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Effective Stakeholder Management & Communication: A Guide for Project Interaction, Lecture notes of Communication

A comprehensive guide on creating stakeholder management and communication plans to help project managers effectively engage and manage interactions with important stakeholders. Stakeholders include individuals with a vested interest in the project and the ability to influence its budget and future. The importance of keeping stakeholders informed and involved, and offers examples of stakeholder management and communication plans.

What you will learn

  • How can project managers identify and analyze stakeholder interests and influence?
  • What are some effective communication channels for engaging stakeholders?
  • What is the importance of creating stakeholder management and communication plans?

Typology: Lecture notes

2021/2022

Uploaded on 09/27/2022

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Stakeholder management and communication plans
This guide sets out how to create stakeholder management and communications plans a
that help you manage interactions with your important stakeholders.
Stakeholders include anyone with a vested interest in your project, including those who can
influence the project’s budget and future. Keeping the right people in the loop at the right
stages of your project, with the right amount of detail is critical to making stakeholders feel
valued, involved and heard.
In addition, your key stakeholders with the most weight and influence can help you gain
resources, prioritise competing demands or timelines and clear potential barriers. Keeping
them up to date positive about the project and its progress is critical.
Once you’ve identified your stakeholders and analysed their level of interest and
involvement, the next step is to weigh their respective needs and influence and to assess
and plan how to involve and manage them. Every stakeholder needs management and
communication, ranging from occasional updates and information sharing to detailed,
frequent discussions and negotiations.
What are Stakeholder management and communication plans?
After you identify your key stakeholders, it is important to capture how best to manage them
and communicate with them: this can be one single plan or two separate plans.
A stakeholder management plan can be a simple grid or spreadsheet that lists the
stakeholders along one axis and their points of interest and influence along the other. In the
individual boxes, note key milestones or deliverables that a stakeholder might have special
interest in, as well as financial and emotional needs tied to the project. An example of a
stakeholder management plan is below at Figure 1.
A stakeholder communication plan sets out when and how you will communicate with each
stakeholder identified in the stakeholder management plan. The stakeholder communication
plan builds on and is developed on the basis of the stakeholder management plan. An
example of a stakeholder communication plan is below at Figure 2.
Professional Services
Capability Framework:
Communicating and
Engaging
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Stakeholder management and communication plans

This guide sets out how to create stakeholder management and communications plans a

that help you manage interactions with your important stakeholders.

Stakeholders include anyone with a vested interest in your project, including those who can

influence the project’s budget and future. Keeping the right people in the loop at the right

stages of your project, with the right amount of detail is critical to making stakeholders feel

valued, involved and heard.

In addition, your key stakeholders with the most weight and influence can help you gain

resources, prioritise competing demands or timelines and clear potential barriers. Keeping

them up to date positive about the project and its progress is critical.

Once you’ve identified your stakeholders and analysed their level of interest and

involvement, the next step is to weigh their respective needs and influence and to assess

and plan how to involve and manage them. Every stakeholder needs management and

communication, ranging from occasional updates and information sharing to detailed,

frequent discussions and negotiations.

What are Stakeholder management and communication plans?

After you identify your key stakeholders, it is important to capture how best to manage them

and communicate with them: this can be one single plan or two separate plans.

A stakeholder management plan can be a simple grid or spreadsheet that lists the

stakeholders along one axis and their points of interest and influence along the other. In the

individual boxes, note key milestones or deliverables that a stakeholder might have special

interest in, as well as financial and emotional needs tied to the project. An example of a

stakeholder management plan is below at Figure 1.

A stakeholder communication plan sets out when and how you will communicate with each

stakeholder identified in the stakeholder management plan. The stakeholder communication

plan builds on and is developed on the basis of the stakeholder management plan. An

example of a stakeholder communication plan is below at Figure 2.

Professional Services

Capability Framework:

Communicating and

Engaging

Figure 1: Stakeholder management plan

Stakeholder Role Interest:

How much does the proj. affect them? (1,2,3) Influence: How much do they have? (1,2,3) What is the stakeholder's most important goal? How will he/she contribute? Best way to manage? Contact info (if external)

John Smith Project

manager

1 1 Stay on time and budget - no surprises Daily lead: will delegate but ultimately accountable Team meetings for high level milestones; email summaries from direct reports; Fortnightly 1:1s

Bella Jones Chief Exec 1 1 Budget and

timeline Very little on daily basis, but wants to be in the know, particularly on any risks Monthly milestones and budget info

Utility

employees

2 3 Feel in the loop and valued Very little : will want to be informed if asked on site General company-wide info - intranet,

Outdoor

Groups (rspb

etc)

2 2 (can be vocal and disruptive) To protect affected wildlife in long and short term Discuss with press and own publications Consult up front, and seek to agree broad parameters of project and timeline. Regular updates

Figure 2: Stakeholder communication plan

Communication Plans

S/holder Message Channel Frequency Timing Responsibil

ities

Feedback

Mechanism

John Smith Progress against milestones, risks and concerns Budget update Team meetings Weekly email report 1:1s with direct reports Weekly In diary: weekly reports on Friday by midday Each direct report Bella Jones Progress against milestones, risks and concerns Budget update Board reports Monthly 1:1 with project manager Email updates for short term issues or higher risks Monthly, unless an amber risk arises, in which case weekly First Monday of the month for 1: Second Monday of the Month for Board reports As needed for email updates John Smith Utility Employees Broad progress updates and timngs and any changes to project which affect them Fortnightly newsletter update Twice monthly all team meeting for questions Fortnightly and twice monthly 1st and 3rd Friday of the Month, when site workers are in the office Karen Patel, Head of Comms Set up common email address for any questions or issues Outdoor Groups Their views are being taken into account. We are managing their concerns and limiting damage to wildlife Email communication "round robin" Monthly unless there are significant changes to parameters of project Last Tuesday or Month, to ensure they have them before their local meetings Karen Patel Set up (separate) common email address for any questions or issues