A stakeholder is a person or group that has an interest or influence in the project, such as the sponsor, the customer, the team, the supplier, or the regulator12. A key stakeholder is a stakeholder that has a high level of power and interest in the project, and whose support and involvement are critical for the project’s success34.
A project manager is responsible for managing the expectations and communications of the stakeholders, and ensuring that their needs and requirements are met throughout the project lifecycle5 . A project manager should also involve the stakeholders in the decision-making process, especially when there are changes that affect the project scope, schedule, cost, or quality .
In this scenario, a new regulation affects the project, and a critical status meeting discussing the scope changes is required. The project manager discovers that a key stakeholder cannot attend the scheduled meeting. This means that the key stakeholder’s opinion and feedback will not be heard or considered in the meeting, which may lead to dissatisfaction, conflict, or resistance from the stakeholder later on.
Therefore, the best option for the project manager is to meet with the key stakeholder prior to the meeting to obtain their opinion. By doing so, the project manager can:
Inform the key stakeholder about the new regulation and its impact on the project
Seek the key stakeholder’s input and suggestions on how to deal with the scope changes
Address any concerns or issues that the key stakeholder may have
Gain the key stakeholder’s approval and support for the proposed changes
Represent the key stakeholder’s interests and preferences in the meeting
Communicate the outcome and action plan of the meeting to the key stakeholder after the meeting
Meeting with the key stakeholder prior to the meeting can help the project manager to maintain a positive and collaborative relationship with the stakeholder, and to ensure that the project meets the stakeholder’s expectations and requirements. It can also help to avoid or minimize any potential risks or problems that may arise from the scope changes, such as delays, rework, disputes, or loss of trust.
