So knowing them and understanding their needs and expectations will be very important. Gatekeeper: There will be a gatekeeper who will keep you on track and will be monitoring what comes in and what goes out in terms of information, stats and facts. A gatekeeper will supervise you during the entire process of document creation and will help you stay focused on the most important aspects. To identify your stakeholders and gathering the information about them, you can analyze them in terms of their needs, their values, and their attitudes.
You can ask questions that answer you about who, what where, when, why and how. You may need to meet them frequently or it may also be enough to meet once. Whatever is your approach, it should be able to help you create an efficient and user-centric document. The more you know about your audience, the more you will be able to pursue the purpose of your document. Apart from this, you will also get more insights by analyzing how they are going to use your document.
You can do this by analyzing your readers in various contexts like physical context, ethical context, political context and economic context.
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Knowing the position of your stakeholders in their organization will also help you know their expectations and needs. Ultimately, the purpose of doing this exercise is to understand your audience and prepare a document that justifies the purpose.
You and all those active stakeholders at the development stage will be collectively called the authors. This is the stage where the people concerned with the information in your communication will be reading your document.
Like the initial or development stage, the stakeholders of this stage will also be classified into three categories i. Primary readers: These will be the individuals who take decisions and leads the project. There is also the point of contacts that can be considered as primary readers. Secondary readers: These are the technical experts and plays an important part in executing the project. So your document will be going through these readers after the primary readers.
Shadow readers: These readers will be reading your document, but will not be directly affecting the project or process. The audiences at this stage will be reading according to their level in the organization. For example, your project specification document will be read by the project lead first. They will understand the specifications so that they can clarify the points when asked by the team. Then it will be read by the team.
There will be shadow readers who will be performing an indirect role in the project. They will be controlling the budget at different processes and will be communicating with the actual project execution team. At this stage, the readers, which are your stakeholders, may find it necessary to have more clarification or more detailed information. So your document may return to you and your team for further work.
It means the document lifecycle will not always be following the sequence. The document may move from one stage to the next and may come back to the previous stage when required. You will be revising the document depending on the queries and feedback you get from the stakeholders of the reading stage. There will be the readers who will also be acting as a secondary author while the document is in the development stage.
Logically, when you are revising a document, you can call it a revision stage. But that will not be taking that major efforts and time you needed at the development stage, it is not considered as a subject of the discussion. There will be several stakeholders in the action stage depending on the targeted audience, types of demographics, and the people who will be directly or indirectly experiencing the results of your work. The readers or the audience at this stage will be a part of the group of people whose lives will be influenced by the decision taken based on the information you provide in your document.
The actions taken based on the decision by the decision makers will decide the extent of influence and effect on stakeholders. As mentioned earlier in this article, the people who are a part of a stage may also be a part of another stage. For example, the audience in the reading stage may also be in the action stage. They may be the project leaders, technical experts, and budget experts. They will be acting as a primary author, primary readers and action takers.
They will also be a part of the group who will get affected by certain decisions. In summary, to create a document or a written communication that keeps your audience in the center, you have to understand them well. A good document will go through the stages back and forth by asking the feedback from the stakeholders of different stages and revising the document accordingly.
Engaging effectively and ethically with key stakeholders to help create a successful project outcome requires significant levels of skill and maturity. This paper uses modern stakeholder management theory as the basis for approaches designed to help successfully deliver projects within traditional organisations by appreciating the communication needs of senior executives and incorporating mutuality within the key supportive relationships.
Information supports the decision makers, informs people and organisations of the work required to be done, monitors progress, and provides support and assurance at all levels of the organisation of progress or of the need for intervention. This paper explores how communication in the form of information exchange controls and assists the work of organisations to deliver value to all stakeholders.
An applied methodology for stakeholder identification in transdisciplinary research
Stimulus to the organism may, or may not produce change. The change may be slight or catastrophic, beneficial or detrimental, and cannot be predicted. Succeeding in this environment needs a different management paradigm from that developed for management in traditional project industries.