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Managing Stakeholders

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Communications Management centers on determining who needs what information and ... Stakeholder Communication Plan: INFORMATION DISTRIBUTION. 12 ... – PowerPoint PPT presentation

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Title: Managing Stakeholders


1
Managing Stakeholders
  • IT Project Management
  • COSC 3500

2
Learning Objectives
  • Understand the importance of identifying and
    managing your stakeholders.
  • Grasping the process to improve the management of
    stakeholders.
  • Understanding how to identify and manage client
    expectations.

3
Stakeholder Management
  • Communications Management
  • Communications Management centers on determining
    who needs what information and when and then
    producing a plan to provide that needed
    information.
  • Stakeholder Management
  • Stakeholder Management refers to managing
    communications to satisfy the needs of, and
    resolve issues with, project stakeholders..

4
Stakeholder Management
  • Stakeholder Management
  • It is vital to a projects success for several
    reasons
  • It leads to resolving stakeholder issues
  • It promotes synergy
  • It promotes project buy-in
  • Stakeholder Management relies on the
    communication management plan to direct what
    needs to be communicated and when.

5
Stakeholder Management Process
6
Stakeholder Management Process
7
Identify Project Stakeholders
8
Stakeholder Analysis
  • Power / Interest Grid

9
Stakeholder Analysis
  • Understand Your Key Stakeholders
  • Key questions that can help you understand your
    stakeholders
  • What motivates them most of all?
  • What information do they want from you?
  • What is the best way of communicating your
    message to them?
  • What is their current opinion of your work?
  • If they are not likely to be positive, what will
    win them around to support your project?
  • Who else might be influenced by their opinions?

10
Stakeholder Planning
  • Stakeholder Planning
  • Who needs what information, when they will need
    it, how it will be given to them, and by whom.
  • Who Target Audience
  • What Key Messages
  • When Timing
  • Why Desired Outcomes
  • How Communication Vehicle
  • By Whom The Sender

11
Stakeholder Planning
  • Stakeholder Communication Plan

12
Information Distribution
  • Making needed information available to project
    stakeholders in a timely manner.
  • Formal Methods
  • Project Reports
  • Project Presentations
  • Feedback from Stakeholders
  • Requested Changes
  • Informal Methods
  • Short face-to-face meetings (e.g., coffee once a
    week with the project sponsor)
  • Instant Messaging Short Emails

13
Managing Expectations
14
Managing Expectations
  • Expectations Are
  • A primary measure of your success
  • In your client's mind, satisfaction is how close
    you have come to their expectations. NOT how
    close you were to the wording of the contract or
    the scope of work or even the performance
    criteria, but to their expectations.
  • What drive your clients actions decisions
  • It's NOT their everyday duties or their assigned
    role or your very rational explanations that
    drive them, but their expectations.

15
Managing Expectations
  • How to Manage Expectations
  • Know Your Capabilities
  • Know what you can deliver before you commit
  • Set Clearly Defined Expectations (Do NOT Assume)
  • Meeting requirements, how often status will be
    communicated
  • Educate
  • Educate the client so they can have a healthy
    appreciation of the work involved and the time
    and resources it takes to accomplish.

16
Managing Expectations
  • How to Manage Expectations
  • Empathize
  • Reassure the client that you are committed to
    their success.
  • Be Realistic
  • Practice under-promising and over-delivering
  • Continuous Monitoring
  • No one wants to be blindsided to find out key
    targets will not be met at the last minute.
  • Communicate Early and Often
  • Communicate early and often and if in doubt,
    communicate some more.

17
Managing Suppliers
  • IT Project Management
  • COSC 3500

18
Learning Objectives
  • Understand the context of the Prime/Subcontractor
    relationship.
  • Understand the Subcontractor Selection Process
    and the vital components relative to the
    selection of the Sub.
  • Understand the various processes and activities
    used to manage Subs.

19
Managing Suppliers Overview
  • Supplier Management is a special brand of
    Stakeholder Management and requires a unique set
    of processes and management practices.
  • A Subcontractor is an individual or company that
    signs a contract to perform part or all of the
    obligations of another's contract.
  • Focus of todays lesson is on Supplier Management
    as it relates to Subcontractors
  • Also referred to as Vendor/Subcontractor
    Management.
  • Common for large, complex engagements
  • Why Subcontract work?
  • Provide specific products, knowhow and/or
    expertise to the project which is not available
    to in-house.

20
Subcontractor Selection
21
Subcontractor Selection Process
22
Subcontractor Selection Criteria
  • Subcontractor Selection Criteria Include
  • Proposed Staff (relevant experience, skills)
  • Reputation Size
  • Customers Markets served by subcontractor
  • Size of subcontractor in relation to the prime
  • References (e.g., similar engagements clients)
  • Location

23
Subcontractor Management
24
Subcontractor Management
  • Post Subcontractor Selection
  • After the subcontractor has been selected, it is
    vital to the success of the project that they are
    quickly assimilated into the process project.
  • Familiarize the Subs with your project management
    processes and methodologies.
  • Hold a kick-off meeting with the entire team.
  • Clearly define roles and responsibilities.

25
Subcontractor Management
  • Managing Subcontractors
  • Monitor work and evaluate deliverables.
  • Schedule regular meetings to discuss project
    status and progress (changes, schedule,
    conflicts).
  • Evaluate activities and map them against the
    baselined plans (schedule, scope and budget).
  • Check invoices (timesheets if available)
  • Involve them in identifying and evaluating risks
    and issues.
  • Identify a status reporting protocol weekly
    status reports (activities deliverables)
  • Manage customer interfaces
  • Establish evaluation criteria
  • Schedule informal meetings outside of the work
    environment.
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