STAKEHOLDER ENGAGEMENT STRATEGY
STAKEHOLDER ENGAGEMENT STRATEGY
City and State
Table of Contents
TOC o “1-3” h z u 1.0 Introduction PAGEREF _Toc42342443 h 41.1 Analysis of the Current Environment PAGEREF _Toc42342444 h 41.2 A Detailed Brief of the Change PAGEREF _Toc42342445 h 41.3 Stakeholder Identification Analysis PAGEREF _Toc42342446 h 42.0 Stakeholder Engagement Strategy PAGEREF _Toc42342447 h 42.1 Partnership Strategy PAGEREF _Toc42342448 h 52.2 Participation Strategy PAGEREF _Toc42342449 h 52.3 Communication Strategy PAGEREF _Toc42342450 h 52.3.1 Communication Plan PAGEREF _Toc42342451 h 63.0 Challenges in Implementation of the Strategy and solutions PAGEREF _Toc42342452 h 73.1 Communication PAGEREF _Toc42342453 h 73.2 Resources PAGEREF _Toc42342454 h 74.0 The Change Impact Analysis PAGEREF _Toc42342455 h 75.0 Stakeholder relationship/risk analysis PAGEREF _Toc42342456 h 86.0 Proposed Governance Network PAGEREF _Toc42342457 h 87.0 Implementer Analysis PAGEREF _Toc42342458 h 88.0 Conclusion PAGEREF _Toc42342459 h 88.1 Recommendation PAGEREF _Toc42342460 h 98.2 Action Plan PAGEREF _Toc42342461 h 99.0 Reference List PAGEREF _Toc42342462 h 10
The Woolworths Retailers organization wishes to implement the cloud provided software inventory management system called the Oracle Retail for the organization. The current system is the legacy system that was developed internally by the Woolworths IT personnel. The company is looking forward to implementing the new solution project while maintaining their old legacy system that is currently in use. Therefore, the stakeholder engagement strategy provides the strategies of stakeholder engagement in the implantation of the Oracle Retail. The stakeholder engagement strategy includes various approaches such as partnership, participation, consultation, and communication. The partnership strategy is vital to map out the responsibilities of each of the stakeholders in the Oracle Retail project. The participation among the different actors in a project is vital because they ensure success through solving challenges as they arise. The initial step in the communication strategy is defining the communication plan. The communication can take many forms such as email, formal status reports, written reports, meetings, conversations, project website, online schedules, and online databases. The implementation of the stakeholder engagement strategy is faced by challenges such as lack of communication and lack of resources. These challenges hinder the realization of the short-term and long-term goals of the project. Therefore, finding appropriate solutions to these problems is vital.
Stakeholder Engagement Strategy
1.0 IntroductionIn the business environment, a stakeholder is an individual, a group, or a party that has an interest in the organization and its outcome. Their expectations, requirements, concerns, and personal agendas influence the project, shape the success, and affect the outcomes that could be achieved (Sloan 2009). Stakeholder engagement represents the interaction with and influence on the project stakeholders for the benefit of the project and its advocates. An effective stakeholder engagement strategy is helpful to Woolworths because it allows the translation of the stakeholder needs into the company’s goals.
1.1 Analysis of the Current EnvironmentThe current system used by the Woolworth is the legacy system that was developed internally by the IT system. The legacy system has been reliable and heavily integrated with other systems in the organization. These systems include the Forecasting system, the warehousing and logistic systems, and managerial reporting systems. The forecasting system uses the mathematical models in determination of the number of the items that are required for the different regions. The warehousing and logistic system deals with the supplies and the managerial report provides the executive with real time information. The Oracle Retail that is a project at hand is a cloud provided software inventory management system for the organization.
1.2 A Detailed Brief of the ChangeThe shifting form the current legacy system to the Oracle retail, which is a software inventory management system, aimed at putting all the inventories together in a manner that is easily retrievable during inventory taking by the organization. The efficiency in the inventory taking will help the company identify any losses and profits made. The inventory management software is essential because it helps in the prevention of stock outs, ensure accurate record keeping, and manage multiple locations. Therefore, an inventory makes the functioning of the organization to be efficient and realize its shot-term and long-term goals within the stipulated time.
1.3 Stakeholder Identification AnalysisThe initial step in the stakeholder identification is listing all the potential stakeholders. The identification of the input of each of the randomized selected stakeholders is important in choosing the specific stakeholders who will participate in the project. The inputs should be in line with the project outcome as stipulated by the organization goals. In Woolworth Oracle retail project, the possible stakeholders include Directors, Government agencies, Employees, Shareholders, Suppliers, Unions, Creditors, and all the employees. It is important for the sponsors to be included in the list because they will provide the necessary assistance in the planning process and resource provisions. The stakeholders are identified randomly because of their possible interest in the project. The step of negotiation is important to form partnership where possible and ensure active participation by all the stakeholders.
2.0 Stakeholder Engagement StrategyThe stakeholder engagement is an affair that is not limited to the city halls and congresses. The communication and engagement of the stakeholders are crucial whether they are grantees, employees, or donors to the company (Leal Filho and Brandli 2016). These stakeholders can convey the message and create a platform for the formation of the company’s brand within the society. The stakeholder engagement strategy includes various approaches such as partnership, participation, consultation, and communication.
2.1 Partnership StrategyIt is vital to map out the responsibilities of each of the stakeholders in the Oracle Retail project with the decision-making being participated by all stakeholders (Herremans et al. 2016). The partnership of the stakeholders means sharing accountability and responsibility. The map should contain an outline of the entire process and essential milestones where the stakeholders are accountable (Cornelissen 2008). Furthermore, it should contain a series of interactive activities to include all the stakeholders in discussions about the project.
The partnership helps in building involvement and a sense of continuation of future events. Many projects have been determined to fail because the partnership of all the stakeholders was not recognized as an integral part of the project (Sloan 2009). The planning and time allocation to all the stakeholders is essential to allow discussion and a better understanding of the project. Therefore, the partnership ensures a sense of accountability by all the participating stakeholders.
2.2 Participation StrategyAll the stakeholders are required to participate fully in the project. The participation among the different actors in a project is vital because they ensure success through solving challenges as they arise. Studies have shown that about 84% of the CEOs accept that active participation among all the stakeholders is essential (Sloan 2009). The implementation of sustainable water management in the entire world requires collective participation of the various stakeholders such as the civil organization, communities, companies, and municipalities (Herremans et al. 2016). Furthermore, the exchange of the best practice across between the nations, regions, and the continents ensures the success of sustainable water management.
The motivation of the stakeholders by providing incentives and rewards is important for the motivation of stakeholders. To ensure participation of all the stakeholders signing of the documents to show active participation is important as in a partnership (Smith et al. 2011). Furthermore, the participation of all the stakeholders requires the personal commitment of the stakeholders. The motivation ensures that all the stakeholders feel appreciated, and their contribution is vital to the organization.
2.3 Communication StrategyThe initial step in the communication strategy is defining the communication plan (Sloan 2009). The plan should include the nature of communication with the stakeholders to ensure proper decisions are made. This initial process is called the communication requirement analysis (Crane and Ruebottom 2011). The Oracle Retail project will require a lot of communication because the project will produce a lot of information that require frequent sharing with the stakeholders. The communications do not mean that positive information is shared but also, negative news is shared to ensure proper decisions are made. The information should be regulated such that the stakeholders do not receive too much information but adequate to ensure they are always informed.
2.3.1 Communication PlanProject Name: Oracle Retail Beginning date: June 2020
Project Owner: Woolworth Completion date: April 2021
Project Manager: Executive Manager
Implementation of a cloud provided software inventory management system (Oracle Retail) for Woolworth organization
Time (Date) Communication personnel Target audience Tool for communication Message points
weekly Project manager Sponsors and Directors email Project status report and possible challenges
Daily Project manager Directors and employee representatives Meeting
Team standup Discussion on activities of the team members on the previous day, the present day, and the challenges faced
At milestone Project manager Sponsors and Directors Meeting
Project report Feedback report, present project deliverables, and discussion on the next steps
At the end of the project Project manager Sponsors and Directors Meeting
Post mortem meeting Explore on what worked and what did not work, identify actionable takeaway
Daily Project manager All stakeholders Written report Daily progress on daily tasks
Communication fosters positive relationship development among stakeholders (Leal Filho and Brandli 2016). The stakeholders need to be aware of what they are to achieve and at what time. Setting short-term goals is crucial in the project because it ensures that the problems that arise at every step are solved appropriately ensuring the long-term goals are achieved.
3.0 Challenges in Implementation of the Strategy and solutions3.1 CommunicationLack of communication is a challenge in the implementation of the strategy. Lack of communication can occur from the top officials to or from the employee representatives to the top (Cornelissen 2008). Lack of communication hinders the progress because the reports on the progress are not made known to all the stakeholders.
The stakeholders in the Oracle Retail project should devise the appropriate methods of communication among the various levels. The various tools of communication are appropriate for various groups of stakeholders (Cornelissen 2008). For example, in dealing with the communication between sponsors and directors, it is more suited to use electronic mails than using printed reports. However, for stakeholders such as employees using short-message-service or printed reports are appropriate. Therefore, based on the assessment by the person in charge of communications, it is recommended to devise the best method.
3.2 ResourcesLack of resources is another challenge in strategy implementation. Planning and execution process involves the utilization of resources (Katila and Shane 2005). Therefore, the entire Oracle Retail project involves the input of money and time from the stakeholders. The process requires proper planning to avoid inconveniences associated with overuse of resources at one stage and sparing of less for other stages. It is also crucial to note that other operations within Woolworth are still operational and require resources to run. Therefore, it is important to consider proper resource allocation.
The resource allocation requires proper planning. The planning should involve all the stakeholders before the project commencement. The planning involves division of events depending on the time of execution and resource allocation for each activity (Katila and Shane 2005). The allocation of the resources requires the definition of events in a logical way, and allocation of resources from initial stages.
4.0 The Change Impact AnalysisThe impact analysis is defined as the possible consequences of change based on the project. The impact can be assessed from the course of the project completion and after completion and implementation. In the course of the project, there will be a lot of resource and personnel allocation to facilitate completion of the project. The various categories of the employees will spend more time in the project, which might cause the need to hire more employees. The inventory management software completion will make inventory taking efficient leading to efficiency and customer satisfaction. The changes that are brought about could be negative from the challenges faced and how they were handled. The negative changes could result in relationship breakage between the stakeholders. Therefore, it is important to settle any challenges arising in a manner that all the stakeholders are satisfied.
5.0 Stakeholder relationship/risk analysisThe networking and stakeholder relationship depends on the ability to build and foster changes during the course of the project. The stakeholder relationship is essential in ensuring the success of the project. there are risks associated with the project such as communication breakdown. More so, there are challenges in the implementation of the strategies laid down by the organization. In such a case, the development of mistrust between the stakeholders could rise. Therefore, it is essential to ensure transparency in the events during the project execution.
The stakeholder relationship management is an important aspect in an organization because it involves various personalities. The communication is important to consider ensuring transparency. Timely and communications are vital to build good relationships. More so, approaches that ensure win-win outcomes between all the stakeholders are worth considering.
6.0 Proposed Governance NetworkThe project governance is obtaining the right balance between accountability and delegation establishing good stakeholder relationships among the project participants. There are many types affected by the laws and regulation, unions, size of the organization, and stakeholders among other factors. In the Oracle retail project, there are various authority levels within the stakeholders. Therefore, it is important to set terms for each of the levels present. The network includes the lower network represented by the sponsors made up of project sponsors and executive sponsors, project directors, project supervisors, and project team. On top network are the senior management and the IT management that networks directly with the executive sponsors.
7.0 Implementer AnalysisThe implementers are people who put a decision or an action into effect. There are many categories of implementers in Oracle project. The senior management and the IT are involved in the software design analysis to ensure accurate cost estimation. The IT management does the planning and implementation of the cost estimation process. The project directors and supervisors are involved in planning the project and ensuring its progress. They are involved in frequent follow up activities to ensure the set goals are met within the outlined time. The supplies personnel are responsible for purchase and availing of the materials required within the time outlined in the plan. Therefore, the implementers play an important role in ensuring that the targets are met in good time.
8.0 ConclusionIn conclusion, the stakeholder engagement strategy is important in ensuring the achievement of short-term and long-term goals in a project. The important aspects of the strategy are communication, partnership, and participation. These aspects ensure the stakeholders remains as a team with a common goal. However, challenges in the implementation of the strategies occur. These challenges need proper solutions to ensure the goals are met within the stipulated time in the project plan.
8.1 RecommendationThe Woolworth directors and employee supervisor should follow-up on the laid strategies. All the stakeholders should be disciplined to the measurements and strategy laid to ensure success of the process. The leaders of the various stakeholders should be kept on toes through frequent messages sent by the project manager as a reminder.
The internal stakeholders such as the employees should be issued a plan that outlines the overall outcome and the breakdown of the activities. The daily plan should be issued by the supervisor each day and the assessment taken at the end of working hours. The outline for the stakeholders should be provided by the project manager frequently to ensure all they stick to the schedule. The outline should include the projected outcome within each category of stakeholders.
8.2 Action PlanThe action plan contains Woolworth goals for the project and the actions that are needed to achieve the goals. The action plan should be posted to all the stakeholders to have a look at it regularly. These goals and actions should be in the mind of all the stakeholders for everyone to be involved in the project.
Action Completion date Person responsible
Project Planning 29th June, 2020 Sponsors and Directors
Agreement signing 10th July, 2020 Woolworth directors
Stakeholder training 15th of July, 2020 Project manager
Third phase July, 2020
December, 2020 Project manager and supplies department
Rewards and incentives to the stakeholders:
3rd quarter July, 2020
Sponsors and Directors
Final project meeting and thanks giving March, 2021 All stakeholders
9.0 Reference ListSloan, P., 2009, Redefining stakeholder engagement: From control to collaboration. Journal of Corporate Citizenship, (36), pp.25-40.
Smith, N.C., Ansett, S. and Erez, L., 2011, What’s at stake? Stakeholder engagement strategy as the key to sustainable growth.
Herremans, I.M., Nazari, J.A. and Mahmoudian, F., 2016, Stakeholder relationships, engagement, and sustainability reporting, Journal of Business Ethics, 138(3), pp.417-435.
Leal Filho, W. and Brandli, L., 2016, Engaging stakeholders for sustainable development, In Engaging Stakeholders in Education for Sustainable Development at University Level (pp. 335-342). Springer, Cham.
Katila, R. and Shane, S., 2005, When does lack of resources make new firms innovative? Academy of Management Journal, 48(5), pp.814-829.
Cornelissen, J.P., 2008, Corporate communication, The International Encyclopedia of Communication.
Crane, A. and Ruebottom, T., 2011, Stakeholder theory and social identity: Rethinking stakeholder identification, Journal of business ethics, 102(1), pp.77-87.
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