stakeholder, the
person or group must
have some interest or level
of influence that can
impact the project
 Stakeholder interests must
be understood, along with
understanding potential
Project impact if a
need is not met
 Use the PESTLE model
 Seek out Implicit
Stakeholders
Establish
Comprehensive List of
Stakeholders
Engaging the Organisation for Results - Webinar
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 Stakeholder Analysis –
Prioritising Stakeholders: Importance and Influence
Engage
Monitor Inform
Satisfy
Interest
Importance
HighLow
Low
Medium
High
1 2 3 4 5 6 7 8 9 10
Low Importance & Low Interest:
MONITOR
To monitor, with no excessive
communication
High Importance & High Interest:
ENGAGE
To fully engage and make the greatest efforts
to satisfy them
Low Importance & High Interest :
INFORM
To keep adequately informed, to avoid that
no major issues arise. To utilise sensibly as
these Stakeholders often provide assistance
and help with the detail of the project
High Importance & Low Interest:
SATISFY
Place enough effort to keep them satisfied,
with no excess to avoid weariness of
message
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
 Establishing Strategies for Involvement
Identified
Stakeholders
Analyse Stakeholder
List for level of
Participation
Recognise &
Appreciate their
Interests
Assign an Involvement
Status and :
 Establish schedule
of interviews
 Engage in
networking with
Influential
Stakeholders
Determine
"Interest Duration"
 Continuous
 Frequent
 Intermittent
 Sporadic
 Once-Off
Beware of
Political Games!
If you want Stakeholders to Buy In,
they have to be IN to Buy !
Engaging the Organisation for Results - Webinar
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 Creating & Sustaining Stakeholder Commitment
Review Project Progress
to Expectations
Re-assess Stakeholder List
Refresh Stakeholder
Communication Plan
Apply resulting Action Plan
Reschedule Meetings
Evaluate Stakeholder Commitments
Maintain
Stakeholder
Relationship
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
Section Contents
 The Project Manager's 360
Communication with Stakeholders
 Building a Relationship Map
 Direct Relationships
 Indirect Relationships
 The Informal Network
Relationship Management
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
 The Need for Relationship Management
Project Managers spend
between 75% and 90%
of their time communicating
 Seldom do they prepare a
plan to Manage the
Relationships in a Project
Relationship Management
focuses
on Project Stakeholders :
 To Manage stakeholder
expectations by ensuring
that communications lines
exist and are open
 To Leverage stakeholder
allies' support by regular
updates on project status,
progress and decisions
 To Alleviate the impact of
project adversaries by
appropriate distribution of
project information
Relationship Management
extends beyond
Project Stakeholders
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
 The Project Manager's 360 Communication
with Stakeholders
Downwards
 Core Project Team
Upwards
 Senior Managers of
the Organisation
Outwards
 Contributing Project
Stakeholders :
 End users
 Line managers
 Shareholders
 Unions
 Suppliers
 Government etc.
Sideward
 Line managers and
peers, such as other
Project Managers
Be PROACTIVE to Anticipate
Evolution of EXPECTATIONS!!
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
 Building a Relationship Map
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
 Sample Relationship Maps
External Provider
Senior Manager
Project Manager
Key Stakeholder
Functional Manager
Project Team Member
Operational Manager
 Connecting Hubs may be numbered
 The Relationship Arrows represent:
 Formal Information Exchanges
 Known Informal Exchanges
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
 Direct Relationships
Core Team Members
Key Stakeholders &
Sponsor
Steering Group
Upper Management
(on direct report)
Functional
Managers
(as resource &
performance
providers)
Other Project
Managers
(on interface)
External Providers
(on project
performance)
Operational
Managers
(as users)
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
 Indirect Relationships
Indirect
Relationships Upper
Management
External
Government &
Institutions
Functional and
Shared Services
Managers
Team Members
of interfaced
projects
Project Team
Members
Peers
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
 The Informal Network
Informal Networks
aim at achieving a
Mutual and
Reciprocal
exchange of
Information Informal Networks
allow the pursuit of
Personal goals
Members of an
Informal Networks
seek to help each
other obtain
Personal, Business
and Career
advantages
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
Section Contents
 Communication Distribution – Verbal &
Non-Verbal
 Non-Verbal Communication
 Active Listening Approach
 Techniques for Active Listening and
Empathy
 Rapport Building
 Building Solid Relationships
 Communication Channels - Appropriate
Formats
 Communicating with Peers, Superiors &
Subordinates
 Communicating as a Representative of
the Company
Communication Techniques
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
 Communication Distribution – Verbal & Non-Verbal
 Language is the
representation
of our experiences
 We generalise
 We filter
 We distort
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
 Non-Verbal Communication
* Dr Albert Mehrabian
 The transmission of Visual,
Auditory & Tactile information
is rooted in the group culture.
To consider *:
 Body
 Voice
 Words
Language paints
our Emotions
ALL SIGNALS ARE SIGNIFICANT
and MUST BE TAKEN IN CONTEXT
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
 Active Listening Approach
 Active Listening and Empathy implies listening with:
 Your EYES
 Your EARS
 Your HEART
 ALL your BODY
Perceive the emotions of the other person
and position yourself in their situation
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
 Rapport Building
 Rapport is built with open communication,
a positive attitude of interest in the other person,
and exploration of their interests
Rapport occurs when
two or more People feel
that they are in Sync or
on the same Wavelength
Rapport is theorized to include three behavioural components:
Mutual Attention, Mutual Positivity, and Coordination
Engaging the Organisation for Results - Webinar
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 Building Solid Relationships
 Seek commonalities
 Bond and Connect with people
 Be honest
 Be sincere
 Be ethical
 Show integrity
 Communicate clearly
 Communicate frequently
Engaging the Organisation for Results - Webinar
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 Communication Channels
Appropriate Formats
• E-Mail
• Noticeboards
• Audio
conferencing
• Computer
networks • Interactive staff
meetings
• Away days &
conferences
• Letters
• Memos
• Circulars
• Newsletters
• Business plans
• Telephone
• Video
conferencing
• Senior management
visits
• Cross-functional
meetings
• Staff suggestion
scheme
• Training courses
• Special seminars
• Staff attitude
survey
• Project team
meetings
• Senior management
meetings
• Planning workshops
Electronic
Face to Face
Formats
Paper
Awareness Understanding Engagement Involvement Commitment
Engaging the Organisation for Results - Webinar
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 Communicating with Peers, Superiors & Subordinates
 Highlight issues,
risks & exceptions
 Provide:
 Work Plan
 Exception reports
 Timely status reports
 Face-to-face reviews
Superiors
 Provide Direction
 Highlight:
 Work status
 Scheduled activities
 Pending work
 Provide:
 Verbal exchanges
 Agendas
 Work brief
Subordinates
 Negotiate for:
 Resources
 Time allocation
 Agree on budgets
 Provide:
 Work Plan
 Schedule of work
Peers
Engaging the Organisation for Results - Webinar
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 Communicating as a Representative of the Company
 Develop trust
 Be honest and demonstrate integrity
 Build long term relationships
 Identify areas where you can add value
 Maintain constant communication
Having a good
understanding
ensures Success
for both Parties
Contractors, Suppliers and Advisors play a
Critical Role in your Project
Map the Project EXPECTATIONS
with the Provider’s
Business Interests
Maintain a
Professional
Business
Relationship
 State the project needs clearly & agree :
price, quantity, quality to date of delivery, mode
of payment etc.
 Understand the importance of your project for
the supplier
 Do not drive down the supplier to be resentful
Engaging the Organisation for Results - Webinar
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Section Contents
 The Three Structural Components
 The PM’s Roles & Power
 The PM’s Power Model
 Trust Building
 Engendering Collaboration
Effective of the Influence Model
Engaging the Organisation for Results - Webinar
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 The Influence Model
The Three Structural Components
Worth
EffortLikelihood
Worth
"what's in it for me?"
Likelihood
"is this credible?"
Effort
"how much to have to put into this?"
Engaging the Organisation for Results - Webinar
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 WORTH – "what's in it for me?"
Determine Explicitly or Implicitly the
individual's Perception on:
• Security
• Autonomy
• Recognition
• Power
• Success
• Financial reward
• Challenge
• Variety
Discuss and Agree how the Desired Outcome
will Align to the Perception of WORTH
Close with a Commitment
Engaging the Organisation for Results - Webinar
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 LIKELIHOOD – "is this credible?"
• Demonstrate
previous results
and how they
were achieved
• Show a positive
attitude
State Clearly, Pragmatically and Credibly
what is Required
Discuss and Agree how the Desired Outcome
will Align to the Perception of LIKELIHOOD
Close with a Commitment
Engaging the Organisation for Results - Webinar
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 EFFORT – "how much to have to put into this?"
Explain Clearly the Context/Content
of the Performance Required
• State how
information &
necessary
resources will be
made available
• Emphasise the
assistance &
support you will
provide
Discuss and Agree how the Desired Outcome
will Align to the Perception of EFFORT
Close with a Commitment
Engaging the Organisation for Results - Webinar
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 The Project Manager's Challenges :
The PM’s Roles & Power
* according to FRENCH & RAVEN
Power –
 Used as a means for achieving goals
 Requires follower dependency
The Project Manager Leadership
will often have No Hierarchical Power
 Focuses on goal achievement
 Requires goal compatibility with followers
The Project Manager is to have an
Understanding and Application of the
different types of Power *
to Influence and to Establish
Confidence in order to acquire the
Support of others and to
Maintain their Commitment
External
 Interpreter
 Entrepreneur
 Negotiator
Internal
 Leader
 Promoter
 Motivator
Established by an Individual’s
Position in an Organisation
Formal
Power
Engaging the Organisation for Results - Webinar
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 The Project Manager's Challenges :
The PM’s Power Model *
* according to FRENCH & RAVEN
Based on Fear by means
of Threats & Intimidation
Coercive
Based on possession of
Desirable Resources
or Personal Traits
Referent
Based on the
Ability to Distribute Rewards
that Others View as Valuable
Reward
Legitimate An Individual’s Position in the
Formal Hierarchy of an Organisation
Expert Based on
Special Skills or Knowledge
Engaging the Organisation for Results - Webinar
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 Trust Building
 Resulting in:
 Growth in reciprocal Trust
 Greater potential for future
Influence situations
 This will lead to:
 Trust and openness from
the other person
 Shared experiences
and commonality
 Nascent loyalty
and trustworthiness
 Building Trust starts by:
 Your decision to be trustful
of the other
 Your willingness to be open
 Your personal example
Engaging the Organisation for Results - Webinar
Page: 40
Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
 Engendering Collaboration
Demonstrate you
have Confidence
in the person
Encourage
Confidence
 Declare your own
commitment
 State the limits of
your own risks
 Be convincing
 Acknowledge where
support is needed
 Be honest
People will then
willingly accept your
Influence
People will listen when
they have
Confidence in you
Engaging the Organisation for Results - Webinar
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Section Contents
 Sources of Conflicts In Projects
 Focus & Project Conflict Resolution
 Key Model for Conflict Management
Employing Conflict Management Techniques
Engaging the Organisation for Results - Webinar
Page: 42
Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
 Sources of Conflicts In Projects
Between
managers and
subordinates
Between
departments
At functional
interfaces Conflict over
how work
gets done
Organisational -
Process
Conflict
At start of
group
development
Ways of
reaching
goals
Among team
members Conflicts over
Work content
and goals
Project –
Task Conflict
Difference in
ways on what
should be
done
Cultural
Between two
or more
people
Interpersonal
Relationship
Conflict
Individual -
Relationship
Conflict
Unfair
treatment
Threat to
value system
Engaging the Organisation for Results - Webinar
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 Focus & Project Conflict Resolution
Cooperative
Attempting to
satisfy the other
party’s concerns
Focus
Assertive
Attempting to
satisfy one’s own
concerns
Conflict
Resolution
Functional
Handling conflict
by compromise
or collaboration
between parties
Dysfunctional
Conflict that
hinders group
performance
Engaging the Organisation for Results - Webinar
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 Key Model for Conflict Management
Competing Collaborating
Avoiding Accommodating
Compromising
Assertive
Cooperative
HighLow
HighLow
Source: K. Thomas, “Conflict and Negotiation Processes in Organizations,” in M.D. Dunnette and L.M.
Hough (eds.), Handbook of Industrial and Organizational Psychology, 2nd ed., vol. 3 (Palo Alto, CA:
Consulting Psychologists Press, 1992), p. 668. With permission.
Engaging the Organisation for Results - Webinar
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Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.
Engaging the Organisation
to Achieve Results
The Project Manager's Focus is to
Coordinate, Facilitate & Orchestrate
the Actions & Efforts of All Stakeholders
to Contribute to the
Goals of the Organisation
Engaging the Organisation for Results - Webinar
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Webinar: Stakeholder Management Engaging The Organisation For Results

  • 1. Engaging the Organisation for Results - Webinar Page: 1 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent. Claude H. Maley Stakeholder Management Engaging the Organisation for Results
  • 2. Engaging the Organisation for Results - Webinar Page: 2 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent. Housekeeping • Slides will be available on our SlideShare page; the link will be emailed to you • The Recording of the webinar will be available to download; the link will be emailed to you • Please take time to complete a post-webinar survey that will pop up at the end • You can type your questions throughout the session • Time will be allocated in the end for the speaker to address your questions
  • 3. Engaging the Organisation for Results - Webinar Page: 3 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent. Your Presenter Claude H. Maley is Managing Director of Mit Consultants, a consultancy and education practice servicing international clients in change management, and Chairman of a business solutions company. His functional management and consulting experience with major corporations such as Alcatel, BP, Cadbury Schweppes, Cartier, Caterpillar, Cisco, Ericsson, GE, Hewlett-Packard, IMS International, Motorola, Organon, Overseas Containers Limited, Pechiney, Renault Automobile, Siemens to name but a few, has spanned more than 40 years in engineering, production and manufacturing, distribution, transportation and marketing services sectors. Author of the book "Project Management – Concepts, Methods & Techniques"
  • 4. Engaging the Organisation for Results - Webinar Page: 4 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent. Stakeholder Management Engaging the Organisation for Results
  • 5. Engaging the Organisation for Results - Webinar Page: 5 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  How to Engage Stakeholders and Manage their Expectations  How to Employ Key Relationship Management Techniques  Review of the Palette of Multiple Communication Approaches  Making Effective use of the Influence Model  Employing Conflict Management Techniques
  • 6. Engaging the Organisation for Results - Webinar Page: 6 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent. Section Contents  Stakeholders - a definition  Internal & External Stakeholder Interests  Stakeholders and the Product Life Cycle Expectations and Goals  Conducting a Stakeholder Analysis  Stakeholder Identification - Mapping  Prioritising Stakeholders: Importance and Influence  Establishing Strategies for Involvement  Creating & Sustaining Stakeholder Commitment Managing Stakeholders' Expectations
  • 7. Engaging the Organisation for Results - Webinar Page: 7 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Stakeholders - a definition "Individuals and organisations who are directly or indirectly involved in the project, or whose interests may be positively or negatively affected as a result of project execution or successful program/project completion." (PMBOK® Guide, p. 394) Project Stakeholder Management  The Processes required to identity the people, groups, or organizations that could impact or be impacted by the project  Analysis of stakeholder expectations and their impact on the project  Development of appropriate management strategies for effectively engaging stakeholders in project decisions and execution. (PMBOK® Guide, page 391)
  • 8. Engaging the Organisation for Results - Webinar Page: 8 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Internal and External Stakeholder Interests Executives & Line Managers have Positive/Negative Financial or Emotional Interest in the outcome of their Performance They have Key Motivational Drivers Professional and Personal Interests will Influence Stakeholder Interests will often go beyond the Project's Stakeholders are not limited to the Internal Organisation
  • 9. Engaging the Organisation for Results - Webinar Page: 9 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Stakeholders and the Product Life Cycle Expectations and Goals ACQUISITION/OWNERSHIP Strategy Investment Planning Implementation OPERATIONAL/USE Initial OperationProject Life Cycle Project Launch Drivers Doers Deliverers Business Drivers  Have a STRATEGIC View  Expectations are BUSINESS BENEFITS  Seek VALUE DELIVERY in Operational Use Project Performers  Have a TACTICAL View  Expectations are PROJECT DELIVERABLES  Focus on PROJECT/TASK Delivery Operational Performers  Have an OPERATIONAL View  Expectations are USABLE PRODUCT/SERVICE  Focus on Delivery of OPERATIONAL BENEFITS Stakeholders as 3D Types: Drivers Doers Deliverers Stakeholders have different concerns at different Stages
  • 10. Engaging the Organisation for Results - Webinar Page: 10 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Conducting a Stakeholder Analysis 5-Step Iterative Process Stakeholder Analysis Identify Project Stakeholders Establish Stakeholders' interests, impact level, and relative priority Assess Stakeholders for Importance and Influence Outline Assumptions and Risks Define Stakeholder Participation Determine the 3D Type D – Driver D – Doer D – Deliverer
  • 11. Engaging the Organisation for Results - Webinar Page: 11 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent. Identified Stakeholders  Stakeholder Identification - Mapping Make an Explicit Effort to appreciate Full Extent of Project Schedule & Prepare for Meetings & Interviews  To be a Stakeholder, the person or group must have some interest or level of influence that can impact the project  Stakeholder interests must be understood, along with understanding potential Project impact if a need is not met  Use the PESTLE model  Seek out Implicit Stakeholders Establish Comprehensive List of Stakeholders
  • 12. Engaging the Organisation for Results - Webinar Page: 12 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Stakeholder Analysis – Prioritising Stakeholders: Importance and Influence Engage Monitor Inform Satisfy Interest Importance HighLow Low Medium High 1 2 3 4 5 6 7 8 9 10 Low Importance & Low Interest: MONITOR To monitor, with no excessive communication High Importance & High Interest: ENGAGE To fully engage and make the greatest efforts to satisfy them Low Importance & High Interest : INFORM To keep adequately informed, to avoid that no major issues arise. To utilise sensibly as these Stakeholders often provide assistance and help with the detail of the project High Importance & Low Interest: SATISFY Place enough effort to keep them satisfied, with no excess to avoid weariness of message
  • 13. Engaging the Organisation for Results - Webinar Page: 13 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Establishing Strategies for Involvement Identified Stakeholders Analyse Stakeholder List for level of Participation Recognise & Appreciate their Interests Assign an Involvement Status and :  Establish schedule of interviews  Engage in networking with Influential Stakeholders Determine "Interest Duration"  Continuous  Frequent  Intermittent  Sporadic  Once-Off Beware of Political Games! If you want Stakeholders to Buy In, they have to be IN to Buy !
  • 14. Engaging the Organisation for Results - Webinar Page: 14 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Creating & Sustaining Stakeholder Commitment Review Project Progress to Expectations Re-assess Stakeholder List Refresh Stakeholder Communication Plan Apply resulting Action Plan Reschedule Meetings Evaluate Stakeholder Commitments Maintain Stakeholder Relationship
  • 15. Engaging the Organisation for Results - Webinar Page: 15 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent. Section Contents  The Project Manager's 360 Communication with Stakeholders  Building a Relationship Map  Direct Relationships  Indirect Relationships  The Informal Network Relationship Management
  • 16. Engaging the Organisation for Results - Webinar Page: 16 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  The Need for Relationship Management Project Managers spend between 75% and 90% of their time communicating  Seldom do they prepare a plan to Manage the Relationships in a Project Relationship Management focuses on Project Stakeholders :  To Manage stakeholder expectations by ensuring that communications lines exist and are open  To Leverage stakeholder allies' support by regular updates on project status, progress and decisions  To Alleviate the impact of project adversaries by appropriate distribution of project information Relationship Management extends beyond Project Stakeholders
  • 17. Engaging the Organisation for Results - Webinar Page: 17 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  The Project Manager's 360 Communication with Stakeholders Downwards  Core Project Team Upwards  Senior Managers of the Organisation Outwards  Contributing Project Stakeholders :  End users  Line managers  Shareholders  Unions  Suppliers  Government etc. Sideward  Line managers and peers, such as other Project Managers Be PROACTIVE to Anticipate Evolution of EXPECTATIONS!!
  • 18. Engaging the Organisation for Results - Webinar Page: 18 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Building a Relationship Map
  • 19. Engaging the Organisation for Results - Webinar Page: 19 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Sample Relationship Maps External Provider Senior Manager Project Manager Key Stakeholder Functional Manager Project Team Member Operational Manager  Connecting Hubs may be numbered  The Relationship Arrows represent:  Formal Information Exchanges  Known Informal Exchanges
  • 20. Engaging the Organisation for Results - Webinar Page: 20 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Direct Relationships Core Team Members Key Stakeholders & Sponsor Steering Group Upper Management (on direct report) Functional Managers (as resource & performance providers) Other Project Managers (on interface) External Providers (on project performance) Operational Managers (as users)
  • 21. Engaging the Organisation for Results - Webinar Page: 21 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Indirect Relationships Indirect Relationships Upper Management External Government & Institutions Functional and Shared Services Managers Team Members of interfaced projects Project Team Members Peers
  • 22. Engaging the Organisation for Results - Webinar Page: 22 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  The Informal Network Informal Networks aim at achieving a Mutual and Reciprocal exchange of Information Informal Networks allow the pursuit of Personal goals Members of an Informal Networks seek to help each other obtain Personal, Business and Career advantages
  • 23. Engaging the Organisation for Results - Webinar Page: 23 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent. Section Contents  Communication Distribution – Verbal & Non-Verbal  Non-Verbal Communication  Active Listening Approach  Techniques for Active Listening and Empathy  Rapport Building  Building Solid Relationships  Communication Channels - Appropriate Formats  Communicating with Peers, Superiors & Subordinates  Communicating as a Representative of the Company Communication Techniques
  • 24. Engaging the Organisation for Results - Webinar Page: 24 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Communication Distribution – Verbal & Non-Verbal  Language is the representation of our experiences  We generalise  We filter  We distort
  • 25. Engaging the Organisation for Results - Webinar Page: 25 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Non-Verbal Communication * Dr Albert Mehrabian  The transmission of Visual, Auditory & Tactile information is rooted in the group culture. To consider *:  Body  Voice  Words Language paints our Emotions ALL SIGNALS ARE SIGNIFICANT and MUST BE TAKEN IN CONTEXT
  • 26. Engaging the Organisation for Results - Webinar Page: 26 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Active Listening Approach  Active Listening and Empathy implies listening with:  Your EYES  Your EARS  Your HEART  ALL your BODY Perceive the emotions of the other person and position yourself in their situation
  • 27. Engaging the Organisation for Results - Webinar Page: 27 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Rapport Building  Rapport is built with open communication, a positive attitude of interest in the other person, and exploration of their interests Rapport occurs when two or more People feel that they are in Sync or on the same Wavelength Rapport is theorized to include three behavioural components: Mutual Attention, Mutual Positivity, and Coordination
  • 28. Engaging the Organisation for Results - Webinar Page: 28 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Building Solid Relationships  Seek commonalities  Bond and Connect with people  Be honest  Be sincere  Be ethical  Show integrity  Communicate clearly  Communicate frequently
  • 29. Engaging the Organisation for Results - Webinar Page: 29 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Communication Channels Appropriate Formats • E-Mail • Noticeboards • Audio conferencing • Computer networks • Interactive staff meetings • Away days & conferences • Letters • Memos • Circulars • Newsletters • Business plans • Telephone • Video conferencing • Senior management visits • Cross-functional meetings • Staff suggestion scheme • Training courses • Special seminars • Staff attitude survey • Project team meetings • Senior management meetings • Planning workshops Electronic Face to Face Formats Paper Awareness Understanding Engagement Involvement Commitment
  • 30. Engaging the Organisation for Results - Webinar Page: 30 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Communicating with Peers, Superiors & Subordinates  Highlight issues, risks & exceptions  Provide:  Work Plan  Exception reports  Timely status reports  Face-to-face reviews Superiors  Provide Direction  Highlight:  Work status  Scheduled activities  Pending work  Provide:  Verbal exchanges  Agendas  Work brief Subordinates  Negotiate for:  Resources  Time allocation  Agree on budgets  Provide:  Work Plan  Schedule of work Peers
  • 31. Engaging the Organisation for Results - Webinar Page: 31 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Communicating as a Representative of the Company  Develop trust  Be honest and demonstrate integrity  Build long term relationships  Identify areas where you can add value  Maintain constant communication Having a good understanding ensures Success for both Parties Contractors, Suppliers and Advisors play a Critical Role in your Project Map the Project EXPECTATIONS with the Provider’s Business Interests Maintain a Professional Business Relationship  State the project needs clearly & agree : price, quantity, quality to date of delivery, mode of payment etc.  Understand the importance of your project for the supplier  Do not drive down the supplier to be resentful
  • 32. Engaging the Organisation for Results - Webinar Page: 32 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent. Section Contents  The Three Structural Components  The PM’s Roles & Power  The PM’s Power Model  Trust Building  Engendering Collaboration Effective of the Influence Model
  • 33. Engaging the Organisation for Results - Webinar Page: 33 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  The Influence Model The Three Structural Components Worth EffortLikelihood Worth "what's in it for me?" Likelihood "is this credible?" Effort "how much to have to put into this?"
  • 34. Engaging the Organisation for Results - Webinar Page: 34 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  WORTH – "what's in it for me?" Determine Explicitly or Implicitly the individual's Perception on: • Security • Autonomy • Recognition • Power • Success • Financial reward • Challenge • Variety Discuss and Agree how the Desired Outcome will Align to the Perception of WORTH Close with a Commitment
  • 35. Engaging the Organisation for Results - Webinar Page: 35 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  LIKELIHOOD – "is this credible?" • Demonstrate previous results and how they were achieved • Show a positive attitude State Clearly, Pragmatically and Credibly what is Required Discuss and Agree how the Desired Outcome will Align to the Perception of LIKELIHOOD Close with a Commitment
  • 36. Engaging the Organisation for Results - Webinar Page: 36 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  EFFORT – "how much to have to put into this?" Explain Clearly the Context/Content of the Performance Required • State how information & necessary resources will be made available • Emphasise the assistance & support you will provide Discuss and Agree how the Desired Outcome will Align to the Perception of EFFORT Close with a Commitment
  • 37. Engaging the Organisation for Results - Webinar Page: 37 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  The Project Manager's Challenges : The PM’s Roles & Power * according to FRENCH & RAVEN Power –  Used as a means for achieving goals  Requires follower dependency The Project Manager Leadership will often have No Hierarchical Power  Focuses on goal achievement  Requires goal compatibility with followers The Project Manager is to have an Understanding and Application of the different types of Power * to Influence and to Establish Confidence in order to acquire the Support of others and to Maintain their Commitment External  Interpreter  Entrepreneur  Negotiator Internal  Leader  Promoter  Motivator Established by an Individual’s Position in an Organisation Formal Power
  • 38. Engaging the Organisation for Results - Webinar Page: 38 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  The Project Manager's Challenges : The PM’s Power Model * * according to FRENCH & RAVEN Based on Fear by means of Threats & Intimidation Coercive Based on possession of Desirable Resources or Personal Traits Referent Based on the Ability to Distribute Rewards that Others View as Valuable Reward Legitimate An Individual’s Position in the Formal Hierarchy of an Organisation Expert Based on Special Skills or Knowledge
  • 39. Engaging the Organisation for Results - Webinar Page: 39 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Trust Building  Resulting in:  Growth in reciprocal Trust  Greater potential for future Influence situations  This will lead to:  Trust and openness from the other person  Shared experiences and commonality  Nascent loyalty and trustworthiness  Building Trust starts by:  Your decision to be trustful of the other  Your willingness to be open  Your personal example
  • 40. Engaging the Organisation for Results - Webinar Page: 40 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Engendering Collaboration Demonstrate you have Confidence in the person Encourage Confidence  Declare your own commitment  State the limits of your own risks  Be convincing  Acknowledge where support is needed  Be honest People will then willingly accept your Influence People will listen when they have Confidence in you
  • 41. Engaging the Organisation for Results - Webinar Page: 41 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent. Section Contents  Sources of Conflicts In Projects  Focus & Project Conflict Resolution  Key Model for Conflict Management Employing Conflict Management Techniques
  • 42. Engaging the Organisation for Results - Webinar Page: 42 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Sources of Conflicts In Projects Between managers and subordinates Between departments At functional interfaces Conflict over how work gets done Organisational - Process Conflict At start of group development Ways of reaching goals Among team members Conflicts over Work content and goals Project – Task Conflict Difference in ways on what should be done Cultural Between two or more people Interpersonal Relationship Conflict Individual - Relationship Conflict Unfair treatment Threat to value system
  • 43. Engaging the Organisation for Results - Webinar Page: 43 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Focus & Project Conflict Resolution Cooperative Attempting to satisfy the other party’s concerns Focus Assertive Attempting to satisfy one’s own concerns Conflict Resolution Functional Handling conflict by compromise or collaboration between parties Dysfunctional Conflict that hinders group performance
  • 44. Engaging the Organisation for Results - Webinar Page: 44 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.  Key Model for Conflict Management Competing Collaborating Avoiding Accommodating Compromising Assertive Cooperative HighLow HighLow Source: K. Thomas, “Conflict and Negotiation Processes in Organizations,” in M.D. Dunnette and L.M. Hough (eds.), Handbook of Industrial and Organizational Psychology, 2nd ed., vol. 3 (Palo Alto, CA: Consulting Psychologists Press, 1992), p. 668. With permission.
  • 45. Engaging the Organisation for Results - Webinar Page: 45 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent. Engaging the Organisation to Achieve Results The Project Manager's Focus is to Coordinate, Facilitate & Orchestrate the Actions & Efforts of All Stakeholders to Contribute to the Goals of the Organisation
  • 46. Engaging the Organisation for Results - Webinar Page: 46 Mit Consultants – The Knowledge Transfer Company: Copyrighted Material. Not to be reproduced without prior written consent.