BSBPMG538 Attacko

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538

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Feb 20, 2024

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BSBPMG538 Manage project stakeholder engagement Otgonbaatar Damdinragchaa

Case study. 1. Identify the project objectives. The main purpose of this project is to open new office for ABC company in Orange within expected time and budget. 2. Identify the relevant stakeholders. Relevant stakeholders are:  Managers  Employees  Customers  Local authority  Suppliers 3. Establish the interests and expectations of the stakeholders. Stakeholders Interests Expectation Managers Execute the project on time New business opportunities Employees Work in new work environment Comfortable work place Customers Gain high quality service in spite of distance Purchasing from reliable and new service provider Local authority Encourage local employment opportunities Co-operating with to support local employees Suppliers Increase supply sales Constant purchase agreement

4. Determine the forms of stakeholder engagement. Project Objectives: The main purpose of this project is to open new office for ABC company in Orange within expected time and budget. Stakeholders’ engagement: Stakeholder Interests and expectations of the stakeholders Form of communication Managers Execute the project on time, New business opportunities Written and verbal Employees Work in new work environment, Comfortable work place Written and verbal Customers Gain high quality service in spite of distance, Purchasing from reliable and new service provider Written and verbal Local authority Encourage local employment opportunities, Co- operating with to support local employees Written and verbal Suppliers Increase supply sales, Constant purchase agreement Written and verbal 1. Determine and agree with the relevant stakeholders on the forms of engagement, communication methods, project content, budget, and timelines. Considering the meeting is completed Project timeline: 6 months Project budget: AUD$800,000

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MEETING MINUTE Meeting/Project Name: ABC project Date of meeting: 12 th March 2023 Start time: 15:00 pm Location: Conference Hall End Time 16:00 pm Stakeholder: All relevant stakeholders Minutes taker: Otgonbaatar Meeting Objective(s) Determine and agree with the relevant stakeholders on the forms of engagement, communication methods, project content, budget, and timelines. Attendance Present Apologies Manager Present - Stakeholders Present - Agenda, Decisions, Issues Topic/ Discussion notes Discussion led by communication methods Otgonbaatar project content Otgonbaatar budget, and timelines Otgonbaatar Action Items Action Responsible 6. Identify and apply actions to address differing interests. Selecting and suggesting the most applicable communication method Otgonbaatar Deciding timeline and budget of the project Otgonbaatar

Issues Actions Suppliers may wish to do agreement on longer term since ABC may move its office into new location after a couple of months Do agreement with a duration of 6 months only. And then agreement can be renewed. Local authorities may want to ask ABC to do voluntary works to support local employment while ABC is profit based company Negotiate with local authorities in exchange of promoting ABC’s service and products 7. Consider and advise the stakeholders on any project management issues. Email: From: otgonbaatar@gmail.com To: stakeholders@gmail.com Subject: identified issues Dear stakeholders, I am writing to inform that we have identified some potential issues in relation to stakeholder’s interest and potential conflicts of interests. Identified potential issues are:  Suppliers may wish to do agreement on longer term since ABC may move its office into new location after a couple of months  Local authorities may want to ask ABC to do voluntary works to support local employment while ABC is profit based company However, we have identified potential mitigation strategies to overcome these issues and action plan is attached within this email. Kind regards, Otgonbaatar

8. Assign the roles and responsibilities to team members, according to their interests and expectations. Role Responsibilities CEO Project change approval Project Manager Negotiate with local authorities Project Coordinator Coordinate mitigation strategy Project Team members Follow action and mitigation plan Accountant Prepare 6 monthly invoices and ledger with the supplier 9. Confirm that the defined project roles are followed. Email: From: otgonbaatar@gmail.com To: stakeholders@gmail.com Subject: updated roles and responsibilities Dear stakeholders, I am writing to inform that I have updated roles and responsibilities based on the potential issues and mitigation strategy we have developed. I have attached updated roles within this email for your review and asking your feedback on them. Kind regards, Otgonbaatar

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10. Develop a knowledge management systems to capture the team progress, insights and experiences. Stakeholders Performance on time Within expected budget Experience CEO No delays Within expected budget Sufficient experience Project Manager No delays, on time Within expected budget Sufficient experience Project Coordinator No delays and on time Within expected budget First time Project Team members 2 days delays Within expected budget Gaining experience Accountant 5 days delays due to team members Within expected budget Gaining experience 11. Conduct and lead stakeholder performance reviews. Team member is slow in completing the allocated tasks and had to be followed up on obtaining information on updates which has been very frustrating for you (project manager). Team member lacked interpersonal skills as well. 12. Identify and address the team member development needs and opportunities. Considering the meeting is completed MEETING MINUTE

Meeting/Project Name: ABC project Date of meeting: 14 th March 2023 Start time: 15:00 pm Location: Conference Hall End Time 17:00 pm Stakeholder: All relevant stakeholders Minutes taker: Otgonbaatar Meeting Objective(s) Identify and address the team member development needs and opportunities. Attendance Present Apologies Manager Present - Team members Present - Agenda, Decisions, Issues Topic/ Discussion notes Discussion led by Team member development needs are identified Otgonbaatar Team member development opportunities were identified Otgonbaatar Concluded next steps on developing team members Otgonbaatar Action Items Action Responsible 13. Support the development of interpersonal skills of the team for stakeholder engagement . Providing potential solutions Otgonbaatar Planning next steps of team development Otgonbaatar

Activity Method of learning Budget Timelines Responsibility Attend external course Lectures, seminars and group works AUD$5000 01/01/2023 – 01/02/2023 HR manager On job training Case studies and group tasks AUD$1500 Every month HR manager 14. Communicate information as planned, and according to authority levels, identifying and addressing variances. Email: From: otgonbaatar@gmail.com To: manger@gmail.com Subject: Seeking approval Dear manager, I am writing to seek your approval for our plan to improve our team members’ interpersonal skills. In doing so, some investment are required and that is why I am asking your approval. Skill improving plan is attached within this email. Kind regards, Otgonbaatar 15. Seek, and respond to, feedback from relevant stakeholders on the management of stakeholder engagement. Email:

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From: otgonbaatar@gmail.com To: teammembers@gmail.com Subject: Training program Dear team members, I am writing to inform that all our team members will attend training and development program to improve our interpersonal skills. Training programs will be provided by both internal and external experts. Details of the training program is attached within this email. Kind regards, Otgonbaatar 16. Document the identified improvements and feedback received for the future management of stakeholder engagements. Interpersonal skill is highly important for any plan or strategies in relation to stakeholder engagement. So that improving interpersonal skill is important for all team members. Our team members were apricated that they have improved their interpersonal skills to improve stakeholder engagement.

BSBPMG538 Attacko

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