Comprehensive Analysis: Managing Project Stakeholder Engagement

This report provides a detailed analysis of managing project stakeholder engagement, beginning with a knowledge assessment and then delving into practical aspects of stakeholder management. It includes a stakeholder register, power interest grid, and assessment information to classify stakeholders and develop engagement strategies. The report addresses issues arising from differing stakeholder interests, offering resolution examples. It features a stakeholder engagement assessment matrix to compare planned versus actual engagement levels, explaining variances and corrective actions. Furthermore, it explores identifying stakeholder expectations, addressing individual development needs, and ensuring effective team operation. The report also covers common problems leading to variances in stakeholder engagement, methods for ensuring stakeholder agreement on communication, and examples of managing variances in stakeholder communications. It emphasizes the importance of keeping stakeholders informed and adapting strategies to maintain engagement throughout the project lifecycle. Desklib provides access to this and other solved assignments for students.

MANAGE PROJECT STAKEHOLDER
ENGAGEMENT
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Table of Contents
Knowledge Assessment...................................................................................................................3
Task 1-Stakeholder engagement management................................................................................7
A. Using the stakeholder register and power interest grid below, list all stakeholders, their
power and interest (and why they received this rating) as well as assessment information,
stakeholder classification and potential strategies for engagement.............................................7
B. Given an example where you have experienced an issue that involved the differing interests
of stakeholders. Describe how you resolved this issue and their differing interests...................9
C. You are now in the execution phase of the project and the engagement level of stakeholder
needs to be compared to the planned engagement levels. Fill out a Stakeholder Engagement
Assessment Matrix for all of the stakeholders previously identified showing variance with
planned engagement. Show at least one variance between planned and actual engagement....10
D. Explain the variance between planned and actual engagement. Why has this happened?...11
E. What did you suggest/do to correct stakeholder engagement?.............................................12
F. Give an example where you did identified and clarified stakeholder expectation in terms of
organisation performance indicators or in responding to conflict or difference in: culture,
ethnic background, other personal characteristic of project individuals, religion or skills.......13
G. Give an example where you identified and addressed an individual’s development needs in
supporting stakeholder engagement..........................................................................................14
H. Give an example how you distributed the work to the team and ensured they operated in the
defined roles...............................................................................................................................15
I. Given an example, one of your team needed support in terms of interpersonal skills in
stakeholder engagement. How did you assist them?.................................................................16
J. Brainstorm and list as many reasons as your group can think of for common problems which
lead to a variance in stakeholder engagement. This could be based on your past experience,
reading you have undertaken or your general understanding of projects..................................17
K. How did you ensure stakeholders agreed on the methods of communication and level of
engagement planned?.................................................................................................................18
L. Give an example where you have identified a variance in managing stakeholder
communications. This could be where you discovered incorrect or misleading content, missing
reports, untimely distribution or there has been a stakeholder complaint. Describe how this
variance was identified and resolved.........................................................................................19
References......................................................................................................................................20
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Knowledge Assessment
1. Should you think of your stakeholder in groups or segment?
Stakeholders are the people which can be influenced by the project which have an influence on
the project. Different stakeholders are engaged in a project which can be divided into distinct
group or segments. Firstly these can be divided according to their engagement with primary and
secondary stakeholders. Primary stakeholders play a significant role in the accomplishment of
the project (Rupp, et. al. 2014). Secondary stakeholders who do not have a direct influence and
interest in the project. Either these stakeholders can be classified into other dimensions as well as
duties suppliers, clients, workers etc. Influence and support in the project is another category in
which the project stakeholders can be divided. Mapping through stakeholder maps is effective to
use to identify the support and influence of the stakeholders in the project. So it can be said that
project stakeholders can be classified into the groups and categories which helps to accomplish
the project in a better manner.
2. How can you influence your stakeholder?
It is significant to manage and influence stakeholder in the project. Stakeholders are the
important part of the project which supports in the attainment of the project goals and objectives.
Clear objectives and appropriate goals are effective to use in the influence on the stakeholders in
the project. Measurable and attainable targets effects on the stakeholders to work and perform
accordingly. These targets help to develop motivation in the project which is an essential factor
for the project accomplishment (Klijn, et. al. 2012). Trust development is another factor which are
significant to influence stakeholder in the project. It develops a connection in the project and its
stakeholder which is essential. Project managers are responsible to influence the project
stakeholders by providing examples to teach them how they can perform better in the project. It
helps to create a motivation in the stakeholders which helps in the attainment of the project
objectives. Involvement of stakeholder in the project is significant which helps to manage a
performance level in the project. Feedbacks and suggestions to stakeholders can help in this to
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engage stakeholders in a better manner in the project.
3. External stakeholders are external to the organisation. Give 3 Examples of external
stakeholders.
Person, groups and organisations which are having an interest in the affairs, programs and
activities of the company are covered in the term of the stakeholder. Employees and shareholders
etc. are considered as internal stakeholders. These internal stakeholders are highly engaged in the
strategies and internal activities of the company that’s why they are significant for the company.
Groups and individual which works outside to the business have much potential to influence the
process and strategy of the company are considered as an external stakeholder (Neubaum, et. al.
2012). These external stakeholders contain a huge influence on the long-term business of the
company so it is essential to consider them in operations and strategies of the company. Example
of the external stakeholder is given below:
Customers: These are the end users of the outcomes of the organisation so it is essential to
consider the initiation and production of the products. These are the most significant external
stakeholders for whom an organisation is engaged in production or service generation. A success
of the business depends on the customers so it is essential for the company to develop better
products as per the demands of the company.
Government: Each and every organisation works under the rules and policies developed by the
government (Neubaum, et. al. 2012). It has a huge influence on an organisation and mostly on
policies of the company. Different rules of developed and designed by the government to
manage ethics and honesty in the work.
Investors: It is a need of each and every company needs the support of investors to manage and
run their business activities. From the initiation stage of the company needs of investors arises
which is significant to accomplish. Availability and acceptance of investors are needed for the
company which helps to develop products for its targeted market.
4. The implementation of which of the following processes decrease the risk of project failure?
Answer: (A). Manage stakeholder engagement is most effective in the decline of the risk of
project failure.
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5. You are engaged in gathering information from stakeholders regarding whose interest should
be taken into account throughout the project. This is called:
Answer: (B). Stakeholder analysis
6. The ability of stakeholders to influence the project is typically highest at the _________stages.
Answer: (B). Initial
7. A stakeholder is ………?
Answer: (D). Anyone who can impact/be impacted positively or negatively by the project
8. Daniel is the project manager of a factory construction project. Daniel has recently joined this
organisation and is not fully aware of the organisation’s culture and structure. In order to manage
his project stakeholder, Daniel has to understand his project stakeholders better. Which of the
following can provide Daniel with some historical information regarding stakeholder
management on the previous projects?
Answer: (D). Organisational Process Assets
9. Which of the following process would apply if you had to communicate with the project team
members to understand their expectations for the outcome of their project?
Answer: (C). Management Stakeholder Engagement
10. Diana is managing the development of a mobile phone application. Half of the project work
has been completed. Diana is currently reviewing her stakeholder management plan. She finds
out that some of the resisting stakeholders have now become supportive. How should Diana
update her stakeholder management plan?
Answer: (B). Transfer these stakeholders to the project supporters group, and for these
stakeholders, adopt the stakeholder management strategy defined for the project supporters
11. If a stakeholder has high interest in your project and high power or authority, then such
stakeholder should be managed with the following action plan:
Answer: (A). Manage closely
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12. Jim is managing a road network design project for a government agency. He is currently
carrying out the Plan Stakeholder Management process for the project. Which of the following
documents will provide the list of project stakeholders to Jim for this process?
Answer: (A). Stakeholder Register
13. Gordon is currently developing his project’s stakeholder management strategy. All enterprise
environmental factors should be considered during this process. Which of the following
enterprise environmental factors should be paid special attention during this process?
Answer: (C). The Organisation’s culture and structure
14. Jenifer has recently been asked to manage an office refurbishment project. She finds out that
the chief financial officer of the company is resisting the project. The chief financial officer is a
key project stakeholder. What must Jennifer do first?
Answer: (B). Analyse the options that might change or influence the chief financial officer’s
perception
15. Which of the following is not considered when manages the engagement and expectations of
the stakeholder?
Answer: (C). Send status reports and updates and changes made to the project management plan
16. Which one of the following is one of the best ways to manage stakeholders?
Answer: (C). Keeping them informed throughout the project
17. Stakeholder engagement assessment matrix is used to map
Answer: (D). Only A and B (a. Current engagement level and b. Desired engagement level)
18. Stakeholder classification should never be based on the following category/group:
Answer: (C). Optimistic/pessimistic
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Task 1-Stakeholder engagement management
A. Using the stakeholder register and power interest grid below, list all
stakeholders, their power and interest (and why they received this rating) as
well as assessment information, stakeholder classification and potential
strategies for engagement.
Stakeholder
identification
(name/title/positi
on)
Stakeholder
power and
interest in the
project and
justification
Assessment
information
(major
requirements/mai
n expectations/
potential
influence)
Stakeholder
classification
(Internal/Externa
l/Neutral/Support
er/Resister)
Potential
strategies for
engagement
gaining support
and reducing
objections
Employees These are highly
involved in the
project to develop
a better website for
users
Redevelopment of
website
Internal Setting targets
Users Redevelopment of
the website is
focused on its
users
To have a better
website to see the
photographic
collection
External Taking feedbacks
National archives
of Australia
It is the client
company wants to
change in their
website so it has
much power and
interest to
influence the
project
It has the power to
make changes in
the –prototype of
the website
Internal By analysing
needs and
requirement of the
project
Suppliers Suppliers of the
project have much
Suppliers have an
expectation to get
Supporter Providing advance
information
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power to influence
the process of
working in the
project
information and
requirement time
to time
Power/interest grid stakeholder engagement
Figure 1: Power/interest grid stakeholder engagement
Source: Author
According to this diagram, stakeholders can be prioritised in the project which can help to the
project manager to engage them accordingly (Eskerod and Jepsen, 2016).
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Keep satisfied
(Users)
Manage
closely
(National
archives of
Australia)
Monitor
(Employees)
Keep
Informed
(Suppliers)
Power
Interest
High
Low
Low High

B. Given an example where you have experienced an issue that involved the
differing interests of stakeholders. Describe how you resolved this issue and
their differing interests.
Suppliers and National archives of Australia have a much difference in the interest level.
Supplier works according to provided information to them by the agency which is contracted for
the redevelopment of the website. National archives of Australia which is the owner of the
website have highly interested to develop a better website. Both are having much difference in
the project. Suppliers are engaged in this project by providing regular information to them how
to work and improve their support. Project updates are helped top engage National archives of
Australia in the project and resolve their issues (Hörisch, et. al. 2014).
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C. You are now in the execution phase of the project and the engagement level
of stakeholder needs to be compared to the planned engagement levels. Fill
out a Stakeholder Engagement Assessment Matrix for all of the stakeholders
previously identified showing variance with planned engagement. Show at
least one variance between planned and actual engagement.
Stakeholder engagement assessment matrix
Stakeholder Unaware Resistant Neutral Supportive Leading
Employees C
Supplier C D
Users C D
National
archives of
Australia
C D
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D. Explain the variance between planned and actual engagement. Why has this
happened?
Suppliers are unaware still in the execution process which is the actual condition of them and it
is essential for them to be supportive of the project. It is happened due to lack of information and
communication flow between the suppliers and organisation working on the website
redevelopment.
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