PMI SH - Engage Stakeholders and Build Shared Understanding

A project manager is working on a project with internal stakeholders only and was warned by the project sponsor that some stakeholders require special attention. The organization is very hierarchical. 

Which of the following models should be used in this instance?

• Power-Interest Grid

• Power-Influence Grid

• Interest-Influence Grid

• Interest-Impact Grid

Answer explanation

The project manager should use a power-interest grid. This is a simple 2 X 2 matrix in which stakeholders are classified according to the power they have, either within the organization or within the project context, and their interest in the project or its outcomes. As a result of this analysis, we can tailor our communications approach for each group. For example, stakeholders with high power and high interest would probably represent our key stakeholder group, and we would want to manage the expectations of this group carefully. This suggests that interactive and push would be two of the major communication methods used with this group. On the other hand, with the group that has high power, but low interest, we might want to limit the amount of information with which we bombard them

Question

A project is in the execution phase. Equipment and devices must be transported from the vendor's warehouse to the project site through five towns.

Which stakeholders should the project manager involve in planning and executing a safe transport?

(Choose 3).

• City councils

• Project sponsor

• Equipment installers

• Equipment suppliers

• Warehouse technician

Answer explanation

In the planning, execution, and monitoring stages, continuous evaluation and analysis of both external and internal stakeholders. City Councils are not project stakeholders.

When a project manager finishes the Identify Stakeholders process, which of the following is the main output?

• A registry with the name, area of interest, and level of positive or negative influence that each stakeholder will have on the project, among others

• A document with change requests for the product, project management plan, or project documents

• A stakeholder engagement plan that identifies the strategies and actions required to promote productive involvement of stakeholders in decision making and execution

• Project documents updates, such as the assumption log, issue log, and risk register

Answer explanation

After stake holder process, a registry with the name, are of interest, influence of stake holder will be the main output

Change request for the product will be created after the change in scope

Assumption log, issue log and risk register will be updated in a later stage not immediately after the stake holders process

During a kick-off meeting for a critical project, three stakeholders with varying perspectives and interests engaged in a heated argument about the project's goals. How should the project manager address this situation?

• Interrupt the argument and firmly assert their authority to maintain order and control over the meeting.

• Facilitate a structured discussion to understand each stakeholder's perspective and find common ground.

• Conclude the meeting prematurely to allow stakeholders to cool off and reschedule it at a later date.

• Ignore the argument and proceed with the meeting's agenda as planned, addressing the conflict afterward.

Answer explanation

Facilitating a structured discussion demonstrates a proactive approach to resolving conflicts as they arise and promotes collaboration and problem-solving among stakeholders. It allows the project manager to address the immediate issue, reducing the likelihood of further tension and unproductive discussions. Once the project manager has a better understanding of each stakeholder's perspective, they can start to identify the root cause of the conflict. This understanding is essential for finding common ground and aligning the stakeholders' interests with the project's goals and will help them to develop a more effective solution.

The other options are incorrect because they do not work to resolve the issue and may only escalate the situation.

Interrupting and asserting authority may escalate tensions further and hinder productive discussion. It's generally more effective to seek understanding and resolution before resorting to assertive measures.

Ending the meeting prematurely may disrupt the project timeline and create scheduling challenges. This approach may send the message that the project manager is not taking the stakeholders' concerns seriously or that they are not committed to finding a solution.

Ignoring the argument is incorrect because postponing conflict resolution allows issues to grow and become more challenging to resolve in the future. It's generally advisable to address conflicts as they arise to maintain a productive and collaborative environment. 

A key stakeholder's input is essential to a project's success. However, the stakeholder is always late on critical project decisions. 

What can the project manager do to re-engage this stakeholder?

• Meet with the stakeholder to understand the reason for the delay.

• Remove the stakeholder from the project.

• Brief the steering committee on the stakeholder's delays.

• Add the stakeholder's delay to the issue log.

Answer explanation

The best answer is to meet with the stakeholder to understand the reason for the delay. This will help the project manager to understand the stakeholder's perspective and to see if there is anything that can be done to help them meet their deadlines. By taking this step, the project manager can re-engage the stakeholder and ensure that they are able to meet their deadlines.

The other answer choices are incorrect. Removing the stakeholder from the project could alienate the stakeholder and could impact the project's success. Briefing the steering committee on the stakeholder's delays may help to raise awareness of the issue, but it will not address the root cause of the problem. Adding the stakeholder's delay to the issue log will help to track the issue, but it will not address the root cause of the problem.

Question

A project manager is leading a complex infrastructure project that is vital for the company's growth. During the project's initial stages, the project manager identifies a highly influential stakeholder who is resistant to the project. This stakeholder's support is crucial for the project's success, but they have expressed concerns and reservations. How should the project manager handle this situation?

• Develop a stakeholder engagement plan that includes strategies to address the concerns of the resistant stakeholder.

• Exclude the resistant stakeholder from the project to prevent potential disruptions and maintain project focus.

• Assign the task of managing the resistant stakeholder to a team member and focus on engaging other stakeholders.

• Seek senior management's intervention to convince the resistant stakeholder of the project's importance.

Answer explanation

Developing a stakeholder engagement plan is correct because it addresses the root cause of the problem, which is the stakeholder's concerns and reservations. By developing a stakeholder engagement plan that specifically addresses these concerns, the project manager can build trust and rapport with the stakeholder and increase their chances of supporting the project. It demonstrates a commitment to engaging with and addressing the concerns of key stakeholders, which is essential for project success.

The other options are not as appropriate and do not address the core issue of this scenario.

Excluding a resistant stakeholder, especially one whose support is crucial, is not advisable as it may lead to further conflicts and challenges. 

Assigning the task of managing the resistant stakeholder to a team member is incorrect because completely shifting the responsibility to a team member without addressing the stakeholder's concerns and building a positive relationship may not effectively resolve the situation.

Involving senior management should only be considered if initial efforts to engage directly with the resistant stakeholder through a stakeholder engagement plan are unsuccessful.

During a project steering committee meeting, the project manager reports that a formerly supportive key team member has become resistant to and negative about changes. Where should this information be captured?

• Responsible, accountable, consult, and inform (RACI) matrix

• Stakeholders engagement assessment matrix

• Risk register and issue log

• Work performance reports

Answer explanation

The stakeholder management plan identifies the strategies and actions required to promote productive involvement of stakeholders in decision making and execution. Documenting this detail in an assessment matrix provides for a ready reference to needed detail.

A RACI matrix defines the specific roles of individuals, however does not elaborate beyond that.

The Risk Register is used to document the risk, including the probability and impact, however is not the means to document specifics of the individual thoughts of team members. .

Work performance reports relate to the work itself, not the thoughts or opinions of an individual team member.

A project manager is assembling a team with a mix of new and experienced team members. The project manager finds out that there are issues with team cohesion. The experienced team members believe new team members lack the technical skills required to perform the necessary work and expect that they will have to compensate for their inexperience.

What should the project manager do?

• 1. Offer bonuses or other incentives to experienced team members to mentor the new team members.

• Analyze the skills of all team members, identify gaps, and develop plans to address them.

• Reassign new team members to projects that better align with their skills and experience.

• Explain that professional project team members are expected to resolve issues without intervention.

Answer explanation

Analyzing the skills of all team members, irrespective of experience, will help to understand their individual strengths and weaknesses and identify areas where additional training or support is needed. Experience does not inherently ensure proficiency. The project manager should evaluate the competencies of all team members and address them with training, coaching, and mentoring. This fosters a collaborative environment and provides all team members with an equal opportunity for growth and enhancement. A collaborative project team environment can foster the free exchange of information and individual knowledge and increase shared learning and individual development. A collaborative project team environment enables everyone to contribute their best efforts to deliver the desired outcomes for an organization. 
The other options are incorrect.
Offering bonuses or other incentives to experienced team members who mentor new team members ignores the skills of the newer team members and may create tension within the team.
Reassigning new team members is not appropriate and dismisses the new team members without cause.
Explaining that professional project teams are expected to resolve issues without intervention neglects the project manager's responsibility to support their team and to help them resolve any issues that may arise.

Question

A project manager has just completed the initiation phase of a project and needs to identify and analyze the stakeholders. The project charter focused on scope and budget approval only.

What should the project manager do to identify stakeholders?

• Review lessons learned from previous projects.

• Review the project charter.

• Conduct a brainstorming session with the project team.

• Review the organization chart.

Answer explanation

The project manager should review the lessons learned from previous projects which can help in identifying stakeholders who have been involved in similar projects and who may have a vested interest in the current project.

The other answer choices are incorrect. The project charter does not specifically mention stakeholders; the project team may not have a complete understanding of the project's scope and objectives; and not all stakeholders are included in the organization chart.

A project manager must ensure stakeholder responsibilities are clear, concise, and promote successful completion while maintaining stakeholder engagement.

What should the project manager do?

• Collaborate with the stakeholder to define their manageable workload.

• Assign new responsibilities only after prior deadlines have been met.

• Assign as many responsibilities as they believe the stakeholder can handle.

• Add at least two new responsibilities after prior deadlines are met.

Answer explanation

The project manager should prioritize collaboration to ensure stakeholder responsibilities are clear and engaging. This approach fosters clear communication and understanding of expectations. Working together, the project manager and stakeholders can define achievable tasks and contribute to project success.

The other answer choices are incorrect. Assigning responsibilities shouldn't solely depend on past deadlines.
Assigning as many responsibilities as they believe the stakeholder can handle can overwhelm stakeholders and lead to missed deadlines or poor work. Adding at least two new responsibilities after prior deadlines are met is an arbitrary approach that lacks flexibility and might not consider the stakeholder's workload or project needs.