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Stakeholder analysis workshops

Project managers and business analysts prefer the MeetingSphere workshop solution as it enables them to do a comprehensive and accurate stakeholder analysis online and to revisit that analysis as often as required during a project. When asked why they prefer to run their stakeholder analysis workshops with MeetingSphere, project managers cite the following:

  • Not having to meet face to face for getting results
  • Easy brainstorming and categorization of stakeholders
  • Efficient stakeholder prioritization, using power/interest and other grids
  • Uncomplicated variance analysis of stakeholder engagement levels
  • Rapid collaborative analysis of requirements and expectations
  • Efficiencies of digitalization
  • Automatic documentation and easy export of data

Use of MeetingSphere ranges from in-house project managers and business analysts of Fortune 500 corporations and government agencies to ‘big-four’ consultancies. Free-lance project management professionals and business analysts add global reach to their work with MeetingSphere Connect. Portable MeetingSphere servers are used where the Internet does not reach or must not reach for security reasons.

Stakeholder power/interest grid

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Not having to meet face to face for getting results

MeetingSphere enables business analysts and project management professionals to run stakeholder analysis and other workshops online. This cuts costs, effort and cycle time dramatically.

Virtual workshops,

  • make it easier to find a time slot which allows the right people to participate
  • avoid scheduling delays
  • reduce the need for one-on-one interviews
  • enable contribution before and after, even by those who could not attend the workshop itself

Easy brainstorming and categorization of stakeholders

With MeetingSphere, brainstorming of stakeholders is easy and fast. By stakeholder analysis meetings and workshops being conducted online with MeetingSphere, more people can be involved and add their perspectives.

Covering more perspectives in the workshop has two obvious benefits: first, the list of stakeholders is much less likely to have blind spots and miss important people, groups or organizations. Second, it reduces the number of other viewpoints project managers and business analysts must cover in time consuming one-on-one interviews.

Stakeholders identified from the project charter, procurement documents or other organizational process assets are easily copied into MeetingSphere’s brainstorm tool, so that participants of the workshop merely need to add stakeholders that are missing. If relevant contributors cannot attend the workshop, they can be asked to make their contributions ahead of time, simply by opening the brainstorm tool earlier.

Once the brainstorming is done, categorization of stakeholders in appropriate folders is fast and easy.

Efficient stakeholder prioritization using power/interest and other grids

Grids are a popular and effective way of prioritizing stakeholders. Beyond the power/interest grid, other examples of grids and matrices used in MeetingSphere are:

  • Power/support matrix
  • Ability to impact/view of the project matrix
  • Importance/commitment grid
  • Influence/interest matrix
  • Knowledge/attitude map

Whatever grids project managers or business analysts prefer, MeetingSphere’s rating tool is ideal for accelerating and improving the accuracy of the assessment. Participants can rate stakeholders by the relevant criteria with results available directly during the meeting, shown in grid or matrix format.

Fixing the position of stakeholders in the grid with MeetingSphere’s rating tool increases accuracy and saves considerable time when compared to the traditional method of talking about and then agreeing on the position of each stakeholder. MeetingSphere’s rating tool also highlights where the workshop participants agree and disagree in their assessment. Project managers often find that a focused discussion on the sources of any significant disagreements with regards to rating of criteria can reveal valuable insights as well as hidden assumptions.

Uncomplicated variance analysis of engagement levels

MeetingSphere’s rating tool is also ideal for identifying the need for action by, for example, comparing the current and desired engagement level of stakeholders.

For such variance analysis, participants first rate stakeholders on the required level of engagement, then the actual level of engagement. A prepared ‘calculated column’ in the results table instantly gives the variance between required and actual engagement levels indicating where something needs to be done.

Again, using MeetingSphere’s rating tool is much faster and more accurate than a traditional discussion and analysis of individual stakeholders. Here too MeetingSphere’s rating tool highlights disagreement amongst participants. Discussion of such disagreements can provide valuable insights which might otherwise be discovered only much later in the project.

Rapid collaborative analysis of requirements and expectations

The greater the requirement to keep stakeholders committed, supportive and informed or even to win them over, the more project teams need to know about the persons, the groups or the organizations in question. In this regard, MeetingSphere is used to analyze the many aspects of stakeholders, for example:

  • financial or emotional interest in the outcome
  • motivation
  • need for information
  • preferred channel of communication
  • current opinion of the project
  • quality and sources of information
  • connectedness with other stakeholders

MeetingSphere’s discussion tool makes the collecting of such information systematically in the group easy and fast by setting up prompts asking for the information required. As participants can contribute simultaneously and focus on the stakeholders they know best, there is a lot of information to be reaped in very short time during the meeting or workshop itself; as well, such an activity can be left open online for participants to fill in after the meeting or workshop, this of course includes participants who were not able to be present for the workshop itself.

    Efficiencies of digitalization

    When talking about MeetingSphere, project managers, business analysts and other professionals agree that their collaborative meetings and workshops have become much faster and more productive. Being able to do “twice as much in half the time and get a better result” amongst other things, is caused by:

    • all participants working at the same time
    • removing social barriers to disclosure
    • easy organization and reorganization of information
    • by focusing on what matters.

    Successful meeting and workshop agendas can be saved as templates, accelerating the setup of future workshop dramatically. PMOs use templates to spread best practice throughout the organization.

    Automatic documentation

    All MeetingSphere tools are self-documenting meaning that all input to a MeetingSphere session is captured, sits in one place and is available for reuse or further processing in another meeting by mouse click.

    For follow-up processing in other tools, the leader of the session can export the data as an Excel file. A full report is available instantly as a Word document.

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