In PRINCE2 7, understanding the distinction between people within a project and those affected by it is crucial for successful project delivery. This differentiation helps project managers engage stakeholders appropriately and manage relationships effectively.
People within the project are those w…In PRINCE2 7, understanding the distinction between people within a project and those affected by it is crucial for successful project delivery. This differentiation helps project managers engage stakeholders appropriately and manage relationships effectively.
People within the project are those who have formal roles and responsibilities in delivering the project. This includes the Project Board members (Executive, Senior User, and Senior Supplier), the Project Manager, Team Managers, and team members who perform the actual work. These individuals are actively involved in planning, executing, and controlling project activities. They operate according to defined PRINCE2 roles and have accountability for specific aspects of project success. Their engagement is continuous throughout the project lifecycle, and they contribute to decision-making and problem-solving.
People affected by the project are stakeholders who will experience changes resulting from the project outcomes but are not part of the project organisation structure. This group includes end users who will use the final product, customers who will benefit from deliverables, operational staff whose work processes may change, and communities or organisations impacted by project outputs. These individuals may have significant interest in the project but lack formal authority within it.
Effective stakeholder management requires identifying both groups early in the project. People within the project need clear role definitions, appropriate authority, and proper communication channels. People affected by the project require engagement strategies that address their concerns, manage expectations, and facilitate acceptance of change.
PRINCE2 7 emphasises that successful projects depend on positive relationships with all stakeholders. The Project Manager must balance the needs of both groups, ensuring those within the project have resources to deliver while those affected remain supportive and prepared for change. Failing to engage either group appropriately can lead to resistance, delays, and ultimately project failure.
People Within vs Affected by the Project
Why This Is Important
Understanding the distinction between people within a project and those affected by it is fundamental to PRINCE2 project management. This knowledge ensures proper stakeholder engagement, appropriate communication strategies, and ultimately contributes to project success. In the PRINCE2 Foundation V7 exam, questions on this topic test your ability to identify roles and tailor engagement approaches accordingly.
What It Is
People Within the Project are those who have defined roles and responsibilities in delivering the project. They are part of the project management team structure and actively work on project activities. Examples include: - Project Board members (Executive, Senior User, Senior Supplier) - Project Manager - Team Manager - Project Assurance - Project Support - Team members
People Affected by the Project are stakeholders who will experience the impact of the project's outputs, outcomes, or benefits but do not have formal roles within the project structure. Examples include: - End users of the product - Customers - Suppliers not part of the project team - Regulatory bodies - The general public - Other departments in the organization
How It Works
PRINCE2 recognizes that both groups require engagement but through different mechanisms:
For People Within the Project: - Clear role definitions and responsibilities - Formal reporting structures - Decision-making authority levels - Regular project communications through highlight reports and checkpoint reports
For People Affected by the Project: - Stakeholder analysis and engagement planning - Communication Management Strategy tailored to their needs - Consultation during requirements gathering - Change management activities to prepare them for transitions - Benefits realization tracking
The Communication Management Strategy should address both groups but will typically have different approaches for each, recognizing their varying information needs and influence levels.
Key Differences to Remember
- Authority: People within have defined authority; people affected typically do not have project authority - Accountability: People within are accountable for project deliverables; people affected are recipients of outcomes - Engagement type: People within require management; people affected require engagement and communication - Documentation: People within are documented in project organization; people affected are captured in stakeholder analysis
Exam Tips: Answering Questions on People Within vs Affected by the Project
1. Look for role-based clues: If a question mentions someone with a formal PRINCE2 role title, they are within the project. If they are described as users, customers, or external parties, they are likely affected by the project.
2. Consider the engagement mechanism: Questions about project organization and reporting typically relate to people within. Questions about stakeholder management and communication strategies often relate to people affected.
3. Watch for scenario questions: The exam may present scenarios asking who should be consulted or informed. Map the individuals to their category before selecting your answer.
4. Remember the overlap: Some individuals can be both within and affected by a project. A Senior User represents users who are affected but also has a role within the project structure.
5. Link to PRINCE2 themes: The Organization theme covers people within; stakeholder engagement aspects of communication cover people affected.
6. Think about accountability: If a question asks about accountability for delivery, focus on people within. If it asks about benefits realization or user adoption, consider people affected.
7. Read carefully for context: Exam questions may test subtle distinctions. A team member is within; a team member's department colleague who will use the product is affected.