Techniques to manage and engage all project stakeholders

Techniques to manage and engage all project stakeholders SESSION August 9

Cheri Mc. Entee Syracuse University Associate Director for Computing Projects 19 years working with PS in FA, ADM, CC and SR Lead team of business analysts and developers for SA Vice Chair for Project and Change Management Advisory Group Camcente@syr. edu

Presentation Overview 3 1 Register Stakeholders Identify Stakeholders 4 2 Classify Stakeholders Engage Stakeholders

Identify Stakeholders Who are your stakeholders

Stakeholder VS Project Team Stakeholder: An individual, group or organization who may affect, be affected by, or perceive itself to be affected by a decision, activity or outcome of the project. Project Team: Project manager and only the group of individual who act together in performing the work of the project to achieve its objectives. PMBOK 5 th Edition figure 2 -5

Internal vs External Stakeholders Internal • All Business Areas • IT Department • Your Boss • Executive Management • Students • Faculty • Staff External • • • An end user of project’s outcome (applicants) A supplier Vendors Federal, State and local government Local communities The media

Ways to find stakeholders • • Contracts Organizational charts Interviews with Experts Brainstorming • Who wins and loses • Who is affected by outcome • Who is user of end product • Who is directly or indirectly impacted • Who will make the project fail • Who has the power to help your project succeed • • Organizational Process Assets • Policies • Procedures • Templates • Past project documents • Historical info Enterprise Environmental Factors Governmental regulations Infrastructure Organizational Culture Politics internal and external Available resources

Why have stakeholders • • Unique and varied perspectives Able to help secure resources Identifications of key requirements Prevent being blindsided Helps create connections Increases credibility Help ensure success of project

Classify Stakeholders How to determine who needs what information

Influence VS Interest Influence can be defined as the ability to create an impact on the beliefs and actions of an individual. (RESPECT) Interest- the level of concern they have regarding the project outcomes Power can be defined as the authority to get something done through an individual. (FEAR) Impact – ability to effect changes to the project’s planning or execution

Power/Influence Grid

Influence/Impact Grid

Salience model Power: Is the ability project stakeholders has to influence the outcome of an organization, deliverables, or a project Legitimacy: Is the authority, level of involvement project stakeholders have on a project. Urgency: Is the time expected by project stakeholders for responses to their expectations

Register Stakeholders How to keep stakeholders involved

Stakeholder register

Engage Stakeholders

Engage Stakeholders

Manage Engagement of Stakeholders Utilize Communication plan Use Interpersonal Skills to Manage expectations Build Trust Resolving conflict Active listening Overcoming resistance to change Use Management Skills Facilitate consensus Influence people to support project Negotiate

Concluding thoughts ANY QUESTIONS?

Contacts Cheri Mc. Entee camcente@syr. edu Project and Change management