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Chapter 13
Project Stakeholder Management
A Comprehensive Guide for PMP Certification by Parag Pal
Chapter 13 focuses on Project Stakeholder Management, which involves the processes required to identify all people or organizations impacted by the project, analyze stakeholder expectations, and develop appropriate management strategies for effectively engaging stakeholders in project decisions and execution.
This guide will detail the four processes within Stakeholder Management, highlighting key concepts, inputs, tools & techniques, and outputs for each. The main goal is to keep stakeholders engaged and ensure their needs are met, which is especially critical in agile projects.
13.1 Project Stakeholder Management Processes Overview
Project Stakeholder Management includes the processes necessary to identify project stakeholders, plan stakeholder engagement, manage stakeholder engagement, and monitor stakeholder engagement.
The 4 Stakeholder Management Processes are:
- Identify Stakeholders (Initiating)
- Plan Stakeholder Engagement (Planning)
- Manage Stakeholder Engagement (Executing)
- Monitor Stakeholder Engagement (Monitoring & Controlling)
Stakeholder Management Processes by Process Group
This chart shows how the 4 Project Stakeholder Management processes are distributed across the Process Groups.
Note: Stakeholder processes span Initiating, Planning, Executing, and Monitoring & Controlling.
13.2 Identify Stakeholders
This process identifies all people or organizations impacted by the project, and documents relevant information regarding their interests, involvement, and impact on project success. This is done when the project is initiated.
13.2.1 Inputs
- Project Charter
- Business Documents
- Project Management Plan
- Project Documents
- Agreements
- EEFs, OPAs
13.2.2 Tools & Techniques
- Expert Judgment
- Data Gathering
- Data Analysis: Stakeholder analysis (role, impact, power, authority, active/passive).
- Data Representation: Power/Interest grid, Power/Influence grid, Influence/Impact grid.
- Meetings
13.2.3 Outputs
- Stakeholder Register: A document listing all project stakeholders and their classifications. Contains contact info, role, communication requirements, expectations, how they are affected, and power/influence level. Should be kept secure.
- Change Requests
- Project Management Plan Updates, Project Document Updates
Exam Tip:
The stakeholder register is a living document that should be updated throughout the project as stakeholders can change frequently.
13.3 Plan Stakeholder Engagement
This process develops approaches to involve project stakeholders based on their needs, interests, and potential impact on project success. It determines methods needed to keep stakeholders engaged.
13.3.1 Inputs
- Project Charter
- Project Management Plan
- Project Documents (Stakeholder Register, Issue Log, Change Log)
- Agreements
- EEFs, OPAs
13.3.2 Tools & Techniques
- Expert Judgment
- Data Gathering
- Data Analysis: Analyzing engagement levels (unaware, resistant, neutral, supportive, leading).
- Data Representation: Stakeholder Engagement Assessment Matrix.
- Meetings
13.3.3 Outputs
- Stakeholder Engagement Plan: Describes how the project team will keep stakeholders engaged. It includes what type of communication will be needed.
- Project Management Plan Updates, Project Documents Updates
Exam Tip:
The Stakeholder Engagement Plan states WHY engagement is needed, while the Communication Management Plan states HOW and WHEN engagements will be done.
13.4 Manage Stakeholder Engagement
This process communicates and works with stakeholders to meet their needs and expectations, address issues as they occur, and foster appropriate stakeholder engagement. This involves actively engaging stakeholders using the defined plans.
13.4.1 Inputs
- Project Management Plan
- Project Documents (Stakeholder Register, Issue Log, Change Log)
- Agreements
- EEFs, OPAs
13.4.2 Tools & Techniques
- Expert Judgment
- Communication Skills: Feedback, nonverbal communication, presentation skills.
- Interpersonal & Team Skills: Conflict management, active listening, cultural awareness, negotiation, political awareness.
- Ground Rules: Set within the team charter, define acceptable behavior.
- Meetings
13.4.3 Outputs
- Change Requests
- Project Management Plan Updates, Project Document Updates, OPA Updates
Exam Tip:
This process is about actively doing the engagement. Ensure all stakeholders' concerns are heard and resolved to foster project success.
13.5 Monitor Stakeholder Engagement
This process monitors overall project stakeholder relationships and adjusts strategies and plans for engaging stakeholders. It examines if the stakeholder engagement plan is being carried out effectively and if it is working.
13.5.1 Inputs
- Project Management Plan
- Project Documents (Stakeholder Register, Issue Log, Change Log, Project Communications, Risk Register)
- Agreements
- EEFs, OPAs
13.5.2 Tools & Techniques
- Expert Judgment
- Data Analysis: Variance analysis, trend analysis, root cause analysis.
- Data Representation: Stakeholder Engagement Assessment Matrix.
- Communication Skills
- Interpersonal & Team Skills
- Meetings
13.5.3 Outputs
- Work Performance Information
- Change Requests
- Project Management Plan Updates, Project Document Updates, OPA Updates
Exam Tip:
Monitor Stakeholder Engagement is about checking if the engagement plan is working and making adjustments, unlike Manage Stakeholder Engagement which is about performing the engagement activities.
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