Case Study C

A work program requires input from different stakeholders. The stakeholder communications must be planned and organised, so they can be effectively managed, and stakeholder engagement can take place.

Planning the program will involve:

• Identifying the relevant program stakeholders
• Determining and agreeing on how communications should be carried out
• Coordinating communications so that information is shared and discussed
• Monitoring communications
• Investigating and documenting stakeholder interests and expectations
• Liaising with stakeholders to encourage stakeholder commitment
• Incorporating stakeholder interests and expectations into the program.

The program

The organisation is building and furnishing a new office extension. This must be project managed to ensure that all stakeholders' interests and expectations are identified, discussed and incorporated into the build.

The organisation must manage stakeholder communications and engagement with:

• The organisation's:
• managing director
• facilities and operations manager
• finance manager
• The site manager from the building company
• The building surveyor

Permits to build have been received, but the organisation must liaise with the stakeholders to ensure that the building is carried out to organisational requirements and building regulations.

Stakeholder needs include the following:

• The managing director needs to have the new extension finished and fully functional in eight weeks' time
• The facilities and operations manager needs to ensure that electric and water supplies adequately meet workplace demands, and that furniture and equipment are ordered and fitted into the new space in time
• The finance manager needs to ensure that the build is within the budget allocation and has a keen interest in how work is scheduled so that payments can be managed
• The site manager needs to follow the building plans and to work with his construction team to ensure that the extension complies with the Australian building regulations (NCC and the BCA)

The building surveyor needs to ensure that the extension is built to a safe standard and meets the Australian building regulations in order to issue a final build approval certificate.

1. Read case study C, and complete the following questions:

Explain how you would organise and plan stakeholder engagement for the program. This should include how you would interact with stakeholders in order to discuss the program and establish working relationships.

You will need to include:

• How you would access, read, and assess information
• How you would speak and communicate with stakeholders
• How you would build effective working relationships through stakeholder engagement
• How you would develop program plans that are flexible and recognise different stakeholder needs
• How you would organise stakeholder activities and communications.