Navigating Complex C-UAS Projects: The Critical Role of Stakeholder Management

While unmanned aircraft systems are becoming readily available, securing highly sensitive environments like airports using Counter-Unmanned Aircraft Systems (C-UAS) becomes essential. However, implementing these projects is not just about deploying some advanced technologies but also managing a suite of stakeholders.

What actually makes it complex is the fact that each stakeholder brings their own set of priorities, expectations, and concerns. But, the successful execution of a CUAS initiative relies on effective stakeholder management. Being aware of and able to align all stakeholder interests is, therefore, essential to prevent delays, cost overruns, or internal conflicts that can derail even the most well-planned projects.

@Thomas Hoyle, Operations Director at OSL and a former British Army C2ISR expert, brings a wealth of experience in deploying surveillance equipment in hostile environments. Since joining OSL in 2019, Thomas has played a pivotal role in leading CUAS initiatives from their inception, making him a key figure in the successful delivery of civil and military counter-drone solutions. His insights into operational challenges and customer needs are invaluable as the industry continues to evolve.

Understanding the Organisation’s Ecosystem

For successful project execution, you must first consider the organisation's internal dynamics. A common oversight in doing so is not being able to identify and engage with the key stakeholders early enough, which may lead to miscommunications or delays, among other roadblocks.

Usually, in a large infrastructure like an airport, there are a number of departments, like aerodrome safety, IT, property management, and security, that often have overlapping responsibilities. If even one department is left out of the planning process, conflicts are likely to arise at a later stage.

In fact, according to the Project Management Institute (PMI), 56% of project failures can be traced back to poor communication between stakeholders. So it’s important to ask, "Have we flushed out all the stakeholders who may block or delay the project?" right at the beginning.

Identifying and Engaging Stakeholders Early

Generally, the potential stakeholders in a C-UAS project may include government agencies, regulatory bodies, airport management, security teams, or even technology providers. A successful C-UAS implementation often hinges on identifying and involving key stakeholders right from the outset.

Engaging them at the very beginning helps project leaders know their concerns, manage expectations, and align distinct goals. It will also encourage collaboration, which is even more relevant when the project involves coordination between public and private entities.

By bringing everyone to the table from the start, you will be able to create a sense of shared responsibility, which should lead to efficient decision-making and project execution down the line. When stakeholders are involved in the planning phase, they are also more likely to share critical feedback that ensures the project meets both regulatory standards and operational needs.

In fact, organisations that use formal stakeholder mapping processes are 1.5 times more likely to meet or exceed their project goals, according to Harvard Business Review. So you’ve to ask yourself, "Have we identified all the players?" If not, someone may come out of the woodwork at the last minute and derail everything.

Managing Conflicts and Navigating Objections

Different priorities, limited resources and different perspectives often cause disagreements that if not managed properly can stop or even derail a project. In the context of C-UAS at sensitive locations like airports, these challenges are even more acute given the high stakes.

An essential step in managing these conflicts should be to foster an open and transparent communication channel. You’ll need to create an environment where stakeholders feel comfortable to speak up and know that their opinions are heard. Whenever objections arise, take time to understand the root causes. Keep a tab on whether there are any fears about safety, budget or regulatory compliance. By digging deeper, you can address the problems not the symptoms.

Designing and Executing a Thoughtful Project Approach

Creating a successful C-UAS project in a complex environment demands a well-thought-out project plan that considers all facets of the operation along with clear lines of communication.

One practical method I've found effective is using visual aids, diagrams, and structured documentation to ensure everything is clear. This approach reduces confusion and makes it easier for stakeholders to understand the project scope and their roles within it.

In projects at major airports, I've seen firsthand the importance of clear documentation. When stakeholders aren't fully informed or included, delays are almost inevitable. Research backs this up: according to the Standish Group's CHAOS Report, a significant number of projects experience time overruns due to inadequate stakeholder management. Over time, I've also realised that visual presentations like maps and diagrams are far more effective than dense text in explaining the scope and impact of a security project.

By designing a thoughtful project approach with a focus on clarity and inclusivity, a C-UAS expert not only keep everyone on the same page but also foster a collaborative environment. This makes navigating the complexities of C-UAS projects much easier and helps ensure a smoother C-UAS implementation from start to finish.

A Real-World Case Study: Overcoming Challenges in a Major Airport Security Upgrade

In one of our recent projects, which involved a large-scale security upgrade at a major international airport, we had a firsthand experience of how crucial early stakeholder management and proactive communication can be.

This ambitious project involved installing an advanced C-UAS system, and due to its enormity, it also required a great deal of collaboration among diverse groups of departments. So there were a bunch of stakeholders, including security, IT, aerodrome safety, property management, external regulatory bodies, and local law enforcement agencies.

But then we hit a potential snag with the operations department, which, unfortunately, was left out in the early discussions phase. It was not until a site visit that we realised that several key sensors were planned to be installed in areas maintained by an external company responsible for routine maintenance. This raised immediate concerns that our installation may restrict their access for routine maintenance, leading to conflicts and possible service disruptions.

Thankfully, we were able to collaborate with both the external company and the operations team and address this issue promptly. Together, we identified and finalised alternative locations for the sensors that didn't impede maintenance access. This early intervention not only prevented operational friction but also saved us from a costly redesign in the middle of the project.

Clear and ongoing communication was just as essential when working with external stakeholders like regulators. The Civil Aviation Authority (CAA) had strict requirements for how the C-UAS system should integrate with the existing aviation safety measures. By keeping in regular contact with the CAA and updating them at every stage, we avoided last-minute compliance issues that could have delayed certification and deployment.

In the end, our proactive approach to stakeholder management didn't just help us avoid delays, it also helped in building trust across all departments. By the time the system was fully installed, we had minimised the risk of future operational issues. The project was completed on time, within budget, and with full support from everyone involved. This experience really drove home the importance of understanding the organisation from top to bottom and ensuring that everyone is aligned right from the beginning.

Building Long-term Success Through Effective Stakeholder Management

One of the biggest perks of having a sound stakeholder management plan is that it sets you up for long-term success. When organisations make an effort to communicate clearly and openly with everyone involved, things tend to run more smoothly, with fewer hiccups along the way. It just makes everything easier in the long run.

In my experience, it’s also crucial to tackle projects with a long-term perspective, as nobody wants a project to drag on endlessly. By taking the time early on to identify the key stakeholders and get everyone on the same page, a C-UAS expert can not only speed up the current project but also set yourself up for the success of future projects.

Conclusion

Managing complex security projects, especially in large or sensitive environments, goes beyond having the right technical know-how. It requires a good understanding of the organisational ecosystem along with engaging the concerned stakeholders early on. When done right, stakeholder management not only helps avoid expensive delays but also simplifies execution, which keeps the project on track and within budget. Organisations prioritising this kind of thoughtful stakeholder management are better prepared to navigate the challenges of complex projects.