Concepts
To ensure successful project execution, Program Management Professionals (PgMP) must negotiate and secure the support of stakeholders, including sponsors. These key individuals or groups can influence the project outcomes, both positively and negatively, making their buy-in a crucial aspect of program management.
A. Identifying Stakeholders
Key stakeholders often include project sponsors, team members, and end-users of the project output. Anybody who can affect or be affected by the project should be considered a stakeholder. The first step towards achieving alignment with program objectives is identifying these stakeholders.
B. Stakeholder Analysis
Once identified, carrying out a Stakeholder Analysis helps understand the stakeholders’ interests, influence, and expectations, enabling the program manager to tailor strategies towards winning their support.
II. Setting Clear Expectations and Acceptance Criteria
To achieve and maintain alignment with stakeholders, it is crucial to set clear expectations and acceptance criteria, such as Key Performance Indicators (KPIs), that will define the benefits of the program.
A. Setting Clear Expectations
Clear communication regarding what is expected from each stakeholder is vital. These expectations should specify the roles and responsibilities of each stakeholder, the contribution expected from them, and what they can expect from the program.
B. Establishing Acceptance Criteria
Acceptance criteria, such as KPIs, provide a clear definition of what a successful program delivers. This serves as a common point of reference for all stakeholders and provides an objective measure of the program’s success.
C. Examples of KPIs
Common KPIs might include quality standards, cost savings, sustainability measures, time frames for deliverables, or customer satisfaction levels. Such KPIs can be tailored according to your project and stakeholders’ specifications.
III. Negotiating Stakeholder Support
With clear expectations and acceptance criteria in place, program managers can then negotiate the support of stakeholders and sponsors.
A. Building Relationships
Building open and honest relationships is a key aspect of stakeholder negotiation. Get to know their goals, share yours, and find how the program can help achieve those mutual objectives.
B. Offering Value
Offer something of value in exchange for their support. This could be in terms of financial returns, increased market share, reputation enhancement, additional skills or resources, etc.
C. Tailoring Communication
Ensure communication is tailored to the stakeholder. It should be relevant, concise, and delivered via their preferred communication channel.
IV. Achieving and Maintaining Alignment
To maintain the alignment of stakeholders towards the program objectives, consistent communication, review of performance against KPIs, and addressing stakeholder concerns promptly is essential.
A. Regular Reporting
Regular reporting of progress against KPIs and other program objectives keeps stakeholders informed and engaged.
B. Feedback and Adjustments
Seek feedback from stakeholders regularly and undertake necessary adjustments to maintain their support.
V. Conclusion
The active participation and support of stakeholders are crucial for successful program execution. Therefore, understanding their needs, setting clear expectations, negotiating actively for their support, and maintaining alignment with the program objectives should be high on a PgMP’s list of activities.
Answer the Questions in Comment Section
True or False: Establishing clear expectations and acceptance criteria, like KPIs, is crucial for garnering and maintaining stakeholder support for a program.
- True
- False
Answer: True.
Explanation: The clarity of expectations and acceptance criteria aids in gaining support from stakeholders, as it clearly communicates what is expected from the program and how it’s success will be measured.
What is the most effective way to negotiate support from stakeholders?
- a) Present them with a finalized plan without their input.
- b) Include them in decision making and keep them informed about progress.
- c) Force them to support your program using assertive tactics.
- d) Ignore their opinions and feedback.
Answer: b) Include them in decision making and keep them informed about progress.
Explanation: Stakeholders are more likely to support a program if they feel involved in the process and are kept informed about its progress.
True or False: The acceptance criteria should be set by the project manager alone.
- True
- False
Answer: False.
Explanation: Acceptance criteria should be jointly set by the project manager, stakeholders and sponsors to ensure everyone’s expectations are aligned.
When setting KPIs for a program, they should be:
- a) Easy to achieve
- b) Unrealistic
- c) Measureable and aligned with the program’s objectives
- d) Ignored if they do not support the program’s objectives
Answer: c) Measurable and aligned with the program’s objectives
Explanation: KPIs must be realistic, measurable and in line with the program’s objectives to be effective.
True or False: Stakeholders and sponsors should only be involved in the initiation stage of program management.
- True
- False
Answer: False.
Explanation: Stakeholders and sponsors need to be involved in each stage of the program to ensure their continued support.
Negotiation with stakeholders is required when:
- a) The program is at its end
- b) Changes in the program plan are needed
- c) The program is going as planned.
Answer: b) Changes in the program plan are needed
Explanation: Changes in the program plan can affect stakeholder interests, hence negotiation is needed to ensure continued support.
True or False: Clear alignment of stakeholders and sponsors to the program’s objectives is unnecessary for successful program execution.
- True
- False
Answer: False.
Explanation: It’s very important that all stakeholders are aligned to the program’s objectives, as it ensures the successful execution of the program.
What is the primary goal of setting KPIs in program management?
- a) Setting unreasonable targets
- b) Measuring program success
- c) Adding complexity to the program
- d) Ignoring stakeholders’ feedback
Answer: b) Measuring program success
Explanation: KPIs are crucial in measuring the program’s success and tracking its progress towards achieving its objectives.
True or False: Stakeholders’ support is negotiable throughout every phase of the program’s lifecycle.
- True
- False
Answer: True.
Explanation: Stakeholder support is crucial throughout every phase of the program’s lifecycle. Without their backing, the program may face many challenges.
The purpose of negotiating stakeholder support is:
- a) To exploit the stakeholders
- b) To ensure program success
- c) To ignore stakeholder concerns
- d) To increase the complexity of the program
Answer: b) To ensure program success
Explanation: The main reason for negotiating stakeholder support is to ensure the program’s success by aligning the stakeholders’ interests with the program’s objectives.
Great article on stakeholder management! I’m preparing for my PgMP exam and this really helps.
Thanks for sharing! KPI setting is always a tricky part for me.
Interesting read! Can someone share tips on negotiating expectations with sponsors?
This is some valuable information. Does anyone have suggestions on how to maintain stakeholder alignment throughout the program?
Setting clear acceptance criteria is key, but can be challenging. Any advice on ensuring these criteria are realistic and agreed upon?
Very helpful content. I appreciate the practical insights shared here.
I struggle with managing stakeholder expectations. Any tools or frameworks recommended?
Thanks for this post, it simplifies a lot of complex concepts.