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Stakeholder and communication
management
Session 2
Dr. M. JUNGST
Agenda

1. Stakeholder analysis
2. Responsibility matrix
3. Communication plan
4. Group assignment
5. Debrief
6. Conclusion
Templates

Do not reinvent the wheel!

 No two projects are ever exactly
alike. The template should be
a starting point – to be tailored to the
specific needs of the current project.
 Even with the time spent in tailoring,
templates can be enormous time
savers.
Types of work essential to organise a successful project
Appendix: Defining roles and responsibilities
ADVISING Gathering and reporting information
INNOVATING Creating and experimenting with ideas
PROMOTING Exploring and presenting opportunities
DEVELOPING Assessing and testing the applicability of new
approaches
ORGANISING Establishing and implementing ways of making
things work
PRODUCING Concluding and delivering outputs
INSPECTING Controlling and auditing the working of systems
MAINTAINING Upholding and safeguarding standards and
processes
LINKING Integrating and coordinating the work of others:
within the team and in relation to external
interfaces
Project team roles and responsibilities
Project Roles Responsibilities
Sponsor - Authorize the project
- Provides executive authorty to project team
- Set goals
- Identify constraints
Project Manager - Responsible for achieving the project’s deliverables
- Produce plan of action
- Monitors progress to keep the project on tracl
- Leads project team
Stakeholder - Interested in or affected by project
- Contributes to the project by providing feedback
Subject Expert - Expert in an area of profession
- Repsonsible for completing activities in the project plan related to their expertise
in the subject
Customer - Internal/ external person for whom the project is developed

Supplier - Delivers supplies on time (hopefully) on time and provides services or

goods at the agreed cost
Phases of team devevelopment

Project management is key to manage the different phases (internal and external), how?
Part 1: Stakeholder Matrix
Project Stakeholder

Project managers need to recognize the importance

of stakeholders' groups and proactively manage with
their concerns in mind.
 Stakeholder analysis tool
A Step-by-Step Appraoch

Step 1: List each individual, group, unit, or organization

that has a stake in whether you are successful in
accomplishing your goals.
Step 2: Identify each stakeholders’ interests and
expectations. Identify both negative and positive
expectations.
Step 3: Rate the importance of each stakeholder to the
successful accomplishment of your goal.
Step 4: Identify actions you must take to meet, clarify, or
realigns stakeholder interests and expectations.
A simple but essential framework!
Stakeholder Name Power Interest Engagement Strategy
(their ability to stop (overlap between
or change the their interests and
project) the project goals)

Stakeholder 1

Stakeholder 2

Stakeholder 3

Many alternatives! Framework might be changed dependening on situation…

yet core remains: identify stakeholders and have a plan ready!
Part 2: Responsibility Matrix
Responsibility Matrix

Used to define the roles and

responsibilities of people involved in our
project.
Advantages:
 Facilitates communication
 Help to avoid work overload
 Decreases work ambiguity
 Needs to be updated during the project
life-cycle (as all documentation!)
Example: RACI-Chart
Part 3: Communication Plan
Communication plan

A communication plan formally defines who should be

given specific information, when that information should
be delivered, and what communication channels will be
used to deliver the information.
Communication made simple

The two-floor rule:

1. Every stakeholder should receive
information at just the rights level of detail
for him or her.
2. High-level management won’t want to see
all the details of the project.
3. Your team members need to see a lot
more.
4. Pitch the status of the project to a specific
stakeholder by the time the elevator stops
two floors away.
Example Communication Plan
Part 4: Group assignment
Group Assignment

On Blackboard you can find the case: Selamat Makan

– managing your business through a crisis.
In your group, please develop the following based on
the charter written during the first session:
1. Stakeholder analysis
2. RACI Chart
3. Communication Plan
 Please upload the powerpoint on
blackboard (only one per group).
 Include title page with the names of the team members.
Group representatives

During the assignment there will be two

meetings during which you can meet with:
 The restaurant owner
 Anja Budi
Please assign one member within your
team as a representative that will join
these meetings in the main room.
This is optional not mandatory yet might be
important while drafting the different plans.
Part 5: Debrief
Part 6: Conclusion
Conclusion

The conceptualization and planning phase are critical!

The following are critical in the written charter:
1. Stakeholder analysis
2. Responsibility matrix - RACI Chart
3. Communication Plan
Please note that these templates need to be adapted to the
project at hand, yet do not reinvent the wheel 
 Want to know more?
martijn.jungst@edhec.edu