10 - Project Communications Management

Question 1

Aknowledgment

Answer 1

Receiver signals that the message has been received.

Shows receipt of message, but not necessarily agreement.

Question 2

Active listening

Answer 2

Receiver confirms that the message is being received through feedback, questions, prompts for clarity, and other signs of confirmation.

Question 3

Choice of media

Answer 3

The best modality to use when communicating that is relevant to the information being communicated.

Question 4

Communication assumptions

Answer 4

Anything that the project management team believes to be true but hasnt been proven.

e.g. project management team may assume all people can be reached by cell phone.

Question 5

Communication barrier

Answer 5

Anything that prohibits communication from occuring

Question 6

Communication channels formula

Answer 6

channels= N(N-1)/2

N = # stakeholders

Question 7

Communication constraints

Answer 7

Anything that limits the PM team’s options.

In terms of communicaitokns, constraints may be geographical restraints, limited technology, etc.

Question 8

Communications management plan

Answer 8

Subsidiary plan that defines the stakeholders who need specific information, the person who will supply the info, and the schedule for the information to be supplied, and the approved modality.

Question 9

Decoder

Answer 9

Device that decodes the message as it is being received

Question 10

Effective listening

Answer 10

Receiver is involved in the listening experience by paying attention to visual cues from the speaker and pralingual characteristics, and by asking relevant questions

Question 11

Encoder

Answer 11

Device that encodes the message being sent

Question 12

Feedback

Answer 12

The sender confirms that the receiver understands the message by directly asking for a response, questions for clarification, or other confirmation

Question 13

Influence/impact grid

Answer 13

Stakeholders are mapped on a grid based on their influence over the project execution

Question 14

Information presentation tools

Answer 14

A software package that allows the project management team to present the project’s health thorugh graphics, spreadsheets and text (PMIS)

Question 15

Information retrieval system

Answer 15

System to quickly and effectively store, archive, and access project infomation

Question 16

Interactive communication

Answer 16

This is the most common and most effective approach to communication.

Two or more people exchange information. Consider status meetings, ad-hoc meetings, phone calls, and video conferences.

Question 17

Lessons learned

Answer 17

This is documentation of what did and did not work in project documentation.

Question 18

Medium

Answer 18

The device or technology that transports a message

Question 19

Noise

Answer 19

Anything that interferes with or disrupts a message

Question 20

Nonverbal

Answer 20

Facial expressions, hand gestures, and body language are nonverbal cues that contribute to a message.

Approx 55% of communication is nonverbal

Question 21

Paralingual

Answer 21

The pitch, tone, and inflections in the sender’s voice affecting the message being sent.

Question 22

Performance report

Answer 22

A report that depicts how well a project is performing. Often, the performance report is based on earned value management and may include cost or schedule variance reports.

Question 23

Project presentations

Answer 23

Presentations are useful in providing information to customers, management, the project team, and other stakeholders.

Question 24

Project records

Answer 24

All the business of the project communications is also part of the organizational process assets.

Includes emails, memos, letters, and faxes.

Question 25

Project reports

Answer 25

Reports are formal communications on project activities, their status, and conditions.

Question 26

Pull communication

Answer 26

Pulls information from a central repository (like database).

Good for large groups of stakeholders. Good exmaple is a project website.

Question 27

Push communication

Answer 27

Pushed info from sender to receiver wihtout aknowledgement that the info was received or understood.

e.g. letters, faxes, emails, etc.

Question 28

Receiver

Answer 28

Person who received the message

Question 29

Sender

Answer 29

Person who is sending the message

Question 30

Sender-receiver models

Answer 30

Feedback loops and barriers to communications.

Question 31

Stakeholder notifications

Answer 31

Notices to stakeholders about resolved issues, approved changes, and overall health of the project.

Question 32

Status review meeting

Answer 32

Regularly scheduled meeting to discuss the status of the project and it’s progress toward completing hte project scope statement.

Question 33

Time reporting system

Answer 33

System to record the actual time to complete project activities.