Manage Stakeholder Engagement process in project management (PMP) means talking to and working with stakeholders to meet their needs and goals, solve problems, and encourage the right kind of stakeholder participation. The main benefit of this method is that it helps the project manager get more support from stakeholders and less opposition. The project as a whole goes through this process. Below is a picture of the process’s inputs, tools and methods, and outputs.
Manage Stakeholder Engagement: Inputs
Project Management Plan
The following are some of the parts of a project management plan:
- The communications management plan lists the formats, methods, and tools that will be used to talk to stakeholders.
- The risk management plan lists the types of risks, the amount of risk that is acceptable, and the different types of reports that can be used to keep track of stakeholders.
- The stakeholder engagement plan tells you how to handle the demands of different stakeholders.
- The change management plan lays out how changes to the project can be submitted, reviewed, and put into action.
Project Documents
Some examples of project documents that can be used in this process are, but are not limited to:
- Change log.
- Issue log.
- Lessons learned register.
- Stakeholder register.
Enterprise Environmental Factors
The things in the business world that can affect Manage Stakeholder Engagement are, but aren’t limited to:
- Organizational culture, political climate, and governance structure of the organization;
- Personnel administration policies;
- Stakeholder risk thresholds;
- Established communication channels;
- Global, regional, or local trends, practices, or habits; and
- Geographic distribution of facilities and resources.
Organizational Process Assets
Among other things, the following Organizational process assets can have an effect on the Manage Stakeholder Engagement process:
- Social media, ethics, and security policies and processes for the company;
- Issue, risk, change, and data management policies and processes for the company;
- Organizational communication requirements;
- standard rules for creating, sharing, storing, and getting information; and
- Historical data from projects that were similar in the past.
Manage Stakeholder Engagement: Tools And Techniques
Expert Judgment
You should look at the information and experience of people or groups who are experts in the following areas:
- Politics and power systems inside and outside the organization;
- The organization’s environment and culture, both inside and outside the organization;
- Ways to use analysis and evaluation for involving stakeholders;
- Ways and means of communication;
- The types of people, groups, and organizations that have a stake in this project and may have had a stake in other projects; and
- Managing requirements, managing vendors, and managing change.
Communication Skills
We use the communication means for each stakeholder listed in the communications management plan when we manage stakeholder engagement. Feedback helps the project management team figure out how stakeholders feel about the different things they do and the important decisions they make. There are a number of ways to get feedback, including but not limited to:
- Conversations; both formal and informal,
- Issue identification and discussion,
- Meetings,
- Progress reporting, and
- Surveys.
Interpersonal And Team Skills
For Manage Stakeholder Engagement process in project management (PMP) , you can use the following interpersonal and team skills, but not just those:
- Conflict management
- Cultural awareness
- Negotiation
- Observation/conversation
- Political awareness
Ground Rules
The team code lays out the ground rules for how project team members and other stakeholders should act when it comes to engaging stakeholders.
Meetings
People get together to talk about and solve any problem or issue that comes up with engaging stakeholders. The following types of meetings can help with this process, but are not limited to them:
- Decision making,
- Issue resolution,
- Lessons learned and retrospectives,
- Project kick-off,
- Sprint planning, and
- Status updates
Manage Stakeholder Engagement: Outputs
Change Requests
Taking care of stakeholder involvement can lead to changes in the project or product scope. The Perform Integrated Change Control method runs all change requests and decides what to do with them.
Project Management Plan Updates
People in the company have to fill out a change request for any changes they want to make to the project management plan. In order to make changes to the project management plan, you may need to ask for approval of the following parts:
- The communications management plan is changed to suit the needs of new or different stakeholders.
- The stakeholder engagement plan is updated to include any new or changed management strategies that are needed to involve stakeholders more effectively.
Project Documents Updates
Because of Manage Stakeholder Engagement process in project management (PMP) , project documents like, but aren’t limited to, the following may be updated:
- Anyone who asks for changes can have the change log changed.
- You can add a new entry to the issue log if there is an update or change to an existing record.
- You can use the information in the lessons learned register for this project or future projects by writing down what worked and what didn’t when managing stakeholder involvement.
- The stakeholder register could be updated if new information about issues that have been solved, changes that have been approved, and the overall state of the project comes in.
References :