Project Communication Strategies - Part 02

Negotiation is only one option to get to an agreement with our stakeholders. During a conflict, we can do the following scenarios:

1. Arbitrate

2. Mediate

3. Facilitate

4. Negotiate

Which method we will choose depends on how close our relationship is, and on how much conflict there might occur.

We may need to negotiate for many things in our relationships with our stakeholders – we need to get more time, we need to get different resources, or perhaps we need reduced prices. Being good in Negotiations is really about two things: being prepared and getting information. Getting information gives you power in negotiation situations. Preparation gives you power.

Win/Win: The ideal negotiation scenario. This is where we reach a solution that is beneficial to both parties. In this situation, we want to win, also we keep in mind the views of the other stakeholder. There will be some situations with project stakeholders where to get what we need for the project we need to make sure the stakeholders also get what they need.

We have to make sure that we have done our preparations and collected all the required information before starting the negotiations. We have to recognize the required results, which could be either Win/Win or Win/Lose.

Some important tips for negotiations includes. Language and body language, One way of understanding the other party’s approach to the negotiation is to listen to their language. Starting Points, we should make our starting point clear in any negation. It is best to identify if there is common ground before taking too much time in a discussion. Prepare for any negotiation by identifying the possible add-ons and extras that could be “thrown in” to sweeten any deal. Language to use at negotiation we should never make a concession ourselves. We may need to establish an ongoing relationship with our stakeholders. In that case, we need to solve problems. We both need to get results. We need to reach a Win/Win solution.

1. In negotiation, preparation is key. Know what you want. Prepare your most favoured position and your least favoured position.

2. Gather information before you negotiate. Information is power. Listen to their language, and look at their body language.

3. Try to identify the common ground. Identify areas of common ground quickly to save time.

4. Don’t make concessions, use If you then I. Suggest a concession without making it………“What if…..”

5. Proposals and counter proposals will hopefully eventually move towards that Win/Win solution.

In order to maintain good communication with our stakeholders, we need a communication plan to engage with the stakeholders. The plan should clearly show:

• What it is that we need to communicate

• Why are we communicating this information

• Who’s it going to do the communication, and who is the communication towards

• When and how often we need to communicate

• How are we going to make that communication

• Where are we going to do it

We need to start communicating before we know that we have to. There is a popular phrase: “it’s who you know, not what you know”. Communication with stakeholders is about how we can keep the stakeholders involved and participating in the project. Building relationships means five things:

1. Be open and honest, and do what you promised.

2. Make sure that there are no surprises.

3. Be assertive.

4. Treat people as people.

5. Show respect.

In this section we will be looking at the important project management tools. The first tool is a responsibility assignment matrix, or RACI chart is simply a list of the tasks that we need to do on the project. Another tool is The Risk Log describes the risk, and then estimates the risk impact and the risk probability. When a risk has happened, it becomes an issue. We then probably need to move the risk to an Issue Log. When any changes come along, we need to tell people about them. Any change that comes along, needs to be logged in changes Log.

It is important to set expectations with the project stakeholders. We need to meet with them, and clearly tell them what we are going to do. Never make assumptions. By being clear with our stakeholders about what we are going to do, they cannot make assumptions either. We should use some good open questions to build relationships and identify stakeholders.

In this topic, we will be focusing on problems that can negatively impact effective stakeholder engagement. So, what prevents good Stakeholder Engagement? Make it clear that team members are responsible for communicating, engaging, and building relationships with particular stakeholders. However, we need to consider that people change jobs. Maybe one person’s job is split, and we now need to speak to two stakeholders. One of the main issues with projects is a lack of information. Projects do not get approved until there is enough information for the business case, or from a feasibility study.

In this topic, we will be looking at some guidelines for engaging and communicating with your stakeholders. Recognise who the stakeholders are. It is important to identify your stakeholders early – we spent some time on this topic earlier in the course. Use a model to classify the stakeholders into groups. Use the stakeholders to shape your strategy. We need to get close to our stakeholders, and build trust.