Project Management Scenario: Communication And Engagement Strategies

Stakeholder analysis

ADCO Constructions in Australia has been given a contract to repair the main road of Talia Walkway in West Alexie, NSW 2579. A total contract of AUD 300000 has been given to the company from the New South Wales state Authority after the company gave the best prices in a tender. A total of 100 staffs have been employed in the whole project ranging from Engineers, Accountants, Masons, Feeders, Cooks, Cleaning staffs, Roller and Crane operators etc. A total time of 3 months have been given for the completion of the work.

The work is on high priority for the company and accurate project management is necessary on the work site. If the work cannot be properly delivered, then a penalty of 10% of the deal amount shall be charged and the company shall not get any deal from the NSW state authority for the following 3 years. The company has promised in the deal to use the best raw materials and the most efficient people in order to finish the task within the stipulated time.  

-A Hypothetical Case Study

Stakeholder analysis 

Identify, listing and describe all stakeholders 

The business has various of the stakeholders involved in it. Starting from the external stakeholders such as the Government (also the consumer in here) and media to the internal stakeholders such as the staffs employed in the project, the management body for administering over the affairs, such as Commercial manager, Pre Construction manager, Construction manager, State manager and HSE manager. The shareholders of the company and the board of directors are also essential part of internal stakeholders.

Applying stakeholder mapping and analysis to segment all stakeholders according to priority, role, interest and influence

The least influential and carrying interest in terms of this specific road project of the company can be termed to be the Commercial manager, Pre Construction manager, State manager and HSE manager. While the most influential and interest stakeholder is the State authority of NSW who is also the consumer of the company. Media and shareholders have high interest in the company and its affairs and the staffs are of high influence to the project as without them, it cannot be completed.

The least priority and role played in terms of this specific road project of the company can be termed to be the Commercial manager, Pre Construction manager, State manager and HSE manager. While the highest priority and role is played by the staffs, as without them, it cannot be completed. State authority of NSW who is also the consumer of the company has the highest priority for the company. Media and shareholders have many roles to play for the company and spreading its name and performance more wider.

Using stakeholder management tools to identify potential actions for gaining support and/or removing obstacles 

Stakeholder management tools such as carrying interview from staffs, opening polls and asking questions to staffs and customers through media can be helpful. The NSW state authority has to be asked to give their rating on the overall satisfaction they shall get after completion of the work. On basis of these tools, the issues that have been faced by them or improvement suggested by them can be made which shall help in making the company better, productive and more reliable.

Identify, listing and describe all stakeholders

Team management 

Describing how the team was informed of the project

The team members were mailed about the project. Prior to the construction and repair project, the members were called off at a special meeting and the people for this work were chosen based on a preliminary screening basis, undertaken by the management body. The dates and venues were communicated to them where they have to reach at the workplace and take up their respective roles in the project.

Documenting the delegation of roles, responsibilities and project tasks (ADCO, 2018)

A team performance review is an essential aspect of evaluating the progress of the entire project in general and the individual employees in particular. This shall allow the organization to be aware of the productivity of the individual employees and devise remedies in case it being low. The team performance review had been conducted through meetings with individual team members and teams collectively as well. Their goals had been asked on the behalf of the organization and some of them were instructed to acquire new skills in case of requirement.

The managers were required to follow up on each employee individually in order to monitor their performance levels. A strict framework has been established which ensures that employees perform well and deliver the work within the deadline.

Providing an Individual Development Plan (IDP) for at least one team member 

Individual Development Plan for Associate Section Engineer

Stakeholder engagement and communications 

Determining the engagement and communication resources available to the project 

There are various avenues through which the stakeholders can engage or communicate with the work of the organization. The government which is also the consumer is the primary stakeholder of the organization. The government has to be communicated on a regular basis by the executives of the organization. Whereas, the employees on the other hand shall have a portal and other digital resources of the keeping in touch with one another and also the progress of the work.

Determining forms of engagement for all stakeholder groups and/or individuals 

Stakeholders shall be engaged in the following ways:

1. Consultation: The internal stakeholders including the workers and the executive body shall have to be included in the decision making and planning process. The workers shall have to regularly report on the progress while with proper consultation with the executive body the future course of the work has to be determined. The government shall have to be updated regarding the work in regular intervals.
2. Informing: While consultation is a two-way process consultation is one way. It includes the communication of stakeholders of the current status of the project.
3. Participation: The primary stakeholders should be encouraged to participate in the decision making processes.
4. Identifying levels of authority and who the decision-makers are for an approvals process

Formulating a communications plan for all stakeholders, and include methods to communicate project issues and variances 

Specifically detailing in which manner communicating progress with the project sponsor shall be made 

The government is the project sponsor from which the organization receives payments for the completion of the work. The government shall be interested as a consumer in the proper progress of the work. There shall be officials from the government who shall wish to be regularly intimated about the development of the project. Therefore, the executive body of the organization has to meet with the officials on a weekly basis in order to enlighten about the progress.

On the other hand, the government shall also be interested as a regulatory body in order to make sure that the standard safety protocols are being maintained while the work is being done. The management has to meticulously make sure that the requirements are met.

Providing feedback mechanisms for stakeholders (including the project team). 

Feedback is an essential aspect of stakeholder management. Feedback has to be provided to the managers as well as the project team. The current situation has to be intimated to them. The necessary course of action for the improvement and the acquisition of skills. The team members of the project team have to contact their immediate supervisors in order to get their feedback.

Describing any factors that you experienced that affected project outcomes (such as variances) and outlining how this can be communicated to others.

Among the multifarious factors that were affecting the project outcome, there were certain major ones. For example, some of the team members, as can be inferred from the individual development plan were not really efficient in the working. There were a number of difficulties that arose in integrating the individuals as a team. Some of them were not well acquainted with the roles. This caused delays in delivering the work as the teams took a really long time to start functioning effectively.

As there was a large number of employees it was a complex system to maintain and all members had to be allotted their specific role depending upon their skills and abilities.

An exclusive digital framework would be required in order to ease up the communication barriers among the staff.

References

Our People – ADCO | Construction & Building Australia. (2018). Retrieved from https://www.adcoconstruct.com.au/our-people?team=nsw-team#people

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