Describe the process of Stakeholder Management & Communication
Define Stakeholders and give examples.
Stakeholders are persons or organizations that can affect, be affected by, or perceive themselves to be affected by the project
What are Special Stakeholder
Both, the organization a project is part of and the organization it works for have significant influence —>The organization provides and defines the overall strategy, norms and expectations
->most important stakeholder for the achievement of the project goals—> directly involved in the creation of the output
Why is stakeholder management important?
Stakeholders can have significant influence on the success of a project
They have the power and ability to provide necessary resources:
Budget
People
Information
Know-How/Skills
They might have interest in
Project Success
Project Failure
Describe Interactive Communication.
Multilateral exchange of information—>Most efficient way to achieve common understanding of all involved—>Conflict coordination
Describe an example communication plan
Describe Push Communication.
Send to specific recipients—>only Shipped assured, Reception or understanding by the recipient not sure—>Notifications of new information
Describe Pull Communication.
Used for very large amounts of information, for very large audience—>Access of the recipients to the communicated content necessary—>Progress update/status from the workers
Describe the basic model of communication
This model shows that it is important to ensure, that the sent message is actually decoded properly → the correct information gets transmitted
Oftentimes 1:1 meetings (in-person) are most effective
But has also disadvantages (e.g. logistics)
Official information should be transmitted via E-Mail
Describe the Input, Tools & Techniques and the Output of communication planning.
Describe the two steps of stakeholder management.
Identify Stakeholder → Create a stakeholder register
Name of individual or group
Contact person or members list in case of a group
Role and position (see e.g. organizational chart)
Contact and availability information
Analyze Stakeholders → Develop a stakeholder management and communication strategy
Determine interest/disinterest
Determine influence
Determine relationship and influence among stakeholders
Communication strategy is the base for Communication Planning
Describe the two versions of the Interest-Influence-Matrix.
An Interest-Influence Matrix can be used to analyze stakeholders
List example elements of the Communication Toolbox
Listening: Active Listening
Speaking: Giving a speech/speaking in public
Reading
Writing: The Pyramid Principle
Moderating: Neuland-Moderation
Negotiating: The Harvard Concept
What are possible inputs for Stakeholder Identification?
Documents and information of the project initiation phase provide important information for stakeholder identification
Sources of Input:
Project Charter/Project Brief/Project Mandate
Procurement Documents
Stakeholders can also be identified based on the project organigram:
What are the sources of information and input for communication requirement analysis?
Sources of Information and Input:
Stakeholder analysis
Required information and its value for stakeholder and project
Organization charts
Information about the organizations communication culture and rules
Already established communication channels between the stakeholders
Stakeholder management strategy
Project situation
Logistic framework conditions (locations, time zones, etc.)
What are the tools and techniques for communication requirement analysis?
Tools and Techniques Applied:
Type and format of communication
Calculate the number of communication channels: $n * (n-1) / 2$
Grouping of stakeholders
Clearly define and limit who should exchange information with whom (communication paths)
What is a communication plan?
The Communication Plan is the core tool regarding project communication
Developed based on the stakeholder analysis
Primarily used by the project management team
Ensures information requirements of all stakeholders are met
Internal (project management) document for the project team
Maintained by the project management team
Communication planning can also lead to a schedule update
What is a possible problem of communication management?
Communication is the key tool of project management but it is not value creating
What is communication planning?
Communication planning is the process that produces the communication plan based on the results of the stakeholder analysis
What is Communication Requirement Analysis?
The subject of the communication requirement analysis is the identification of the stakeholders information needs and habits
Which factos should be considered for communication technology and settings?
When planning communication it’s important to consider the available tools, technologies and conditions
To do so Technology, Project location and stakeholders should be taken into consideration
The project manager should be able to use the equipment
E.g. a bad video quality in a motivational video could be disturb the message
Manage a stakeholder closely means to take into consideration the factors above
Which information does the communication plan include?
The communication plan defines content, sender, receiver, medium, frequency and time of communication activities
The communication plan includes the following information
What: Information communicated
When/How long: Time and duration
How often: Frequency
Who: Author, sender, approver
To whom: Recipients/participants
Why (optional): Goal of the communication
Success Measure (optional): Criteria for measuring the success of the respective communication activity
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