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13.3 Manage Stakeholder Engagement
- 2. Manage Stakeholder Engagement Coincides with PMBOK 13.3 Process Group and Knowledge Area Mapping Knowledge Areas Initiating Planning Process Group Executing Process Group Monitoring and Controlling Process Group Closing Process Group 4. Project Integration Management 4.1 Develop Project Charter 4.2 Develop Project Management Plan 4.3 Direct and Manage Project Work 4.4 Manage Project Knowledge 4.5 Monitor and Control Project Work 4.6 Perform Integrated Change Control 4.7 Close Project or Phase 5. Project Scope Management 5.1 Plan Scope Management 5.2 Collect Requirements 5.3 Define Scope 5.4 Create WBS 5.5 Validate Scope 5.6 Control Scope 6. Project Schedule Management 6.1 Plan Schedule Management 6.2 Define Activities 6.3 Sequence Activities 6.4 Estimate Activity Durations 6.5 Develop Schedule 6.6 Control Schedule 7. Project Cost Management 7.1 Plan Cost Management 7.2 Estimate Costs 7.3 Determine Budget 7.4 Control Costs 8. Project Quality Management 8.1 Plan Quality Management 8.2 Manage Quality 8.3 Control Quality 9. Project Resource Management 9.1 Plan Resource Management 9.2 Estimate Activity Resources 9.3 Acquire Resources 9.4 Develop Team 9.5 Manage Team 9.6 Control Resources 10. Project Communications Management 10.1 Plan Communications Management 10.2 Manage Communications 10.3 Monitor Communications 11. Project Risk Management 11.1 Plan Risk Management 11.2 Identify Risks 11.3 Perform Qualitative Risk Analysis 11.4 Perform Quantitative Risk Analysis 11.5 Plan Risk Responses 11.6 Implement Risk Responses 11.7 Monitor Risks 12. Project Procurement Management 12.1 Plan Procurement Management 12.2 Conduct Procurements 12.3 Control Procurements 13. Project Stakeholder Management 13.1 Identify Stakeholders 13.2 Plan Stakeholder Engagement 13.3 Manage Stakeholder Engagement 13.4 Monitor Stakeholder Engagement
- 3. Manage Stakeholder Engagement Coincides with PMBOK 13.3 What is it? Manage Stakeholder Engagement is the process of communicating and working with stakeholders to meet their needs and expectations, address issues, and foster appropriate stakeholder involvement. Why? It allows the project manager to increase support and minimize resistance from stakeholders.
- 4. Manage Stakeholder Engagement Coincides with PMBOK 13.3 Inputs, Tools & Techniques, Outputs Inputs Tools & Techniques Outputs 1. Project management plan • Communications management plan • Risk management plan • Stakeholder engagement • plan • Change management plan 2. Project documents • Change log • Issue log • Lessons learned register • Stakeholder register 3. Enterprise environmental factors 4. Organizational process assets 1. Expert judgment 2. Communication skills • Feedback 3. Interpersonal and team skills • Conflict management • Cultural awareness • Negotiation • Observation/conversation • Political awareness 4. Ground rules 5. Meetings 1. Change requests 2. Project management plan updates • Communications management plan • Stakeholder engagement plan 3. Project documents updates • Change log • Issue log • Lessons learned register • Stakeholder register
- 5. Plan Stakeholder Engagement Coincides with PMBOK 13.3 13.3 Manage Stakeholder Engagement Project Management Plan Enterprise / Organization • Communications management plan • Stakeholder engagement plan • Enterprise environmental factors • Organizational process assets Project Documents • Communications management plan • Risk management plan • Stakeholder engagement plan • Change management plan • Change log • Issue log • Lessons learned register • Stakeholder register Project Management Plan Project Documents • Change log • Issue log • Lessons learned register • Stakeholder register 4.6 Perform Integrated Change Control
- 6. Manage Stakeholder Engagement Coincides with PMBOK 13.3 Overview Manage Stakeholder Engagement involves activities such as: • Engaging stakeholders at appropriate project stages to obtain, confirm, or maintain their continued commitment to the success of the project; • Managing stakeholder expectations through negotiation and communication; • Addressing any risks or potential concerns related to stakeholder management and anticipating future issues • Clarifying and resolving issues that have been identified.
- 7. Manage Stakeholder Engagement - Inputs Coincides with PMBOK 13.3 Project Management Plan Project management plan components that have an input into Managing Stakeholder Engagement include: 1. Communications management plan 2. Risk management plan 3. Stakeholder engagement plan 4. Change management plan
- 8. Manage Stakeholder Engagement - Inputs Coincides with PMBOK 13.3 Project Documents Project documents that can be considered as inputs to this process include but are not limited to: 1. Change log 2. Issue log 3. Lessons learned register 4. Stakeholder register
- 9. Enterprise Environmental Factors The enterprise environmental factors that can influence Manage Stakeholder Engagement include: • 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 • Geographic distribution of facilities and resources Manage Stakeholder Engagement - Inputs Coincides with PMBOK 13.3
- 10. Organisational Process Assets The organizational process assets that can influence Manage Stakeholder Engagement include: • Corporate policies and procedures for social media, ethics, and security • Corporate policies and procedures for issue, risk, change, and data management • Organizational communication requirements • Standardized guidelines for development, exchange, storage, and retrieval of information • Historical information from previous similar projects Manage Stakeholder Engagement - Inputs Coincides with PMBOK 13.3
- 11. Manage Stakeholder Engagement – Tools & Techniques Coincides with PMBOK 13.3 Expert Judgement Expertise should be considered from individuals or groups with specialized knowledge or training in the following topics: • Politics and power structures in the organization and outside the organization • Environment and culture of the organization and outside the organization • Analytical and assessment techniques to be used for stakeholder engagement processes • Communication methods and strategies • Characteristics of stakeholders, stakeholder groups, and organizations involved in the current project that may have been involved in previous projects • Requirements management, vendor management, and change management
- 12. Manage Stakeholder Engagement – Tools & Techniques Coincides with PMBOK 13.3 Meetings Meetings are used to discuss and address any issue or concern regarding stakeholder engagement. Types of meetings that are beneficial as part of this process include: • Decision making • Issue resolution • Lessons learned and retrospectives • Project kick-off • Sprint planning • Status updates
- 13. Manage Stakeholder Engagement – Tools & Techniques Coincides with PMBOK 13.3 Ground Rules Ground rules, defined in the team charter set the expected behaviour for project team members, as well as other stakeholders, with regard to stakeholder engagement.
- 14. Manage Stakeholder Engagement – Tools & Techniques Coincides with PMBOK 13.3 Communication Skills The methods of communication identified for each stakeholder in the communications management plan are applied during stakeholder engagement management. The project management team uses feedback to assist in understanding stakeholder reaction to the various project management activities and key decisions. Feedback may be collected in the following ways, but not limited to: • Conversations; both formal and informal, • Issue identification and discussion, • Meetings, • Progress reporting, and • Surveys.
- 15. Manage Stakeholder Engagement – Tools & Techniques Coincides with PMBOK 13.3 Interpersonal and Team Skills Interpersonal and team skills that can be used for this process include but are not limited to: 1. Conflict management 2. Cultural awareness 3. Negotiation 4. Observation/conversation 5. Political awareness
- 16. As a result of managing stakeholder engagement, changes to the project scope or product scope may emerge. All change requests are processed for review and disposition through the Perform Integrated Change Control process (4.6). Manage Stakeholder Engagement – Outputs Coincides with PMBOK 13.3 Change Requests
- 17. Any change to the project management plan goes through the organization’s change control process via a change request. Components of the project management plan that may require a change request for the project management plan include: • Communications management plan • Stakeholder engagement plan Manage Stakeholder Engagement – Outputs Coincides with PMBOK 13.3 Project Management Plan Updates
- 18. Project documents that may be updated as a result of carrying out this process include but are not limited to: • Change log • Issue log • Lessons learned register • Stakeholder register Manage Stakeholder Engagement – Outputs Coincides with PMBOK 13.3 Project Documents Updates
Hinweis der Redaktion
- This process is performed throughout the project.
- Managing stakeholder engagement helps to ensure that stakeholders clearly understand the project goals, objectives, benefits, and risks for the project, as well as how their contribution will enhance project success.
- The communications management plan describes the methods, formats, and technologies used for stakeholder communication. The risk management plan describes the risk categories, risk appetites, and reporting formats that can be used to manage stakeholder engagement. The stakeholder engagement plan provides guidance and information on managing stakeholder expectations. The change management plan describes the process for submitting, evaluating and implementing changes to the project.
- Change requests and their status are documented in the change log and communicated to the appropriate stakeholders. Any project or stakeholder concerns are documented in the issue log, as well as any assigned action items associated with managing the issue. Lessons learned earlier in the project with regard to managing stakeholder engagement can be applied to later phases in the project to improve the efficiency and effectiveness of this process. The stakeholder register provides the list of project stakeholders and any information needed to execute the stakeholder engagement plan.
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- The project manager should ensure that conflicts are resolved in a timely manner. Cultural awareness is used to help the project manager and team to communicate effectively by considering cultural differences and the requirements of stakeholders. Negotiation is used to achieve support or agreement that supports the work of the project or its outcomes and to resolve conflicts within the team or with other stakeholders. Observation/conversation is used to stay in touch with the work and attitudes of project team members and other stakeholders. Political awareness is achieved through understanding the power relationships within and around the project.
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- The communications management plan is updated to reflect new or changed stakeholder requirements. The stakeholder engagement plan is updated to reflect new or changed management strategies required to effectively engage stakeholders.
- The change log may be updated based on any change requests. The issue log may be updated to reflect an update to, or the development of, an issue log entry. Described in Section 4.4.3.1. The lessons learned register is updated with effective or ineffective approaches to managing stakeholder engagement so that information can be used in the current project or future projects. The stakeholder register may be updated based on new information provided to stakeholders about resolved issues, approved changes, and general project status.