How to Conduct Stakeholder Management (Registration, Analysis, Execution) 【Excel template】

(Duration: 5:25)

DOWNLOAD  ← Click this to download the “Stakeholder Management Tool” Template file.

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What’s Stakeholder Management?

 

Hi, this is Mike Negami, Lean Sigma Black Belt.

 

I received another video topic request from a viewer.

 

“I was looking for your lecture on Stakeholder Analysis but appears not available from your website.”

 

I’m very grateful for requests.  If you have any requests or questions, please write them in the comment section below.  This request mentions a Stakeholder Analysis.  It is actually one of the steps in Stakeholder Management, therefore, I’ll talk about Stakeholder Management first.

 

Since each project always has a purpose, there are people who affect the project’s success.  We would like them to be very supportive by building a good relationship rather than neglect them and have them be against the project.  That is the purpose of Stakeholder Management.

 

The fifth edition of the PMBOK, PMP’s famous textbook, has given considerable coverage on Stakeholder Management.  I’ve made a Stakeholder Management tool template conforming to the PMBOK.  Click the link below and try the tool.

 

  • DOWNLOAD  ← Click this to download the “Stakeholder Management Tool” Template file

 

How to use the Stakeholder Management Tool

 

This is the template. This file uses some macros, so enable them by clicking these buttons.

 

(Click the image below to enlarge the image.)

42 Stakeholder Management Tool

 

1) Stakeholder Registration

The first thing to do is a Stakeholder Registration.  Have a meeting with your team.  List up all the stakeholders on the whiteboard such as your project owner, your boss, vendors and/or team members who may cause problems, etc.  Among those, select and type only the people who you have to monitor during the project, in the blue cells on the first table.

 

2) Stakeholder Analysis Chart

Next, do a Stakeholder Analysis in order to prioritize them.  Consider the two indicators: the degrees of “Authority” and “Involvement”.  Put a number from 1 to 10 for each index, then, that person’s name appears on the chart below.  Put all the numbers for all the stakeholders like this.

 

Stakeholder Analysis Chart

 

The stakeholders whose names appear on the “Manage Closely” quadrant in the upper-right have highest priority.  The 2nd priority is the “Keep Satisfied” quadrant in the upper-left.  The 3rd one is the “Keep Informed” in the lower-right, which has low authority, but high involvement.  The last one, “Only Monitoring”, follows in the lower-left.

 

3) Stakeholder Engagement Assessment

Next, conduct a Stakeholder Engagement Assessment.  Record how much each stakeholder has been involved with your project at the beginning.  There are 5 measurements such as “Unaware”, “Resistant”, “Neutral”, “Supportive” and “Leading”. Their explanations are following:

 

  • Unaware: Unaware of project and potential impacts.
  • Resistant: Aware of project and potential impacts and resistant to change.
  • Neutral: Aware of project yet neither supportive nor resistant.
  • Supportive: Aware of project and potential impacts and supportive to change.
  • Leading: Aware of project and potential impacts and actively engaged in ensuring the project is a success.

 

Each measurement has 3 cells in the table.

 

Stakeholder Engagement Assessment

 

When you click a green cell, a ‘B’ for ‘Beginning’ will appear.  If clicking a white cell, a ‘C’ for ‘Check’ will appear, if clicking a pink cell, a ‘D’ for ‘Desired’ will appear.  Since we’re recording the beginning engagements, use only green cells.

 

Next, consider each stakeholder’s desired engagement.  Although it’s not good if all stakeholders are “Leading” level, it’s best if all of the stakeholders are “Supportive” or more. Or, at least more than “Neutral”.  Record each desired engagement by clicking on the pink cells. These will become your targets.

 

4) Stakeholder Management Action Plan

Consider the previous results and make Action Plans for each stakeholder. Write their key interests, your action plans and communication requirements in each column in Section 4.

 

Since communication is especially important in projects, you should clarify how and how often you will communicate with each stakeholder in the ‘Communication Requirement’ column.  For example, sending a weekly report by e-mail, or having a monthly progress meeting.

 

Stakeholder Management Action Plan

 

5) Re-assessment of Stakeholder Engagement

This is the final result for the beginning, but as your project makes progress, conduct the Stakeholder Engagement Assessment in Section 3 occasionally.  Review and re-assess each stakeholder’s engagement level and record them by clicking one of the white cells.  Then, compare the results with each desired engagement level, and update the action plans in Section 4, if needed.

 

That was how to conduct Stakeholder Management.

 

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