This is a second and a last process in the initiation stage that identifies people, groups or organization that can impact or be impacted by the project through decision, activity and outcome. It is the process of analyzing and documenting relevant information regarding interests, involvement, interdependence, influences and potential impacts on project success.
Remember the stakeholder can be from internally or externally, who is directly or indirectly involved in the project. By using the following inputs, you can do the analysis and with the help of experts in order to identify
- who are positive, negative and neutral to your project,
- who have high power with low interest to your project,
- who have high power and high interest to your project,
- who have low power with high interest to your project and
- who have low power and low interest to your project.
That way it will be easy to accommodate them during the planning and execution of the project.
The inputs are:
- Project Charter
- Procurement documents
- Enterprise Environmental Factors
- Organizational Process Assets
Project Charter
If we recall back, Project Charter is a document issued by the project initiator or project sponsor that formally authorizes the existence of a project. One of the contents in the document is the stakeholder list of that particular project as well as Project Sponsor, team, Clients, Initiator etc who are also part of the stakeholders.
Procurement Documents
Although it will be more discussed in future but in short these documents explain the persons or organizations to be contracted out if the project is a result of procurement activity. For instance the suppliers, contractors, consultants etc.
Enterprise Environmental Factors
There are internal or external factors that can influence the project. Internally we can mention like management, functional managers, staff etc. Externally can be Government representatives, policy makers, competitors, institutions etc
Organizational Process Assets
If the company has practiced the same projects before, then from the lessons learnt or historical information you can identify those who participated as stakeholders and understand their impacts and interests on the previous projects. You can also refer from the stakeholders registers of those projects.
Note that, some stakeholders may be identified in future during the planning and implementation stages. It depends on the nature and complexity of the project.
STAKEHOLDER REGISTER
This is a document that contains all information about the stakeholders. It is an output after identifying all stakeholders of your project. This document will help you to know how to manage or engage them and fulfill their requirements.
The followings are the contents of Stakeholder register (though it may vary according to the needs of the project):
- Stakeholder information such as name, title, contacts, organization, location, role in the project etc
- Stakeholder Assessment such as requirements, expectations, influence in the project, phase in the life cycle with the most interest, communications needs and frequency
- Stakeholder Classification depending on the attributes you use for the project, for instance if the stakeholder is from internal or external, the stakeholder is a supporter or resistor or neutral to the project or the stakeholder’s power or interest is high or low
See the sample for your understanding.
After creating this document, make sure you keep it safe with less access due to its sensitivity so that only you as a project
manager knows how to deal with the stakeholders. Not even the project team nor sponsor should know about it.
References:
PMI (2013). A Guide to the Project Management Book of Knowledge (PMBOK Guide 5th Ed.) USA, Project Management Institute
http://www.brighthubpm.com/methods-strategies/1672-the-initiation-stage-in-project-management/
Thank you and if you have any questions or suggestions, please don't hesitate to post on the comments below.
HAVE A BLISSFUL DAY!
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