Comprehensive Guide to Stakeholder Management in Project Management

Who is a stakeholder? Who is a stakeholder guys? How many of you can hear the ice cream

voice in the background? Can you hear that? Oh, then the mic is good. The voice is

coming back. And uh when I started the class, it suddenly my door started knocking. Why? My daughter was jumping

outside because she wanted it. Of course, you know, kids, she's a stakeholder. She's a very important

stakeholder. If I don't give it, she will yell at outside that door and cry all those stuff. And at the end of the

day, I have to buy it or I can give her the money right now. $5, she can $10 my son also. So, they can eat, I can do the

next three-hour class easily. That's understanding stakeholder. How many of do you have kids?

How many of you for? Okay. How many of have daughters? Okay. Sawati. Daughters. Okay. And how

do say no to your daughter? Very difficult, right? So what is this? This is a

classical example of a stakeholder. Stakeholder is anyone who is affected by the project or who perceived himself

affected by the project. One of the biggest thing you have to wor okay one of the biggest thing in the project is I

need to identify I need to identify who the stakeholders are and how to manage that that's it if I can do that right

everything is done sati you have a question sister no no I don't have okay okay uh so what

is the First step I should do in stakeholder engagement. What do you think

Identi please lower your ancestor the first step in the stakeholders topic or anything when we don't know is to

identify them. Okay. The first step will be to identify the stakeholder. Now guys, this is the sequence that we will

be using whenever we don't know something and we want to know that. Okay, you don't know something, you go

and ask to expert you don't know something, I go to expert.

I ask expert what judgment that is the subject matter expert. In order to identify the

stakeholder I go to the stakeholder first thing I identify them and I look into

okay subject matter expert stakeholders are identified. Aa by the way guys this topic is very easy but the questions

will be the most difficult question you have ever seen I'm telling you in the start okay the topic is most easiest but

the question will be so try to understand that you identify the stakeholders going to expert judgment

you interview them hello one to one you interview

Who is the number one expert in the project? In the project. When the PM goes.

When the PM goes, who is the number one expert here? Sponsor. He signs the project. I go and

ask to him, hey sponsor, who are the stakeholders do you think can be? Okay. Then

next will be focus group get a bunch of stakeholders together like it can be 8 to 12 stakeholders

same subject matter experts or stakeholders get them together.

Now we ask them same question like what are we asking? We are asking one question is

that what do you need from the project? What are your expectations from the project? What are your requirements from

the project? Okay, we are trying to understand the requirements right Sharia I'm trying to understand

what do you need? What do you need? I'm trying to understand that from the virgin. Okay, I

asked for expert judgment. Then I got focus group. Focus group are experts, multiple experts sitting together, 8 to

12 people. Okay, that is focus group. Uh Amster uh actually when the project manager coming to the picture, there is

already a a project charter and they know what they need. Then why we again going back to the the customer or the

stakeholder? Project charter but asking what you need I I'll tell you project charter is a highle document okay it's a

highle document that tells you let's say project charter says we want a bj khalifa with these many floors that is

the purpose of it that the scope of that okay that is a highle information now from that project charter as a base

document we will expand it okay we will expand it okay which type of you want in the uh to have which type

of escalators you want to have each floor. How many bathroom do you want to have? How many rooms you want to have?

Charter does not have that detail. Charter only had it has like 100 stories building and uh this much time only high

level information is there. Okay. S. Okay. Okay. Yes. Mad sir. Sir actually I was curious that how see

project is awarded to the PM how is pos possible at that time uh he's uh he doesn't know or stakeholders we need to

find good question he knows key stakeholder he know only key stakeholder stake who

is a stakeholder anyone who consider himself to be a stakeholder anyone who thinks he can be affected

but also who can really be affected Let's say let's say let's go to Bushkari for example. Now in where do you live?

In which country? Abu Dhabi. Abu Dhabi. Let's say let's say I want to uh make a b make a new bhj khalifa in Abu Dhabi.

Of course the king will be affected. Okay. Yeah. But the people, the stores people, those people who live live

nearby, those people who live a little bit far, the real estate agents, everyone like a billionaire who who's

living who lives in Marina, maybe he wants to shift there. Now the Russian community who have a lot of money living

near Marina. So if we miss them, we can miss an opportunity. You see, projects get destroyed, project get impacted

because we miss a key stakeholder. Now if project is a failure whose responsibility it will be project yes

project manager okay if I know who okay these are the key stakeholders I need to engage them end of story but I never

know that this person may have other impact I need to understand that thing okay clear yes thank you sure so focus

group we identify the key stakeholders okay using for now once we have some of the stakeholder it becomes interesting

here I also hold workshop now here hundreds of people can come I'm trying to identify as many stakeholders as

possible then I will look at ops what was op guys sorry I have a weak memory so I'll keep asking you put in the chat

box what was policies, procedures, tools and templates, etc., etc. Lesson I will also

look at EF. What was EF? Enterprise environment. Yeah. Yeah. But it has it has pastel in it. Bestly

political stakeholder, economical stakeholder, social stakeholder, technical stakeholder, legal

stakeholder, environmental. Going back to your example, let's say you are in Pakistan or India, you miss single M&A,

MPA or someone who has some power there and you did not involve him, he can destroy your project.

Okay. So, managing them, engaging them is very critical. We need to know them how they can be impacted because when

you are making a project you don't know who can be impacted like for example I'm opening a opening a new organization

let's say and that organization is AI out of nowhere competition will start coming out of nowhere government want a

piece of it they want tax and things of those nature I need to identify that okay yeah

now I identify all the stakeholders I put them into a document that is called stakeholder register.

Stakeholder register is the most important document who has who is the stakeholder

what do they need it will we will fill further what do they need okay first thing we

have here clear so far it's a document it's project managers document we put who are the stakeholders

First we identif whenever we identify a stakeholder we put them into the stakeholder register. Whenever we

identify a stakeholder we put it into the stakeholder register. Okay. You identify the stakeholder you put them

into the stakeholder register. Now I need to analyze them. Analyze consist of two part.

categorization and prioritization.

Categorization and prioritization. How can we identify the stakeholder? The

entire thing what we are doing expert judgment for for what? Unmute yourself. We are that what was what were we doing

the expert judgment going to the sponsor asking him focus group uh looking at the documents what what were we doing that

what was the purpose so basically these are the steps in these are the steps these are the sequence we use getting to

know the stakeholder yes yes okay having a meeting with them makes sense okay once you identify the stakeholder you

have identified the stakeholder I want to categorize them categorizing mean Who are the stakeholder? Who are

internal to the organization? Who are the external to the Who are my upward stakeholders? Like I

report to them. Who are my downward stakeholders? They report to me.

Who are my upward stakeholder? Like I report to them. They are my boss, right? They are upward stakeholder.

People who reports to me they are downward stakeholders who are the internal to the organization

who are external to the organization. So we identify stakeholder we categorize them. So far any confusion in this topic

guys this is very easy topic please stay with me and if there are any question please do ask. Is there any confusion

here? I identify the stakeholder. I categorize them here. Any confusion here? Please turn.

Okay. Once you have identified the stakeholder, you have categorize them. Now we need to prioritize this.

Prioritize the stakeholder. Okay. Let me ask somebody. [Music]

Rainder Kumar. Raindra Kumar unmute yourself. Yes sir. Why do I prioritize something

in life? If I say I want to prioritize something, why do I prioritize something?

We have to uh complete the task. Okay. Maybe we have to complete the task. But why?

Because it is important to us. Yes, it's important. Yes. Because it is important to us. Prioritization.

Prioritization mean it is important to us. Okay. Yeah. It is important to us.

Clear. It is important to us. How important something to us? Prioritization mean

important to us like what I should do right now. That is the priority. That is the importance of it to know manage the

group. Okay. So how I prioritize there are various way the most famous is power interest law. I'll make who has power

who has interest. High power high interest people. Here come high power high interest.

Low power low interest. These people have high power

but they are not interested in the project. Is this the the mandalo uh matrix

come again? What are you saying? Is this is this a stakeholder mandalo matrix? No the stakeholder engagement matrix will

come later. This is called power interest graph. Power interest graph.

This is low power, high interest. Let's plot it. Who are the people who

have high power in the project and they are highly interested? Put in the chat box. Who are the people who have high

power and high interest? Okay. Sponsor of course. Who else? Apart from the sponsor, who can be?

Client. Okay. Client customer can be team members team members can be project manager

himself I making myself okay who else can be project manager let's say subcontractor maybe I don't know just

said they have the power or don't have the power it depends which type of subcontractor sponsor we all okay let's

put these people for sure who are the people who have high power but they are not interested in the project

government. What is the last one? This one after clients. Which one? This one? Team members. Sponsor client. And then

third one team members. Okay. Government agencies they can they may not have interested

depending on the project depending on the project. CO may have interest or may not have

interest. I don't know my project is that big that he has interest or not high power low interested who are the

people who have low power but they are very interested competitors

media who are the people who have no power and users depend Hutin depends on the

project to project end users customer that depends for example if I have let's say I have 5 million

followers I'm an end user of iPhone I can destroy the or I can destroy airline

I can actually this has happened people uh they have like let's say m how many of you are you know Mr. Beast yes sir I

right how many of you know Mr. Beast Mr. base is the number one on YouTube. Let's say he post a video against any airlines

that will be destroyed. Yeah, maybe he traveled through it or someone like 10 even 10 million. Mr. B 400 million 10

million he will destroyed. So end user depends but as a general okay our low interest I call them a kitchen staff

like security guard or those people a now here we just plotted the people labor can be done here we just plotted

the people the most important thing comes next what to do about them what to do about them

if they want to clear PM in 15 days. I need to manage him closely. Right Draj? I need to manage him

closely. Okay, manage closely. Keep them near to your heart. See what

they need, how they need it, what are the things that are required, etc., etc. G false uh

sorry I'm asking a lot of questions here but uh how team members can be high power high interest as far as powers are

concerned you mentioned that by power it's always decision making so decision making is either P or either not just

decision making brother okay just just to give you power team members actually have the most power in the project who

is actually doing the work team members are doing the Right? Who can leak the data? Team member can. Let's say Apple

is working on a new product. If one team member leak the data, they are destroyed. Okay? Make sense? Makes

sense. So, manage them closely. Okay? Manage them closely. These people having high power, low interest, whatever you

do, I don't care. Keep them satisfied. Keep them satisfied. They should be happy with you. If they are not happy,

you have a problem. You have a big problem. Yes. So, just you are muted.

My question is uh we never discuss about client anywhere in our discussion. Where do we place this client in the in the in

the picture? High power hand trust. No, here it is correct. I mean throughout the journey we are using the client for

the first time. We just started the journey. No, I mean in the the past two two to

two to two to two to two to two to two to two to two to two to two hours. You are just looking at the project charter.

We were we put stakeholder and even in the constraint I put customer satisfaction that's client. No when when

we when we discussed that a need of project was defined has nothing to do with the client. I need to look from my

organization. What has client to do with that? It's my organization. Can can you give me an example of client that you

are looking towards? It depends whatever you want. For example, if I'm making the BHJ Khalifa, I'm making BH Khalifa. I

want to increase my organization benefit. I want to increase I want to see how I can make Dubai as the center

of the world. Okay. Then people will come. Then people will come. When I make it the center of the world, people will

come. Here, here the ruler became the client. He can be. is a stakeholder. Is a stakeholder. It depends. My job is to

engage stakeholders. Stakeholder can be internal, can be external. My job is to mention manage the number one client.

This is my number one client. Sponsor. Okay. He is my number one client. If I manage him, everything else can go to

hell. I don't care. He he hired me. Who hired me? Who made me a project manager? Sponsor. So we just want to satisfy our

direct manager first the priority of course of course then depending upon the tree we will look after the the balance

then we'll see then we'll say he hired us now he hired us now we should be loyal to the sponsor first then we will

think about the client or whoever on the upper you can say that as a general but we need we are hired to complete a

project not to satisfy someone we are hired to complete the project and the purpose we hired is that stakeholders as

a requirement. We need to fulfill those require. Okay. Okay. All right. Okay. So, we need to keep satisfied. Then

those people now this is a very interesting thing. They have high power or they have low power, high interest.

Now, keep them in form. Information can be even secondhand. Information can be even whatever. You

see it is said if you don't give them information, they will get information from someone. So it's better to give

control the narrative. Okay. As a project manager, I need to control the narrative. So I give them information

whatever the information is. Okay? So keep them informed. Keep informed.

Now the last people, these people, I need to monitor them. Why I need to monitor them? throughout

the project it is possible that somebody's power along the way get changed somebody power along the way can

get changed I need to see if the power changed here if there is some change in the power if there's a change in the

power I need to see what changes there okay if somebody get suddenly get interested in the project kitchen staff

is not happy he put set fire on the project it has happened in the past. It has happened in the past. People get

sad. They are not happy with the salary. They set fire to that. Okay? Or they ask for a loan. You did not give they set a

fire to that or there is a strike. So I need to monitor them regularly. It looks funny. It has happened in the

projects. More than often you think you you you can say it should not. Yeah, it should not. But that's what's how life

is. Okay. So now what I have done if I just summarize it I identify the stakeholders

then I categorize them okay then I prioritize them and put into the stakeholder register

okay by the way prioritization also have not controlled never use the word controlled in PMP PMP does not like the

word control right there are other ways that you can used to prioritize. Like for example, instead of this 2D matrix,

we can have stakeholder cube, power, interest, X can be anything. Stakeholder,

it can be anything X like geography, attitude, things of those nature. Maybe satisfy the

government co as they have. G keep satisfied. So

this is called stakeholder cube. We also have another matrix of 3D. You will not get question in the exam about them like

power, who has power, urgency, how urgent something is, legitimacy.

Okay, this is called salience model. Just knowing their name I guess will be

enough for the exam. Salience model, stakeholder cube. By the way, can you put in the chat box what are the three

models that we use to prioritize the stakeholders everybody? What are the three models we use to prioritize and

what does it contain? Put in the chat box please everyone. Am on the other uh other two items which is

the matrix you still had power interest noted but in the salience model you have mentioned power urgency and legimacy

and so here interest does not come or based on the project they choose what they want to measure. Everybody has

their own models. Okay. Everyone has their own models. The person who make it I need to ask him

why did he make it. Okay. Okay. So we discussed three models here. Okay.

Satisfaction benefit models. So we use these models. Now what we have done if I talk in the wording of project

management initiation, planning, execution, monitoring and

control and closing. These five are called process group. Five process group. The entire work in

the project management happens inside them. Okay. Entire work in the project management happen inside them. These

five process group initiation, planning, execution, monitoring and control ex and closing. This is the

fourth step of your seventh step formula. You need to know in the question are you in initiation? Are you

in planning? Are you in execution? Are you in monitoring and control? Or are you in closing?

Okay. Which step you are? How do I know? In initiation then only three things happen. Project

charter is made. So once the project charter is made then the real work start. You make assumption log. We did

not discuss assumption log. We'll discuss it probably tomorrow. Stakeholder register is made. I just

made stakeholder register. What did we make in stakeholder topics? We identify the stakeholder. I categorize it. I

prioritize it using these three models which you just just discuss it. Okay. I know each stakeholder with their power.

So far we have done this in initiation. Apart from assumption log by the way assumptions we already discussed

assumption and constraint log. If I just explained it here what was constraint any limitation assumption? Assumption

log is a document that we use at initiation stage to see okay this is assumption that I am assuming like when

you paid me for the program you assumed I will teach you. Okay, I can run away. I can run away. It can be assumption,

right? I am considering that assumption that you will reply to my messages. That's an assumption.

That's an assumption. Maybe you not reply at all. You stop replying. It has happened. People have blocked me.

Assumption log. Okay. I need to assume everything in the project. What assumptions I am making in the project?

Assumption log. Okay. Then I made stakeholder register. Yes, my friend. You raise your hand.

Tell me. Yes, you need to unmute when you ask the

question. Okay. I missed the second model. You were talking about the three model, but miss the second one. The

first one was power interest. The second Yes, that's done. The second one stakeholder cube. Power interest. And

the third stakeholder key stakeholder two. Can you please just uh show the screen once more? It is three

dimensional. One is power, one is interest. The third dimension is X which mean it could be anything. You can

measure geography. You can measure attitude. You can measure the place they are anything. The X means you can

measure anything. Whatever is it clear brother? Okay. Okay. Yeah. G uh Sam

uh you were talking about these assumptions uh like one example you were saying that uh we are giving some

training to some person and we don't know whether he will stay back or he will no we we are assuming that he will

do that we are considering we are believing whatever whatever is it we are believing that okay this thing will

happen we're assuming like for example just another example for you so So you leave home you assume that you will

reach office. Now it is possible you can get an accident. I am assuming we do thousands and thousands of assumptions.

The major assumptions that for example when I start the project let's say I need a crane for the project or I need a

certain resource in the assumption log I'll put that okay this resource this crane or this human resource I will get

that on that day. Okay, I'm documenting it. positive we are thinking that only

positive thing only negative if that resource is not available it can destroy your project

that becomes a risk no means of course but we don't have a risk register here all assumptions all assumptions are risk

all assumptions are actually risk in initiation we don't have a risk register so we use assumption log

okay so then these three things are clear Do everybody put yes or no in the chat box please? I want to move ahead.

Yes. Yes. Asa. Uh assumption log it only contains only

positive assumptions or negative. Negative. It only contain negative assumptions. Negative assumption. It

means constraint. Yes. The assumption log is actually called assumption or constraint like constraint. Yes. Okay.

Last. Now in initiation these three things happen in planning we make project

how we are going to do how to do something we don't do anything we just make a plan

how to do something I'll repeat we don't do anything we'll make a plan how to do something okay in

execution once this plan is approved approved. Your plan is approved by change control board or sponsor. Once

your plan is approved, once your plan is approved, then you work. I like to say it do it.

And throughout the project, you compare it. I compare are you understanding or not? Plan versus actual. Plan actual

that is Monitoring control. Monitoring control. I can call it variance analysis which actually means plan

versus actual. Actual plan is not according to actual. I raise a change request to change control board.

Once all the work is acceptable, I close the project. I can only close the project with the

approval of sponsor. I can only close the project with the approval of sponsor. This is called five

process group. Initiation, I start the work. Three things happen. Planning, I make project management plan which

consist of 18 plans inside it. all the plan of the project like the first plan we are going to make is stakeholder

engagement plan then these two plans we'll make today communication management plan tomorrow we will discuss

resource management somebody mute yourself please then we'll miss make risk management please mute

yourself somebody sir then all other 14 plans we'll make Okay. All the plans combined is called project

management plan. Okay. Clear. In the execution,

in the execution we will handle issues, problems and of course monitoring and control. This one page if is it clear?

Please tell me. Yes. Go ahead. Amanda sir this uh in my hearing control uh we said

if plan is not equal to actual then we have to raise a change request but see but plan is plan uh we make a plan and

sometimes we are positive variance sometimes we negative variance if there is a negative variance there is no

chance to raise anything we have to mitigate it a client or end user we cannot directly mitigate it now I need

approval to mitigate it let's say uh there was a problem. Uh there is a please understand in the as a PM as a

project manager you cannot do anything that is not in the plan. Okay, you cannot do anything that is not approved

by sponsor. You cannot do that is a straightforward line. If there is something that is not in the plan you

want to do it, you need approval from the sponsor. That's for sure. Let's say the budget of the project it budget of

one deliverable was one lakh or or 1 million. That's it. Now you you feel the budget is going to go above it is going

to go for 1.1 million. You in order to access that budget you do the impact analysis you will ask from the sponsor

and if the sponsor or change control board approves then you are going to do it. So this comes in the picture when

there's a budget issue or scope issue when scheduling is cost even it is quality whatever is it if the quality is

not acceptable by the client. Let's say I made this pencil. Okay, this pencil was supposed to be accepted by the

client. The client has rejected for a certain reason. Now I need to rework on it. It will cost me more money. It will

cost me more time. Yes or no? Yeah. For that I need approval from it. Can I do it or not? And with the reason why I

needed to do it, why it failed first time? Okay. If uh as a PM every you know

approval I need to going for a project sponsor then PM is not having any decision making power. That's a very

good question. Why didn't you plan it before? If you are a good PM if you need a power if you no no I'm telling you I'm

not saying why you didn't do it. I'm telling you the PMI mentality. Why didn't you plan before? We have 18 plans

that we are doing as a project manager. 70% your work is to do the planning. Okay. And then we said two things in two

things are there in the project that will impact as a project manager that will impact as a project manager. No

missing a stakeholder missing a not identifying the risk. What you are saying is missing a risk. So if you

don't do you have to ask them. But coming to that point that you don't have authority depending upon the

organization to organization there's a thing called threshold limit. Okay. Let's say if if any problem that is

above 100,000 if anything that is 100 above 100,000 I need to escalate it. If anything that is

below 100,000 you deal it yourself. We give you a reserve which we call in our local language patty cashache. Yeah.

Anything that can that's what you are recommending that you were saying anything that was but we set it aside as

a reserve for it. Anything goes above we need to handle it. Okay. Okay. Yeah. Actually that is a very important line

why you did not plan it before because that's your mistake as a project manager. That is why the entire PMP is

that we should have planned it. The bigger the organizations, the bigger they have, they have every single thing

planned out. The startups don't have a plan. So for example, I have a plan. If a student comes, it is

his first attempt. It's a straight path. I will be changing for everyone. It's a path. I need to do this thing. All my

facilitators know. But if a student come whose second attempt is PMP, my student or other student have a different path.

If someone is third attempt, I have a different path. Why? I have done it for like so many times with so many

students. Now with the experience, I have a different path. But when I was new, when I was doing first time, I only

have one path. Okay. G somebody raised the hand in between. I raised a hand. U basically I want to

ask you mentioned that a project is only closed when uh when it approved by a a stakeholder. So we have categorized

sponsor sponsor not sponsor started the project he signed the project plan is approved by change management or

sponsor and closed once it is approved by stakeholder sponsor one by one one by one project closing

approval project closing approval can only be given by sponsor because he signed the charter that's the first

thing secondly sponsor is the head or chair of change control board. But the purpose we say who approves the change

request is change control board. Who approves the project management plan? Change control board not the sponsor.

Okay. G G S I have a question about the execution.

There is a issue. Okay. And the issue related to the something is new addition or some subtraction in the uh predictive

scope or you can fix scope. So in that phase we can raise the change request. Anything that is not according to your

plan. Yes. And it will go to the CCB your change request board. Okay. Aa guys take a picture of this. This will be

very critical for you. If you if you understand this thing your 70% PMP is in the hand. what we are discussing here

I'm extremely slow on these things why because when you will see the question you will cry yeah get confused because

stakeholder questions are the most difficult questions in PMP getting 20% 30% score in the stakeholder topic is

normal okay I'm telling you for real process group is not it's not tough it's just practice just to give

you a visual representation of process groups. It looks like something like that. Initiation,

this is your initiation. Like initiation, the project is started. Like even the

initiation is not closed, you start doing planning. You start doing planning. They are

overlapping activities. Even project is still being planned. you still start doing

execution like they are over what I'm trying to say is they are overlapping activities

monitoring and control happen from start till end just to give you visual representation

and closing I need I've run out of colors yellow okay as the deliverables are

being delivered they are closed okay this is like just a visual representation for this okay of course

practice so that's you just enter the game you don't become a sensai or champion in one day this is just the

start of the journey sir that's why I said it in the first thing in the class two weeks training then two month

coaching if you spend two two hours daily starting from today after the live classes you will be PMP in 2 months. If

you spend 4 hours, 1 month. If you spend 6 hours, three 3 weeks. If you spend 1 hour, 3 months, 3 and a half months. Is

this clear? Like, does that make sense to you? Throughout the project, changes are happening actually throughout the

project. Okay? Write down in your notes. Important thing if you are if you are in

planning write down in your notes please everyone yes monitoring and control go top to all like it from start to end

if you are in planning if you are in planning and you need to change something

if you are in planning and you need to change something you do not need change request.

You do not need change request. I'll repeat if you are in planning which means project manual plan is not

approved and you need to change something you do not need change request.

Okay? You do not need change request. Clear? Okay.

If you are planning in which stage then this charter got approved. The charter the the charter

got approved here. You see I put black line before then here the purple line. Okay. First monitoring and control

starts happen after charter. Charter is the first thing where write down in one more line in your notes. Project get

started after charter is approved. Project gets started after charter is approved. There is no planning package.

I did not use the word planning package. That's it. Don't make the word right now. It will come later on. Planning

package. Okay. Now

so far everyone is cleared about everything but we did if you're in planning

you do not raise the change request let's have a break I can see your faces are tired so let give you uh sir sir

before break can you please once again I'm very little confused of this what I'm very sorry like the monitor like

monitor like execution and planning okay monitoring and control let It monitoring and control is basically what does that

mean? You continuously check the health of your project at any time if your project is not relevant. If any time

your project needs change, I do it that is the meaning. Okay. And execution execution you are working. You see

planning is planning is actually thinking to do work. Planning is okay. I need to do this this this. Execution is

actually working. Okay. Actually project initiation

English project chart we are presenting this uh in five phases initiation planning execution monitoring

and controlling and closing. Mhm. So what goes in my mind that project charter is before this. Project charter

is the first thing that started. If the project the project starts as I gave you the first line project is initiated

once the project is started here. Project is started with the project charter. Without project charter

there is nothing. So there is correct without project charter there is nothing. So once the

project charter is closed then project is starting or project project when the project charter is approved.

Approved approved closed means approved. No no close mean close mean end. Approve mean open. Approve mean open. So project

is starting after the approval of project charter. So from where we will uh start this project initiate this

project from the starting of project charter or from the approval of the project charter from so this initiation

will be after approval of project charter here let me put it here here project charter approved then the story

okay then the story start okay here thanks thanks thanks I'm loving the class so far so That's our 10-minut

break so that you can get your tea, coffee, and uh 10 minutes.

Okay? And see you in 10 minutes. This will be probably the last break of the class. Okay? So, take your teas,

coffees, whatever you want. Forget about recording. Do remind me. I do forget a lot. I have done the entire

session. I forget the recording after the first class. Okay. So do remind me we did initiation.

Where was that? Okay. So we did initiation. Now we are going to do the planning.

Now we are going to do the planning part. Okay, we are going to make stakeholder engagement plan into it.

Stakeholder engagement plan. A very important thing here when I talk about planning when we make stakeholder

engagement plan it has strategies

that are required to engage stakeholder

strategies that are required to engage your stakeholders. Okay.

What are the strategies that you need to record stakeholder? That's it. What does the plan contain dra it consist

what are the strategies you need to engage stakeholder not control engage. So it also have stakeholder engagement

matrix as the part of this. What is stakeholder engagement matrix?

So let's say there's a stakeholder a first of all

unaware resistant Strength. Unaware.

Resistant. Sportive. Leading. Unaware. Resistant. Neutral.

Sportive leading. The stakeholder engagement matrix will has important stakeholders.

Okay. Let's say ABC DF these are your stakeholders important

stakeholders. I'm going to see what is the engagement strategy of this stakeholder. Okay. Is he

unaware? Is he unaware? Is he resistant? Where does he stand? What do I mean by

unaware? He does not even know that I exist. He does not even know that I exist. He

is unaware. This is called unaware state. Okay, I need to make this.

Sorry guys, I'm just trying to beautify it. And it is unaware. He does not even know

resistance. He's against you. Neutral ah is okay. Sportive leading. What is the current engagement? Let's say someone is

against you and I need him to become neutral. Stakeholder engagement plan will have

the strategies required to change current engagement level to desired. Draj strategies required to change

current engagement level to what do I need? What do I need? Desire. Desire. But

strategies what is needle the project strategies somebody does not know me somebody does not know me the first

thing Sherry are I need to know that they know me right I need to do something that they

know know me so what are the strategies I'm going to do maybe make them supportive if someone knows me they want

to join my program Shir and the internet banking is not working I need to keep them engaged till they join right Sher.

You got my point? I need to engage them. You did it well. Yes. Yes. Of course. Because why? I want him to become

sportive, right Deepak? Even it take a year. Make sure that they remain with you for two

years. Engagement strategy. How you engage the stakeholder? All the strategy of the

stakeholder engagement matrix will be in the stakeholder engagement plan. Anyone has any question on this?

So stakeholder engagement plan has two thing. Stakeholder engagement metrics which shows the current engagement level

of stakeholder and desire. And how do I change those share? Yes sir. So this C and Denotes

for current level and desired level. G 100%. grunt and desired. Okay. Now once your stakeholder plan is done, it is

made, who will approve it? Who will approve it? Put in the chat box. Yes, Deepak, tell me.

Uh what if one of the stakeholders already in a desired uh good good matrix? Let's say if a stakeholder we

want, he's already here. We need to keep him interested. We need to keep him maintained. I need to I

don't want him to go back. Okay. I don't want him to go back. No. Shar sponsor or change control board will approve the

stakeholder engagement plan sp project manager is making how can he approve here? He's making once the plan is once

the plan is approved once the plan is approved what will we do? We will implement it. We will work on it and

then in monitoring and control if there is any changes we will handle it. Clear? Clear to everybody?

Change control. Yes. Sponsor or change control board both is the same thing. Uh change control board is a better word

for that. Thank you. Okay. Now this happens throughout the project. Let's say Romesh unmute yourself. I haven't

talked to you today. Yes sir. If a new stakeholder come guys write it down this is important. If a

new stakeholder come what will you do? First we sir uh identify the stakeholder. If okay you are in

execution now. Yeah this is important thing guys. Let's say write it down. A new stakeholder come and you are in

execution. Now what will you do Ramse? First we put him in the the first we will analyze him. No, first we'll put

him to the stakeholder register. Yeah. Yes. Stakeholder register. Then we will uh analyze for according to the

categorization like uh is he internal or external. Is he upwards or downwards according to my

position. Then we will prioritize him using our uh power interest metrics or our stakeholder cube or silence uh

model. Then we uh after then we will uh check uh what is his current status like is he high power high high interested in

our project then according to those category we will manage him. How you are going to update the plan

without raising the change request? You are in execution during execution. Yes. uh we will we will first raise a change

request then if if it is approved then we will follow these uh changes. Okay. Clear. Okay.

Yes. Clear. Yes. This is an interesting thing. Fod. Hey F.

Yes. Available. Now my turn. So a new stakeholder come give me a sequence. A new stakeholder comes give me a

sequence. Um first of all you should ask is it in planning or execution? Which stage? Yes,

that is first. The first question I told you when you're solving question answer. Now step number four is identify

initiation, planning, execution, monitoring and first question is okay now I'm telling you he's in this is in

planning. What will you do? uh in planning state when a new uh stakeholder comes so we'll identify him

we will categorize him it's upward low first of all how do you identify him I am basically writing down so okay okay

okay read your notes you can read it give me some uh so basically

try that's okay that's okay it's okay to be wrong tell me okay so uh in if we are in planning state and new stakeholders

come in we'll first uh identify the stakeholder we have

identified it's it's a stakeholder so next step is to categorize it so we'll categorize it by using by by analyzing

it as upward or downward um and as high risk or low interest high power low interest and after that I think we

will uh update the stakeholder register okay okay and then we'll uh see the uh its

engagement either it's resourceful unaware or whatever

this is this is what comes to my mind we need to update the plan stakeholder engagement plan we need to the

stakeholder need to put in the stakeholder register categorize it then prioritize it then update the plan just

gave time now I want to I I have been answering question now and it's my turn knock

a new stakeholder has been identified you are in the execution phase what will you do give me the sequence

sir uh if I am in execution phase first I will categorize him and prioritize him and put in the register and they will go

we will go to change control board uh for change we will raise a change request and if it is approved then uh we

will make the stakeholder holder engagement planned according to that okay good good way a gi thank you okay

So there is wait I'll get come to your questions first I have to ask some questions okay so you

are in execution you have identified the stakeholder and the stakeholder is resistant

stakeholder is resistance okay so for a resistant stakeholder where would you put him into power

interest matrix Resistance. Resist. Huh? Resistant means it it does not define

whether he's having high power or entire game. His interest is not showing right. No, no, no, no. I never said I just said

he's a resistant stakeholder. I never said anything else. I just said he's a resistant stakeholder. Everything else

you tell me. Okay. Uh so first of all if uh uh if someone come in the execution stage uh I

was about to ask that uh we do all this exercise and we go to the uh we go to the sponsor and like raise change

request and we are asking see someone like this like you know introduce now should we go with them or should we

enter them in rather than asking this question we do all this exercise and we rise I did not understand at all I did

not understand at all what you did what exercise you are mumbling jubbling tell me that exercise that's why I'm asking

you question tell me that okay okay okay so acc according to the the the the class what we understand that when when

somebody is in we will register him and we will identify him where he is and uh we will categorize him on what on what

level we need to attend him okay then we we understand this this uh specific x is having uh this kind of uh

characteristic. So what was my question to you? Somebody in execution came in. What is

our action required? No, a resistant stakeholder came in execution. How would you manage him? I did not say somebody.

I said resistant stakeholder came. How would you manage him? Whoever comes, we uh need to raise the

question. Sir sir a resistant stakeholder is there which mean you already know he's here

he's here a problem maker he's a here I need to manage him closely he's a resistant for anyone so ill to be

resistant he's interested in them he has high power you manage him closely okay you put him your heart clear but I

sir this man coming in execution stage right okay but the critical part was the question was he is coming he's a

resistant stakeholder he's a resistant yes I need to put him into the stakeholder register yes I need to

prioritize it everything yes but the question is how you would manage him you may manage him closely we will manage

him closely but I I just club my my doubt along with your question okay no no manage him closely now come to your

direct okay my my uh doubt photos like you said we need to manage him closely everything's fine but when I am in

execution stage and as per our normal procedure we will uh this man came okay we understand now we will register we

will analyze him we'll do all this step by step don't say so filtering please please I request you everyone don't say

him all the step say what steps because when you will say this step then you will remember it okay so say steps. Yes.

Okay. So the the first point is execution stage. Okay. So we will keep in mind after that we uh we register him

then we will analyze him and we will categorize him in uh where he will be I mean from where his part is then we

prioritize him uh according to the the the matrix the power industri. So when he when you said it is uh

resistant type of uh uh uh stakeholder we understand that now with this all information we will raise a change

request uh to the to the governance board. Correct? Okay. Then after that they decide what

we need to do. But my question was maybe in that stage uh governance board is not ready to take somebody in. So it

is better to do all this exercise and have a summary and go back to the sponsor and saying see we have someone

like this can we enter him or not. So before that why can't we ask like we we have an entry do we need to think about

it or not rather than like you know doing that much work out. Sponsor is not your relative he's sponsor he's a senior

manager. If you go to him with a problem again and again he will fire you. Remember this thing this this is a very

important thing sponsor the senior people they don't like problem this is a very important thing they don't like

problem they hired you for a reason they hired you so that you can solve their problem if you go keep on going to them

if you keep on going to them with the problem they will hire someone else so it's a very important thing whenever you

go in your life in PMP as well as in your life go to them with a solution. Okay, this is a new stakeholder and

adding them will cause this this this problem. I think we should do this. What would you do?

Okay, what would you do? If you go with them, you then you are saying that I uh I am a kid. I don't know what to do. You

go with them with the impact analysis. This this this this what you would do, what you would say. This is my

recommendation number one. Recommendation number two, recommendation number three. Okay. I I

like the recommendation number two better. What would you say? Okay. Now you are a professional.

Okay. Now you are a professional. So here this is a very important thing in life.

As a professional there is no limit to your money earning. But if you are not professional, no one will pay you. Let

me tell you, I used to run a PMP program very long time back. $200 training fees. $200. I never used to get more than four

people in the class. Now my program is 900 and it is going to be 1200 in September right and I know every branch

will be sold out. Why? I'm a professional. I know the problem is there how to handle what to do what not

to do. So when I go to the problem I tell you okay this is the thing and then you continuously work into that. Make

sense? Okay. Love working with you. Yes. The one

Yes, the one brother. Yes, sir. Yes. Can you hear me? I can

tell. So, sir, a new stakeholder is getting inside or uh you encounter a new stakeholder during execution phase.

My question is uh these things you make a provision for it and the actual plan for the

stakeholder register. Okay. So you see we have two things here initiation we have stakeholder register

planning we have plan stakeholder register has who is the stakeholder what uh what is key requirement what is power

interest that's it it's a register it does not need any change request what but how I engage with him how I'm going

to work with him that is the part of a plan that I need to work for okay so I need to assess his impact of course

I I need to see what how that is going to impact me. Is it a positive stakeholder, negative stakeholder? How

is going to do for me? Okay. And so uh the uh after assessing his impact, the course of action will uh that will

depends whether I will go to a change request or no. Yes. Yes. Okay. Okay. Yes. Deepak.

So the question here is how do I know what is the desired state of specific state? I know the current state because

I just go talk to them. I what is requirement from him? What do I need from him? Okay. Okay. What do I for

example if you are my student now now my work with you before you were kind of a neutral because I was giving you videos

you were watching the video. Now I don't want you to be neutral. You are still at neutral. Even today you are at neutral.

Yes or no? You are still at neutral. You paid me $8.99 Deepak and you are still at

neutral. You are you are not someone who can go and post please join AM program. Yes or no? Right. That's right. Right.

So which means you are still at a neutral stage. Okay. I paid him. He's teaching me. But when I do follow up

with you, when I will work with you, when I will work hard work with you, you become my supportive or my leading. You

will bring new students. Got my point? No. No. putting it into a company's perspective in even in a company's

perspective I need to ask I need I what do I need from him is he doing that or not doing that if he's not doing that

then it is not at a desired stage okay for example I need a team member to be at daily at 7:00 a.m. till 11 p.m.

Now for him to do that he has to be extremely motivated. He should be working for some bigger vision otherwise

he will not do that's why I ask the first thing your strength your weakness your opportunity your threat and we will

discuss it forward what are you looking for when I'm talking to each stakeholder important understanding their

requirement the purpose is that I'm saying okay how they can add value in my program and what is needed from them are

they doing that or not okay okay okay got it just in case we we need to talk to each other because I had one question

one sample in my mind let's say I'm working with a technical expert and I want him to be in a leading state to

take his team forward but he's on a supportive area so what do I do to him just go talk to him then set a stage why

he's not there first of all why he's not there why he's not leading stage there has to be something now there has to be

something if so if he's not there it is problematic okay then I need to set a vision for

that How it can be done? Okay, that is the entire engagement plan. Strategies required to change what you are saying

how to do that. That is stakeholder engagement plan. Deepak strategies required to engage the stakeholder.

Okay. That is it. That is the entire stakeholder engagement plan. Okay. Okay. Second question is you had a question

for other person. Uh there is a resistive stakeholder who comes into the project during execution period. Where

does he fall under in the uh power interest matrix? And you mentioned that he comes under uh the high power high

interest. Okay. He's being resistive. Why can't he be high power low interest? Why can't it be

the government saying I'm resistive? I'm not able to I don't want to sign this document. I like it. I like it. Let me

ask you one thing. A person who is against you. Does he check you more than other people or no? For anyone to be

against you, I will check you more. Let's say I'm against Deepak. I will check every single thing that Deepak is

doing. If anyone is not interested at all you he will never check. He does not care. You are dead to him. But to be

resistant, he will continuously check you. What are you doing? Okay. For to to be resistive, you will have to be

interested. That's without any doubt. Okay. Yeah. GSita Asmita, you had a question, sister? Yes.

Yes. Yes. Uh one uh question um um as we are discussing when new stakeholder joins in

um what is the first uh step uh first stakeholder register you a new

stakeholder came put him into the stakeholder register categorize him prioritize him okay then if needed raise

a change request okay uh that's my question either we need to raise a change request first or first uh let

them add in uh stakeholder register does not need a change request. Stakeholder register does not need a change request.

Okay. No. So that's what first step would be the what do we need to raise a change

request? Put him into the stakeholder register. The first step would be put him into the stakeholder register then

categorize him. Prioritize him. Once you have done that, if needed, raise a change request. Raise a change request

and then update the plan accordingly. Okay, read this asa. Read this. This is a PMP

booklet. This is a 15page entire PMP summary. I'll give it to everyone. Read it as step one.

Okay. Read it please, sister. Love. Okay. Uh so uh how to engage stakeholder? Uh this it's a step-by-step

process. First step uh identify stakeholders using uh expert judgment, focus group, workshops, OPA and EEFs.

Uh once the stakeholder identification done, second step uh we have to add them in the stakeholder register.

Third step uh we need to analyze start stakeholder analysis using uh upward uh whether the stakeholders use upward

downward or sideward directions. Um once we analyzed we have to prioritize them uh using their power

interest matrix uh or stakeholder cube or the salience model. Then the step fifth um

once the stakeholder register is updated and criticized initiation is completed. All these steps are covered under

initiation process. Uh sorry this this should be once the stakeholders is updated and completed initiation is

complete. Okay. Yeah. Then once the initiation process is

completed we need to make a stakeholder engagement plan. uh which uh with stakeholder engagement strategies.

Uh then second uh seventh step uh use subject stakeholder engagement matrix uh in stakeholder plan to check

stakeholders current as well as desired engagement state. Then uh next once the stakeholder plan with strategies to

engage them is approved by the sponsors or change control board uh we need to implement it start implementing it.

Then last step uh no um review the plan to ensure its validity for monitoring and control purpose. Uh once it is start

implementing that is in the execution process. Once execution done, we need to review uh to ensure its validity for

monitoring and control purpose. If the plan is found to be inadequate, uh we need to raise a change request to update

it according to the changes. Then step 10, whenever a new stakeholder is identified, they are added to the

stakeholder registered. Subsequently, a change request is raised to update the stakeholder plan. Stop. That is your

answer. Step 10. Yes, correct. Step number 10. Stakeholder plan, communication plan,

resource plan, continuously monitor effectiveness of a stakeholder. Okay, I could have given this document as a

first thing. But I wanted you to speak to ask the questions. Okay, because when you ask the question, then you really

learn. When you read, you understand one time. When you speak and then execute, then you learn. Okay, smith.

Okay, sister. Yes. Yes. Okay sir, any other question from you sir? Yeah, I have one question sir. Uh regarding can

we uh avoid the change request or uh yes if the change request is not needed I can deny it.

Being a PM being a PM no need to go back. No need if if we say if he thinks there is no need to change request we

will not raise a change request. Okay there is no need. If there is no need we will not raise a change request. Okay.

Clear? Okay. So this is a stakeholder topic. Aa uh stakeholder is there uh Amar how do we decide that the change of

course is required or not required put it in the policy. He does the impact analysis. He does the impact analysis.

He he checks take how it is impacting uh scope schedule cost quality procurement and if he feel that there is no impact

on it is not needed he will not do. Why would we do? Okay, a so next once the stakeholder

plan is approved, you need to make communication management plan. Give me five minutes. I need to just cover this

up so that it will help you solve in the question answers. We will continue the communication topic tomorrow.

Communication management plan. Communication consist of four R of communication. Whenever you see the word

communication management plan, everything virtual communication, physical communication, whatever is it,