How Project Managers Can Influence Their Stakeholders’ Perceptions

How Project Managers

Can Influence Their Stakeholders’

Perceptions

© 2014 Global Knowledge Training LLC. All rights reserved. 04/12/2023 Page 2

Daniel [email protected]

Principal consultant for project management and business analysis at Project First, Inc.

PMP certified15+ years of experience managing projectsManaged projects in the U.S., Middle East, and

EuropeProject management and business analysis

instructor for Global Knowledge


Webinar Outline

Analyze the Enterprise Know Your Stakeholders Understand Their Position in the Organization

Understand Your Stakeholders’ Key Success Priorities Time Cost Scope Quality

Understand Stakeholder Risk Tolerances/Appetites Risk-Averse Stakeholders Aggressive Risk Takers

Setting the Bar In/Out of Scope Items Change Control

Communicate for Success Understand Their Expectations Tailored Approach to Information Management


Stakeholders

Anyone who has an interest in a project, either in favor of it or against it

Everyone who is affected by (or can affect) a project


Stakeholder Communities


Key Stakeholders

Those stakeholders who must be satisfied by project outcomes in order for the project to be successful

Planning revolves around the fulfillment of their expectations


Role of Stakeholder Analysis

Identifies the stakeholders Ranks them by importance Pinpoints their priorities and expectations


Stakeholder Importance

Impact = Significance of active participationIf stakeholders have high impact scores, it means

that their participation is critical to project outcomes. Influence = Ability to affect organizational priorities

If stakeholders have high influence scores, it means that their cooperation and political support are necessary for project success.

Importance = Product of impact and influence


Stakeholder Importance Ranking


Stakeholder Priorities Ranking

Measures the significance a stakeholder attaches to four fundamental success criteria:TimeCostScopeQuality

The stakeholder’s priorities are each assigned a ranking from 1 (the highest priority) to 4 (the lowest priority)

Each success criteria must be given a different ranking; there can be no ties.


Stakeholder Priority Scoring System


Stakeholder Register


Stakeholder Management

Communications, communications, communications

Stakeholder analysis leads to communication planning


Information Flow


Input from Stakeholders

Decision pointsPlanning milestones


Regular communications that keep stakeholders informed and involved

Stakeholder Management Cycle


Stakeholder Unaware Resistant Neutral Supportive Leading

Fred Jackson C D

Bill Mauk C D

George Wall C D

Stakeholder Engagement Matrix

C = Current engagement levelD = Desired engagement level

• Unaware of project/potential impacts• Resistant to change, but aware of project• Neutral, neither resistant nor supportive• Supportive of change and aware of project• Leading, actively engaged in ensuring

project success


Risk Terminology

Risk appetite: Amount of risk an organization, project, or individual is willing to accept in seeking a reward

Risk tolerance: Amount of risk an organization, project, or individual will put up with

Risk threshold: The relative point along the continuum of uncertainty and impact that represents the shift from acceptable to unacceptable.

At some point, the potential impact of an uncertain event may make a risk too great.


Why is the Charter Important?

Gives the project manager authority

Formally recognizes the project States project goals and

objectives Lists in scope and out of scope

items or features Commits the organization’s

resources to the project Is signed by the sponsor


Identify a Change Control System

Receive change request form

Enter request in change log

Analyze need/ benefit of change

PM: Analyze impact of change

CCB: Accept change?

Update change log

(decline)

Process complete

Integrate change into project

management plan

Update(change log)

Yes

No

Notify requestor

Notify requestor

Implement change

Update project documents


Stakeholders and Requirements

For projects A stakeholder is anyone who has a vested interest in the project or product.

For requirements elicitation There is specific interest in any stakeholder who can provide requirements directly or knows where to get the requirements.

From requirements elicitationProject managers can begin to understand what exact features or functions stakeholders expect the project to deliver.


Stakeholder Communication Planning


Communications Management Plan

Stakeholder communication requirements

Information to be communicated (format, content, level of detail, etc.)

Reason for communication

Time frame and frequency

Person responsible for communication

Person responsible for authorizing communication

Who the receivers will be

Includes:


Communications Management Plan (cont.)

Methods/technology

Escalation process

Methods of updating

Glossary of common terms

Flow chart

Constraints

Guidelines for project status/team meetings, emails, and e-meetings

Includes:


Learn More

Recommended Global Knowledge Courses

Project Management Fundamentals Business Analysis Essentials Managing Competing Stakeholder

Priorities Program Management

Request an On-Site Delivery We can tailor our courses to meet

your needs We can deliver them in a private

setting

Visit Our Knowledge Center Assessments Blog Case Studies Demos Lab Topologies Special Reports Twitter Videos Webinars White Papers


Questions?

Daniel Stober

[email protected]

http://www.globalknowledge.com/#business_training

Thank You for Attending

For more information contact us at: www.globalknowledge.com | 1-800-COURSES | [email protected]

Career

How Project Managers Can Influence Their Stakeholders’ Perceptions