How do you identify and prioritize the key technical project stakeholders?

After defining your scope, defend it! Scope creep is one of the top reasons why projects fail. Too wide a scope and your project will never end. Too narrow and what you are delivering may not have a material impact. If you are on the fence, go narrower, not wider in your scope. It's often better (generally speaking), to deploy multiple smaller releases than one major one - Agile! If something doesn't work as you expected it to, this makes it easier to troubleshoot / debug / isolate the problem to solve it rapidly. #technology #software #agile #scope

Clarify the project objectives, deliverables, timeline, and constraints Identify the technical domains and systems that the project impacts Determine the project's potential risks, dependencies and assumptions

The technical project scope outlines the precise technical goals, deliverables, and activities required to meet the project's objectives. For instance, in a project aimed at deploying a new data management system, the scope would encompass tasks such as creating the database architecture, integrating with current systems, and facilitating data migration. Additionally, it should specify the technical requirements, including performance standards, security measures, and user accessibility features. A well-defined scope is essential to avoid scope creep, ensuring that the project remains concentrated on achieving the established technical results within the designated timeframe and budget.

In my experience, the foundation of stakeholder identification is rooted in a well-defined technical project scope. This not only outlines those directly involved in the project, like product owners and development teams, but also those affected by the product, such as users and customers. Prioritizing stakeholders is more complex, often achieved via a stakeholder matrix that classifies them based on power, interest, and influence. High power, high interest stakeholders require full engagement due to their significant impact potential, whereas low power, low interest stakeholders may just need updates. Crucially, understanding and managing stakeholder expectations, through regular communication and adaptability, is key to project outcomes.

Ever wonder why some projects sink while others sail smoothly? Start by charting the course: define your project's scope. This includes all the features and requirements your project must deliver. Use tools like: - ?? Scope statement - ?? Work breakdown structure - ?? Product backlog These tools help you identify stakeholders involved or affected by the project, such as the product owner, development team, users, and customers. When everyone knows their role and destination, the journey is smoother. But here's the big question: Can you truly satisfy all stakeholders? #Leadership #ProjectManagement #Stakeholders

Assessing stakeholders in, for example, a templated spreadsheet is a good idea. Ensure that this document is for your eyes only as a technical project lead. It is intended to help you make decisions that lead your project to success. It's purpose is directional in nature, meaning don't get caught up in your ratings if a particular stakeholder is rated a 1 or 2 in your measurement rating. If you are undecided on what to rate, always rate upwards in terms of greater influence, greater impact etc. It's better to overestimate than underestimate. #leadership #technology #software #stakeholder

Brainstorm who is impacted by the project across different dimensions: Internal vs external to the organization Upstream vs downstream systems and teams Technical vs non-technical roles Decision-makers vs influencers vs doers Consider stakeholders across the project lifecycle from design to deployment to maintenance Identify named individuals for each type of stakeholder

Here's how I've mapped stakeholders and their needs: 1. Assess key stakeholders: I identify relevant stakeholders to ensure meaningful outcomes. I use tools like the Power-Interest Matrix to evaluate their influence (i.e., their ability to impact your business) and interest. This helps me focus my efforts on those who matter most. 2. Listen actively: I make it a point to listen to their challenges and perspectives. This approach deepens my empathy and helps me make more informed decisions. 3. Build a holistic view: I integrate all the information and incorporate all moving parts to understand the situation comprehensively. This way, I can manage proactively and ensure everything aligns with the business's long-term goals.

I generally utilize the project charter as a key instrument for outlining the project scope and recognizing the different stakeholders involved, including sponsors, team members, and individuals who require updates. By creating a common understanding of expectations from the beginning and making certain that the project charter is easily accessible and consistently revised, we establish a solid groundwork for effective stakeholder management and communication. This strategy not only facilitates engagement but also greatly enhances the project's efficiency in handling stakeholder relationships and expectations.

I typically use the project charter as a foundational tool for defining the scope and identifying the various stakeholders, whether they are sponsors, team members, or those who need to be kept informed. By establishing a shared understanding of expectations right from the outset, and ensuring that the project charter is both accessible and regularly updated, we lay a strong foundation for effective stakeholder management and communication. This approach not only streamlines engagement but also significantly boosts the project's efficiency in terms of managing stakeholder relationships and expectations.

Communication plans are immensely valuable and often overlooked. Your communication plan should include: 1) Who is sharing the communication and Who are they sharing it with? (i.e. Jane Doe sharing with all employees) 2) How are they sharing it? (Email, in person meeting etc.) 3) What's the communication? (Product launch? New feature?) 4) When is the communication being shared? (i.e. Tuesday at 8:30 am?) 5) Why is the communication being shared? (This is the "So what". Why should the reader care? Why is it important to them and their role?) #technology #communication #stakeholder

Engaging stakeholders throughout the project is key to ensuring their commitment and trust. Here are the principles I apply in my day-to-day work to achieve this: 1. Setting realistic expectations and consistently exceeding them to build credibility. 2. Demonstrating active listening and showing stakeholders their concerns are heard and genuinely addressed to foster mutual respect. 3. Upholding confidentiality and avoiding gossip to reinforce trust, ensuring sensitive information remains secure. 4. Emphasising integrity as non-negotiable; trust is cultivated slowly through genuine care and ethical conduct.

Effective engagement of technical project stakeholders requires ongoing communication and collaboration to address their needs and concerns throughout the project lifecycle. For instance, in a network upgrade initiative, holding regular meetings with network engineers and IT personnel can aid in early identification of potential challenges and allow for their input on technical choices. Employing project management software for updates and feedback mechanisms promotes transparency and ensures alignment among all parties. Proactive engagement fosters trust and enables a more seamless project execution by keeping stakeholders informed, involving them in critical decisions, and leveraging their expertise for the project's success.

Reach out to understand each stakeholder's perspective, concerns and success criteria Ask about past experiences and lessons learned on similar projects Inquire about upcoming initiatives that could impact or be impacted by the project Facilitate discussions between stakeholders with diverse or conflicting viewpoints Incorporate stakeholder input into project plans and design decisions

Who Really Matters in Your Project? Ever wondered why some projects fail? It's often because the right people weren't on board. Identifying and prioritizing key technical project stakeholders is like picking your crew for a sailing adventure. To navigate successfully: ?? Communicate regularly: Use a clear plan. ?? Create feedback loops: Ensure everyone’s voice is heard. ?? Document strategies: Build trust and buy-in. Engage stakeholders throughout the project. This builds rapport, garners support, and ensures smooth sailing. So, who will you leave behind on your next project voyage?

Or you can leverage the D A R E framework which helps with decision making as an alternative to RACI DARE stands for: Deciders, Advisers, Recommenders, and Executors

Deciders: “We make the final decision” The deciders are the only ones with a vote. There is typically only one Decider selected in the DARE framework. They choose who needs to be at the table, how stakeholders are interacted with and if a meeting is warranted. Advisors: “We have a voice at the table” Advisors influence decisions made. They cannot delay decisions by requesting further data. Recommenders: “We identify the options” Lead analyses, alternative options, & share the pros and cons of each option. They share the options discovered and encourage others to debate. Execution: “We action the decisions” They deliver what's decided, need to be informed and are expected to ask questions and identify obstacles relating to the decision.

Identifying and prioritizing technical project stakeholders entails assessing their influence, significance, and urgency concerning the project's overall success. For instance, in a cybersecurity implementation initiative, the IT security team would be considered the highest priority due to their specialized knowledge and direct effect on the project's results. Executives may also rank highly because of their roles in decision-making and resource distribution. Conversely, lower-priority stakeholders, such as end-users, may not need immediate engagement but are essential for providing feedback at later stages. This prioritization facilitates the effective allocation of resources and time.

Assess each stakeholder's level of influence and interest in the project Determine which stakeholders are most critical to the project's success Identify which stakeholders are most likely to champion or block the project Prioritize stakeholders who control resources or decisions that the project depends on Focus on the minimum viable set of stakeholders needed to make progress

Who truly deserves the captain's ear on a project? In the choppy waters of technical projects, identifying and prioritizing stakeholders is like charting a course. Some voices may seem loud, but are they crucial? The fourth step in stakeholder management is all about ranking these voices using tools like the MoSCoW analysis or a RACI matrix. Prioritizing stakeholders ensures that your resources are directed where they matter most, keeping the project sailing smoothly. ?? Who drives the technical decisions? ?? Who impacts the project's timeline? ?? Who controls the budget? Are you steering toward the right voices?

During my experiences, I’ve found that the following steps are great for managing stakeholders’ expectations: 1. Being ready for unforeseen issues, prioritising and preventing scope creep to avoid capacity issues. 2. Understanding stakeholder perspectives and aligning the plan with their interests to ensure shared commitment. 3. Educating stakeholders on collaboration and aligning individual incentives with project success.

Effectively managing stakeholder expectations in technical projects requires the establishment of clear and achievable objectives, along with consistent communication regarding progress and any challenges that may arise. For instance, in a software development initiative, it is essential to articulate the timelines associated with each phase of development and to highlight any constraints, such as budget limitations or technical difficulties. Conducting regular status meetings and providing transparent reports are vital for keeping stakeholders informed, which minimizes the likelihood of misunderstandings. When challenges occur, it is important to address them swiftly and recalibrate expectations as necessary.

Communicate the project vision, roadmap and status clearly and regularly Clarify roles, responsibilities and decision-making authority Establish working agreements and communication channels with each stakeholder Negotiate priorities and trade-offs transparently when stakeholders have competing needs Escalate promptly if issues arise that put stakeholder success at risk

Who really steers the ship—developers or stakeholders? When navigating a technical project, identifying and prioritizing stakeholders is like setting sail. If you don't chart the right course, you'll drift. The fifth step is critical: managing expectations. You can't promise the moon when the ship's headed for the stars. Use tools like the project charter to keep everyone on the same page and avoid scope creep and conflict. ?? Set clear objectives early ?? Communicate risks openly ?? Use a change management plan for smooth sailing Are you letting mismanaged expectations sink your project?

During project planning and execution it is important to highlight dependencies, expectations, timelines, assumptions across teams. Normally there are multiple teams involved and interactions between them is crucial. This interaction is to happen at different levels of seniority to ensure alignment and risk identification/ mitigation. Having a structure and cadence to the communication helps manage the expectations of stakeholders in timely manner. Things will still blow up however the occurrences will be limited and contained.

Proactively solicit input from stakeholders at key project milestones Assess stakeholder satisfaction with project process and outcomes Identify opportunities to better meet stakeholder needs and expectations Adapt project plans and stakeholder engagement approach based on feedback Celebrate stakeholder contributions and successes along the way

Who should steer the ship: the crew or the captain? In any project, identifying and prioritizing technical stakeholders is like choosing who charts the course. Should the loudest voice guide you, or the one with the clearest map? To keep the project on course, collect and evaluate stakeholder feedback at every turn. Surveys, interviews, and testing can help you navigate potential risks and opportunities. Keep these tools handy: ? Surveys for quick insights ? Focus groups for deep dives ? User testing for real-world feedback Are you sailing with a crew that knows where they want to go, or just where they don’t want to be?

Invest in building trusting relationships with stakeholders outside of project activities Tailor communication style and technical depth to each stakeholder's needs Be aware of unstated political and personality dynamics between stakeholders Leverage stakeholder authority and influence to remove project obstacles Rotate facilitator role so all team members learn stakeholder management skills

Change management Scope creep is not favourable, but it happens and we have to adjust accordingly to be agile. Stakeholder change. Etc.