Help Files

Tracking Trends and Changes

Note:
This feature is not available in the SWS Excel Spreadsheet or SoaP Word Template. For a summary of the features in each tool see: Tools Description

Detailed Methodology

A project’s stakeholder community is dynamic

  • Stakeholder’s perceptions, expectations and requirements change over time
  • People and organizations come and go, or their power and influence changes
  • The stakeholders the project needs to work with change based on the current phase; the group of stakeholders that are critical during the initiation / planning phases of a project may be quite different to those that are critical during implementation / roll out.

However, whilst some stakeholders change, others may remain constant. The challenge facing every project team is to determine the right stakeholders to engage at the right time during the project’s lifecycle. This requires a regular review of the project’s stakeholder community, at key change points in the project and/or at regular intervals; ideally at a maximum interval of three months.

The Stakeholder Circle has been designed to facilitate the routine assessment of a project’s stakeholder community and to allow changes to be tracked over time. To be most effective, the membership of the team undertaking each assessment should not vary (thus minimizing the influence of any one person’s view).

Through the regular review and re-assessment of a project’s stakeholder community, a history of stakeholder involvement and supportiveness, and decisions made about their engagement, is maintained. As a consequence, the effectiveness of the on-going engagement strategy and communication plan can be assessed and improvements planned.

Version Numbers

The key to tracking changes over time is the Stakeholder Circle’s version numbering system. Each time a ‘benchmark’ is achieved in the stakeholder management process, the version number should be incremented. There are no effective limits on the number of versions that can be stored in the tool, so generally it is better to keep more versions rather then less. As a guide:

  • Increment the major version number every time a fresh review of the project stakeholder community is undertaken, even if it is a relatively minor review to (say) add a new stakeholder.
  • Increment the minor version number at each phase in the development or review of the stakeholder data.

The data management system minimizes the amount of data stored; each version only holds the changes made plus a copy of the Stakeholder Circle diagram and the Engagement Profile if these have ben created.

SIMS dB Data Entry / Data Management

The Stakeholder Circle offers a number of useful reports designed to track trends and changes in the project’s stakeholder community.

Version Numbers

Select ‘Increment Version’ from the Main Menu, or accept the dialogue when opening the Stakeholder Circle software. For more information see Version Numbers

Change History (individual stakeholders)

Select ‘Show Change History’ from the Stakeholder Prioritization or Stakeholder Engagement lists to view the changes made to a selected stakeholder’s data. For more information see View Change History

Stakeholder Engagement Profile

Select ‘Engagement Profile’ from the Main Menu, or select ‘Overall Profile’ from the Stakeholder Engagement List. The Engagement Profile compares the current overall situation with any stored version to identify trends in the ‘health’ of the project’s stakeholder community. For more information see the Stakeholder Engagement Profile

Stakeholder Circle

Select ‘View Last SHC’ from the Main Menu. All versions of the Stakeholder Circle are stored for viewing and printing. For more information see The Stakeholder Circle

Visit the Methodology Page to read a summary of the overall StakeholderCircle methodology.

Help (email only – 24 Hrs)

Help is available to all Stakeholder Circle users – we will attempt to answer your questions within a 24 hr period. To access help in the first instance email your question to: help@stakeholder-management.com

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