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What are the most important things to know about working with stakeholders?

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As a system architect, you need to collaborate with various stakeholders to design, develop, and deliver solutions that meet their needs and expectations. However, working with stakeholders can be challenging, especially when they have different backgrounds, interests, goals, and perspectives. How can you effectively communicate, manage, and align with your stakeholders throughout the system architecture process? Here are some of the most important things to know.

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Ravinder Kumar

Platform Engineering | Cybersecurity | CI/CD | DevSecOps | CloudOps | Advisor
Engr. Liaquat Ali, PEng (BPERB), MBA (AIS-DU), BSc (Mech - CUET)

GM Technical Operations | ISO Auditor @ JMI Industrial Gas Limited | Promoter of getting PEng Certification from IEB.

1 Know your stakeholders

Before you start any system architecture project, you need to identify and analyze your stakeholders. Who are they? What are their roles and responsibilities? What are their expectations and requirements? What are their pain points and preferences? How do they influence or benefit from the system? How will they interact with the system? Knowing your stakeholders will help you understand their needs, priorities, and constraints, as well as their potential risks and opportunities.

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Ravinder Kumar

Platform Engineering | Cybersecurity | CI/CD | DevSecOps | CloudOps | Advisor
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Creating a stakeholder map can provide insights and prepare you to work effectively with the stakeholders. Stakeholder map is a great project management tool that can help in identifying stakeholders, clarifying stakeholder relationships, prioritizing needs, developing risk management plan, enhancing engagement strategies, facilitating change management, decision making and most importantly effectively communicating across entire stakeholder group.

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Engr. Liaquat Ali, PEng (BPERB), MBA (AIS-DU), BSc (Mech - CUET)

GM Technical Operations | ISO Auditor @ JMI Industrial Gas Limited | Promoter of getting PEng Certification from IEB.
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Knowing the stakeholders is the main element before starting any work with company. Their dreams, processes, experiences, outcomes, goals are the main path to reach their destination to become a coworker to become a potential and risk free member of any company.

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RAHUL CHITTE

Global Head of Enterprise IT Applications [SAP? & Non SAP (Allied)], Digital Egghead & Globetrotter, Enterprise Solutioning, Large IT Programs, Blockchain, RPA, IoT & PRINCE2?, ITIL V3?, SAP SCM certified consultant.
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Before diving into the intricacies of system design, take a moment to map out your stakeholders. Who are they? What roles do they play? What are their expectations and pain points? Recognizing these factors is crucial for a successful project outcome. By comprehensively grasping the needs, priorities, and constraints of each stakeholder, you set the stage for a well-tailored system that caters to diverse requirements. Stakeholder analysis ensures smoother interactions, aligns expectations, and unveils potential risks and opportunities. Remember, a solid foundation in stakeholder understanding lays the groundwork for a resilient and responsive system architecture. #SystemArchitecture #StakeholderAnalysis #ProjectManagement #TechInnovation

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2 Communicate clearly and frequently

Communication is key to building trust and rapport with your stakeholders. You need to communicate clearly and frequently with them throughout the system architecture process, from the initial planning to the final delivery. You need to use appropriate methods and channels, such as meetings, emails, reports, presentations, or prototypes, to convey your vision, goals, scope, design, progress, and feedback. You also need to listen actively and empathetically to their input, questions, concerns, and suggestions, and address them promptly and respectfully.

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Engr. Liaquat Ali, PEng (BPERB), MBA (AIS-DU), BSc (Mech - CUET)

GM Technical Operations | ISO Auditor @ JMI Industrial Gas Limited | Promoter of getting PEng Certification from IEB.
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Communication is a process to join employees to owners how the responsibility to be conveyed from one part to other part in convenient way that will make clear understanding among both parties to make the Organizational goals in a perfect methods. First of all hearing the inputs and then sharing suggestions properly and promptly.

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3 Manage expectations and changes

One of the biggest challenges of working with stakeholders is managing their expectations and changes. Stakeholders may have unrealistic or conflicting expectations about the system, such as its functionality, quality, cost, or timeline. They may also request or impose changes to the system requirements, design, or implementation, which can affect the project scope, budget, or schedule. You need to manage these expectations and changes by setting clear and realistic goals and boundaries, documenting and validating the system specifications, and following a structured change management process.

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Engr. Liaquat Ali, PEng (BPERB), MBA (AIS-DU), BSc (Mech - CUET)

GM Technical Operations | ISO Auditor @ JMI Industrial Gas Limited | Promoter of getting PEng Certification from IEB.
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To understand the change Management is the perfect shape of the employee to overcome any challenge on scope, cost and specific specifications and these are to be maintained with good documentation and clear perfect path to follow to obtain structured change management and outcomes of any organisation.

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4 Align goals and interests

Another challenge of working with stakeholders is aligning their goals and interests. Stakeholders may have different or competing goals and interests, such as business objectives, user needs, technical standards, or regulatory compliance. These differences can lead to conflicts or misunderstandings among the stakeholders, or between the stakeholders and the system architect. You need to align these goals and interests by establishing a common vision and purpose, identifying and resolving the sources of disagreement, and finding win-win solutions that balance the needs and values of all stakeholders.

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Engr. Liaquat Ali, PEng (BPERB), MBA (AIS-DU), BSc (Mech - CUET)

GM Technical Operations | ISO Auditor @ JMI Industrial Gas Limited | Promoter of getting PEng Certification from IEB.
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Resolving sources of disagreement with stakeholders is very rough and tough to achieve any goals of system architecture compromising spec, cost, standards and regulatory systems for finding both sides win win situations to acquire value and needs of any stakeholders.

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5 Involve and engage stakeholders

A crucial aspect of working with stakeholders is involving and engaging them in the system architecture process. Stakeholders are not passive recipients of the system, but active participants who contribute to its success. You need to involve and engage them by defining their roles and responsibilities, soliciting their feedback and input, incorporating their suggestions and recommendations, and recognizing their contributions and achievements. By doing so, you can foster a sense of ownership, commitment, and satisfaction among the stakeholders.

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Engr. Liaquat Ali, PEng (BPERB), MBA (AIS-DU), BSc (Mech - CUET)

GM Technical Operations | ISO Auditor @ JMI Industrial Gas Limited | Promoter of getting PEng Certification from IEB.
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Both parties actively participation in roles ,responsibilities, feedback, suggestions can increase satisfaction among both parties.

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6 Evaluate and improve stakeholder relationships

Finally, you need to evaluate and improve your stakeholder relationships. Stakeholder relationships are dynamic and evolving, and they can affect the quality and outcome of the system architecture process. You need to evaluate and improve your stakeholder relationships by measuring and monitoring their satisfaction, performance, and impact, as well as your own. You also need to seek and act on their feedback, as well as provide your own, to enhance your communication, collaboration, and alignment. By doing so, you can build and maintain positive and productive stakeholder relationships.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Spyridon Amvrakidis

Senior Cloud Engineer @ Chubb | GCP DevOps, Azure DevOps
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recognizing the value of the work and understanding that stakeholders entrust you with their resources to bring their visions to life is crucial. Patience is key in navigating the complexities of working with stakeholders, acknowledging that mistakes may happen but learning from them is part of the growth process. Being open about lessons learned and demonstrating a commitment to continuous improvement builds trust and strengthens the collaborative partnership with stakeholders. After all, we’re all human and prone to occasional missteps.

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What are the most important things to know about working with stakeholders?

1

2

3

4

5

6

7

1 Know your stakeholders

2 Communicate clearly and frequently

3 Manage expectations and changes

4 Align goals and interests

5 Involve and engage stakeholders

6 Evaluate and improve stakeholder relationships

7 Here’s what else to consider

System Architecture

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What are the most important things to know about working with stakeholders?

1

2

3

4

5

6

7

1 Know your stakeholders

2 Communicate clearly and frequently

3 Manage expectations and changes

4 Align goals and interests

5 Involve and engage stakeholders

6 Evaluate and improve stakeholder relationships

7 Here’s what else to consider

System Architecture

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