10 Project Communications Management

Question 1

The receiver signals that the message has been
received. It shows receipt of
the message, but not necessarily agreement with
the message.

Answer 1

Acknowledgment

Question 2

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

Answer 2

Active listening

Question 3

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

Answer 3

Choice of media

Question 4

Anything that the project management team
believes to be true but hasn’t proven to be true.
For example, the project management team may
assume that all of the project team can be
reached via cell phone, but parts of the world, as
of this writing, don’t have a cell signal.

Answer 4

Communication assumptions

Question 5

Anything that prohibits communication from

occurring.

Answer 5

Communication barrier

Question 6

N(N – 1)/2, where N represents the number of
identified stakeholders. This formula reveals the
total number of communication channels within
a project.

Answer 6

Communication channels formula

Question 7

Anything that limits the project management
team’s options. When it comes to, geographical locales,
incompatible communications software, and
even limited communications technology can
constrain the project team.

Answer 7

Communication constraints

Question 8

A project management subsidiary plan that
defines the stakeholders who need specific
information, the person who will supply the
information, the schedule for the information to
be supplied, and the approved modality to
provide the information.

Answer 8

Communications management plan

Question 9

The device that decodes a message as it is being

received.

Answer 9

Decoder

Question 10

The receiver is involved in the listening
experience by paying attention to visual cues
from the speaker and paralingual characteristics,
and by asking relevant questions.

Answer 10

Effective listening

Question 11

The device that encodes the message being sent.

Answer 11

Encoder

Question 12

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

Answer 12

Feedback

Question 13

Stakeholders are mapped on a grid based on
their influence over the project in relation to
their influence over the project execution.

Answer 13

Influence/impact grid

Question 14

A software package that allows the project
management team to present the project’s
health through graphics, spreadsheets, and text.
(Think of Microsoft Project.)

Answer 14

Information presentation tools

Question 15

A system to quickly and effectively store, archive,

and access project information.

Answer 15

Information retrieval system

Question 16

This is the most common and most effective
approach to communication. It’s where two or
more people exchange information. Consider
status meetings, ad-hoc meetings, phone calls,
and videoconferences.

Answer 16

Interactive communication

Question 17

This is documentation of what did and did not
work in the project implementation. This
documentation is created throughout
the project by the entire project team. When
the sessions are completed, they’re
available to be used and applied by the entire
organization. They are now part of the
organizational process assets.

Answer 17

Lessons learned

Question 18

The device or technology that transports a

message.

Answer 18

Medium

Question 19

Anything that interferes with or disrupts a

message.

Answer 19

Noise

Question 20

Facial expressions, hand gestures, and body
language are of this type cues that contribute to a
message. Approximately 55 percent of
communication is:

Answer 20

Nonverbal

Question 21

The pitch, tone, and inflections in the sender’s

voice affecting the message being sent.

Answer 21

Paralingual

Question 22

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

Answer 22

Performance report

Question 23

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

Answer 23

Project presentations

Question 24

All the business of the project communications is
also part of the organizational process assets.
This includes e-mails, memos, letters, and faxes.

Answer 24

Project records

Question 25

Reports are formal communications on project

activities, their status, and conditions.

Answer 25

Project reports

Question 26

This approach use the information from a
central repository, like a database of information.
They’re good for large groups of
stakeholders who want to access project
information at their discretion. Consider a project
web site where stakeholders can periodically
drop by for a quick update on the project status.

Answer 26

Pull communication

Question 27

This approach pushes the information from the
sender to the receiver without any real
acknowledgment that the information was really
received or understood. Consider letters, faxes,
voicemail messages, e-mails, and other
communications modalities that the sender
packages and sends to receivers through some
intermediary network.

Answer 27

Push communication

Question 28

The person who receives the message.

Answer 28

Receiver

Question 29

The person who is sending the message.

Answer 29

Sender

Question 30

Feedback loops and barriers to communications.

Answer 30

Sender–receiver models

Question 31

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

Answer 31

Stakeholder notifications

Question 32

A regularly scheduled meeting to discuss the
status of the project and its progress toward
completing the project scope statement.

Answer 32

Status review meeting

Question 33

A system to record the actual time to complete

project activities.

Answer 33

Time reporting system