5th Edition PMBOK® Guide–Step 5: Memorizing Tools & Techniques (Stakeholder Knowledge Area)


1. Introduction

This series of posts assumes that you have already memorized the names of the 47 project management processes, and you are ready to go on to the task of memorizing the tools & techniques.    This post covers chapter 13 of the 5th Edition PMBOK® Guide, the Stakeholder Knowledge Area.

2.  Stakeholder Management Processes

Here is a list of the 4 procurement management processes, together with a brief description and a list of the tools & techniques used in those processes.

Process Number & Name Process Description Tools & Techniques
13.1 Identify Stakeholders Identifies people, groups or organizations that could be impacted by the outcome of a project; analyzes and documents information about their interest and potential impact on project success. 1. Stakeholder analysis

2. Expert judgment

3. Analysis

13.2 Plan Stakeholder Management Develops appropriate management strategies to effectively engage stakeholders. 1. Expert judgment

2.  Meetings

3. Analytical techniques

13.3 Manage Stakeholder Engagement Communicates and works with stakeholders to meet their needs/expectations, address issues, and foster appropriate stakeholder engagement. 1.  Communication skills

2.  Interpersonal skills

3.  Management skills

13.4 Control Stakeholder Engagement Monitors overall project stakeholder relationships and adjusts strategies and plans for engaging stakeholders. 1.  Information management systems

2.  Expert judgment

3. Meetings

3.   Stakeholder Management Tools & Techniques

Here is a closer look at the tools & techniques used in the stakeholder management processes.

a.  Stakeholder Analysis (13.1 Identify Stakeholders)

Systematically gathers and identifies information to determine which stakeholder’s interests should be taken into account during the project.

b.  Expert judgment (13.1 Identity Stakeholders, 13.2 Plan Stakeholder Management, 13.4 Control Stakeholder Engagement)

The judgment of those with expertise in the stakeholders on the project, in particular, senior management, functional unit managers, and project managers who have worked on previous projects.

c. Meetings (13.2 Plan Stakeholder Management, 13.4 Control Stakeholder Management)

Used to define the required engagement levels of all stakeholders on the project.

d.  Analysis, analytical techniques (13.1 Identify Stakeholders, 13.2 Plan Stakeholder Management)

The current engagement level of the stakeholders is compared to the desired engagement level.

e.  Communication skills (13.3 Manage Stakeholder Engagement)

The methods of communication identified in the communications management plan are used for each stakeholder.

f.  Interpersonal skills (13.3 Manage Stakeholder Engagement)

Used to manage stakeholder’s expectations.

g.  Management skills (13.3 Manage Stakeholder Engagement)

Used to coordinate and harmonize the group toward accomplishing the project objectives.

h.  Information management systems (13.3 Manage Stakeholder Engagement)

Used to capture information on project progress and distribute it to stakeholders as set forth in the communications management plan.

“Stakeholder analysis” is a technique used in 13.1 Identify Stakeholders to a) identify who the stakeholders are and b) to determine their general interest and impact on the project.   This is a preliminary analysis in the initiating process group done to determine the general strategy of how to deal with the stakeholder:   Manage closely, keep satisfied, keep informed, or monitor (listed from greater to lesser level of engagement).   “Analysis” and “analytical techniques” are more specific in that they are used to determine the desired level of engagement with each stakeholder.    “Expert judgment” is used to determine the actual  level of engagement, and the purpose of all of the tools & techniques with the word “skills” such as communication skills, interpersonal skills, and management skills, are used to try to bring the actual level of engagement in line with the desired level of engagement.

4.  Conclusion

This is the last of the knowledge areas, and once you understand the basic concept of the processes, to determine the actual level of engagement and bring it in line with the desired level, the tools & techniques are pretty easy to understand.

This concludes stage 5 of memorizing the processes.   Next Monday I will start on the final step, which is memorizing the inputs and outputs.   This is kind of a misnomer, because you will not be expected to actively remember each of the inputs and outputs for any given process, but you should be able to passively recognize from a list of inputs and outputs, which one is the one that pertains to that given process, given the tools & techniques that go with it.    It is a longer, more involved set of posts, because of the sheer number of inputs & outputs involved, so each knowledge area will be covered in 2 or more posts.

 

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