Project execution and delivery - Engaging stakeholders

Learning Outcomes

After reading this article, you will be able to explain key strategies for engaging stakeholders throughout project execution and delivery. You will know how to manage stakeholder expectations, support ongoing collaboration, and respond to stakeholder feedback to maximise project value. These skills will help you tackle PMP exam questions on communications, stakeholder management, and the delivery of business outcomes.

PMP Syllabus

For PMP, you are required to understand effective methods for engaging stakeholders during project execution to deliver optimal results. This article addresses the following syllabus points:

• Define stakeholder engagement and its critical role during execution and delivery.
• Explain techniques for identifying, analysing, and prioritising stakeholder needs.
• Describe methods for managing expectations and supporting communication with diverse stakeholders.
• Explain processes for collecting and responding to feedback during project work.
• Recognise ways to adjust delivery based on stakeholder input to improve business value.
• Demonstrate the relationship between stakeholder collaboration and achieving project benefits.
• Distinguish between regular communications and proactive stakeholder engagement activities.
• Evaluate the impact of engagement on project outcomes and exam scenarios.

Test Your Knowledge

Attempt these questions before reading this article. If you find some difficult or cannot remember the answers, remember to look more closely at that area during your revision.

1. Which process allows stakeholders to provide input, feedback, and requirements adjustments during project execution?
   1. Procurement management
   2. Stakeholder engagement
   3. Risk management
   4. Quality assurance
2. A project stakeholder with high interest but low power should typically:
   1. Be managed closely at every step
   2. Receive regular updates, but not detailed reports
   3. Be ignored if uninterested
   4. Be assigned a leadership role
3. When negative stakeholder feedback is received after a product demonstration, which action should the project manager take first?
   1. Dismiss the feedback unless from the sponsor
   2. Meet privately with the stakeholder to resolve the misunderstanding
   3. Log the issue and seek the root cause
   4. Update the project schedule

Introduction

Engaging stakeholders is a core part of executing and delivering projects in line with business value and organisational strategy. Stakeholder engagement means going beyond basic information-sharing to build relationships, manage expectations, collect feedback, and encourage collaboration. Effective engagement allows a project to adjust to shifting needs and helps to resolve issues before they become major problems. Consistent attention to stakeholder needs supports project success and is regularly tested in the PMP exam.

The Role of Engagement During Execution

Stakeholder engagement should not stop at project planning. During execution, new requirements may arise, feedback is often given on deliverables, and stakeholder attitudes may shift. Continuous engagement is required to keep all interested parties informed, satisfied, and supportive of project objectives.

Key Term: Stakeholder Engagement Continuous interaction with individuals, groups, or organisations affected by a project, focusing on understanding their needs, expectations, attitudes, and influence, and managing these throughout project execution to support success.

Identifying and Analysing Stakeholder Needs

At project launch, stakeholders are identified and their needs analysed. However, interests change, and additional stakeholders may emerge as work progresses. Successful project managers regularly reassess the stakeholder environment, update the stakeholder register, and prioritise engagement efforts.

Key Term: Stakeholder Register A living document listing all identified stakeholders, including details of their interest, influence, engagement level, and communication needs. Updated during the project as information changes.

Managing Expectations and Communicating Effectively

Stakeholder expectations must be clarified and managed through ongoing communication. This involves:

• Sharing regular updates with all relevant parties.
• Tailoring communication format and content for different audiences.
• Proactively clarifying misunderstandings.
• Using multiple channels: reports, meetings, workshops, information radiators.

Responding to Feedback and Issues

Constructive feedback is essential for improvement. Teams should invite feedback during sprint reviews, demonstrations, and through informal channels.

Key Term: Feedback Loop The process of collecting stakeholder input and quickly responding to it by making adjustments to deliverables or project processes as required.

When issues arise from stakeholder feedback, project managers must log the concern, identify the root cause, and implement corrective actions in line with change control procedures.

Building Trust and Collaboration

Trust is maintained by showing responsiveness and encouraging collaboration, not just with key sponsors but also with less powerful, but interested, stakeholders. Tactics include:

• Involving high-power/high-interest stakeholders in decision-making.
• Regularly consulting less influential stakeholders to gain their buy-in.
• Maintaining transparency about project goals, progress, and trade-offs.

Maintaining trust minimises resistance to changes and supports the adoption of new products or processes at delivery.

Adjusting Delivery Based on Engagement

Stakeholder input may prompt changes to project deliverables, requirements, or processes.

Key Term: Change Request A documented proposal to modify any aspect of the project (scope, schedule, cost, or process) in response to feedback, issues, or new opportunities. Must follow change control procedures.

When valid feedback is received, the project manager:

• Documents feedback and issues in the issue log.
• Analyses the impact on project constraints.
• Plans and implements approved changes.
• Communicates updates and revised expectations to all stakeholders.

Worked Example 1.1

A software development team holds a sprint review with the client and end users. Users state that a key function is harder to use than expected. What should the project manager do next?

Answer: The project manager logs the feedback, initiates a root cause analysis to clarify the concern, and captures a change request if a revision is agreed. The team updates the product backlog to prioritise usability changes and confirms the actions in a project update to all attendees.

Worked Example 1.2

During project execution, a previously uninvolved regulator requests evidence of compliance with new industry requirements. How should the project manager respond?

Answer: Update the stakeholder register to reflect the new regulatory stakeholder. Engage directly to clarify compliance needs, assign responsibility for documentation, and update the communications plan to ensure the regulator is kept informed about future compliance demonstrations.

Exam Warning

Engaging only high-power stakeholders can leave the project exposed to neglecting the interests of other parties, leading to late-stage resistance or negative publicity. PMP exam questions often test your awareness of this risk.

Stakeholder Engagement at Delivery/Transition

Before handover, engagement efforts focus on:

• Gaining formal acceptance of deliverables.
• Training users and support teams.
• Managing expectations for post-project support or warranty.

Ongoing feedback is collected via acceptance meetings, surveys, and transition workshops.

Revision Tip

Review the distinctions between stakeholder engagement, communications management, and issue management. PMP scenarios may blur these boundaries.

Summary

Effective stakeholder engagement in execution and delivery is about managing relationships, expectations, and feedback—not just broadcasting information. Frequent, structured communication and active responses to feedback support project success and maximise value delivery.

Key Point Checklist

This article has covered the following key knowledge points:

• Stakeholder engagement is a continuous process during execution and delivery.
• The stakeholder register must be updated as new stakeholders emerge or as priorities shift.
• Proactive engagement builds trust, reduces resistance, and improves acceptance of deliverables.
• Regularly inviting and acting on feedback allows the project to adjust to evolving needs.
• Formal change requests must be used when adjusting deliverables in response to feedback.
• Deliverable acceptance is a key engagement moment—prepare stakeholders in advance.

Key Terms and Concepts

• Stakeholder Engagement
• Stakeholder Register
• Feedback Loop
• Change Request