Stakeholder Analysis, Communication Plan, Risks

This document provides information on stakeholder analysis, communication plan, and risks in project management. It discusses the roles and responsibilities of team members and provides guidance on effective communication within a team. It also highlights potential risks in a project and how to manage them.

Table of Contents
Task 1: Stakeholder analysis......................................................................................................2
Communication plan.........................................................................................................................3
Risks.................................................................................................................................................4
Task 2: Quality management.....................................................................................................5
Health and Safety Plan...................................................................................................................................8
Structure and the major Responsibilities........................................................................................................8
Guidance for the contractors..........................................................................................................................8
Welfare facilities arrangement..........................................................................................................9
References..................................................................................................................................9
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Task 1: Stakeholder analysis
Stakeholder Role Contributio
n
Influence Interest
Team lead The team lead will be able to
figure out the conflicts among
the team member and take
necessary actions to resolve
them without disturbing the
balance among the team
members.
Medium High High
Team_Member_
1
He/She will be responsible for
maintaining the records of the
work done by rest of the team
members. Also, this member
will validate the number of
hours input by other team
members and amount of the
work completed i.e. number of
units completed.
Medium High High
Team_Member_
2
He/She will be responsible for
providing feedbacks on the
work done by each team
member and send it to project
manager/ team lead.
Low Medium Medium
Team_Member_
3
He/She will be responsible for
providing conflicts report to
team lead. Minutes of Meeting
and monitoring reports shall
be prepared by this tea
member.
Medium Low Low
Team_Member_
4
He/She will be responsible for
documenting and keeping
records of all the work
High Medium Medium
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performed by the team
member and team lead.
He/She will also be
responsible for maintaining
personal records i.e. contact
email ID and work phone
number , of the team. (Eliot,
2016)
Communication plan
The team lead has to ensure that communication among the team members is efficient and
effective throughout the lifecycle of any task. Following are 6Cs of communication plan:
 Clearly present the task in words
 Concisely present a point
 Courteously deliver the message
 Consistently support your point
 Confidentially store the message
 Compel the end-recipient to remain receptive (Poulos, 2016).
The communication plan provides a communication platform during the team interaction. IT
will serve as a medium through which entire team can be kept in sync with all the updates. It
clearly depicts the roles of each team member and the responsibilities to be performed by
each of them (Oñate, 2010). A communication matrix has been created to provide detailed
information regarding the communication which includes who should be contacted, when
should be communicated and what should be communicated. All team members are required
to join the meeting and they should be informed about the agenda at least a week in advance
by the team lead. This is important for the invitees to attend meeting on scheduled time.
PDCA is a recommended model which should be followed throughout the meetings:
 Plan – An arrangement should be done to decide over purpose of meeting
 Do – Control all meetings and log the minutes of meetings
 Check – Evaluation of all meetings
 Act – The actions which are required to be taken should be arranged and it should
happen between the two consecutive meetings.
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All issues should be documented in a log register. It should document all the points and
concerns discussed during the meetings. Once meeting is finished, the minutes of meetings
should be documented and distributed among the invitees of the meeting.
Descriptio
n of
Document
s
Particip
ants
Anticipa
ted
Actions
Class of
Communic
ation
Metho
d of
Input
Method
of
Output
Occurre
nce
Resourc
es
Respons
ible
Status of
team
member
availabilit
y
Entire
project
team
Weekly
reports
should
be
presente
d on
Friday
Mandatory In
person
Status
to be
mailed
every
Monday
Weekly
[Team
member
name]
Meetings
among
team
members
Entire
project
team
Interacti
on Mandatory In
person
Minutes
of
meeting
s
docume
nt
Weekly
[Team
member
name]
Distributio
n of
resources
Entire
project
team
Project
discussio
n
Mandatory
Emaili
ng MS
docum
ent
Evaluati
ons
Before
starting
the
meeting
[Team
member
name]
Document
ation
errors or
learning
standards
Entire
project
team
Issues in
documen
ting the
learnings
and data
regradin
g the
team
Mandatory In-
person
E-
mailing
issues
log
register
Weekly
or as per
requirem
ent.
[Team
member
name]
(Potter,
2008)
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member.
Risks
Following are key risks which may occur among the team members:
Risk Trigger Probability Impact Severity
Unavailability
of required team
member
Unable to get
time from class
and assignments
High High High
Unable to
maintain
connection with
the team
members
Wrong email
IDs and contact
numbers were
distributed
Low Medium Low
Conflicts
among team
members
Mis-match in
the views of the
team members
Low Medium Low
In order to manage these risks, avoidance method shall be used. Any conflict or non-
availability like risks should be avoided as they team member cannot afford to miss class or
argue over any conflict.
Task 2: Quality management
The quality control is required to be performed for monitoring the data received from the
quality assessments conducted to assess the performance and improvement in the project.
DMAIC model has been followed to prepare the quality management plan.
DMAIC Phase Project Quality Tool Description
Define Project Charter
Identification of highly
demanding, expectations of
the project and respective
resources should be decided
before stating the project.
Analysis of Stakeholder Identification of key
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stakeholders who are
involved in the case scenario
Communication plan
Creating communication
framework for project which
will act as medium of
informing about the progress
of project.
Voice of client
Analysis and
implementation of client’s
need in the project.
SIPOC (Supplier Input
Process Output Customer)
Getting well-versed with the
framework of requirements
of customers.
Measure Importance to quality
Identify qualities of the
processes which are
important to the client and
ensure satisfying client’s
needs.
Metrics
Identification of methods to
be used for data collection
and measuring the
performance.
Process Map
It depicts the sequence in
which activities should be
performed and it also shows
timings, bottlenecks and
respective resources.
Data Collection Plan
It defines what to measure
and where it should be
recorded.
Analyse Histogram These are bar diagrams
which shows various
processes such as mean,
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median and shape.
Pareto Chart
Critical problems are
depicted using Vertical Bar
chart.
Root Cause Analysis
Identification of techniques
used for finding underlying
causes of issues and then
provide respective solutions
for them.
Failure Mode and Effect
Analysis (FEMA)
It provides assistance to
understand the important
features which causes
failures by using priority of
risk, respective suggestions
and re-prioritizing risks as
required.
Improve Brainstorming
Team members discuss
about the causes and
solutions of issues and
finding improvement
strategies.
Diagram of Cause and Effect Explore various types of
problems.
Pilot
Solutions of key problems
are tested on small scalar
experiments.
Control Control Chart (Dinsmore
and Cabanis-Brewin, 2014)
Understand various
variations which may occur
in a time period.
Dashboards Used to compare past
performance with the current
performance before making
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further progress.
Lessons Learned
It includes knowledge
sharing among the team
members. It also includes
strategy improvements for
future projects.
All project phases Project Review
It includes project process
analysis and ensures project
is completed within allotted
time and budget.
Change Management
It includes systematic
approach to resolve
resistance towards any
change (Garcia, 2009).
Health and Safety Plan
Structure and the major Responsibilities
Following are goals pertaining to health and safety goals of the project:
 The project should be completed without any major injury or accident on the site.
 All laborers and workers should attend the tools workshop so that any unlikely
accident can be avoided.
Guidance for the contractors
 Management of changes in design which may occur during construction phase – In
case a key design change occurs during construction then it may lead to unlikely risks
and it may even cause injuries to the workers. Hence, it should be communicated to
the project manager, site manager, architects and contractor. These changes should
also be discussed during team meetings.
 Management and selection of sub-contractor – The selection of sub-contractor should
be done as per the governing Health and Safety policy document.
 Arrangement of site security – Full security of the site shall be done as per the site
security assessment (Gitlow et al., 2008).
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 Workforce consultation – Employees and sub-contractors should be encouraged so
that they can improved upon the health and safety issues. Also, they will be able to
resolve the concerns, they may face representative at the site. SDIS i.e. Safety Data
Information Sheets shall be made available to all employees, workers and sub-
contractors for their review and understanding.
 Exchange of health and safety information with the sub-contractors – The site
manager should provide the health and safety related data and information to the sub-
contractors during progress meetings. The sub-contractor has the authority to raise
any health and safety related concerns with the project manager at any point of time.
 On-site training – All workers should be given on-site training under the supervision
of contractor. All details regarding the health and safety measures should be stored at
the site office.
Welfare facilities arrangement
Welfare services such as food canteen, restrooms and site office should be provided to the
workers. They are attached to foul sewer which can be present in a small compound. Other
facilities like heating facilities, hot running water should also be present at the site. When
contractors and employees are inducted at initial session, they are reminded of providing
mentioned welfare facilities to all workers. Along with the welfare activities, presence of first
aid should be arranged. It must include complete stocked first aid kit which can be moved to
any place at site office. The site should also have a mobile phone which can be used to call an
ambulance wherever and whenever required. Site office should also have contact numbers of
all nearby hospitals.
References
Dinsmore, P. and Cabanis-Brewin, J. (2014). The AMA handbook of project management. 3rd
ed. New York : Amacom American Management Association, pp.12-16.
Eliot, G. (2016). The mill on the Floss. 2nd ed. New York: Open Road Integrated Media,
pp.22-24.
Garcia, D. (2009). Quality management. 2nd ed. Chandni Chowk, Delhi [India]: Global
Media, pp.22-6.
Gitlow, H., Oppenheim, A., Oppenheim, R. and Levine, D. (2008). Quality Management. 1st
ed. USA: Tata McGraw-Hill, pp.12-16.
Potter, L. (2008). The communication plan. 2nd ed. San Francisco, Calif.: International
Association of Business Communicators, pp.12-16.
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Poulos, H. (2016). Tall building foundations: design methods and applications. Innovative
Infrastructure Solutions, 1(1), pp.15-19.
Oñate, E. (2010). Decision support system for risk assessment and management of floods.
2nd ed. Barcelona: International Center for Numerical Methods in Engineering, pp.12-13.
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