Question 1.

1a

Who or what are the stakeholders in project management?

Answer

Stakeholders are individuals or groups whose role is intrinsic to shaping the success or failure of the
project. They have a key interesting the project’s outcome because it is going to impact on their
wellbeing, authority, status, and/or day-to-day operations.

Question 1.1b

How can project stakeholders be identified? Provide at least five examples

Answer

Project holders can be identified by

1.Review a previous project’s consultation and engagement records

2. Ask critical questions about the factors influencing future changes.

3. Analyze socioeconomic and demographic profiling

4.Seek the advice of stakeholders with existing relationships

5.If appropriate, advertise with marketing material

Question 1.1c

Describe difference between active stakeholders, passive stakeholders and influential stakeholders.

Answer

Active Stakeholders are campaigners, sponsors, or decision makers.

Sleeping Stakeholders have interests in the project, are likely to be affected and will become
involved once they are made aware of the issue.

Passive Stakeholder are unlikely to be directly affected by project issues and activities, and will only
become involved if the project team approaches them.

Influential Stakeholders can be recruited by active or sleeping stakeholders to strengthen their

interest, and/or to motivate passive stakeholders. Influential stakeholders can be significant in
swaying opinion and should be identified as active stakeholders once their interest is apparent.

Question 1.2a

Explain the difference between policy-level and implementation level stakeholders.

Answer

Policy-level stakeholders
These are the key stakeholders and decision makers. They set the policies that shape the project and
have a vested interest in its successful completion.

Implementation-level stakeholders

Also known as secondary stakeholder, they are the individuals or groups whose activities will be
changed or affected by the project.

Question 1.2b

What interests or expectations might a stakeholder have in relation to a project? Provide at least five
examples of each

Answer

Stake holders are generally said to have an interest in a project based on whether they can affect or
be affected by it.

Interests and expectation are the aspects that drive people and knowledge about the stakeholders
and helps shape project decision-making, structure, authority and responsibility. These are the
needs, goals, objectives, desires, capabilities, and other constraints that are received from the
customer for the product within the product layer

Question 1.2c

What are the six principle of stakeholder engagement.?

Answer

1. Information giving
2. Information gathering
3. Consultation
4. Participation
5. Collaboration
6. Delegated Authority.

Question 1.3

How can the interests of stakeholders be included in the project management process.?

Answer

Dealing effectively with stakeholder interests and expectations can be an area of difficulty for project
management. During a project lifecycle, there are often multiple stakeholder interests at play and a
project manager must bear this in mind at all times. Understanding stakeholders’ interests and
reactions will help implement solutions for project issue and develop successful action plans.

Understanding stakeholders expectations is fairly straight forward, as individuals or groups can be

asked directly. By implementing the stakeholders in the project management process we can be
assured that their interests are protected.
Question 1.4a

Why is it necessary to consider the different interests and expectation of stakeholders.?

Answer

Different stakeholders might have common interests at a very general level but at more detailed
levels they could impose very detailed levels they could impose very different intentions on the
project. Therefore, because f this, a stakeholder can often try to exert influence over the project and
its deliverables.

Stakeholders can be examined in relation to how powerful they are in terms of influencing the
direction of the project and its outcomes. This is the extent to which they can persuade or coerce
others into making decisions and follow certain course of attention. -

Question 1.4b

How can the differing stakeholders interests be managed?

Answer

The level of intensity of a stakeholders influence and interest should be investigated and measured
to make informed and insightful decisions on project issues. Stakeholders can be positioned on a
visual model in relative terms according to this degree of influence and interest.

The positioning of stakeholders should be based on evidence from earlier identification process,
current behaviors, discourse, attitudes, background studies, interviews, direct knowledge,
observations and corroborated opinions.

Question 2.1a

How can the techniques/strategy of personal meetings be used to ensure stakeholders engagement?
What are their advantage and disadvantages? Provide three example of each.

Answer

Personal meeting are useful as the noise level comes down. One can explain in great detail and
explain how the project will effect/affect the stakeholder and answer question then and there
instead of an email and phone call. There is a personal touch and the stakeholder feels more
engaged.

The disadvantages are that it can be hard to explain or negotiate if the outcome of the project is not
to the stakeholders expectations and effect him in a negative. The project may get delayed.

Question 2.1b
What is conflict management and why is it needed?

Answer

Conflict management helps to find a middle way, an alternative to any problem and successful
implementation of the idea. Problems must be addressed at the right time to prevent conflict and its
adverse effects at a later stage

Conflict management engages a collaborative style to get the best solution, as conflicts can be
incredibly destructive to good team work if managed in a bad way. Conflicts also are an opportunity
to grow. When it is resolved it build trust and security.

Question 2.2a

What are the five characteristics of SMART goals?

Answer

SMART goals set you up for success by making goals specific, measurable, achievable, realistic, and
timely.

Question 2.2b

What strategies can be used when distributing project works roles among team members?

Answer

Effectively distributing work to the team is done so in a way that resonates with the beliefs, values
and motivation of its team members.

Characteristics often associated with effective task delegation includes a clear understanding of the
projective objective, clear expectations of each member role and responsibilities, a result
orientation, a high degree of cooperation and collaboration, and high level of trust.

It is important to communicate about hoe the team roes and specific tasks are equitably allocated.
The project manager might assign roles according to an individuals strength, professional skills, and a
preferred way of working.

Question 2.2c

How do you establish your role within a project?

Answer

In establishing my role as a project manager I would begin by assessing the knowledge and technical
requirements for the projects tasks and match it with the team according.

As a project manager I would recognize that each team member will have different work
preferences. I will take these into account before delegating any work.

Question 2.3a

What common problems can lead to variances in stakeholder engagement? Provide at least five
examples.
Answer

Common problems leading to stakeholder engagement variance that can have a detrimental impact
on a project are: lack of effective communication, lack of leadership, delivering mixed messages to
the stakeholders, inadequate funds, conflicting interests of stakeholders, Cultural differences, etc.

Question 2.3b

Why do project management teams have behavioral expectations and how can project managers
help to ensure they are met?

Answer

Behavior is crucial to team success or failure that a willingness to abide by agreed values should be a
qualification for membership. A project manager can ensure that these are met by including them in
the performance objectives.

Question 2.3c

What behavioral expectations might be placed on project team members? Provide at least three
examples.

Answer

1. Respect for others

2. Share all relevant information
3. Acting with integrity
4. Initiative
5. Encouraging
6. Making decision by consensus
7. Willingness to help

Question 2.3d

What is diversity and how should you behave in the face of diversity?

Answer

Diversity is acknowledging, understanding and valuing differences among people. Individuals differ
not just on the basis of race and gender, but also other dimensions sch as lifestyle, education,
physical ability etc. Having diversity can be team’s greatest asset. It can generate new ideas and
ways of doing things.

Team members should have the opportunity to fully participate and are valued for their distinctive
skills, experiences and perspectives.

Question 2.4a

What is a performance review and how can a performance review be implemented?

Answer

Effective team management is based ongoing feedback, review, coaching and support throughout.
Project mangers are responsible for monitoring day to day performance and providing employees
with timely and constructive feedback.

A performance review can be implemented as a Key Performance Indicator.

Question 2.4b

What strategies could be implemented of a team (or team member) is underperforming? Provide at
least three examples.

Answer

If a team or a team member is underperforming

1. Team or Team member review to identify the problem

2. Individual review
3. Individual development plan

Better put.

Step 1 — Identify the problem.

Step 2 — Assess and analyse.
Step 3 — Meet with the employee.
Step 4 — Agree on a solution.
Step 5 — Monitor and review.

Question 2.4c

What is the role of feedback in the review process?

Answer

Effective feedback is encouraged to assess strengths, weaknesses and review performance.

Feedback can identify issues before they become problems, and open and honest feedback leads to
productive and happier teams.

Question 2.5a

What are the benefits of learning or development and what methods can be used to provide
learning or development opportunities? Provie at least three examples?

Answer

The benefits of Learning and development is amazing. It helps teams gain and retain top talent, it
improves productivity, and learning & development helps companies earn more profit. Before we go
on then, it seems we need to understand what is learning and development and who are the key
players

New skills and talents are infused in the team with new learning and development opportunities.
These can be done via short courses, on the job training, team building events and implementation
of a new method or way of doing a project.

Question 2.5b

How can you document an individual’s development needs?

Answer

This can be done via an individual development plan (IDP).

A IDP is tailored performance development tool to help facilitate the two way commitment between
a individual and a project manager.

Question 3.1a

What is the importance of effective communication in project management and what

communications tools are usually available to the project management team? Provide at least five
examples.

Answer

Effective communication is a basis for building good working relationships, and continuous, effective
communication is a way of defining characteristic of most successful projects.

Communication can be formal or informal and provides a forum for discussion, clarification,
understanding and immediate feedback.

Communication tools are

Formal meetings,

Informal meetings

Mailing lists

Newsletters

Website

Media releases etc

Types of communication examples are

Oral communication

Written communication

Display and visual communication

Media communication
Interactive and electronic

Question 3.1b

What is a communications plan and what do they usually include.?

Answer

A communication strategy or a communication plan ensures project goals and objectives are
communicated effectively so there is no room for misunderstanding. Certain considerations should
be made, such as allowing for the geographical placement of stakeholders, language issues, time
constraints, technologies and whether there needs to be communication protocol.

A systematic communication plan will increase the success in achieving project deliverables on time
and on budget. This is a document that identifies what information is to be communicated, to
whom, why, when, where, how, through which medium and the desired impact.

An effective communication plan will

 Identify and describe all the stakeholders by individuals and/or group

 Describe the communication needs of the stakeholder
 Define how stakeholders will be kept informed about the project
 Identify the communication paths within the project
 Ensure that all information is consistent, accurate and timely
 Support the project to achieve goals and objectives
 Support or improve operational effectiveness
 Support or improve relationship with key stakeholders
 Deliver measurable results

Questions 3.2a

What requirement do stakeholders have regarding content and timing of engagement with project
management teams?

Answer

Managing communication is the key to success of a project. Stakeholders must be consulted

regarding their interests, needs and influence so they can agree on reasonable engagement
obligations.

Engagement analysis is generally undertaken without the direct participation of most stakeholders, it
might be appropriate to involve them with the communication strategy.

Stakeholders should be engaged in a way that enhances their participation, which in turn create
messages that are focused – on the right people, at the right time with the right information and in
the right format and medium.

Question 3.2b

What are the five steps in creating successful stakeholder relationships?

Answer

Step 1 Identify the stakeholders

Step 2 Analyze stakeholder relationships

Step 3 develop the stakeholder strategy

Step 4 communicate and engage

Step 5 Feedback and follow through

Question 3.2c

What form can agreement on project communication take? Why are such agreements needed?

Answer

Each stakeholder will display a different level of commitment and agreement to the project
communication, even throughout its lifecycle.

This agreement is important because of something called stakeholder fatigue, a situation that can
occur because of engaging the same people too often. By over communicating, stakeholder and the
project team might become overwhelmed and disregard relevant future information.

Question 3.3a

What is variance in a project?

Answer

Throughout the project, a variance is any result that is different from what is planned or expected.
Variances occur when there is a measurable change from a known standard or baseline. Changes can
be brought on by the project team, the customer, suppliers, or a shift in the environment such as
new regulations.

Question 3.3b

How can variance be communicated?

Answer

The method for communicating variances must be adjusted according to the information being
conveyed. For example, an email might not be the correct format to share variance information on
project cost with key stakeholders and project sponsor. It should be tailored for the audience and
treated accordingly.