Stakeholder Engagement Level and Risk Analysis

Summary

The basis of this communication plan is to ensure that there is smooth and streamlined communication between the project members and the stakeholders. This will ensure that timely information is passed to members to execute activities and attainment of goals. The objectives of this communication plan include increasing stakeholder awareness, improving team efficiency, productivity, team culture and behavior. The feedback measures and success criteria will consist of a meeting evaluation form, verbal feedback, retrospective open forums stakeholder engagement profiles to measure and assess the gap between each stakeholder’s current and target attitude. Any hostile confrontations and expectations will be handled through negotiations and mutual agreement to realize a unified decision for the progression and completion of the project.

Introduction

The Simpson Project aims at improving the landscape and aesthetics of Springfield residential estate. The Flanders’s Green Organization’s mission and vision are to design and develop green artistic landscapes that provide a homely and healthy ambiance in residential and office spaces. For the Simpson project, the timeframe for design to end of execution is 3months.

Previous communication between project members and stakeholders has been through verbal communication in daily, weekly or monthly meetings. The most commonly used communication tools were telephone and email, as members may be engaged in project businesses at distant locations. These modes and means of communication have not been effective and efficient in ensuring timely communication of important information. Some members fail to make and return calls and emails or attend meetings due to engagements related to the business. Therefore, there is a need to review the effectiveness of communications and implement better formal communications planning to realize the desired outcome as a result of an effective and efficient communications planning process.

Situation Analysis

This situational analysis will aid in developing a basis for understanding the environment in which the communication plan is delivered. It will offer a mutual reference point for the planning process and prioritize project actions. The situational analysis for the Simpson Project will be accomplished through a SWOT analysis (Strengths, Weaknesses, Opportunities and Threats), which scrutinizes all characteristics relative to the success or outcome of the project. Additionally, this situation analysis will assist in identifying competencies within the organization in terms of satisfying the necessities of this communication plan before its development to implement the strategy.

• Strengths: The Simpson project team is particularly great at identifying and classifying the type of information that each project member requires, the appropriate communication tools, and the timeframe in which it should be delivered.
• Weaknesses: The team may, however, need to improve the frequency at which the information is distributed, their availability during the communication process and their response and feedback timeframes.
• Opportunities: There are opportunities for improving project awareness, the organization’s profile or community knowledge. The project is looking for community collaborations to build support for the project activities, which will assist in gaining resources and hence boost productivity.
• Threats: Threats that presently exist are messages not being interpreted as expected, shifting team culture depending on how they are portrayed or other departments not reacting positively to the communications sent out.

Communications Objectives

The communications objectives to be achieved by executing this Communications Plan are Specific, Measurable, Actionable, Relevant and Timely (SMART) to realize efficiency, boost productivity and ensure successful project completion. The objectives include;

• Increasing project member and stakeholder awareness
• Refining project team efficiency and productivity
• Acquisition of management sponsorship and investment
• Shifting the perception of the project team
• Refining team culture and behavior.

Communications Guidelines

The communication guidelines set in this plan will assist in attaining the communication objectives list. The procedures that apply to the dissemination of communications messages within the project team and stakeholders are:

• All communications will be audience-specific
• All critical communication and information will be formally communicated
• Contact and information will be disseminated through an appropriate channel
• The communications team will transfer the information needed to the rest of the team before they need to know it
• Communication and information will be tailored based on what the team need to know
• All critical information and communications must be approved by management before dissemination
• The communications department will be the only disseminator of official press releases
• Project-wide meetings will be held at all significant milestones
• Regular, unbiased reporting will be undertaken weekly
• The project team will listen and act on feedback given during the communication process

Target Audience

The Simpson project target audiences include:

1. The Project board which included the stakeholders, organization director and other board members
2. The project management team, which includes the project manager and project leaders
3. Project team members
4. Project management office
5. Internal audit and strategy staff
6. External suppliers and contractors
7. Governance and regulatory bodies

Key Messages

The key messages to be communicated are critical to the success of the team. They include:

• Project resources: The overall level of resourcing relative to the resource and financial plan and any resource limitations presently impacting the project.
• Project status: Whether the project is currently operating within the approved schedule, budget and quality milestones.
• Project Challenges: The effect of the problems presently affecting the project and the solutions for resolution.
• Project Risks: The high-level risks that may impact the project and the activities are taken to alleviate, avoid or reduce them.
• Project deliverables: The deliverables are completed on due dates, and the activities are scheduled for conclusion within the next reporting period.

 

Stakeholder Information

Name	Email	Phone	Location
Homer Simpson	[email protected]	908763	741 Evergreen Terrace
Marge Simpson	[email protected]	234547	Springfield
Bart Simpson	[email protected]	89007	Washington
Lisa Simpson	[email protected]	234789	Red Bark Lane Nevada
Maggie Simpson	[email protected]	1345689	Springfield
Abe Simpson	[email protected]	0800911	742 Evergreen Terrace

 

Stakeholder Matrix

Stakeholder Groups	Key Concerns	Existing Communication Methods	More Effective Communication Methods	Key Messages
Host Community	-Operation safety -Environmental Impacts -Benefits Package -Restoration and Rehabilitation Preparedness	–Meetings –Emails -Telephone calls	– Presentations -Educational activities and exhibitions -Video conferencing -Written Communications	-Solution to environmental rehabilitation and restoration -Local socio-economic development
Media	-Public Concern -Media Impact	–Meetings -Written Communication -Social Media	-Press releases and conferences -Media tours -Social Media -Personal Contact	–Responsible operation (in conformity with set environmental rules)
Politics	-Project funding and sponsorship -Legislative Framework	-Meetings -Written Communication	–Meetings -Lobbying	-Sustainable solution in maintaining and preserving restored areas
NGO’s	Environmental challenges -Transparency	-Meetings -Written communications -Seminars	-Open forums -Meetings and presentations -Social Media	-Responsible operations -Transparency

 

 

 

Stakeholder Communication Plan

Name	Meeting Day & Time	Frequency	Type of Communication	Media	Delivery Method
Homer Simpson	Mondays 0800hrs	Major Milestones	Meeting and presentation	Verbal and Visual	Extemporaneous
Marge Simpson	Tuesdays 0900hrs	Daily	Personal meetings	Verbal	Impromptu
Bart Simpson	Wednesdays 1000hrs	Daily	Teleconference	Verbal and Visual	Impromptu
Lisa Simpson	Thursdays 1200hrs	Weekly	Email and telephone calls	Written and verbal	Impromptu
Maggie Simpson	Fridays 0800hrs	Major Milestones	Meetings and forums	Verbal and Visual	Extemporaneous
Abe Simpson	Thursdays 1400hrs	Major Milestones	Meetings and presentations	Verbal and Visual	Extemporaneous

 

Communication Types for Stakeholders

1. Scheduled Physical Meetings

Physical stakeholder meetings are the most frequently used type of communication mode for businesses, exclusively because they save time while disseminating information to many individuals. The ideal media for communicating the project’s information and communication message would be through PowerPoint, Prezi mapping software. Physical meetings with stakeholders avoid the chance of misinterpretation as any questions and clarification can be asked and addressed on the spot.

2. Scheduled Virtual Meetings

Not every stakeholder will respond to the presentation style equally; therefore, they can report their concerns in detail and with greater control by holding different types of meetings with stakeholders separately. Online panels such as Zoom and Skype, Teleconferencing and other online platforms have proven to be efficient, making everywhere an ideal place for a meeting. Using presentations and written texts, information can be easily communicated through digital devices in real-time, ensuring efficient and timely data reception.

 

 

 

Stakeholder Engagement Level and Risk Analysis

             Stakeholders tend to have passive-aggressiveness where they can agree, point out unnecessary flaws or change project requirements at the next status meeting, or operate in silence and sabotage the project just because it represents a threat to their plan. Therefore, the best defense against negative perception is to run a risk stakeholder analysis. The analysis of risk and engagement will be based on the following parameters.

• Unaware – unaware of the project and its impact
• Resistant – aware of the project impact but resists change
• Neutral – aware of the project impact, but not yet convinced
• Supportive – aware of the project impact and supportive
• Leading – aware of the project impact and actively involved

 

Name	Unaware	Resistant	Neutral	Supportive	Leading	Priority
Homer Simpson	C				D	Critical
Marge Simpson				C	D	Critical
Bart Simpson			C	D		High
Lisa Simpson		C		D		High
Maggie Simpson	C		D			Low
Abe Simpson		C	D			Low

 

Key:  C for the current level of engagement and D for the desired one.

 

 

 

 

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