Stakeholder Management using Social Network Theory

Stakeholder Management is a substantial practice that needs to be focused on throughout the life cycle of the project. A successful collaboration between an organization and its stakeholders is based on working together to achieve common objectives. (PMBOK). Stakeholder management is a significant step towards the project's success, in terms of Project, Program, and Portfolio management. In practice, various frameworks have been built for efficient and effective stakeholder management in a project. It aims to identify all the relevant stakeholders, categorize and prioritize them based on their importance, impact, and power using alternative mapping tools, profile stakeholders, and prepare them for their participation, and to achieve the stakeholder management processes. The significant sight in project success is effective stakeholder engagement and communications between all stakeholders, where structured communication is adhesive that holds everything together. Communications Strategy sets the groundwork for the potential progress of the combined organization and effective communication can be served as a great technique to structure and manage the stakeholder at multiple levels. This article covers a viewpoint of the existing processes along with the challenges and uncertainty in stakeholder management. It specifically focuses on providing an effective communication tool as a solution for stakeholder management intending to fulfill the void in the existing literature. Communication and stakeholder interaction strategies are often characterized as fragile and dealing with various stakeholders, and designing suitable knowledge sharing information is critical because of unforeseeable project actions and uncertainty (1). In order to have successful stakeholder management, an effective communication strategy must be implemented. Hence, in this article, Social Network Theory is leveraged as an efficient tool for developing effective communication for stakeholder engagement at all levels. Besides, the article discusses the scope, methodology, application, and limitations of the tool. An overview of the existing Stakeholder Management process and optimize the solution for managing communication between the stakeholders will be the key takeaway from this article.

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Stakeholder Management and current practices

A typical definition to describe a stakeholder is a person, group, or organization that has interests in, or can affect, be affected by, or perceive itself to be impacted by, any outcome of the project (Freeman and Reed, 1983). Stakeholders are involved in the project's progress and may have a positive or negative impact on the project inside or outside the organization where many individuals engage in a good implementation of a project from the outset (5).

“They’re called stakeholders because if you don’t look after them, they’ll come after you with seven-foot stakes!” – Rob Thomsett

Today, most successful organizations, projects or portfolio reveals that they have a good relationship with the related internal and external stakeholder group in the organization. The adequate continuous communication and management of stakeholders actively throughout the project life cycle manage these core relationships (PMBOK). Besides, it is important to provide an appropriate analytical framework to deal with varying perceptions and characteristics of these multiple stakeholders. Designing a strategy for managing stakeholders is of the three-step process (PMBOK). Identifying them is the primary step. The second step is an assessment where we classify and prioritize them based on parameters for prioritization, such as power, interest, or influence. Eventually, the last step is to develop a communication strategy to manage them. Despite this, it is critical and yet necessary to develop a strategy at the beginning of the project and should be altered regularly until the completion of the project. Several projects hinder and fail to attain desired outcomes due to a lack of communication planning and management.

Identifying Stakeholders

The process of identifying and classifying all the stakeholders in the preliminary part of managing stakeholders in an organization. These stakeholders can be directly or indirectly involved in activities like governance, regularization, project training, decision making (ISO21500). This activity is performed in the initial stage of the project; however, it changes over the project cycle due to continuous updates in the scope of work as the project progress. It can be done by review of the project character that identifies the list for stakeholders and their responsibilities. Once they are identified they are classified into two groups of stakeholders as Internal or External stakeholders (PMI). Classification of stakeholders can be done by simple brainstorming based on their influence on the project.

Internal Stakeholders are considered as people, groups, or organizations whose interest in the project is directly related to being a part of the organization that is managing that project. They can be team members, execs, owners, or even investors in the organization. They have a substantial interest in the success of the organization, and they are in most cases highly affected by the ongoing activities, decisions, and outcomes of a project (PMBOK).

External stakeholders are those who are not directly related to the organization, but they are likely to be impacted positively or negatively by the project outcome to some extent. These are usually considered as suppliers, creditors, and public groups, etc(PMBOK).

Stakeholder Analysis

Considering Stakeholder analysis, it is essential to govern a clear understanding of involved stakeholders, their expectations, and their motivation for being part of the project. Stakeholder analysis builds an approach to include considering their needs, expectation, interests, and potential impact on the project (PMBOK). The suggested methodology by (PMBOK book) for qualitative analysis of stakeholders may use different methods to investigate the influence, power, impact of a stakeholder. The common tools that are used to categorize stakeholders and assisting them in analyzing relationship are mentioned below:

Influence vs interest grid

This tool helps to merge stakeholders with regards to their level of authority and interest in the project outcome, or ability to cause changes to the project's planning or execution. For instance, the classification of investors and decision-makers along with the project lead. This model is more effective for small projects that have a clear relationship between the stakeholders and have less hierarchy in the organization (PMBOK).

Directions of influence

Classification of stakeholders can be done based on four different directions, where the stakeholders are classified based on their influence project (PMBOK). Upward direction depicts the top management people who are responsible for major decision-making in the project. Downward direction refers to a group of people having expertise and acts as a consultant; they may have lower interest and high influence on the project. Outward direction represents the external stakeholders in the project, mainly those are suppliers, government bodies, public servants, contractors, or regulators. Sideward includes peers of the project managers, employees, middle managers, team leads that share most information of the project. They are considered to have high influence and low interest in the project.

Salience Model

This framework acknowledges the different classes of stakeholders on factors such as Power(hierarchy) or has more power to influence the project results (iso). Urgency: Need of immediate attention towards involvement in the stakeholder and regarding time. Legitimacy: the analysis of their involvement in the decision on the scope of the project. This tool can be effective in a complex group of stakeholders or in a project where complex networks of connection exist. This can also be used as the framework to examine the significance of identified stakeholders(PMBOK). Performing a stakeholder analysis is an important step that can be altered according to the type of project. Besides, any of the above mention tools can be used to analyze the identified stakeholder based on the complexity, uncertainty, and size project.

Stakeholder Engagement

The last step is to engage stakeholders and monitor them effectively. A study by PMI demonstrates that one of the most well-known project management techniques for stakeholder management is the communication plan. After identifying and mapping the stakeholders the last step and critical step is to engage stakeholders. This process refers to gaining their understanding and support to help the project by marching it on the right track. The objective of having a communication plan is to have continuous communication with all involved stakeholders and to list out conflicts while developing and upgrading strategies. Another factor of stakeholder engagement is to monitor the process and connection between the stakeholders. Implementing effective stakeholder management can be critical at every step that comes along with many challenges and uncertainty as to the project progress, which must be addressed to check the robustness of the project.

Challenges in Stakeholder Management

The major challenges in managing stakeholders are due to ineffective or insufficient communication which is the root cause of the problem in a project. The root cause is evident to sub causes such as unclear scope, a lack of understanding of the brief, inefficient coordination in the cross-function team, and inefficient risk management (1). The amount of time spent on creating plans likely to be fade due to consistency in the flow of information to the right people, or it has been constantly ignored and misunderstood which makes it more ineffective, which is one of the reasons that the project is more likely to fail (5). A survey by (Kirti Rajhans) on effective communication revealed that the main issues address these challenges are Information distortion, delay in information, miscommunication between key stakeholders, conflicts between the client and the contractors, or internal conflicts between the team, lack a single point of contact, which are related to lack of communication. Further, uncertainties in managing a project may arise from the beginning and that need to be addressed.

Social Network Theory

Methodology