Concepts
It involves cultivating effective relationships with all individuals who have a keen interest in your project’s outcomes and can have a direct impact on its success. One pivotal way for effective stakeholder relationship management is by forming a working agreement among key project participants, thus promoting active participation and fruitful collaboration.
A working agreement can be defined as a set of norms, rules and protocols that guide the relations and interactions amongst stakeholders. It lays out clear expectations for every participant, fostering a more predictable and transparent work environment. For individuals preparing for the PMI Agile Certified Practitioner exam, an understanding of how to form these agreements and use them to facilitate stakeholder relationships is fundamental for acquiring the certification.
I. Steps to Create A Working Agreement
An effective working agreement evolves from collective decision-making. All veterans of Agile methods advocate the importance of group consensus while forming these agreements.
- Identify Stakeholders: The first step is identifying the key stakeholders. These include those whose interests are visibly impacted by the project, have influence over it, or have the power to impact its success.
- Define Expectations: Each stakeholder has their unique perspective and expectations. Uncovering each one’s hopes and motivations helps create a comprehensive, agreeable, and effective collaborative structure.
- Draft an Initial Agreement: The next step is to draft the agreement using information gathered in steps one and two. The contract should include basic norms and guidelines for interaction.
- Ask for Feedback: Once the draft is ready, elicit feedback from the stakeholders. This helps to clarify doubts and rectify any miscommunications early on.
- Finalize and Share the Agreement: After integrating stakeholder feedback, our working agreement is ready. Once finalized, it should be shared across the board.
II. Elements of a Good Working Agreement
An efficient working agreement should contain the following key elements:
- Roles & Responsibilities: Clearly define each stakeholder’s roles, responsibilities, and expectations
- Communication Guidelines: Procedures for information sharing, meeting schedules, protocols for decision-making should be established.
- Values & Behaviors: The agreement should articulate the project values and expected behaviors from stakeholders.
Example:
| Role | Responsibilities | Communication Guidelines | Values & Behaviors |
|---|---|---|---|
| Project Owner | Making key project decisions, approving changes, ensuring resources | Regular meetings, updates via email | Honesty, Timely feedback |
| Team Leader | Coordinating with team, managing timelines | Daily standups, weekly reports | Transparency, Respect |
III. Why Working Agreements?
Working agreements crisply detail the ‘rules of engagement’ for a project. They stave off confusion, facilitate effective communication, and forge better relationships between stakeholders. This leads to better project performance, smoother conflict resolution, enhanced team morale, and increased stakeholder satisfaction.
Forming working agreements is a proactive investment in managing stakeholder relations effectively. As an Agile Practitioner, this technique of fostering collaboration and participation in your project is invaluable. It aligns stakeholders in line with project goals and sets clear expectations from the onset, leading to a stronger project environment and more successful outcomes.
Answer the Questions in Comment Section
Establishing stakeholder relationships is not important in Agile project management.
- True
- False
Answer: False
Explanation: Stakeholder relationships are extremely important in Agile project management as it promotes participation and effective collaboration which is essential for the success of the project.
A working agreement can be formed without the participation of key stakeholders.
- True
- False
Answer: False
Explanation: Key stakeholders must participate in the formulation of a working agreement as it helps to align their expectations and define the ways of working.
Stakeholder participation in formulation of working agreement promotes:
- A. Effective collaboration
- B. Trust building
- C. Clear communication
- D. All of the above
Answer: D. All of the above
Explanation: Participation of stakeholders in formulation of working agreement ensures effective collaboration, builds trust and establishes clear communication channels.
What is NOT a key aspect of forming a working agreement with stakeholders in Agile Project Management?
- A. Defining roles and responsibilities
- B. Setting project goals and objectives
- C. Ignoring key stakeholders’ input
- D. Agreeing on methods of communication
Answer: C. Ignoring key stakeholders’ input
Explanation: Ignoring key stakeholder’s input in a working agreement is not advised as their inputs are crucial for better outcomes and successful project completion.
Communication gaps can be minimized in Agile Projects through:
- A. Electronic Communication only.
- B. Verbal Communication only.
- C. Constant effective communication among stakeholders.
- D. None of the above.
Answer: C. Constant effective communication among stakeholders.
Explanation: Maintaining constant effective communication among stakeholders minimizes communication gaps and promotes collaboration in Agile projects.
The working agreement among stakeholders should remain unchanged throughout the project?
- True
- False
Answer: False
Explanation: As change is part of Agile, the working agreement might also need revisions throughout the life cycle of the project due to various factors.
Stakeholder roles and responsibilities are not clearly defined in a working agreement?
- True
- False
Answer: False
Explanation: Clearly defining roles and responsibilities of stakeholders is a vital component of a working agreement.
Which of the following is NOT a benefit of a good working agreement?
- A. Enhances effective collaboration
- B. Promotes frank and open communication
- C. Creates resistance among stakeholders
- D. Fosters trust
Answer: C. Creates resistance among stakeholders
Explanation: A good working agreement should eliminate resistance among stakeholders, not create it.
Continuous alignment with stakeholders is not necessary in Agile project management.
- True
- False
Answer: False
Explanation: Continuous alignment with stakeholders is crucial in Agile project management as it ensures everyone is on the same page and working towards a common goal.
Key stakeholders should be involved in planning and decision-making activities.
- True
- False
Answer: True
Explanation: Involving key stakeholders in planning and decision-making processes helps to consider diverse perspectives and achieve a more successful outcome.
Working agreements can be used to:
- A. Outline team members’ roles and responsibilities
- B. Set ground rules for the project
- C. Establish expectations
- D. All of the above
Answer: D. All of the above
Explanation: A working agreement defines roles and responsibilities, sets ground rules and establishes expectations among stakeholders.
Beside stakeholder, the Project Manager is the only one responsible for managing effective collaboration within the project.
- True
- False
Answer: False
Explanation: While a Project Manager plays a pivotal role in managing collaboration, everyone involved in the project holds some responsibility for maintaining effective communication and collaboration.
Great insights on the importance of forming working agreements. It really helps align stakeholders.
Absolutely! A working agreement is crucial for fostering collaboration.
Can someone share examples of what should be included in a working agreement?
Thanks for the post!
How often should a working agreement be revisited?
What if some stakeholders are resistant to forming a working agreement?
Very informative blog post!
Is there any specific tool recommended for documenting and tracking the working agreement?