UTD 2013 Project Management Symposium

transcript

A&I™

Authored by Darrel Raynor, PMP, MBAManaging Director, Data Analysis & Results, Inc.www.DataAnalysis.com DARaynor@DataAnalysis.com

Knocking the Stupid Out of Stakeholder Management:

An Agile & Integrated™ Approach presentation!

For the UTD Project Management SymposiumAugust 2013

A&I™ Agenda

Introductions & PurposeA&I™ Irritating Research™Surprising What People Actually DoOverview of Stakeholder Documents usedWEDIAKPO2

Communication Matrix!Attendee Suggestions for ImprovementClosing Remarks & Next Actions

A&I™ IntroductionsPrimary author:

Participants:

Let’s get toknow each other…

Darrel A. Raynor, PMP, MBAManaging Director & Founder, Data Analysis & Results, Inc.Director, St. Edward’s PE Project Management

and Business Analysis Programs

A&I™ DA&R TeamDarrel Raynor, Managing Director

25+ years Executive Consulting & Training

Keith Pease, PMP – ex-Dell Program/Project Mgt, Ops Mgt.

Mary Ann Crow, PMP – AT&T (Ret.), PM/BA BOK Training

Alfredo Mycue, PMP – Lt. Colonel (Ret.), West Point Instr.

Over a dozen other industry consultants, experts,

and instructors round out the DA&R team!

A&I™ Purpose

We all try to optimize value to our Stakeholders by building excellent products. We also optimize Stakeholder value by not wasting their time! In order to get and maintain our Stakeholders’ attention, we must use as few and as pertinent documents as possible. Each document must always be considered “live” and updated if not frequently then at least on an as-needed basis. Using a Communication Matrix will save you time, reduce your overall document count, and kill Stakeholder related data in multiple places. You don’t need fancy, expensive, and difficult tools, just these techniques and a desire to improve your stakeholder relationships.

A&I™ Purpose

In this document demonstration we show how to productively leverage WEDIAKPO2!™ to create and use a Communication Matrix instead of the many: Stakeholder List, Stakeholder Register, Contact List, RACI (Responsible, Accountable, Consult, Inform) Matrix, and the elusive yet important Relationship Management Plan. We will publish this paper on our blog and update after each presentation with participant best practices http://www.themanagementadvisor.net/.

A&I™ Purpose

We explore actionable ways to address these conference emphases:

Identifying stakeholders; who are the stakeholders in your project?Stakeholders’ roles and responsibilitiesIdentifying and managing stakeholders’ expectationsSuccessful communications with project stakeholders

A&I™ A&I™ Irritating Research™Surprising What People Actually

Have individual and group priorities that do not match organization prioritiesMost everything is just verbalMany disjoint documents and processesUsually reactive not proactive

A&I™

A&I™ - Building Senior Leaders!

Stakeholder Mind Map

A&I™ Symptoms, Problems, & Opportunities

You want to reduce time spent recovering from stakeholder “surprises”You want to increase engagement and positive energy of your stakeholdersYour current stakeholder process does not feel effectiveYour project teams complain about stakeholder requirements coming in last minuteYour stakeholders disagree on what should be done as variances occur: corrective actionsYour stakeholders do not easily agree on requirements

A&I™ What Doesn’t Work & Why

A casual approach coupled with many unorganized, repetitive, and disjoint documents and meetings is the perfect storm to either miss important stakeholders early on or try to include unneeded or otherwise extra stakeholders. Let’s take a look at two well-meaning but ineffectual approaches.

A&I™ Many Stakeholder Documents

Communication Management Plan (Out of scope of this paper), Stakeholder List, Stakeholder Register, Contact List, RA(S)CI Matrix Relationship Management Plan, others…Random documents from many peopleMeeting minutes (see next…)

A&I™ Meeting MinutesUsing one or more of these negative techniques:

Not documenting all aspects of a decision or key pointEditing offline coloring the decisions to your skewSending for review w/dated “passive acceptance” clauseCC’ing recipients management or other powerful stakeholdersA&I™ - Building Senior Leaders! p 13 © 2004-

A&I™ Casual ApproachCasual Stakeholder Management

Is reactiveRelies on spur of the moment talksResults in protracted emails, meetings, or other non-forward movement actsIs not time or energy efficient

A&I™ What Can Work & How!

Stakeholder Management PlanDataDocuments -WEDIAKPO2! TM

Communication (or Stakeholder…)Matrix

A&I™

Stakeholder Managemen

A&I™ Stakeholder Management Plan

Ask Yourself and Your TeamWho could help or hurt the project?How will we handle them to optimize the project?Who do we need to help us plan and execute?

As with other plans, formal project management requires us to write down and negotiate with key stakeholders…

A&I™ Identify Stakeholders

How do you define your roles pertaining

to your Project?

A&I™ Plan Stakeholder Management

ElementsIdentificationComplexity of GroupAttitude & Influence

TechniquesProcess ModelingScope Modeling

Organization Modeling

Acceptance & Evaluation Interviews

Brainstorming

A&I™ Plan Stakeholder Management

ElementsIdentificationComplexity of GroupAttitude & Influence

TechniquesProcess ModelingScope Modeling

Organization Modeling

Acceptance & Evaluation Interviews

Brainstorming

A&I™

DataMore useful than opinionSpecifics are better than vagueEstimates of time requireRecord Commitments Online

A&I ™Best Practice

Stakeholders Document

1.Use either a Communication Matrix or just your Schedule to store all information about your Stakeholders.

WEDIAKPO2! TM

• Either document can provide the Known Place that you need to keep duplication to a minimum.

A&I ™Best PracticeDocument Best Practices

• Reduce Duplication

• WEDIAKPO2! TM

• Create All Documents at start of project

• No Versions*• No Meeting Minutes• No Email w/Content• No Email

Attachments• Traceability• Create Documents at

start of projectI

A&I™ Communication Matrix

Combine the recommended project documents into one, to reduce duplication and hassle.

Communication Plan, Stakeholder List, Stakeholder Register, Contact List, RA(S)CI Matrix, and Relationship Management Plan

Many Uses1. Be the place to record all

Stakeholder information2. Record all your main

deliverables3. Drive to commitment4. Drive out people who do

not need to be involved

A&I™ Attendee Suggestions for Improvement

What can we add to make this better?What can we remove to make this better?How could werestate for clarity?Any other ideas?

A&I™ Closing Remarks & Next Actions

Draft your Communication Matrix in a spreadsheetCreate a slide or list of 3-6 bullet points on what it is and why you will use itShow it to some of your friendly stakeholdersEmbark on small Change Management effort to sell itSlide your Communication Matrix as an agenda line item (with URL) into your standing project meeting agendaAlso as an agenda line item in your status meetings

A&I™ About Us

We offer full programs, consulting, and staffing for:

Agile & Integrated™ Project Managementand

Agile & Integrated™ Business Analysis

These courses, consulting, & expert staffing help you understand, better manage, & reduce your project &

analysis costs & time across your organization & beyond. All are available customized or off-the-shelf, onsite world-wide, & remote in Austin & San Antonio.

Agile & Integrated Project Management, A&IPM, Agile & Integrated Business Analysis, A&IBA are trademarks of

A&I™ Testimonials“We’ve had business analysis training in the past,

nothing changed. In one week we had lasting performance improvement from your program!”

VP Financial Institution

“We realized the first day that we were our own worst enemy. Come ready to change and you will benefit

greatly from this business analysis training. We will bring Darrel and his team in-house prior to our next big

project.”Sr. Director, Software Firm

“Best training I have ever attended, in any subject, including college.”

PMO Director, Government Agency

A&I™ A&I Courses & Support

A&I™ Information on www.DataAnalysis.comConsulting: Contact us for customized, lean, project consulting512-968-0770 DARaynor@DataAnalysis.com

To subscribe to The Management Advisor™ blog/column see websiteor visit http://www.TheManagementAdvisor.net/

Agile & Integrated Project Management, A&I PM are trademarks of Data Analysis & Results, Inc.PMI, PMP, CAPM, PMBOK Guide, are registered marks of the Project Management Institute, Inc.

Author of the forthcoming book,"Agile & Integrated Project Management™ - Knocking the Stupid out of Project Management"

A&I™

Thank You !