Part 1: Answer the following question below (250 words max)
For our third discussion topic, you have been assigned to a new project, in reviewing previous lessons learned you notice that one of the stakeholders on your new project has a reputation for requesting many changes. As the project manager, what approach would you take in managing this stakeholder at the beginning of the project? How would you ensure the project’s objectives are met and scope is controlled all while planning for the stakeholder’s needs and expectations?
Part 2:
Respond to classmate 1: (100 words max)
There are a couple strategies that I would use to approach a stakeholder that is known for requesting many changes in projects. First off, after watching this week’s lecture video, I liked the euphemism that professor Gomes brought up about “eating the frog”. This is a strategy that I use regularly both in and out of project management. I think that this strategy also applies to this situation. I think it would be best to approach this stakeholder one-on-one or in a small group very early on to see how they view the project (positively or negatively) and to see what their current requests for the project are. Despite learning that the stakeholder is notorious for requesting changes, I would try to not have that interfere with how I treat them on a personal level because I think that maintaining a good relationship with this stakeholder will likely be very beneficial for ensuring the project’s success. During meetings, I would document the stakeholders requests very specifically so that in the future, if this stakeholder requests changes, I can refer back to our original conversation in order to negotiate any requested changes effectively. When negotiating the change requests, I would attempt to estimate the consequences that the change would have on the project. These estimations may sway the stakeholder to reconsider their requested change, or maybe they won’t, either way, I would want them to be aware of the potential consequences so that they can’t be disappointed with my team later on. I would also try to prioritize communication with this stakeholder more because it seems like they clearly have a lot of power if they are constantly requesting changes to projects. As a result, I would likely categorize this stakeholder as “manage closely”. By meeting with this stakeholder regularly, the changes can be requested earlier which would likely have a smaller impact on scope creep which will then reduce the negative impact on the timeline, budget, and resource restrictions.
Respond to classmate 2: (100 words max)
Part of any successful project is how a project manager, and their team handles the stakeholders that are involved in the project. While the majority of the time stakeholders will be on board with the direction of the project, occasionally there will be a stakeholder that will be known as someone who can be difficult in terms of requesting changes in the project. When these stakeholders are identified there are a few things that can be done at the beginning of the project to help limit frustration as well as minimize delays so that the project can stay on track. The first is communication. By keeping the lines of communications open, the project manager can “convey the implications of additions and changes on the project constraints” (Panse, 2020). A second is to create a clear service level agreement. “Let agreements clearly state terms of the collaboration, the work environments and deliverables before you begin” (Panse, 2020). In addition, setting up requirement management software to set a change control process at the beginning of the project will help as well. This will help to track and monitor the changes.
Besides dealing with the stakeholder at the beginning of the project, the project manager has to ensure that throughout the project that, not only the stakeholder’s needs are being met, but that the goal of the project is met. To maintain this balance, the biggest step a project manager can do is listen carefully to the stakeholder. By listening to what the stakeholder is asking for changes, compromises can be made that can lessen the impact on the project goal. Finally, the project manager needs to be flexible within reason. By being flexible to change trust can be built between the stakeholder and project team.
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