MANAGING OUR RELATIONSHIPS
An important aspect of the Project now in its development stage is the Foundation’s undertaking a Stakeholder Analysis as part its Communication Plan. Its purpose is to identify and list the stakeholders who stand to be impacted by the operations and deliverables of ‘The Philippine Village in Wellington Centre’ Project.
The Board of Trustees and its advisors understand that stakeholders can take any shape or form, for example, they can be individuals, groups of individuals, companies and government.
Undertaking this analysis presents an opportunity to intimately understand the type of relation-ships the Foundation is going to have with all its stakeholders and which stakeholder will (and should) take up more of its time. We need to know how they are likely to feel about and react to the Project and in doing so prepare us on how best to engage them and how best to communi-cate with them.
In the early stages of the Project’s development, some stakeholders may initially seem to lack interest in it but then have a habit of sitting up and taking notice of it the nearer we get to im-plementation. For the Foundation, therefore, stakeholder management will be an ongoing pro-cess throughout the Project’s life-cycle so to keep its Board and Management informed to the right level.
IT’S ALL ABOUT EXECUTION
Our communication planning involves identifying and meeting the information needs of iden-tified Project stakeholders, particularly which people need what information, when the inform-ation is needed, and how the information is collected and communicated. The Foundation will strive to simplify and document effective communication within the Project’ organisation.
The culmination of this planning will be our Communications Plan. It will include:
- Stakeholder information requirements;
- Detailed description of the information needed;
- Identification of stakeholders with information needs;
- Time frame or period the stakeholder needs the information;
- Description of when and how information is collected and who collects it;
- Description of document distribution methods and frequency of distribution; and,
- Definition of the handling procedures for temporary storage and final disposition of project documents.
The best laid communication plan is useless without follow-through and this Project stands to be diminished in eyes of its stakeholders. So many problems in managing projects, large or small, can be overcome simply with regular and honest communication with your stakeholders.
That’s what the Foundation aims to do right before anything else.