Stakeholder_Engagement_project managemnt.pdf

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1. Plan
Stakeholder
Engagement
PMP’s Planning Process Group and the Project
Stakeholder Management knowledge area.
Focuses on strategically planning how to involve
stakeholders effectively to ensure project success.

2. Purpose
Developing a plan for communicating and
interacting with project stakeholders based on
their needs, influence, and expectations.

3. Inputs
Project Charter: Provides high-level stakeholder information
and project objectives.
Project Management Plan: Communication, risk, and
resource plans guide engagement approaches.
Project Documents:
-Stakeholder register (list of stakeholders and details).
-Assumption log (assumptions that may affect stakeholder
interests).
-Risk register (risks related to stakeholder involvement).
Agreements: Contracts or MOUs that define stakeholder
relationships.
Organizational Process Assets: Templates, policies, and
historical stakeholder engagement data from previous
projects.

4. Tools &
Techniques
Expert Judgment: Use experienced professionals or SMEs
to assess stakeholder dynamics.
Data Gathering:
-Brainstorming sessions to explore engagement
methods.
-Interviews with stakeholders to understand their needs.
-Checklists to ensure all factors are considered.
Data Analysis:
-Stakeholder analysis to map influence, interest, and
power.
-Assumption and constraint analysis to uncover
engagement limitations.
Decision-Making: Prioritization techniques (e.g., voting or
scoring) to focus on high-impact stakeholders.
Representation:
-Stakeholder engagement assessment matrix to visualize
current vs. desired engagement.
Meetings: Workshops or planning meetings to develop
strategies collaboratively.

5. Stakeholder
Analysis &
Engagement
Tools
1. Identify Stakeholders:
-Brainstorm with the project team and list
everyone who can influence or is affected by the
project.
-Include internal (team members, managers) and
external stakeholders (clients, suppliers,
regulators).
2. Assess Power and Interest:
-Power: Ability to influence project decisions and
outcomes.
-Interest: Degree of concern or benefit derived
from project success/failure.
-Evaluate from the stakeholder’s perspective, not
just the project’s.
3. Plot:
-e.g. A 2x2 grid mapping stakeholders based on
their Power (High/Low) and Interest (High/Low).

6. 1.
Stakeholder
Analysis
Matrix:

7. Power/Influence
and Impact Grid
Definition:
-Plots stakeholders based on their power, influence,
and project impact.
Example:
-CEO: High power, high impact → Manage Closely
-End Users: Low power, high impact → Keep
Informed
-Vendors: Moderate power, low impact → Monitor
Usage:
-Helps prioritize communication and resource
allocation.

8. 2.
Stakeholder
Engagement
Assessment
Matrix
-Unaware: Doesn’t know about the project.
-Resistant: Aware but opposed to project
objectives.
-Neutral: Neither supportive nor resistant.
-Supportive: Willing to help the project.
-Leading: Actively involved in driving project
success.
-Identify engagement gaps.
-Plan interventions (e.g., communication plans,
one-on-one meetings).

9. 3. Salience
Model
1. Power (ability to influence)
2. Legitimacy (appropriateness of involvement)
3. Urgency (need for immediate attention)
-Regulatory Body: Power + Legitimacy + Urgency =
Definitive Stakeholder
-Media: Power + Urgency = Dangerous Stakeholder
-Internal Staff: Legitimacy only = Discretionary
Stakeholder

10. 4. Direction
of Influence
Mapping
-Maps the direction in which a stakeholder can
influence the project:
-Upward: Senior management
-Downward: Team members
-Outward: External stakeholders (regulators,
customers)
-Sideways: Peers or colleagues
-Project Sponsor → Upward influence on funding
decisions
-Technical Team → Downward influence on task
execution
-Partner Organization → Outward influence on
dependencies
-Identifies channels of influence for communication
planning.

11. Outputs
Stakeholder Engagement Plan:
-Strategies: Defines how to involve each
stakeholder group effectively.
-Communication methods: Type, frequency, and
format of information flow.
-Engagement monitoring: Techniques to track
changes in stakeholder attitudes.
Project Document Updates:
-Modifications to stakeholder register or
communications plan based on new strategies.

12. Example
Scenario
Developing a healthcare management system with
multiple stakeholder groups (doctors, nurses,
admin, regulators).
-Sponsors receive weekly dashboards.
-End users attend hands-on training sessions.
-Regulators updated via compliance meetings.
-Reduced resistance to system adoption.
-Minimized regulatory delays.
-Increased stakeholder satisfaction.