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Stakeholder Engagement Planning

5 minutes 5 Questions

Stakeholder Engagement Planning is a process where strategies are designed to engage stakeholders effectively. It involves creating a stakeholder engagement plan that outlines how to communicate with and involve stakeholders throughout the project. Stakeholder engagement planning takes into account stakeholders' expectations, influences, and interests with an aim to maximize positive outcomes and minimize potential negative impacts. This plan includes targeted communication strategies, feedback mechanisms and techniques for building trust, mutual understanding and collaboration.

Guide: Stakeholder Engagement Planning

What is Stakeholder Engagement Planning?
Stakeholder Engagement Planning is an essential part of project management and focuses on planning strategies for effective communication and engagement with stakeholders. The aim is to build relationships and manage the interests and expectations of all stakeholders involved throughout the lifespan of the project.

Why is it important?
Stakeholder Engagement Planning plays a vital part in the successful delivery of a project. By ensuring appropriate and timely engagement of stakeholders, potential risks and issues can be identified and mitigated early on, leading to more effective decision-making. It also fosters better relationships and understanding among all parties, leading to enhanced cooperation.

How does it work?
Stakeholder Engagement Planning uses a systematic process that begins with the identification of stakeholders. Afterwards, their needs and expectations are ascertained, and strategies for their engagement are developed. These strategies are then implemented, monitored and adjusted throughout the project. It is a continuous process of interaction and feedback.

Exam Tips: Answering Questions on Stakeholder Engagement Planning
To excel when answering exam questions about this topic, students should:

  • Understand the fundamental concepts and processes of Stakeholder Engagement Planning.
  • Be able to give examples of potential stakeholders and describe relevant strategies for their engagement.
  • Highlight the benefits of effective Stakeholder Engagement Planning for a project's success.

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CAPM - Project Stakeholder Management Example Questions

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Question 1

During the planning stage, you've identified a group of stakeholders with low interest and low power. How should you manage the engagement with these stakeholders?

Correct Answer: Monitor these stakeholders but put minimum effort

The correct way to deal with stakeholders who have low interest and low power in the planning stage of a project is to 'Monitor these stakeholders but put minimum effort.' The reasoning behind this is that these stakeholders, while not completely irrelevant, present a low risk and demand because of their lack of influence and interest. The other options are not advisable for the following reasons: 'Engage with these stakeholders actively same as others' might lead to the inefficient usage of resources for stakeholders who lack significant influence or interest. 'Exclude these stakeholders from communication plan' is not an option because they might become essential at a later stage of the project. Finally, making 'these stakeholders high priority' would not be a sensible strategy due to them being low power and interest individuals.

Question 2

During stakeholder engagement planning, it is discovered that a key stakeholder group has been overlooked. What is the best course of action to address this situation?

Correct Answer: Review and update the stakeholder register, assess their interests and influence, and develop appropriate engagement strategies.

The best course of action when a key stakeholder group is discovered to have been overlooked is to immediately review and update the stakeholder register. This involves assessing their interests, their level of influence, and developing appropriate strategies for their engagement. This ensures that all relevant parties are considered in project decisions and that their needs and expectations are managed effectively. Choosing to prioritize project progress over stakeholder engagement, delegating responsibility without proper assessment, or initiating an entirely new project phase for stakeholder analysis are not effective strategies as they either neglect the stakeholder's influence or overcomplicate the engagement process.

Question 3

As a Program Manager, which of the following is the most effective approach to engage with a stakeholder group that has been identified as having high power and high interest in the program?

Correct Answer: Collaboratively develop a tailored communication plan to address their specific needs and expectations

Engaging a stakeholder group with high power and high interest effectively requires direct, tailored communication that addresses their specific needs and expectations. While establishing a feedback mechanism, updating through automated systems, and engaging stakeholders in the execution phase are valid actions, they do not provide the same level of engagement and might fail to fully meet the stakeholders' needs. Direct and collaborative communication ensures their continued support and involvement, which is critical for the success of the program.

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