Learn how to handle stakeholder requests for more project information as a project manager. Discover the best approach to maintain effective communication and stakeholder satisfaction.
Table of Contents
Question
A project manager joins an existing project. One project stakeholder is unhappy with the frequency and types of project updates received and has made a request for more information to be shared.
What should the project manager do next?
A. Consult the scope baseline document to track project updates.
B. Update the project communications management plan immediately.
C. Inform the stakeholder to wait for the annual stakeholder review meeting.
D. Schedule a meeting with the stakeholder to better understand their request.
Answer
The best course of action for the project manager is to choose option D: Schedule a meeting with the stakeholder to better understand their request.
Explanation
When a project manager joins an existing project and encounters a stakeholder who is dissatisfied with the current communication practices, it is essential to address their concerns promptly. By scheduling a meeting with the stakeholder, the project manager can:
- Gather more information about the stakeholder’s specific needs and expectations regarding project updates.
- Understand the reasons behind the stakeholder’s dissatisfaction with the current communication frequency and types.
- Discuss potential solutions and agree on a communication approach that meets the stakeholder’s needs while aligning with the project’s communication management plan.
After gaining a clear understanding of the stakeholder’s request, the project manager can then update the project communications management plan accordingly. This ensures that the stakeholder’s requirements are documented and incorporated into the project’s communication strategy.
Options A and C are not appropriate in this situation. The scope baseline document (A) is used to track project scope, not communication updates. Waiting for the annual stakeholder review meeting (C) would delay addressing the stakeholder’s concerns and could lead to further dissatisfaction.
Option B, updating the project communications management plan immediately, is premature without first understanding the stakeholder’s specific needs and expectations. The meeting with the stakeholder should precede any updates to the communication plan.
By proactively engaging with the stakeholder and seeking to understand their request, the project manager demonstrates effective communication skills and a commitment to stakeholder satisfaction, which are crucial aspects of successful project management.
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