Project Context

and
Stakeholder
Engagement
PHRCM-2
(AHAD NAZIR)
How project starts?

External Project Project Stakeholder

project Sponsor Manager Register

Project and Project Other

procurement Charter Stakeholders

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 Stakeholder
Types

PROJECT HR AND COMMUNICATION MANAGEMENT 9/22/2023 3

Stakeholder Engagement Assessment
Matrix

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Stakeholders
Project practitioners Are responsible or accountable for delivering project outcomes;

Work on projects full or part time;

Consultants
Work in portfolio, program, or project management offices (PMOs);

Educators Are involved in project sponsorship, product ownership, product management, executive
leadership, or project governance;

Students Are involved with portfolio or program management;

Provide resources for project work;

Sponsors,
Focus on value delivery for portfolios, programs, and projects;

Stakeholders Teach or study project management; and

Are involved in any aspect of the project value delivery chain.

Vendors
 BE A DILIGENT, CREATE A EFFECTIVELY ENGAGE

Project RESPECTFUL, AND CARING

STEWARD
COLLABORATIVE PROJECT
TEAM ENVIRONMENT
WITH STAKEHOLDERS

Management
Principles

FOCUS ON VALUE RECOGNIZE, EVALUATE, DEMONSTRATE

AND RESPOND TO LEADERSHIP BEHAVIORS
SYSTEM INTERACTIONS
Project Management Principles
Tailor Tailor based on context

Build Build quality into processes and deliverables

Navigate Navigate complexity

Optimize Optimize risk responses

Embrace Embrace adaptability and resiliency

Enable Enable change to achieve the envisioned future state

Be a diligent,
respectful, and caring
steward
Stewardship

Act responsibly to carry out activities Demonstrate a broad commitment

with: to the projects they support:
Integrity Financial Impacts
Care Social Impacts
Trustworthiness Environmental impacts
Maintains compliance with internal and
external guidelines
Stewardship
Encompasses responsibilities within and external to the
organization

Integrity
Care
Stewardship includes: Trustworthiness
Compliance.

Financial awareness
A holistic view of stewardship Social awareness

considers: Technical awareness

Sustainable environmental awareness.
Slightly different meanings One aspect of stewardship
and applications in different involves being entrusted
contexts with the care of something

Another aspect focuses on

the responsible planning, Yet another aspect means
use, and management of upholding values and ethics.
resources

Stewardship

Operating in alignment
with:
• Organizational objectives
• Organizational strategy
• Organizational vision
• Organizational mission
• Sustainment of its
long-term value
Stewardship within the organization
Commitment to and Understanding the
respectful engagement of Diligent oversight of appropriate the aspects,
project team members, organizational: particularly, in leadership
including positions.:
• Compensation • Finances • Authority
• Access to opportunity • Materials • Accountability
• Fair treatment • Other resources used • Responsibility
within a project
Environmental sustainability

Organization’s use of materials and natural resources

Organization’s relationship with external stakeholders such as its partners and channels

Impact of the organization or project on the market, social community, and regions in which it operates

Advancing the state of practice in professional industries

Stewardship outside the organization

 Reflects understanding and
acceptance of trust

Duties of Actions and decisions that

Stewards engender and sustain that trust

Adhere to both implicit and explicit

duties
Stewards behave honestly and ethically in all engagements and communications

Stewards hold themselves to the highest standards and reflect the values, principles, and behaviors
expected of those in their organization

Serve as role models

Stewards, in their engagements, work activities, Building trust by living
and decisions: Demonstrating personal and organizational values

To challenge team members, peers, and other stakeholders to consider their words
In the project management context, this duty and actions
often requires stewards: To be empathetic, self-reflective, and open to feedback.

Integrity in Stewardship
 Care in Stewardship

Stewards are fiduciaries of the organizational matters in their charge, and they
diligently oversee them

Higher-performing projects feature professionals who diligently oversee those

matters, beyond the confines of strictly defined responsibilities

Stewards pay close attention and exercise the same level of care over those
matters as they would for their personal matters

Care relates to the internal business affairs of the organization

 Care in Stewardship

For the environment

Care should be reflected in the Sustainable use of natural resources
organizational policies and principles.: Concern for the conditions of people across the planet

Projects bring about changes that may have unanticipated or unwanted

consequences

Project practitioners should identify, analyze, and manage the potential

downsides of project outcomes so that stakeholders are aware and informed

Creating a transparent working environment

Open communication channels
Care includes: Opportunities for stakeholders to raise concerns without penalty or fear of
retribution.
 Stewards represent themselves, their roles, their project team, and
their authority accurately, both inside and outside of the organization

This behavior allows people to understand the degree to which an

individual can commit resources, make decisions, or approve
something

Trustworthines Trustworthiness also entails individuals proactively identifying conflicts

s in between their personal interests and those of their organization or
clients
Stewardship
Such conflicts can undermine trust and confidence, result in unethical
or illegal behaviors, create confusion, or contribute to suboptimal
outcomes

Stewards protect projects from such breaches of trust.

Compliance
Stewards comply with laws, rules, regulations, and requirements that are properly authorized within
or outside of their organization

High-performing projects seek ways to integrate compliance more fully into the project culture,
creating more alignment with diverse and potentially conflicting guidelines

Stewards strive for compliance with guidelines intended to protect them, their organization, their
stakeholders, and the public at large

In instances where stewards face conflicting guidelines or questions regarding whether or not actions
or plans align with established guidelines, stewards seek appropriate counsel and direction
Stewardship Conclusion
Stewardship requires leadership with transparency and trustworthiness

Projects affect the lives of the people who deliver them as well as those who are affected by the project deliverables and outcomes

Projects can have effects, such as easing traffic congestion, producing new medications, or creating opportunities for people to interact

Those effects can produce negative impacts and consequences, such as reduced green space, side effects from medications, or disclosure of personal information

Project teams and their organizational leaders carefully consider such factors and impacts so they can make responsible decisions by balancing organizational and project
objectives with the larger needs and expectations of global stakeholders

Increasingly, organizations are taking a holistic view to business that considers financial, technical, social, and environmental performance simultaneously instead of
sequentially

Since the world is interconnected now more than ever and has finite resources and a shared environment, stewardship decisions have ramifications beyond the project.
Create a Collaborative
Project Team
Environment
Team

Skills
Project teams are made up of Knowledge
individuals who wield diverse: Experience.

Project teams that work collaboratively can accomplish a shared objective

more effectively and efficiently than individuals working on their own.
Team
Projects are delivered by project teams

Project teams work within organizational and professional cultures

and guidelines, often establishing their own “local” culture

A collaborative project team Alignment with other organizational cultures and guidelines
Individual and team learning and development
environment facilitates: Optimal contributions to deliver desired outcomes.
Teams

Creating a collaborative project team Team agreements

environment involves multiple Team structures
contributing factors, such as: Team processes

These factors support a culture that enables individuals to work together and
provide synergistic effects from interactions
Represent a set of behavioral parameters and working norms established by the
project team and upheld through individual and project team commitment

Should be created at the beginning of a project and will evolve over time as the
project team continues to work together and identify norms and behaviors that
are necessary in order to continue to work together successfully

Team Agreements
 Project teams use, tailor, and implement structures that
help coordinate the individual effort associated with project
work

Organizational structures are any arrangement of or

relation between the elements of project work and
organizational processes.
Organizational
These structures can be based on roles, functions, or
structures authority

They can be defined as being:

• External to the project,

• Tailored to fit the project context
• Newly designed to meet a unique project need
An authority figure may formally impose a structure, or project team members
may contribute to its design in alignment with organizational structures

Definitions of roles and responsibilities

Examples of organizational structures Allocation of employees and vendors into project teams

that can improve collaboration include: Formal committees tasked with a specific objective
Standing meetings that regularly review a given topic.

Organizational structures

Project teams define processes
that enable completion of tasks
and work assignments
Processes
For example, project teams may
agree to a decomposition
process using a work
breakdown structure (WBS),
backlog, or task board
Project teams are influenced by the culture of the organizations involved in the project, the
nature of the project, and the environment in which they operate

Within these influences, project teams establish their own team cultures

Project teams can tailor their structure to best accomplish the project objective

By fostering inclusive and collaborative environments, knowledge and expertise are more freely
exchanged, which in turn enable better project outcomes.

Teams

Clarity on roles and responsibilities
can improve team cultures
Authority
•The condition of having the right, within a
Within proj ect teams, specific tasks given context, to make relevant decisions,
This includes the authority, establish or improve procedures, apply
may be delegated to individuals or
accountability, and responsibility project resources, expend funds, or give
selected by project team members approvals
related to tasks:
themselves. •Authority is conferred from one entity to
another, whether done explicitly or
implicitly.

Accountability
•The condition of being answerable for an
outcome. Accountability is not shared
Responsibility
•The condition of being obligated to do or Regardless of who is accountable or
fulfill something
•Responsibility can be shared. responsible for specific project work,
a collaborative project team takes
collective ownership of the project
outcomes.

Teams
A diverse project team can enrich the project environment by bringing together different perspectives

The project team can be comprised of internal organizational staff, contracted contributors, volunteers, or external
third parties

Additionally, some project team members join the project on a short-term basis to work on a specific deliverable
while other members are assigned to the project on a longer-term basis

Integrating these individuals with a project team can challenge everyone involved

A team culture of respect allows for differences and finds ways to leverage them productively, encouraging
effective conflict management.

Create a Collaborative Project Team

Environment
Another aspect of a collaborative project team environment is the incorporation of
practice standards, ethical codes, and other guidelines that are part of the professional
work within the project team and the organization

Project teams consider how these guides can support their efforts to avoid possible conflict
among the disciplines and the established guidelines they use.

Create a Collaborative Project Team

Environment
 A collaborative project team environment fosters
the free exchange of information and individual
knowledge

This, in turn, increases shared learning and

Create a individual development while delivering outcomes
Collaborative
Project Team A collaborative project team environment enables
Environment everyone to contribute their best efforts to deliver
the desired outcomes for an organization

The organization, in turn, will benefit from

deliverables and outcomes that respect and
enhance its fundamental values, principles, and
culture.
Effectively engage
with Stakeholders
Engage stakeholders proactively
and to the degree needed to
contribute to project success and
customer satisfaction.
 Stakeholders influence projects,
performance, and outcomes.

Effectively Project teams serve other

engage with stakeholders by engaging with
Stakeholders them.

Stakeholder engagement
proactively advances value
delivery.
 Stakeholders can be individuals, groups, or
organizations that may affect, be affected by, or
perceive themselves to be affected by a decision,
activity, or outcome of a portfolio, program, or
Effectively project

engage with
Stakeholders
Stakeholders also directly or indirectly influence a
project, its performance, or outcome in either a
positive or negative way.
 Scope Schedule Cost Project team Plans
Revealing the need to Offers ideas to Help to reduce or Restricting or enabling Providing information
add, adjust, or remove accelerate delivery or by eliminate planned access to people with the for plans or by
elements of the scope slowing down or stop expenditures or by skills, knowledge, and advocating for changes
and/or project delivery of key project adding steps, experience needed to to agreed activities and
requirements activities requirements, or deliver the intended work
restrictions that increase outcomes, and promote
cost or require additional a learning culture
resources

Aspects of project affected by stakeholders

Outcomes Enabling or blocking work required for the desired outcomes

Establishing or influencing—or even defining—the level and character

Culture of engagement of the project team and broader organization

Generating and identifying long-term goals so that the project

Benefits realization delivers the intended identified value

Defining the risk thresholds of the project, as well as participating in

Risk subsequent risk management activities

Quality Identifying and requiring quality requirements

Success Defining success factors and participating in the evaluation of success.

Aspects of project affected by stakeholders

Effectively engage with Stakeholders

Stakeholders may come and go
throughout the life cycle of the
project
Additionally, the degree of a
stakeholder’s interest, influence,
or impact may change over time
Stakeholders, especially those with
a high degree of influence and who
have an unfavorable or neutral
view about a project, need to be
effectively engaged so that their
interests, concerns, and rights are
understood
The project team can then address
these concerns through effective
engagement and support leading
to the probability of a successful
project outcome.
Identifying, analyzing, and Project teams are a group
proactively engaging with
stakeholders from the
start to the end of the
project helps to enable
success.
This group of stakeholders Effective and efficient Communication is a key Engagement includes
of stakeholders engages other engagement and part of engagement; building and maintaining
stakeholders to communication include however, engagement solid relationships through
understand, consider, determining how, when, delves deeper to include frequent, two-way
communicate, and how often, and under awareness of the ideas of communication. It
respond to their interests, what circumstances others, assimilation of encourages collaboration
needs, and opinions stakeholders want to other perspectives, and through interactive
be—and should collective shaping of a meetings, face-to-face
be—engaged shared solution meetings, informal
dialogue, and
knowledge-sharing
activities

Effectively engage with Stakeholders

 Taking
Integrity Honesty Collaboration
initiative

/
Respect Empathy Confidence

Interpersonal Skills to increase likelihood of

success
Effectively engage with Stakeholders
Help the project team to
Project teams detect, Creates shared
tailor the project to
collect, and evaluate understanding and
identify, adjust, and
information, data, and alignment, which enables
respond to changing
opinions project outcomes
circumstances

Enable opportunities for Helps the project team to

Minimize potential negative stronger project find solutions that may be
impacts and maximize performance and outcomes more acceptable to a
positive impacts in addition to increasing broader range of
stakeholder satisfaction stakeholders.
 Thank you

9/22/2023 PROJECT HR AND COMMUNICATION MANAGEMENT 43