Monitor Stakeholder Engagement is the process of keeping an eye on the ties between project stakeholders and changing engagement strategies and plans to make them more effective. The best thing about this process is that it keeps or improves the efficiency and effectiveness of activities that involve stakeholders as the project changes and its surroundings do too. The project as a whole goes through this process. Below is a picture of the monitor or monitoring stakeholder engagement process’s inputs, tools and techniques, and outputs.
Monitor Stakeholder Engagement: Inputs
Project Management Plan
The following are some of the parts of a project management plan:
- Resource management plan : The plan for managing resources lays out how to get along with other team members.
- Communications management plan :This plan lays out the tactics and plans for getting in touch with the project’s stakeholders.
- Stakeholder engagement plan : Describes the plan for meeting the wants and expectations of all stakeholders.
Project Documents
It’s possible to use the following project documents as inputs for monitor stakeholder engagement process:
- Issue log
- Lessons learned register
- Project communications
- Risk register
- Stakeholder register
Work Performance Data
Work performance data shows the current state of a project, like which parties are in favor of it and how involved they are.
Enterprise Environmental Factors
Some of the Enterprise Environmental Factors that can affect the Monitor Stakeholder Engagement method are the following, but not only those:
- The organizational culture, political climate, and governance structure;
- the rules for managing employees;
- the levels of risk that each stakeholder is willing to take;
- the channels of communication that are already in place;
- global, regional, or local habits, practices, or trends; and the location of facilities and resources.
Organizational Process Assets
The following are some examples of Organizational process assets that can have an effect on the Monitor Stakeholder Engagement process:
- Social media, ethics, and security policies and procedures for the company;
- problem, risk, change, and data management policies and procedures for the company;
- Organizational communication needs;
- Guidelines that are the same for everyone for how to create, share, store, and get information; and
- information from past projects.
Monitor Stakeholder Engagement: Tools And Techniques
Data Analysis
as part of monitor stakeholder engagement tools and techniques , you can use data analysis techniques such as, but not limited to:
- Alternatives analysis
- Root cause analysis
- Stakeholder analysis
Decision Making
During this process, you can use decision-making methods such as, but not limited to:
- Multicriteria decision analysis
- Voting
Data Representation
There are a lot of different ways to show data in this process, and one of them is a stakeholder involvement assessment matrix. To keep an eye on stakeholder engagement, the stakeholder engagement assessment matrix keeps track of how each stakeholder’s level of involvement changes over time.
Communication Skills
monitor stakeholder engagement process can use the following types of communication, but not only them:
- Feedback
- Presentations.
Interpersonal And Team Skills
The following are some interpersonal skills that can be useful for monitoring stakeholder engagement process:
- Active listening
- Cultural awareness
- Leadership
- Networking
- Political awareness
Meetings
Meeting types include status meetings, standup meetings, retrospectives, and any other meetings agreed upon in the stakeholder engagement plan to check on and evaluate the amount of engagement of stakeholders. Meetings are no longer limited to talking on the phone or in person. Meeting someone in person is best, but it can cost a lot. Technology and teleconferencing make it possible for people to connect and hold meetings in a variety of ways.
Monitor Stakeholder Engagement: Outputs
Work Performance Information
The state of stakeholder engagement is shown in the work performance information, such as the level of current project support and how it compares to the levels of engagement that were wanted, which can be set in a stakeholder engagement evaluation matrix, stakeholder cube, or some other tool.
Change Requests
The change request could include restorative and preventative steps to get stakeholders more involved. The Perform Integrated Change Control method takes change requests and reviews 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. The project management plan may need a change request for the following parts, but not only:
- Resource management plan
- Communications management plan
- Stakeholder engagement plan
Project Documents Updates
Because of monitoring stakeholder engagement method, project documents like, but aren’t limited to, the following may be updated:
- Issue log
- Lessons learned register
- Risk register
- Stakeholder register
References :