I'm at the point in my new project where it's time to build the WBS and network diagram. I have lots of experience doing this with a high degree of success by using the yellow sticky pads (I won't go into more detail than that at the moment). So how to do a WBS session is not what I'm asking about in this thread (although I would like to ask that another time)
OK .... here's my dilema .... on this current project I have at least 19 stakeholders who should be present. There are many relationships to other groups, and if they are not there we would have too many 'black boxes' in the plan. As well, I need those other groups to own this plan as much as my team as we are very dependant on their success as well. I could see the invitee list growing by another 3-4 before I'm done. I want to know if anyone has held a WBS session with this many people present, and how did it go. Did you learn anything you would do different next time?
My thought is that I need to set down the rules of the meeting right at the start, and be a strong facilitator in ensuring things stay on track. I may even have to go to the point of telling some people they may not participate, but only work through a representative from their group. Have to think that through more.
1st, I suggest you do a complete stakeholder analysis based on the attached Adobe Acrobat template. This way you can prioritize your stakeholders depending on attitudes and temperatures of each. Next build your WBS with your senior level project team member inputs, then, meet with the stakeholders that matter 1st to review WBS before presenting to all 19 stakeholders...my $0.02. Saving Changes...
Richard SteerPM Consultant| E-Infinity Inc.Toronto, Ontario, Canada
Great dialogue happening and there are some + / - . I would be a bit pessimistic in doing a WBS at the Senior Level and then going to get buy in and/or additional thoughts from those that will be working the plan and planning the work.
Your list of invitees should be communicated through the PM and yes the session must be facilitated by a CPF - certified professional facilitator and/or outside person not you the PM. Facilitation of the session must be communicated right up front - take aways - place on a "parking lot"
Perhaps break the sessions down to the SMEs - i.e., basic eng/detailed eng/construction etc. This way you limit the number of attendees and don't waste peoples time
Your list may be long - but chances are you won't get a full house. Common courtesy to contact those that couldn't make it and/or include them in the outcome. No doubt you will have another session to fine tune the WBS Saving Changes...
