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Engaging Stakeholders for Successful Project Management

This guide outlines the importance of involving key stakeholders in every phase of a project, from conception to completion. Learn how to identify and map stakeholders, conduct effective workshops, and leverage their input to ensure project success. The key to successful project management lies in engaging and involving stakeholders throughout the project life cycle. By understanding their interests and powers, and actively seeking their input, projects can achieve better outcomes and create synergy among all involved parties. Follow these steps to navigate the complexities of stakeholder engagement and ensure the success of your projects.

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Engaging Stakeholders for Successful Project Management

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  1. Public Participation “Key Stakeholders Rule Okay!” Alison Harvey, Planning & Development Officer, The Heritage Council, NUI Maynooth, 29th November 2006

  2. Introduction • The Project Life Cycle • Getting Started - Stakeholder Mapping and Analysis • Getting Going – Scoping Workshop

  3. (i) The Project Life Cycle – 5 Phases All projects go through various phases: • Conception • Definition/Design and Development • Procurement • Implementation • Completion & ‘Lessons Learned’

  4. Project Life Cycle

  5. Conception & Definition Phases – Most Important Phase • Identify Stakeholders • Stakeholder Mapping and Analysis • Hold Facilitated Stakeholder Workshops • Prepare Workshop Feedback Report • Distribute Workshop Report/Post on website – producetangible results • Create Synergy & leverage

  6. (ii) Getting Started – Identify and Involve Stakeholders “Stakeholders are defined as any organisation, groups/body or person who impacts on, or is impacted by, the project” Put simply - They have an interest in the success or failure of a project, e.g. VDS

  7. Involving Stakeholders – A Recipe for Success CHAOS ‘Top 5’ Success Factors: (www.standishgroup.com)

  8. Stakeholder Identification and Mapping • Identifying the stakeholders to work on the Conception of any project should be the result of Stakeholder Mapping; • Stakeholder Analysis – Interest and Power; • Stakeholders should be selected based on being assessed as Key Players.

  9. Carlingford Town Walls Conservation Plan: Stakeholder Map (Aug 2006) DkIT DoEHLG Chamber of Commerce Community Groups Interreg Local Landowners Carlingford Lough Heritage Trust Greenore Port Local Schools Louth County Council The Heritage Council Local Historical Societies (CLAHJ) OPW Fáilte Ireland/East Coast and Midlands/ Louth Hospitality Tourist Operators EU Directives/Conventions DRD Department of Marine MournesHeritage Trust The Loughs Agency

  10. Stakeholder Analysis High Power Keep satisfied Key players Low Keep informed Minimal Players Low High Level of Interest

  11. (iii) Getting Going - Stakeholder Workshops • Send out Notice and Invitations – at least 4 weeks in advance • Hold in a neutral & accessible location • Hold it at a time that suits all • Make it participative – use post its – models, etc. – Planning for Real • Use expert facilitators to Brainstorm • “Be Positive and Enjoy”

  12. Follow On from the Stakeholder Workshop • Prepare a Feedback Report from Scoping Workshop • Ask Stakeholders for comments • Post Feedback Report on Website – ideally establish a webpage for the project • Draw up the Brief and ask Stakeholders for comments • Issue Tender, Tender Period = Select ‘Preferred Consultants’ • Consult at Draft Stage

  13. Summary • The Project Life Cycle • Getting Started - Stakeholder Mapping and Analysis • Getting Going – Scoping Workshop

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