Intro to Project Management: Project Stakeholder Management - Stakeholder Engagement Matrix, Unaware Resistant Neutral Supportive Leading

What This Is

The Stakeholder Engagement Matrix is a tool used to categorize stakeholders based on their level of awareness and engagement with a project. It helps project managers identify and manage stakeholders effectively, ensuring their needs are met and their expectations are managed. For example, imagine building a new highway – stakeholders might include local residents, business owners, and government officials. By categorizing them as Unaware, Resistant, Neutral, Supportive, or Leading, the project manager can tailor their communication and engagement strategies to meet the needs of each group.

Key Terms & Formulas

• Stakeholder Engagement Matrix: A tool used to categorize stakeholders based on their level of awareness and engagement with a project.
• Unaware Stakeholders: Stakeholders who are not aware of the project or its impact.
• Resistant Stakeholders: Stakeholders who are opposed to the project or its goals.
• Neutral Stakeholders: Stakeholders who are neither supportive nor opposed to the project.
• Supportive Stakeholders: Stakeholders who are supportive of the project and its goals.
• Leading Stakeholders: Stakeholders who are actively involved in the project and driving its success.
• Stakeholder Analysis: The process of identifying, analyzing, and categorizing stakeholders.
• Stakeholder Management Plan: A plan that outlines how stakeholders will be managed and engaged throughout the project.
• EV = % complete × BAC (Earned Value = percent complete times Budget at Completion) – used to calculate earned value and track project progress.
• CPI = EV ÷ AC (Cost Performance Index = Earned Value ÷ Actual Cost) – used to measure project cost performance.
• SPI = EV ÷ PV (Schedule Performance Index = Earned Value ÷ Planned Value) – used to measure project schedule performance.

Step-by-Step / Process Flow

1. Identify Stakeholders: Gather information about all stakeholders who may be impacted by the project.
2. Categorize Stakeholders: Use the Stakeholder Engagement Matrix to categorize stakeholders as Unaware, Resistant, Neutral, Supportive, or Leading.
3. Develop a Stakeholder Management Plan: Create a plan that outlines how stakeholders will be managed and engaged throughout the project.
4. Communicate with Stakeholders: Tailor communication strategies to meet the needs of each stakeholder group.
5. Monitor and Adjust: Continuously monitor stakeholder engagement and adjust the stakeholder management plan as needed.

Common Mistakes

• Mistake: Assuming all stakeholders are equally important.
• Correction: Prioritize stakeholders based on their level of impact and influence on the project.
• Mistake: Failing to communicate with stakeholders effectively.
• Correction: Develop a communication plan that meets the needs of each stakeholder group.
• Mistake: Not monitoring stakeholder engagement regularly.
• Correction: Regularly review stakeholder engagement and adjust the stakeholder management plan as needed.

Exam Tips

• Tip: Be prepared to explain the differences between Unaware, Resistant, Neutral, Supportive, and Leading stakeholders.
• Tip: Understand how to calculate earned value and cost performance index.
• Tip: Be able to describe the stakeholder management plan and its importance in project management.

Quick Practice Questions

1. If a stakeholder is categorized as Unaware, what is the best course of action? Answer: Educate the stakeholder about the project and its impact. Explanation: Unaware stakeholders need to be informed about the project to become engaged.
2. If the CPI is 0.8, is the project under or over budget? Answer: Under budget. Explanation: A CPI of 0.8 indicates that the project is earning value at a rate that is 80% of the actual cost, indicating that the project is under budget.
3. What is the purpose of the Stakeholder Engagement Matrix? Answer: To categorize stakeholders based on their level of awareness and engagement with a project. Explanation: The matrix helps project managers identify and manage stakeholders effectively.

Last-Minute Cram Sheet

• Stakeholder Engagement Matrix: Categorizes stakeholders as Unaware, Resistant, Neutral, Supportive, or Leading.
• Earned Value (EV) = % complete × BAC: Used to calculate earned value and track project progress.
• Cost Performance Index (CPI) = EV ÷ AC: Measures project cost performance.
• Schedule Performance Index (SPI) = EV ÷ PV: Measures project schedule performance.
• Stakeholder Analysis: Identifies, analyzes, and categorizes stakeholders.
• Stakeholder Management Plan: Outlines how stakeholders will be managed and engaged throughout the project.
• Unaware Stakeholders: Need to be educated about the project and its impact.
• Resistant Stakeholders: Need to be addressed and their concerns mitigated.
• Neutral Stakeholders: Need to be engaged and informed about the project.
• Supportive Stakeholders: Need to be recognized and rewarded for their support.
• Leading Stakeholders: Need to be empowered and involved in the project.
• Stakeholder Management is an ongoing process: Continuously monitor and adjust the stakeholder management plan as needed.
• Stakeholder Engagement is not a one-time activity: Regularly review and update the stakeholder management plan.