Stakeholder Communication

Presentation Agenda Purpose: Present a proven strategy to increase success of your projects. Process: Weave together concepts of Stakeholder communication with an Example Project Payoff: Understand the importance of communication and positive impact on project.

Definition of a Stakeholder An individual, group or organization who may affect, be affected by, or perceive itself to be affected by a decision, activity or outcome of a project

Stakeholder Communication Management Overview People, Groups or Organizations that impact or could be impacted by the project 1. Identify Stakeholders Developing appropriate strategies to effectively engage identified stakeholders 2. Plan Stakeholder Management Communicating and working with stakeholders to meet their needs/expectations throughout the project lifecycle 3. Manage Stakeholder Engagement Monitoring relationships and adjusting strategies 4. Control Stakeholder Engagement Stakeholder Management Overview

The Example Project – Parking Garage with Steel Columns

The Example Project – 11 of 16 Steel Columns Severely Corroded

1. Identify Stakeholder

Residents of the Condo Board Of Directors Others Property Manager 1. Project Example - Identify Stakeholder Residents of the Condo Board Of Directors Others Property Manager

2. Plan Stakeholders Communication

Communication is not a once-and-done activity 2. Plan Stakeholders Communication Communication is not a once-and-done activity Repeated communication, use different methods to achieve the goal of ensuring a common understanding of concepts or ideas among stakeholders Each person consumes and learns in different ways choose the best means to plan communications to project stakeholders

3. Manage Stakeholders Engagement Encourage all stakeholders to raise project issues Maintain control of project issues and not let things ‘spin out of control’ Provide assurance that you will look at all issues raised in an objective and fair manner Maintain a chain of command in how issues should be raised

3. Control Stakeholder Engagement Problem identification Info collection / exchange Describe alternatives Analyze the alternatives Select the “best” alternative Implement the alternative chosen

3. Project Example – Control Stakeholder Engagement

3. Project Example – Control Stakeholder Engagement Notice to Residents Timelines Project Notification Updates Completion Notice Problem identification Info collection / exchange Describe alternatives Analyze the alternatives Select the “best” alternative Implement the alternative chosen Project & Budget Planning Summary of CA Results Access to Reports Summarize Next Steps Townhall Meeting Impact On Condo Fees Funding Options Call Meeting Townhall Meeting Listen

Control Stakeholder Engagement When communicating with stakeholder, you need to be authentic in both your approach and mannerism. Be consistent in your message delivery You will need to follow a basic process to engage difficult stakeholders. Uncover the source of the difficulty Stand in the shoes of the stakeholder Engage the project sponsor Develop an action plan Execute and monitor the plan

Control Stakeholder Engagement Style Description Effect Withdrawing / Avoiding Retreats from an actual or potential conflict situation Does NOT solve the conflict Smoothing / Accommodating Emphasizes areas of agreement rather than areas of difference Provides only short-term solution Compromising Searches for and bargains for solutions that bring some degree of satisfaction to all parties Does provide definitive resolution Forcing Pushes one view-point at the expense of others; offers only win-lose solutions Hard feelings may come back in other forms Collaborating Incorporates multiple viewpoints and insights from differing perspectives; leads to consensus and commitment Provides long-term resolution Confronting / Problem Solving Treats conflict as a problem to be solved by examining alternatives; requires give and take attitude and open dialogue Provides ultimate resolution

Example Project - Construction

Example Project - Construction

Thank You!