Project Managers Without Borders

By Mario Trentim

All projects and organizations struggle with getting stakeholder engagement right. Unfortunately, there are few guidelines, techniques, or case studies available to overcome this common obstacle . A successful project depends on stakeholders’ expectations and perceptions and satisfying these expectations is crucial. Most of the time, stakeholder engagement is considered synonymous with soft skills rather than methodology, which leaves engagement up to chance and the luck of having a charismatic project manager.

But stakeholder engagement does not need to be left to chance! Here are 4 steps to improve stakeholder engagement and obtain valuable support in non-profit sector projects.

Figure 1 – Four steps to engage stakeholders effectively (Trentim, 2015)

#1 Establish What Results Your Stakeholders Care About

The first step is to identify stakeholders, document their expectations and engage them in a collaborative effort to define project purpose and value propositions. Uncovering needs and aligning realistic expectations right from the start is paramount.

To identify stakeholders, there are different tools and techniques, such as brainstorming, organizational analysis, categories, checklists, lessons learned, historical information, benchmarking and expert opinion.

One of the most effective tools is to create and update a Stakeholder Breakdown Structure with common categories or types of stakeholders. In Figure 2, you find a suggestion of stakeholder breakdown structure for an IT project.

Figure 2 – Stakeholder breakdown structure (example)

#2 Develop A Plan to Deliver to those Expectations

Once you have a long list of potential stakeholders, it is possible to analyze and prioritize based on importance and influence. Sometimes, there is a large number of stakeholders and it is not possible to involve all of them in the same way.

That’s when analysis and categories are useful. Based on common interests, individual and group contributions, the project manager can decide on the best strategies to involve and engage persons, groups and organizations.

There are various tools and techniques to collect requirements and define scope. We will discuss some of them in a future article. If you’re curious, take a look at problem structuring methods, collaborative approaches to combine different perspectives into a “big picture” in problem solving.

#3 Work Your Plan!

     Now that you have your project plan in place with all the input and help from your stakeholders, it is time to put engagement strategies to work. Project execution is always challenging because it depends on a variety of factors.

It is not uncommon that stakeholders lose interest along the way because they engage in new ventures, raising issues in commitment, buy-in, participation and contributions that were agreed in the beginning.

Never take planning and commitment for granted. Always confirm along the way and frequently review the stakeholder register for new stakeholders and to analyze changes in attitude.

#4 Follow-up and get Feedback (Please Keep in Touch)!

     In daily activities of running a project, it is easy to forget the importance of keeping in touch and getting feedback. It is essential to have a process in place to review stakeholders’ satisfaction at every phase or milestone. This prevents problems from growing bigger and jeopardizing the end of your project.

What challenges have you faced in creating stakeholder engagement, and how have you managed them?? What are the main challenges of project management in nonprofit organizations? Any suggestions of tools and techniques we could add to those steps? Please leave your comments below.

Why volunteer? We live in a time of increased global demand for humanitarian action. As the demand grows, so does the complexity of the need. NGOs and other organizations may be strained to find resources with the talent and expertise to navigate the technical and logistical challenges of delivering impactful solutions. “Key to making operations work better is getting the right people on the ground with the right skills and experience, at all levels ” (Valerie Amos, May 13, 2011, The Guardian). The knowledge and skills developed as project management professionals can help transform ideas to outcomes. 

You have an opportunity to integrate your personal beliefs and professional experiences and drive towards a positive impact in our world. From the construction of a green-space in a high-risk community, to establishing volunteer shelters in a natural disaster, to planning a major fundraising initiative for a healthcare NGO, the capacity to execute is invaluable. 

So, how do you find an organization whose mission aligns with your personal values?

• Start local. Community postings and regional events are easily accessible resources for finding organizations to support right in your backyard. 

• Explore your personal network.  Let your friends, family, and neighbors know that you are looking for causes to support. Join in their activities and explore if there are ways to contribute on a higher level.

• Connect with your alma mater. Many schools and universities are active members of their local community as well as major contributors to international communities. Often, the alumni network is vast and well connected to humanitarian initiatives around the world.

• Ask your employer. Let your employer know that you are looking for ways to leverage your skills outside of the office. Inquire if there are any causes that your organization supports and ask if there is a way you can get involved.

• Search the internet. A number of organizations are dedicated to connecting individuals to NGOs, and some even specialize in skill-based volunteer assignments. Here are a few to start exploring:
  • Project Managers Without Borders 
  • VolunteerMatch 
  • Idealist 
  • Worldwide NGO Directory

“So many organizations need help! Why should I make this commitment?” At this point, you may find the number of organizations where you can get involved to be overwhelming, and you may wonder why you should continue to pursue your first assignment. To put it simply: “To welcome the opportunity of contributing to the world's work ...because of the joy of service thereby bestowed and the talent of leadership multiplied” (Alpha Gamma Delta, The Purpose). Beyond making you feel good about giving back, volunteering can help you refine your leadership skills as you seek ways to overcome unique logistical and cultural challenges in your assignment. Through volunteer work, you can acquire skills not available in your current professional role. It's an impactful way to learn how to drive innovation, motivate accountability, and mobilize teams through unusual and enterprising efforts. 

Get invigorated by your work! Use your knowledge and passion for project management to make meaningful change to the way we approach the world’s work. 

Projects are the way organizational strategy comes to life, they realize visions and can make dreams come true. Projects are not simply a piece of work to be planned, managed and delivered. They are not simply an end, but a mean to something bigger.   Projects make an impact : they can transform lives.

However, the dominant paradigm of project management is still execution-oriented only, with project managers being taught that their role is to get things done. My view is that we need a different mindset, one that accounts for the real impact of projects. A mindset that:

• Understands projects as part of a wider picture, legacies that we leave for the future

• Goes beyond merely getting the job done but rather addresses impacts in the short-term and in the long-term

• Is inclusive, meaning that all stakeholders are considered instead of just the Project Board

• Measures success beyond the attainment to the triple constraint by putting the emphasis in the realization of outcomes and benefits

• Sees project professionals as agents of transformation instead of mere spectators

• Has at its core the purpose of value for many, and not simply value for money

Let’s not forget that the world is facing dramatic demographic and societal time-critical issues that demand our attention: a refugee crisis, hunger and poverty, or the climate changes and its implications for the planet, just to mention a few. As project management professionals, we are well positioned to be the change we want to see in the world. We have a tremendous opportunity and an imperative responsibility to make the world a better place for the future.

Once our perspective and our timescale horizons are expanded, sustainability and meaningfulness come into play. Sustainability, the ability to meet the needs of current generations without compromising the needs of future ones, is slowly gaining traction in the project management arena and you don’t need to be an expert, or go for green projects only, to be part of it - more to come on this topic soon, stay tuned! In summary, it’s a brand new different way to look at our profession and it’s the way project practitioners can be heroes and save the world.

Make no mistake, much is at stake! Our projects are our legacy to the future. Let’s make it a good one.

The world of tomorrow is created today, through our projects. How could you participate more?

Project management is a unique profession that requires skills needed everywhere. Any time strategic initiatives are being implemented, anywhere there is a disaster or humanitarian relief effort, whenever there is innovation being brought to fruition, it’s through projects.

We focus much of our time on our careers, the jobs we are paid to do, and we improve our craft to increase our impact and reap the rewards. Some of those rewards are recognition, respect, greater responsibility, opportunity, and the satisfaction of a job well done. Our employers, clients, colleagues, management and teams benefit from the change that we manage. But what about those in the world who need change the most? 

The world is teeming with communities in need, people who could benefit tremendously from our project management skills and experience. Many humanitarian organizations have domain knowledge and passion for these communities, but are lacking basic project management skills and knowledge. By introducing or improving project management for these organizations, we can make their work for humanity more efficient and effective, thereby increasing the positive impact they have.

Let’s share what we know with those who need it most.

Whether that means facilitating meetings for an engineering nonprofit/NGO, coordinating the schedule for a medical mission, organizing a cub scout camping trip, or clarifying the scope of a humanitarian documentary film, our skills can support meaningful change.

You may even find that your employer will donate funds, software, or services to the humanitarian organization you volunteer for, increasing the potential impact of that organization even more. 

After your involvement, those benefiting, either directly or indirectly, are likely to understand and value project management more, and may even value it so much that they attribute their success to it.  

If you share your project management experience and skills with those who need it most, you will likely find it to be one of the most rewarding endeavors in your career, and life.

Interested to learn more about how you can use your project management skills for a better world? Keep an eye out for updates to this blog, connect with an organization that matches professional skills with need (e.g. Social Venture Partners, PMWB, Catchafire, etc) and search for NGOs and other organizations that are aligned with your interests. Then, enjoy the satisfaction of applying your project management skills to support communities in need. 

Project Managers Without Borders (PMWB) is happy to sponsor this new blog to provide project management content and tools for humanitarian organizations. PMWB  is a non-profit organization that engages the global project management community through collaborative and sustainable projects that make a positive difference in the world.