Question

Based on the Getta Byte team the stakeholder management and communication plans development, complete the files linked below with your recommendations.

• Add frequency and methods of communication to the Stakeholder Management Plan.
• Add additional forms of communication to specific stakeholders to the Communication Plan.

Transcript

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Before we get started, we need to know who our stakeholder are?

I thought stakeholders where vampire Hunters. haha.... get it?

Very funny

A stakeholder is anyone who is impacted, positively or negatively. By the project

The most important group our customers are stakeholders you put a graph

The CEO, CFO An accounts payable are all stakeholders

The team, all of us, our stakeholders

The billing stuff and accounting are all stakeholders

The sales team are definitely stakeholders. Their commissions depend on billing

Perfect coma let's take a look at all the stakeholder management plan

Now, we are going to have to refine it so we can use it to make communication management decisions

No, for our communication plan

I know how to do that. I talk all the time

That's not exactly it. We have to decide what kind of communication we are going to use, how often and who are audience will be

We can use our stakeholder management plan to make decisions about communication periods I have already taken a stab at it. What do you think?

Well, that's it. We have a charter, scope, schedule, risk management plan, stakeholder management and communication plans

Finally !!!

The End

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Answer 1

A communication plan basically documents the "information types" required by stakeholders, the frequency of information dissemination to them, and the mode of information delivery. Your first task is to gather the information needs of your stakeholders. Once this is done, you may choose from two main categories of stakeholder communication - Synchronous and Asynchronous, to spread your message(s).

Synchronous Communications are those where all parties/stakeholders take part in the communications process at the same time. e.g. live meetings, conference calls, etc.

Asynchronous Communications are those where all the parties may not be present at the same time. Interested and influential stakeholders are required to be informed using mails, package deliveries, emails etc. later.

The idea behind stakeholder communications is to keep all interested and influential parties in the loop and attain long-lasting, impactful and faithful, relationships across the board.

Now coming to the question,

Let's assume you're looking to communicate the details of the "weekly status report" (from picture 1 in your question).

The frequency, methods of communication and additional forms of communication, (using the second picture in your question), along with reasons for the same are specified in the table below -

Stakeholder	Role	Category	Influence	Interest	Support/Neutral/Against	Monitor/Inform/Satisfy/Manage	Method of communication	Additional forms of communication	Frequency	Reason
Haywood	CFO	Key	High	High	Neutral	Inform	Asynchronous: Email	Weekly newsletter or Lunch and learns or before/after hours get-togethers	Weekly	Even though this is a key stakeholder with high interest and high influence, he is shown as being neutral, and needs only to be informed. This suggests that he's basically a silent spectator with a hands off style of leadership (leader - because he's the CFO).
Ken	CFO	Key	High	High	Support	Manage	Asynchronous: Email the report and follow it up with Synchronous: One-on-one meeting/Small group or department meetings	Virtual meetings or Conference calls and/or weekly newsletters and projections	Weekly	This is a key party with high interest and influence who supports the project and needs to be managed. The need to be managed implies that he is probably of an ever-curious nature - wanting to be updated and involved with all project ongoings. Hence, one-on-one meetings and sharing of weekly news and projections are advised
Lou	Director Fin	Key	High	High	Against	Manage	Asynchronous: Email the report and follow it up with Synchronous: One-on-one meeting/Small group or department meetings	casual conversations in a hallway or in a cafe etc. (if the director is in the same vicinity as yourself!) + project newsletters/reports and projections	Weekly	Again a key party with high interest and influence but against the project. Being the director of finance, perhaps he is concerned about the budget! A stakeholder who's against you needs to be both managed and satisfied. Particularly when it's a key party. One-on-one meetings over lunch + casual conversations in a hallway or in a cafe + progress reports + newsletters etc. are needed. You need to build a good rapport with this party!
Team	Billing	Primary	High	High	Support	Inform	Asynchronous: Email	weekly newsletters and projections	Weekly	This is a prime, supporting party who requires only to be informed. The communication modes for Haywood are applicable here as well. Lunch meetings or before or after hour patch-ups aren't really needed - as it isn't a key party and also because the role's different. The billing team would probably only need some performance/resource usage metrics to tally the bills
Finance Dept.	Reporting	Primary	High	High	Against	Satisfy	Asynchronous: Email regarding performance/resourceusage and requirement etc. (all important metrics basically)	weekly newsletters and projections	Weekly	This is a whole department we're looking at. And it is against the project. You can't possibly have a one-on-one meet with all the members. Just one representative is enough. i.e. the strategy for Lou (head/director of finance) should be good enough to keep this department satisfied through him.
Accounting	Processing	Primary	High	High	Support	Satisfy	Asynchronous: Email regarding performance/resourceusage and requirement etc. (all important metrics )	weekly newsletters and projections	Weekly	To satisfy the accounting department you could perhaps have informal meetings, lunch based meetings etc.
Sales	sales	Secondary	Medium	High	Neutral	Monitor	Synchronous: Communicate your sales requirement directly and follow it up with Asynchronous: a minutes of the meeting and expectations of the sales team - clearly documented should be emailed. Then (Synchronous again) monitor performance via chats/ messages /virtual meetings etc. during operations.	Chat technology or virtual meetings (if the sales team operates out of office)	Daily	Even though this party's neither key nor primary, to monitor effectively, you must explain the requirements clearly and also keep a constant tab on their activities
Ha	Team Member	Key	High	High	Support	Manage	Synchronous: Communicate your requirement directly and follow it up with Asynchronous: a minutes of the meeting and expectations of the team - clearly documented should be emailed.	Chats/ Video conferences/ Lunch meetings etc.	Daily	Seems to be an important team member. Must be updated and contacted for performance updates daily.
Hugh	Team Member	Key	Medium	High	Support	Manage	Synchronous: Communicate your requirement directly and follow it up with Asynchronous: a minutes of the meeting and expectations of the team - clearly documented should be emailed.	Chats/ Video conferences/ Lunch meetings etc.	Daily	Has medium influence only …but still needs to be kept in the loop -given other prominent parameters.
Nonia	Team Member	Key	Low	Medium	Neutral	Manage	Synchronous: Communicate your requirement and email the same	weekly newsletter	Weekly	Not very important member. Low influence and interest. Neutral to the project
Don	Team Member	Key	Low	Medium	Neutral	Manage	Synchronous: Communicate your requirement and email the same	weekly newsletter	Weekly	Not very important member. Low influence and interest. Neutral to the project
Kurt	Team Member	Key	Low	Low	Against	Manage	Synchronous: Communicate your requirement and email the same	weekly newsletter	Weekly	Not very important member. Low influence and interest. Against the project. Needs to be managed - but doesn't need to have all the private/detailed info on the project. Keep communications to a bare minimum - requirement based only.