Stakeholder Identification, Communication Needs, Management and Planning - Coursework Example

Section 2 Name Date Course Section 2 Stakeholder Identification Stakeholder identification is an important aspect of the project as each of the stakeholders has different needs. Each of them will play a unique role during the project. Their contributions will be essential in ensuring that the project briefing paper has adequate information that will be required during the project. The project briefing report plays a significant role in making sure that the organization is awarded the tender. As a result, it is important to ensure that all the stakeholders and their roles have been clearly identified. Working with all the stakeholders and ensuring that they provide adequate information will contribute towards the success of the project briefing report. During the process of obtaining information, all the stakeholders have to be identified in advance to guarantee that all the information is collected on time and the deadline is met (Schneider & Hadani, 2014). A lot of coordination with the stakeholders has to be carried out so as to ensure that the information provided is accurate. Any form of inaccuracies with regards to the information provided may negatively impact the outcome of the project report and it may end up being rejected. The management of the stakeholders requires human resource skills in order to work effectively with each of the stakeholders. The stakeholder management process will also ensure that all the stakeholders are satisfied in order to guarantee cooperation. Identifying the stakeholders plays an important role in ensuring that their needs are identified and planned for (Minoja, 2012). The success of the company will be based on its ability to clearly identify the stakeholders and the roles that they will play during the project. The table below outlines the stakeholders who will be involved in the project and the role that they will play. Stakeholder Influence Interest Role Objectives Management strategy PMP Consulting CEO High High Managing all the operations and activities that will be carried out by PMP during the period. Manage the operations closely Ensure that all the goals of the project are met and are within the highest standards. SGG CEO High High Provide information with regarding the desired outcome that the company intends to achieve as a result of the process of the PMS Manager all the operations closely. Working closely with other stakeholders and ensuring that adequate information is availed to them. PMP team members High Low Provide extensive advice to the CEO with regards to the activities that needs to be carried out to ensure that the processes are successful. Keep informed of the activities taking place. Supervising the activities of the team members to determine the progress being made. PMP employees Medium Low Engage in the actual activities that are aimed at identifying the needs if the company with regards to the PMS Obtain the actual information about the project. Enforce all the strategies that have been put in place by the company. Community members Low Medium Ensuring that the environmental issues are considered to avoid any potential negative effects on the community. Being satisfied with the operations of the company. Participating on activities that involve environment as well as the community. Patrons High High Providing the personal information that may be useful to the project and be provided with all the details regarding the project. Being kept informed Working closely with the management to obtain all the necessary feedback and information. NSW State government Low High Providing the information regarding the pensioners which will be updated by the organization. Keep satisfied. Work closely with the main stakeholders and provide constant information about the project. Communication Needs, Management and Planning Communication will play an essential role in ensuring that the process is successful. Communication will be useful due to the high number of stakeholders that will be involved in the project. The greatest threat to the success of Information technology project is the failure to communicate. A clear communication strategy and management will therefore be required during the project. All the problems and challenges that may affect the communication process have to be identified in advance. The stakeholders in the project will require the correct information about their roles. A feedback mechanism has to be created during the project so as to ensure that constant communication is maintained with the stakeholders. Lack of communication in most cases leads to incorrect assumptions which have negative impacts on the entire project (Dozier, et al, 2013). During the project, a communication infrastructure will be developed for the purposes of enhancing the communication process. A website will be developed in order to promote communication with the stakeholders. Information will be posted on the website on a daily basis so as to ensure that the stakeholders are able to access the information at any time at their own convenience. The email is also an important communication toll that will be utilized during the project. The emails will be used when communicating directly with the stakeholders. The stakeholders will also be urged to check their emails at least twice on a daily basis. The telephone calls as well as text messages can also be used for the purposes of communicating with the stakeholders. However, the use of text messages will only be limited to specific stakeholders. The text messages are not official forms of communication. The storage of information is an important aspect of communication planning. The information will be stored in both the hard copies as well as the softcopies. The information in the hardcopy will be stored in different files. A file for each of the stakeholder will be opened for the purposes of ensuring that the communication process is effective. The also of information may occur in case of poor storages and it may have negative impacts on the communication process. The CEO of SGG will receive information on a daily basis through the emails. This will be from the CEO of PMP Consulting company. The PMP team will be responsible for providing the PMP CEO with information on a daily basis. The access of information will also be limited so as to ensure classified information regarding the project does not end up with the wrong people. The classified information will only be accessed by the CEO and the project team leaders. The other stakeholders will however be free to access the information that directly concerns them. The current information will be updated by the team leaders. This is because they will be obtaining all the information on a daily basis directly from the team. Updating the information on a daily basis will be carried out. The stakeholders will only be more interested in the project when they obtain information on a frequent basis (Eden & Ackermann, 2013). Updating the information on a daily basis is also important for the purposes of ensuring that feedback can be obtained. The distribution of information is also an important aspect that determines the effectiveness of the communication process. The official methods of communication will be used during the distribution process to allow for the documentation to take place. All the information will be documented in order to allow for future references. During the distribution process, it is important to ensure that the information is distributed to the right people in the right format (Hollensen, 2015). The concepts of performance reporting will also be utilized for the purposes of disseminating the information to the stakeholders. The communication procures will play an important role in terms of satisfying the needs of the stakeholders. Each of the stakeholders has different needs when it comes to communication. Conflicts may also take place between the stakeholders due to misunderstandings. This is common in most of the projects and it has the potential of affecting the entire project plan. Adequate information will be provided to the stakeholders for the purposes of ensuring that the conflicts are avoided. In some instances, face to face meetings will be held with the stakeholders. The verbal communication will be used in such meetings. The project leaders who will be involved directly in communicating with the stakeholders will be trained on the concepts of communication. This will be useful in ensuring that the verbal communication is delivered in an effective manner. An understanding of the body language concepts may be useful during the process of verbal communication. The team leaders will play an important role during the distribution of the information. The team leaders in most cases will act as a link between the different stakeholders who are involved in the project. The team leader who will also be the project manager will be in charge of providing information as they will have better access to the information throughout the project. The team leaders will be responsible for the different aspects of the project and will also be involved in every step of the project. During the communication process, it is important to ensure that the personnel who are in charge of distributing the information are fully aware of the operations in the project (Grunig, 2013). The table below shows a communication plan that will be used during the project. Receiving Stakeholder Report Required Time due Producer Delivery format PMP Consulting CEO Daily operations and progress report. Daily at 5pm Team leader Hardcopy, soft copy and meetings. SGG CEO Daily operations and progress report. Daily at 5pm PMP Consulting CEO Softcopy PMP team members Daily activities and operations report Daily at 4pm Team members Hardcopy, softcopy and meetings PMP employees Weekly report Saturdays at 9 am Team leader Hardcopy, newsletters and meetings. Community members Monthly report 1st of the month at 2pm Team leaders Hardcopy, meetings and newsletters. Patrons Weekly report Every Saturday at 3 Pm Team leader Hardcopy and meetings. NSW State government Weekly reports Fridays at 4pm Team leader Softcopy. Risk Management Identification and Planning Every project is likely to be encountered by risks at certain stages of its operations. A risk management plan is therefore important for the purposes of identifying the possible risks. The severity of the risks has to be identified as some of the risks may be too severe and hence affecting entire project. A project may fail due to the severe risks (Caron, 2013). A plan has to be put in place for the purposes of dealing with the risks depending on its severity. Some of the risks may occur more than once in the course of carrying out the project. It is therefore important to determine the likelihood of the risk based on its frequencies. The higher the frequency, the more likely the risk. Identifying the risks that have a high frequency is therefore important during the risk management process. The risk has to be described in detail so as to ensure that it is fully understood. During the risk management process, it is important to ensure that the events that trigger the risks are identified. The mitigation of the risks is important for the purposes of ensuring that the risk is avoided. A lot of expertise may be required during the process of managing the risks (Turner, 2014). The owner of the risk should also be identified so as to ensure that the risk can be managed in a specified manager by the risk owner. A lot of support is required during the risk management proce3ss for the purposes of ensuring that the risks are eliminated or mitigated. The impacts of the risk should also be used for the purposes of providing a priority for the risks. The following table will be used for the purposes of managing the risk. Risk ID Priority Rank Description Trigger Owner Probability Impact Mitigation R1 7 Changes in technology due to the discovery of new versions of software while the project is almost complete Technological advancements Project IT manager High High Advance research will be carried out from time to time in order to monitor the technological trends. R2 7 Running out of finances due to budgetary problems Increase in the cost of software and hardware, Economic decline and contingency Project manager Medium High Setting sided a contingency amount to deal with any increase in the cost of products R3 5 Departure of the project member. Lack of job satisfaction, poor health and finding another job. Project manager Medium Medium Signing a contract with the employees, motivating the employees. R4 4 Natural disaster Poor weather conditions, climate change. Project manager Medium High Developing a contingency plan. List of References Schneider, M, & Hadani, M, 2014, Stakeholder Management and Corporate Political Activity: A Model of Strategic Stakeholder Management, In Academy of Management Proceedings (Vol. 2014, No. 1, p. 12289). Minoja, M, 2012, Stakeholder management theory, firm strategy, and ambidexterity, Journal of Business Ethics, 109(1), 67-82. Dozier, D, et al, 2013, Manager's guide to excellence in public relations and communication management, Routledge. Eden, C, & Ackermann, F, 2013, Making strategy: The journey of strategic management, Sage. Hollensen, S, 2015, Marketing management: A relationship approach, Pearson Education. Grunig, J, E, 2013, Excellence in public relations and communication management, Routledge. Caron, F, 2013, Project Risk Management. In Managing the Continuum: Certainty, Uncertainty, Unpredictability in Large Engineering Projects (pp. 67-74), Springer Milan. Turner, J, R, 2014, The handbook of project-based management (Vol. 92), McGraw-hill. Read More