EXPERIENTIAL ASSESSMENT: CREATE A STAKEHOLDER REGISTER & STAKEHOLDER ENGAGEMENT PLAN
INSTRUCTIONS
THIS EXPERIENTIAL ASSESSMENT HAS TWO PARTS. FIRST, YOU WILL COMPLETE A STAKEHOLDER REGISTER FOR THE VOLUNTEERING DAY. THEN, YOU WILL CREATE A STAKEHOLDER ENGAGEMENT PLAN FOR THE VOLUNTEERING DAY. IF YOU’D LIKE TO REVIEW THE BACKGROUND OF THE VOLUNTEER DAY PROJECT AND THE KEY STAKEHOLDERS, STUDY THE SLIDE DECK. (NOTE THAT THIS SLIDE DECK ONLY SERVES TO PROVIDE CONTEXT; YOU DO NOT NEED THE INFORMATION IN IT TO COMPLETE THE PROJECT. RATHER, YOU WILL NEED TO FOLLOW THE STEPS LAID OUT IN THIS INSTRUCTION SIDEBAR.)
YOU WILL BE WORKING IN A GOOGLE DOC THAT HAS A STAKEHOLDER REGISTER AND A STAKEHOLDER ENGAGEMENT PLAN. YOU WILL COMPLETE YOUR WORK FOR THE EXPERIENTIAL ASSESSMENT IN THESE TWO DOCUMENTS.
TIME TO GET STARTED!
1. FAMILIARIZE YOURSELF WITH THE STAKEHOLDER REGISTER
THE FIRST PART OF THIS EXPERIENTIAL ASSESSMENT IS TO COMPLETE THE STAKEHOLDER REGISTER. TAKE A MOMENT TO FAMILIARIZE YOURSELF WITH THE STAKEHOLDER REGISTER. YOU’LL NOTICE THAT IT’S PARTIALLY FILLED OUT; YOUR FIRST TASK IS TO COMPLETE IT.
YOU’LL BE COMPLETING THE FOLLOWING COLUMNS IN THE FIRST PART OF THIS EXPERIENTIAL ASSESSMENT:
- STAKEHOLDER EXPECTATIONS/CONCERNS COLUMN
- STAKEHOLDER INTEREST LEVEL COLUMN
- STAKEHOLDER POWER LEVEL COLUMN
2. GATHER DATA
YOUR FIRST TASK IS TO COMPLETE THE STAKEHOLDER EXPECTATIONS/CONCERNS COLUMN WHICH DETAILS THE EXPECTATIONS AND CONCERNS OF STAKEHOLDERS. WHERE SHOULD YOU START?
RECALL THAT THERE ARE THREE TECHNIQUES THAT ARE ESPECIALLY HELPFUL WHEN CREATING A STAKEHOLDER REGISTER:
- DATA GATHERING
- DATA ANALYSIS
- DATA REPRESENTATION
SO YOUR FIRST STEP IN COMPLETING THE STAKEHOLDER EXPECTATIONS/CONCERNS COLUMN IS TO GATHER DATA. IMAGINE THAT YOU HAVE SPOKEN TO ERIKA, THE PROJECT SPONSOR, AND ALSO HAVE THE RESULTS OF AN EMPLOYEE SURVEY.
YOU’VE BEEN WORKING ON UNDERSTANDING THE EXPECTATIONS OF THE PROJECT SPONSOR, ERIKA. FROM DISCUSSIONS WITH ERIKA, YOU FIND OUT THAT ERIKA WANTS THE FOLLOWING GOALS TO BE MET THROUGH THE VOLUNTEER DAY:
- 90% OF STAFF THAT PARTICIPATE IN THE VOLUNTEERING EVENT SHOULD FEEL AS THOUGH THEY WERE ABLE TO CONNECT IN A SIGNIFICANT WAY WITH AT LEAST TWO NEW TEAM MEMBERS.
- 90% OF STAFF THAT PARTICIPATE IN THE VOLUNTEERING EVENT SHOULD WANT TO PARTICIPATE IN A FUTURE EVENT.
- 85% OF STAFF THAT PARTICIPATE IN THE VOLUNTEERING EVENT SHOULD BE EITHER SATISFIED OR VERY SATISFIED WITH THEIR EXPERIENCE.
ERIKA ALSO HAS A BIG CONCERN AROUND ACCESSIBILITY. SHE WANTS ALL TEAM MEMBERS TO PARTICIPATE, SO THE VENUES NEED TO BE WHEELCHAIR ACCESSIBLE.
YOU ALSO DECIDED TO SURVEY STAFF BEFORE THE EVENT TO FIGURE OUT WHAT THEY ARE HOPING FOR FROM THE VOLUNTEERING DAY. FROM THIS SURVEY, YOU LEARN THAT:
- 100% OF STAFF REPORT THAT THEY WANT TO CONNECT WITH NEW EMPLOYEES.
- 83% OF STAFF WANT TO VOLUNTEER OUTSIDE, IDEALLY WITH AN ORGANIZATION THAT IS RELATED TO THEIR FIELD OF WORK (AGRICULTURE).
- 71% OF STAFF REPORT THAT THEY WANT TO DEEPEN CONNECTIONS WITH MEMBERS OF THEIR DEPARTMENTS.
GIVEN ERIKA’S EXPECTATIONS FOR THE EVENT AND THE EMPLOYEE SURVEY, COMPLETE THE “EXPECTATIONS/CONCERNS,” FOR ERIKA AND THE AGRICORP STAFF.
YOU WON’T BE ABLE TO FILL OUT THE EXPECTATIONS AND CONCERNS FOR EVERY SINGLE STAKEHOLDER JUST YET. YOU’LL NEED TO CONDUCT STAKEHOLDER ANALYSIS TO BETTER UNDERSTAND THE EXPECTATIONS OF ALL OF YOUR STAKEHOLDERS, SO FOR NOW JUST COMPLETE THE INFORMATION FOR ERIKA AND THE AGRICORP STAFF.
HINT
3. DATA ANALYSIS
THE NEXT STEP IN COMPLETING THE “EXPECTATIONS/CONCERNS” COLUMN, IS TO CONDUCT STAKEHOLDER ANALYSIS.
TO CONDUCT STAKEHOLDER ANALYSIS FOR THE VOLUNTEERING DAY, YOU MEET ONE-ON-ONE WITH STAKEHOLDERS WITH WHOM YOU KNOW YOU WILL BE WORKING CLOSELY, SUCH AS THE PROJECT SPONSOR AND THE PLANNING COMMITTEE. YOU SUMMARIZE YOUR LEARNINGS IN THE FOLLOWING LIST.
TO COMPLETE YOUR STAKEHOLDER REGISTER, REVIEW THE FOLLOWING STAKEHOLDER ANALYSIS BY CLICKING ON EACH OF THE NAMES IN THE DROP-DOWNS BELOW.
STAKEHOLDER ANALYSIS
ERIKA AHMADI (DIRECTOR OF HUMAN RESOURCES // PROJECT SPONSOR)AGRICORP STAFF (VOLUNTEER PARTICIPANTS)SANSA SMITH (MARKETING ASSOCIATE // PLANNING COMMITTEE)JORDAN JACOBS (CUSTOMER SUCCESS MANAGER // PLANNING COMMITTEE)PRIYA DEVI (SENIOR DIRECTOR OF PRODUCT ENGINEERING // VOLUNTEER PARTICIPANT)CHARLIE JONES (CHIEF EXECUTIVE OFFICER // VOLUNTEER PARTICIPANT)ARYA SHAW (FRIENDS OF THE URBAN FOREST VOLUNTEER COORDINATOR)
WHEN YOU’VE FINISHED REVIEWING THE STAKEHOLDER ANALYSIS, COMPLETE THE REMAINDER OF THE STAKEHOLDER EXPECTATIONS/CONCERNS COLUMN.
4. DATA REPRESENTATION
THE NEXT STEP IN BUILDING A STAKEHOLDER REGISTER IS TO CATEGORIZE STAKEHOLDERS USING DIFFERENT DATA REPRESENTATION TECHNIQUES. THIS HELPS YOU UNDERSTAND WHICH STAKEHOLDERS ARE MOST IMPORTANT TO YOUR PROJECT.
YOU DECIDE TO USE A POWER/INTEREST GRID TO CATEGORIZE STAKEHOLDERS FOR THE VOLUNTEER DAY. REVIEW THE FOLLOWING POWER/INTEREST GRID.
CLICK TO ENLARGE THE IMAGE. IF YOU WISH TO VIEW THIS DOCUMENT IN A SEPARATE TAB, YOU CAN OPEN IT HERE..
WHEN YOU’VE FINISHED REVIEWING THE GRID, NAVIGATE TO THE STAKEHOLDER REGISTER AND COMPLETE THE COLUMNS “INTEREST†AND “POWERâ€. WRITE “HIGH” TO SYMBOLIZE HIGH POWER OR HIGH INTEREST, AND “LOW” TO SYMBOLIZE LOW INTEREST OR LOW POWER.
TAKE A MOMENT TO REVIEW YOUR COMPLETED STAKEHOLDER REGISTER BEFORE MOVING ON.
NOW THAT YOU’VE FINISHED CREATING THE STAKEHOLDER REGISTER, IT’S TIME TO CREATE THE STAKEHOLDER ENGAGEMENT PLAN. THIS IS THE SECOND PART OF THIS EXPERIENTIAL ASSESSMENT.
5. STAKEHOLDER ENGAGEMENT PLAN &STAKEHOLDER ENGAGEMENT ASSESSMENT MATRIX
YOU ALREADY HAVE A LOT OF THE INFORMATION YOU NEED TO CREATE YOUR STAKEHOLDER ENGAGEMENT PLAN. HOWEVER, BEFORE YOU COMPLETE YOUR PLAN, YOU DECIDE TO USE ONE MORE TOOL AND TECHNIQUE, THE STAKEHOLDER ENGAGEMENT ASSESSMENT MATRIX, TO UNDERSTAND THE LEVEL OF SUPPORT YOU HAVE FROM EACH STAKEHOLDER.
IF YOU WISH TO VIEW THIS DOCUMENT IN A SEPARATE TAB, YOU CAN OPEN IT HERE: STAKEHOLDER ENGAGEMENT ASSESSMENT MATRIX.
YOU NOW HAVE ALL THE INFORMATION YOU NEED TO CREATE A STAKEHOLDER ENGAGEMENT PLAN; CLICK ON THE FOLLOWING DROP-DOWN FOR SOME INSIGHTS FROM THE STAKEHOLDER ENGAGEMENT MATRIX THAT MIGHT HELP YOU.
INTERPRETING THE STAKEHOLDER ENGAGEMENT ASSESSMENT MATRIX
6. STAKEHOLDER ENGAGEMENT PLAN: GETTING STARTED
IT’S TIME TO START MAKING YOUR STAKEHOLDER ENGAGEMENT PLAN!
NAVIGATE TO THE STAKEHOLDER ENGAGEMENT PLAN AT THE END OF THE DOCUMENT AND FAMILIARIZE YOURSELF WITH AGRICORP’S TEMPLATE.
NOW, COMPLETE PARTS A AND B OF THE STAKEHOLDER ENGAGEMENT PLAN:
- A) PROJECT OVERVIEW: WRITE THE PROJECT TITLE, THE BUSINESS NAME (AGRICORP), AND YOUR NAME.
- B) STAKEHOLDER ENGAGEMENT PLAN PURPOSE: IN YOUR OWN WORDS, DEFINE WHAT A STAKEHOLDER ENGAGEMENT PLAN IS. ALSO DESCRIBE WHY A STAKEHOLDER ENGAGEMENT PLAN IS IMPORTANT TO CREATE AND HOW YOU WILL USE IT THROUGHOUT THIS PROJECT.
7. DETERMINING STRATEGIES FOR ENGAGING STAKEHOLDERS
THE LAST STEP IN CREATING A STAKEHOLDER ENGAGEMENT PLAN IS DETERMINING THE STRATEGIES YOU WILL USE TO ENGAGE STAKEHOLDERS. YOU’VE DECIDED TO FOCUS ON THREE STAKEHOLDERS/STAKEHOLDER GROUPS:
- ERIKA AHMADI, THE PROJECT SPONSOR
- SANSA SMITH AND JORDAN JACOBS, THE PLANNING COMMITTEE
- PRIYA DEVI, THE SENIOR DIRECTOR OF PRODUCT ENGINEERING
NOTE THAT NORMALLY YOU WOULD DETERMINE ENGAGEMENT STRATEGIES FOR EVERY STAKEHOLDER YOU HAVE IDENTIFIED; FOR THE SAKE OF THIS ASSESSMENT, HOWEVER, YOU ARE ONLY REQUIRED TO FOCUS ON THREE STAKEHOLDER GROUPS.
C) STAKEHOLDER ANALYSIS: COMPLETE THE QUESTIONS FOR EACH OF THOSE THREE STAKEHOLDERS/STAKEHOLDER GROUPS TO COMPLETE THE STAKEHOLDER ENGAGEMENT PLAN. WHERE YOU ARE ASKED TO DESCRIBE THE ENGAGEMENT STRATEGY, GET CREATIVE! IF YOU NEED INSPIRATION, YOU CAN REFERENCE THIS SLIDE DECK: STRATEGIES FOR ENGAGING STAKEHOLDERS.
SUBMISSION INSTRUCTIONS
CLICK THE “RUBRIC” BUTTON BELOW TO REVIEW HOW YOUR WORK WILL BE ASSESSED.
ONCE YOU COMPLETE THIS ASSIGNMENT, SUBMIT IT BY CLICKING THE BUTTON BELOW.
NOTE: ONCE YOU SUBMIT THIS ASSIGNMENT, IT WILL BE SENT TO YOUR INSTRUCTOR. ANY CHANGES YOU MAKE AFTER YOU PRESS SUBMIT WILL NOT BE VISIBLE TO YOUR INSTRUCTOR. YOU WILL STILL HAVE ACCESS TO THE WORK YOU CREATED IN THIS LAB AFTER YOU SUBMIT THIS ASSIGNMENT.
IF YOU’D LIKE TO PERMANENTLY SAVE YOUR WORK FOR YOUR OWN RECORDS, GO TO FILE, AND THEN DOWNLOAD. SELECT THE FILE TYPE YOU’D LIKE TO SAVE YOUR DOCUMENT AS. MOVE YOUR DOCUMENT OUT OF YOUR DOWNLOADS FOLDER TO YOUR DESKTOP OR OTHER FOLDER.
CONGRATULATIONS! YOU HAVE COMPLETED A STAKEHOLDER REGISTER AND A STAKEHOLDER ENGAGEMENT PLAN.
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