Describe the stakeholders, the organization landscape and the hierarchy surrounding the problem (from the problem statement)

Project success hinges not only on the clarity of the problem statement but also on the profound understanding of the stakeholders, organizational landscape and hierarchical structures surrounding the identified problem.

There is a critical importance of looking into the (complex) web of relationships, perspectives and organizational structures - especially in larger established organization with a maybe conservative culture.

Understanding Stakeholders: The Human Dimension

Stakeholders are the lifeblood of any project. They are the individuals, groups or entities that have a vested interest in the project's outcome. From executives and team members to clients and end-users, stakeholders bring diverse perspectives, expectations and requirements to the table. 

A comprehensive stakeholder analysis is not just a checkbox in the project management process; it is a dynamic, ongoing process that informs decision-making and ensures that the project aligns with the needs and expectations of those it impacts.

Understanding the stakeholder landscape is also a source for potential unclear agendas and cultural challenges.

Mapping the Organizational Landscape: The Contextual Framework

The organizational landscape provides the contextual framework within which a project unfolds. Understanding this landscape can be the DNA of the organization—crucial for tailoring project strategies that align seamlessly with the larger organizational objectives. 

An awareness of the organizational culture, workflows and historical context provides project managers with the tools to navigate challenges and leverage existing strengths.

Start by mapping and identifying all potential direct and indirect stakeholders and influencers. 

This includes internal and external entities that may be impacted by the project or have the ability to influence its outcomes. This process should be exhaustive, leaving no stone unturned to ensure a holistic understanding of the project's human landscape.

Once identified, conduct a thorough stakeholder analysis. Classify stakeholders based on their level of influence, interest, involvement and (obvious agenda). This analysis forms the basis for tailored communication strategies, risk management plans and stakeholder engagement initiatives.

Understand the hierarchy within the organization. Identify decision-makers and those responsible for project execution and anchoring. This hierarchical mapping is instrumental in streamlining communication channels, ensuring that key messages reach the right ears.

Develop communication strategies that resonate with different stakeholder and influencer groups. Executives may require high-level overviews, while team members may benefit from more detailed, task-oriented communication. Tailoring messages to the needs and expectations of each stakeholder group fosters engagement, iterative co-creation, alignment and feedback loops.

Does it prioritize innovation or stability? 

Understanding the culture landscape enables project managers to navigate potential roadblocks and leverage cultural strengths to propel the project forward.

6. Risk Mitigation and Contingency Planning

Identify potential risks associated with stakeholder dynamics and organizational context. Develop mitigation strategies and contingency plans to address these risks. Proactive risk management is integral to ensuring that the project stays on course, even when faced with unforeseen challenges.

7. Continuous Engagement and Feedback Loop

Engage stakeholders continuously throughout the project lifecycle. Ask for feedback, address concerns, and adapt strategies based on evolving stakeholder needs. This iterative process enhances project adaptability and minimizes the likelihood of misalignment.

Why is This Topic Important for Every Project and Every Project Manager?

Understanding stakeholders and the organizational landscape ensures that the project aligns with broader organizational goals. And points out who doesn't agree.

It mitigates the risk of projects becoming siloed initiatives that lack relevance to the overarching mission of the organization.

By grasping the hierarchical structures and stakeholder dynamics, project managers can proactively identify and address issues before they escalate. This proactive approach contributes to smoother project execution and fosters a culture of efficiency.

3. Enhanced Communication and Collaboration

Tailoring communication strategies to the needs of diverse stakeholders enhances engagement and collaboration. This leads to more effective decision-making, streamlined workflows and a cohesive project team.

A nuanced understanding of the organizational landscape allows project managers to anticipate and mitigate risks effectively. This proactive risk management, coupled with an iterative approach informed by continuous stakeholder engagement, enhances the project's adaptability to changing circumstances.

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Hands-on experience #11 from 15y in complex projects: Describe the stakeholders surrounding the problem

What has previously been tried to solve the problem/situation/case, as described in the problem statement, that failed?

Like nothing else, this is so much about seeing historical "failures" as learnings !!

Armed with insights from past failures, project managers can chart a course that not only avoids the pitfalls of the past but also paves the way for innovative and effective solutions.

Understanding the landscape of past attempts to solve a problem / situation / case is a cornerstone of effective project management.

It provides a historical perspective, allowing project managers to identify patterns, root causes and potential blind spots that may have contributed to previous failures.

Steps that can help you get closer to historical events and adjust your project activities

Begin by revisiting the problem statement with team members and people with historical experience in the organization and/or with the identified problem/issue.

Clearly articulate the problem, ensuring a shared understanding among team members. This step is crucial in aligning everyone on the focal point and avoiding misinterpretations that might have contributed to previous failures.

Examine project documentation and reports, and any available records of previous strategies. Identify what was attempted, the methodologies employed, the push-back from the organization or the customers, and the specific points where these strategies fell short.

Go deep into the root causes of previous failures. What were the underlying issues that led to the breakdown of earlier attempts?
Try to peel back the layers and uncover the fundamental reasons behind the shortcomings.

Engage with key stakeholders, sponsors, line managers, subject matter experts, etc. who were involved in or affected by past efforts. 
Collect as honest as possible feedback on what worked, what didn't and insights on potential blind spots or unclear agendas.

Stakeholder perspectives can offer nuanced insights into the human and interpersonal aspects that may have contributed to the failure.

Conduct a comprehensive SWOT (Strengths, Weaknesses, Opportunities, Threats) analysis specifically focused on the previous attempts. Identify the strengths that were underutilized, weaknesses that proved detrimental, opportunities that were missed, and threats that were not adequately addressed.

6. Lessons Learned Documentation - SUPER important

Compile a robust "Lessons Learned" documentation. Synthesize the insights gained from the historical review, root cause analysis, stakeholder feedback and SWOT analysis into a comprehensive document. 

 for the current project team, ensuring that the wisdom gained from past failures is not forgotten.

Armed with a deep understanding of past failures/learnings, refine the current strategy. Identify key areas where adjustments can be made based on the lessons learned. This may involve re-evaluating the project plan, revisiting resource allocation or reassessing the feasibility of certain approaches.

Hands-on experience #10 from business projects: What has previously been tried to solve the problem, that failed?

Without proper documentation, you have nothing. List of things to document when running projects


Without proper documentation the project or company development is in RED. Never underestimate the value !

Become a super rock star in taking notes from meetings, brainstorms, discussions, tests, etc. etc.

As a projects manager, people will ask you 

. 
Nobody can remember everything and it is super annoying not being able to answer right away - therefore your must become a super star in documentation to also help yourself.

Suggestions to what is important and mandatory to document

Converting limitations into measurable actions and opportunities

Upgraded.today

Hands-on experience #4 from business projects: Without proper documentation, you have nothing. This list will help you

Without proper documentation, you have nothing. List of things to document when running projects

Suggestions to what is important and mandatory to document

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Hands-on experience #11 from 15y in complex projects: Describe the stakeholders surrounding the problem

Hands-on experience #10 from business projects: What has previously been tried to solve the problem, that failed?