Student Name Diego Gutierrez

Student Number 05zr

Topic 1Activities
Activity 1A
Objective To provide you with an opportunity to assist in identifying stakeholders
relevant to project objectives.
Activity For four types of stakeholders, identify their characteristics.
1 Clients: To serve their customers is the reason why the project
exist. Clients are impacted by the quality of service/products and
their value and they have an interest in using your product or
service.
2 Team Members: Team Members have a direct stake in the
project, because they earn an income doing the project, along with
other benefits (non-monetary). Depending on the nature of the
project, team members may also have a health and safety interest
(for example, in the industries of transportation, mining, oil and gas,
construction, etc.)
3 Suppliers: They sell goods and/or services and rely on it for
revenue generation and on-going income (that is the reason why
they have interest in your project being successful so they have a
continued relationship with your organisation).
4 Community: They (internal or external) are impacted by a wide
range of things, including job creation, economic development,
health, and safety. When a big company enters or exits in a small
community, there is an immediate and significant impact on
employment, incomes. Some enviroment projects are a potential
health impact.
Activity 1B
Objective To provide you with an opportunity to segment stakeholder interests and
assist in determining forms of engagement.
Activity For the stakeholders you identified in Activity 1A, what are their individual
needs?
- Clients: They have the need to be able to evaluate the product or
service, have a channel of attention and, if necessary, solve their
problems or doubts regarding the product or service.
- Team Members: they have an interest in the completion and
success (they need this) of the project, as it will ensure their
continued employment and see an increased income for
themselves.
- Suppliers: they need to sell them materials and other services that
help them complete this project or future projects.
- Community: They may be affected directly by your project, if they
are directly affected, the needs are the reason why the project is
being carried out, otherwise their needs are the regulations that
arise, for example, in a project that uses noisy machinery and the
community needs to rest at certain times.
Activity 1C
Objective To provide you with an opportunity to consider interests of stakeholders
when advising on project operations and support actions to address differing
stakeholder interests where required.
Activity Choose three of the following stakeholders:

 Associated organisations
 Clients
 Community
 Internal and external parties
 Sponsors
 Suppliers
 Team members
 Users.

What interests do they have and how might these affect your project
operations?
- Clients: they expect good product or service. For example, when
you are traveling on an airplane literally you put your live in the
company's hands when you are flying with the airline. Then you
need to strictly follow the quality protocols in your product or
service.
- Associated Organisations: They put interest (monetary or time) in
the project and they expect a good effect on their profits. So this is
important for the cost of project to them.
- Community: They have an interest in how the project can affect
their quality of life, health,environment, effects on
transport ,workforce, etc.
- Suppliers:they have special interest in the business relationship
(Amount of materials required, regularity of orders, profitability)
Topic 2 Activities
Activity 2A
Objective To provide you with an opportunity to apply interpersonal skills to ensure
stakeholder engagement is effective.
Activity What types of interpersonal skills can you use to ensure effective stakeholder
engagement?
- Verbal and non-verbal communication.
- Conflict management
- Dealing with emotions and stress
- Decision making
- Emotional intelligence
- Leadership
- Modelling desired behaviour
- Negotiating
- Trust building

How might you effectively deal with emotions and stress? What are the four
As for dealing with stress?
Stress is part of life and work, and a bit of stress can be a good or bad thing.
It helps us work harder and faster, so we can perform at our best when we have
a controled stress. But we need to know how to deal with stress, managing it so it
doesn't manage you or your team, is an important skill.
Ongoing stress is a risk factor for mental health conditions in your team, it's
important to sort out stressful issues as early as possible.

You can help by using effective strategies called for dealing with stress:

- Changing the situation:

1. Avoid the stressor
2. Alter the stressor
- Change your reaction:
1. Adapt to the stressor
2. Accept the stressor.
Activity 2B
Objective To provide you with an opportunity to conduct stakeholder engagement in
line with agreed and defined project roles.
Activity What aspects of roles may exist within a project? Explain.
- Accountabilities: Are obligations or willingness to accept
responsibility or to account for some actions or process. If you have
this in your project, you can track the success and failure of certain
tasks effectively. Otherwise if you dont have accountability, it is
hard to keep track of who did what and the reasons for their actions.

- Authorities: Having hierarchy is important because you stipulate

ranges of authority in your project that help you solve problems or
disputes; jurisdiction; the right to control, command or determine.

- Delegations: Following the well-known phrase divide and conquer,

delegating tasks to groups according to their knowledge or skills in
the area, will help you advance in a better way in the project and
not waste time or fall into stress due to difficulties with any task.

-Reporting arrangements: each certain time it is necessary to keep

stakeholders informed about the progress or progress of the project.
Depending on who the report is directed to; for example, the
production area (accountant and CEO) will need periodic reports on
costs. Customers, on the other hand, need a less periodic report
with the launch date and price of the product created from the
project.
These reports are stipulated in the reporting procedure, which
indicates the specific roles that must report to stakeholders.

- Responsibilities: The obligation to carry forward an assigned task

to a successful conclusion. Sometimes with responsibility goes
authority to direct and take the necessary action to ensure success.
If you fail to carry out your responsibilities, it can lead to the whole
project falling apart, as others are relying on you.
Activity 2C
Objective To provide you with an opportunity to establish and clarify stakeholder
behaviour expectations where required.
Activity Outline some typical client expectations from a project.
The main expectations or what customers expect are quality, price
and term of the product or service of your project. In addition to a
good after sales service (guarantee, customer service, etc.)
and also honesty on your part, not promising more than you can
deliver.

Clients also expect to be treated with respect according to their

differences in:
- Culture
- Ethnic background
- Other personal characteristics of project individuals
- Religion
- Skills.

What performance indicators does your organisation use on projects?

- Hours or Resources Spent
- Number of Customers Retained
- Newsletters Published This Month
- Number of unhappy persons in the team
Activity 2D
Objective To provide you with an opportunity to openly engage with stakeholder
performance reviews.
Activity What methods/variables might you use to conduct stakeholder performance
reviews?
- SWOT analysis
- Social, environmental and economic performance
- Predictions of return on investment (ROI)
- Benefits of performance to specific stakeholders
- Areas for improvement
- Bottom line performance.

What is the basis of a:

 SWOT analysis
 PEST analysis
1- SWOT analysis: it is a tool used to evaluate a company's competitive position
and to develop strategic planning. SWOT analysis assesses internal and external
factors, as well as current and future potential.

S = Strengths (your advantages over the competition)

W = Weaknesses (internal disadvantages compared to the competition)
O = Opportunities (trend that you can use to take advantage)
T = Threats (external risk factors)

2 - PEST analysis: is a management method whereby an organization can

assess major external factors that influence its operation in order to become
more competitive in the market.

All the next things may affect your bussiness presently or in future:

P = Political: laws, legislation, regulations

E = Economic: taxes, interest rates, stock
S = Social: lifestyle and buying trends changes
T= Technological: innovations, licensing, manufacturing
Activity 2E
Objective To provide you with an opportunity to recognise and address development
needs and opportunities to support stakeholder engagement.
Activity What development needs may exist in your project?
Something importan in projects is to look at how stakeholder
relationship can improve and then improve the project, this is the
list of important things that you need to improve:

- Skills shortages
- Resource shortages
- Costly production
- Wasteful production
- Conflicts of interest.

What development opportunities may arise in your project?

- Training
- Sourcing alternate supplier
- Acquiring new technologies
- Sensitivity training
- New markets.
Topic 3 Activities
Activity 3A
Objective To provide you with an opportunity to assist in determining and documenting
stakeholder communication needs.
Activity What is one of the most important things when communicating with
stakeholders?
When you are communicating with stakeholders, the most
important thing is to show that it is an opportunity to be heard by
the team, to let them know that their opinion is important and it's a
chance to be part of the outcome.

What are your organisation's documentation procedures for communication

needs?
Keep the following recommendations in mind for how to
communicate your needs:
1. Inform employees up-front (explain why we need to make the
procedures for communication needs).
2. Ask for feedback to encourage employees involvement with
ideas, incorporate all the employees fedbacks and use the 13
Australian Privacy Principal like a guideline.
3. Put the ideas in a Document and condcut a meeting to introduce
the document.
4. Ask employees to review the document with chances to ask
questions and how improve the document.
5. Reqest employees to sign-off and distribute the document
Activity 3B
Objective To provide you with an opportunity to assist in negotiating agreement on
project communication method, and content and timing of stakeholder
engagement.
Activity Choose four of the following communication methods and outline them:

 Direct and indirect

 Face-to-face
 Discussions
 Interviews
 Large and small meetings
 Forums and workshops
 Use of communications media.
- Use of communications media : We are a media society. Think
about it, televisions are running 24/7, Facebook, Spotify, YouTube,
internet, etc. When you use this, you are communicating.
- Interviews: An interview is essentially a structured conversation
where one participant asks questions, and the other provides
answers. Is called interview because it is an one-on-one
conversation between an interviewer and an interviewee.
- Face-to-face: is social interaction that takes place without any
mediating technology. Face-to-face interaction is defined as the
mutual influence of the direct physical presence of individuals with
their body language.
- Forums and workshops: it could be in a meeting using a board or
using a tool writing in a forum. All stakeholders involved in the
communication can respond to each other in real-time.
Activity 3C
Objective To provide you with an opportunity to support communication of information
as planned within authority levels, identifying and addressing variances.
Activity What are variances?
A variance are changues or desviations not according to the plan, it
could be:
- Incorrect or misleading content
- Missing reports
- Stakeholder complaints
- Untimely distribution.

Variances should be tracked and reported, as well as mitigated

through corrective actions.

What might lead to variances in stakeholder engagement?

Usually variances happen when you dont have autorithy levels or
when you dont have a good communication between stakeholders.

Communication problems:

- Lack of clear communication channels

- Lack of leadership/ decision making
- Mixed messages
- External fluctuations in a related market
- Lack of funding
- Competing/conflicting interests
- Cultural differences
- Lack of consultation