123- Plan Stakeholder Engagement

Engaging Stakeholders

• Engaging all stakeholders is crucial for project success.
• The goal is to have stakeholders who care and want to help.
• The Plan Stakeholder Engagement process involves creating a plan to keep stakeholders active.

Stakeholder Engagement Plan and Communication Management Plan

• The stakeholder engagement plan works closely with the communication management plan.
• The aim is to keep stakeholders engaged through:
  • Meetings
  • One-on-one conversations
  • Phone calls
  • Emails
  • Written reports
  • Product demos
• Methods should center on stakeholder needs, expectations, interests, and impact on the project.
• The plan should create actionable steps.

Stakeholder Engagement Assessment Matrix

• A key tool is the stakeholder engagement assessment matrix.
• This matrix categorizes stakeholders based on their level of engagement:
  • Unaware: They don't know they're a stakeholder.
  • Resistant: Negatively impacted by the project.
  • Neutral: Indifferent to the project.
  • Supportive: They want the project to succeed (like a customer).
  • Leading: Potential team members or advocates.
• The matrix helps track stakeholders' current engagement level and desired level. For example:
  • Mary is resistant but needs to be supportive.
  • Jane is unaware but needs to be leading.
  • Bob's position is uncertain but should ideally be neutral.

Stakeholder Engagement Plan Details

• The stakeholder engagement plan outlines methods for keeping stakeholders engaged.
• It addresses how to keep stakeholders engaged, e.g., product demos, weekly meetings.
• It specifies the type of communication needed to engage them.

Relationship with Communication Management Plan

• The stakeholder engagement plan ensures stakeholders are in the communication loop and informed about the project's status.
• It ensures they can provide feedback on deliverables.
• The stakeholder engagement plan defines how to keep stakeholders engaged, while the communication management plan provides the specifics.
• Example:
  • Stakeholder Engagement Plan: Keep a senior stakeholder engaged with weekly meetings.
  • Communication Management Plan: Specifies the meeting day, time, location, and agenda.
• Another Example:
  • Stakeholder Engagement Plan: Conduct a product demo once a month.
  • Communication Management Plan: Details who is invited, the duration, and the content covered.

Evolution of Stakeholder and Communication Plans

• Previously, these plans were combined into one.
• The stakeholder engagement plan provides methods for engagement.
• The communication management plan details how to communicate and execute those methods.

Importance of Stakeholder Engagement and Communication

• Good stakeholder engagement and communication are vital for project success.
• They ensure stakeholders care and are informed about all project aspects.
• Stakeholder engagement and communication are key to any project's success.