8 - Communicating the Plan Flashcards
What is considered a critical success factor for a project?
Communications
Effective communication is essential for project success.
What does communications planning involve?
Identifying what people or groups need to receive information, what information each group needs, and how the information will be distributed.
How much time should project managers spend communicating according to PMI®?
Up to 90 percent of their time.
What are the three elements involved in the communication process?
- Sender
- Message
- Receiver
What is the role of the sender in the communication process?
To put the information together clearly and communicate it to the receiver.
What is noise in communication?
Information that isn’t needed or isn’t pertinent to the intended audience.
What is the basic communication model?
Sender-message-receiver model.
What is the purpose of decoding in communication?
To convert the received information into an understandable format.
How many lines of communication exist among participants in a meeting of five people?
10 lines of communication.
Differentiate between effective and efficient communication.
- Effective communication: Right information in the right format at the right time.
- Efficient communication: Appropriate level and amount of information at the right time.
What is a key skill required from the receiver in the communication model?
The art of listening.
Fill in the blank: Synchronous communication happens in _______.
real time.
What are examples of synchronous communication?
- Face-to-face meetings
- Phone calls
- Instant messaging
What is a disadvantage of synchronous communication?
Interruptions can break concentration.
What does asynchronous communication allow for?
Does not require an immediate response.
What are examples of asynchronous communication?
- Text messages
- Voicemail messages
What is a risk associated with verbal communication?
There’s no record of what was said.
What is the benefit of written communication?
Good for detailed instructions or complex messages.
What is one common method of communication during projects?
Meetings.
What should be considered before sending an email?
Whether everyone needs to know your response.
What is a fading communication method mentioned in the text?
Fax.
How can documents be sent instead of using a fax?
By scanning them into a computer and attaching them to emails.
What should formal project information typically be?
Written.
What should you do before speaking or writing sensitive messages?
Plan your communications.
What is the primary method of sending documents via fax?
Over telephone lines or the Internet
Faxing is considered a communication method of the past, being replaced by digital methods.
What types of documents are considered legally binding when faxed or scanned?
Signed documents sent to banks, government agencies, or vendors
This includes signed contract amendments and change orders.
What is instant messaging?
Communication via chat messages over the Internet
Suitable for quick, short messages but not for complex information.
What technology is required for videoconferencing?
Cameras and microphones
Videoconferencing allows participants to see and hear each other.
What are the advantages of face-to-face meetings?
Ability to read body language and hear words
Useful for complicated material or sensitive discussions.
What is the purpose of Short Message Service (SMS)?
To send quick, short messages over a cell phone network
Typically used for one-on-one communication, not group messages.
What types of printed materials are often distributed in project communication?
- Project charter
- Project scope statement
- Project schedule
- Budget
- Meeting agendas
- Status reports
- Risk register
These materials should be reviewed multiple times throughout the project lifecycle.
What defines a scheduled meeting?
Meetings put on the calendar in advance
Typically includes an agenda, date, time, and location.
What is the communication plan?
Details what information will be distributed, to whom, and its frequency
Can be simple or detailed, often constructed in a spreadsheet or table format.
What should be included in a communication plan?
- Who needs information
- Types of information needed
- Communication format and method
- Accountability for delivery
- Frequency of communications
Ensures all stakeholders are informed appropriately.
What is the role of a project manager in communicating with team members?
Ensure team members understand project goals and their contributions
Involves both formal and informal communications.
How should project managers handle information distribution?
Distribute the right information at the right time to the right audience
Avoid overwhelming team members with unnecessary information.
What is a daily standup meeting in Agile teams?
A quick meeting to review sprint work and discuss obstacles
Typically timeboxed to 15 minutes and focuses on team members’ progress.
What key questions should be addressed in daily standup meetings?
- What did I accomplish yesterday?
- What will I work on today?
- Do I have any roadblocks?
These questions help keep the team informed and focused.
What is the purpose of iteration review meetings?
To review work accomplished during the sprint and gather stakeholder feedback
Not a decision-making meeting; focuses on showcasing completed work.
What is backlog refinement in Agile methodology?
Meetings to review and prioritize backlog items
Ensures that the team is aligned on what needs to be worked on next.
What is the purpose of the review meeting in agile?
To demonstrate the progressive completion and improvement of the deliverable during the iteration.
Stakeholders provide feedback to improve the deliverable in the next iteration.
What is backlog refinement?
A meeting conducted between the product owner and the team to discuss upcoming user stories and identify their context and relationships.
This meeting helps refine user stories and break them down into manageable units.
What is examined during a retrospective meeting?
Overall progress, needed changes, ideas for improvement, what worked well, and lessons learned.
This meeting occurs after the review meeting and involves agile team members, the Scrum master, and the product owner.
List the steps in the agile meeting process.
- Initial product backlog definition by product owner
- Sprint planning meetings
- Daily standups
- Backlog refinement
- Review meetings
- Retrospectives
This process helps maintain communication and progress throughout the project.
True or False: Daily standups are conducted by the Scrum master.
False
Daily standups are conducted by a team member.
What is the main benefit of agile methodologies?
Teams can identify and diagnose issues early and often through continuous feedback and regular retrospectives.
This leads to improved processes and quicker production of a minimally viable product.
What are some factors that influence communication in project management?
- Team size and location
- Time zone issues
- Communication preferences
- Language barriers
- Cultural differences
- Technology barriers
- Organizational structure
Each factor can significantly impact how effectively a project manager communicates with the team.
What should a project manager do to manage a geographically dispersed team effectively?
- Understand the project thoroughly
- Break the project into manageable chunks
- Use videoconferencing and instant messaging
- Be creative with communication methods
This approach ensures targeted communication and collaboration.
What are communication triggers in project management?
Factors that necessitate updates to stakeholders or communication of new information.
Examples include audits, project planning, project changes, risk register updates, and milestone achievements.
When should stakeholders be informed of project changes?
Whenever there is a change in scope, budget, or schedule.
This is vital for maintaining transparency and managing expectations.
Fill in the blank: A _______ plan outlines how the business can continue to provide services in case of a disaster.
business continuity response
This plan includes emergency contacts and recovery procedures.
What is the purpose of phase gate reviews?
To review project progress and make decisions about continuing or terminating the project.
These reviews can occur at predetermined points defined by the PMO or project manager.
Describe the impact of cultural differences on team communication.
Cultural differences can affect communication styles, formality levels, and team values, impacting overall team dynamics.
Understanding these differences is essential for effective communication.
What should project managers do to address technology barriers?
Ensure training is available and account for potential issues in the project schedule.
Different proficiency levels with technology can affect project progress.
What is a communication trigger plan?
A plan that outlines the timing and method of communication for various triggers affecting stakeholders.
It helps ensure the right information reaches the right audience at the right time.
True or False: Resource changes do not need to be communicated to stakeholders.
False
Resource changes can impact schedules, budgets, and introduce new risks, requiring communication.
What is incident response?
A plan to address specific incidents that affect project operations, such as natural disasters.
It differs from business continuity response, which is broader in scope.
What are the three types of meetings according to CompTIA objectives?
Informative, collaborative, decisive
These categories help to define the purpose and structure of each meeting.
What is the purpose of a project status meeting?
To inform stakeholders of project progress
Typically includes schedule status, budget status, risk review, and action items.
What should be included in the agenda for a meeting?
Purpose, topics, presenters, time frame, date, time, location
Agendas should be published a few days prior to the meeting.
What is a kickoff meeting intended to discuss?
Project goals, team members, project manager introduction, expectations
Also covers roles and responsibilities.
Define a workshop in the context of meetings.
A collaborative meeting for exercises, brainstorming, and problem solving
Used to create new processes or identify risks.
What is the main focus of Joint Application Development (JAD) meetings?
Developing requirements for a system or application
Involves business users and application developers.
What are action items in a meeting context?
Tasks requiring follow-up or resolution
Recorded and reported at the next status meeting.
What is the role of a scribe during a meeting?
To take meeting minutes and capture discussion items
Includes action items, decisions, and questions.
What does timeboxing refer to in meetings?
Designating specific start and stop times for meetings and agenda topics
Helps keep discussions focused and on track.
What is the purpose of follow-up meetings?
To address items not completed or discussed in the original meeting
Can involve the project manager or action item owner meeting with relevant parties.
List some examples of communication platforms.
- Instant messaging
- Videoconferencing
- Screen sharing
- File sharing
Examples include Microsoft Teams, Zoom, and Google Drive.
What are multi-authoring and editing software used for?
Allowing multiple people to create and edit documents in real time
Useful for requirements lists, brainstorming sessions, and project presentations.
What is a wiki knowledge base?
A collaboration tool that contains project documents and information
Allows team members to create, add, and update content.
What is the purpose of real-time surveys and polling in meetings?
To obtain instant feedback from the audience
Conducted using apps on mobile devices or laptops.
What is the role of a facilitator in a meeting?
To ensure agenda items are addressed and stay within time frames
Typically the project manager in a project status meeting.
What is the significance of maintaining an action item log?
Tracks tasks requiring follow-up, including descriptions and owners
Helps ensure accountability and progress on action items.
What type of meeting is a standup?
An informative meeting type used on agile projects
Typically performed daily to update team members.
What are the key elements included in meeting minutes?
- List of attendees
- Discussion items
- Action items
- Decision items
Should be published within a day or two of the meeting.
What are brainstorming meetings designed for?
Generating ideas or solutions related to a topic
Facilitator addresses one topic at a time for succinct responses.
True or False: A project steering committee is a decisive meeting type.
True
It helps resolve major issues and ensures the project stays on track.
What are meeting tools used for?
Meeting tools help you conduct effective meetings and provide ways to interact with the audience.
What is the purpose of real-time surveys and polling?
To obtain instant feedback from the audience.
How should facilitators prepare the audience for real-time surveys?
Facilitators should instruct the audience on where to obtain the app and ask practice questions at the beginning.
What do calendaring tools do?
Calendaring tools coordinate meeting times with attendees’ schedules.
What is the recommended practice for distributing print media before meetings?
Distribute print media at least two or three days prior to the meeting.
What functionality do conferencing platforms provide?
Conferencing platforms host conferences, live streams, and webinars for multiple attendees.
What are project management scheduling tools used for?
To create project schedules by determining and plotting completion dates for tasks and deliverables.
What is the role of version control tools in project management?
To keep track of changes to project documents and ensure everyone references the same version.
What do time-tracking tools monitor?
The amount of time team members spend on tasks.
What is included in project status reports?
Updates on milestone accomplishments, project schedule, budget, risks, issues, and changes.
What is the main purpose of a project dashboard?
To visually depict the progress of the project in an easy-to-read format.
How do Red-Yellow-Green indicators work on a dashboard?
Red indicates trouble, yellow indicates moving toward trouble, and green means everything is on track.
What is a burndown chart used for?
To show the work remaining for the iteration.
What does a burnup chart display?
The work completed for the iteration along with all the work of the project.
Fill in the blank: The _______ chart shows the remaining work for the iteration and goes to zero.
burndown
Fill in the blank: The _______ chart starts at zero and shows the work completed for the iteration.
burnup
What are Kanban boards, Scrum boards, and task boards used for?
To display project progress.
What should project managers establish according to stakeholders’ preferences?
Communication channels that are meaningful and effective.
What are the three elements of maintaining communication records?
- Security
- Integrity
- Archiving
What does document security ensure?
That sensitive information is protected according to organizational policies.
What is meant by document integrity?
Ensuring the document accurately reflects what the author created and has not been altered.
What is the purpose of archiving project documents?
To retain documents for future reference while keeping them inactive and static.
How is archiving different from backup procedures?
Archiving retains documents in long-term storage, while backups restore files to their previous state.
What should be included in a communication plan?
Frequency of reports, distribution methods, recipients, and document locations.
What does archiving documents to secondary storage devices do?
Frees up primary storage for active documents
What is the primary responsibility of a project manager regarding communication?
Ensure stakeholders receive necessary information when needed
What should a communication plan describe?
- Type of communication
- Format
- Frequency
- Distribution methods
- Recipients
- Responsible person
When should a communication plan be updated?
When stakeholders leave or join, or due to changes in project scope, schedule, or budget
What is one method for escalating communication issues?
Project manager escalates issues beyond their decision-making authority to the project sponsor
True or False: Stakeholders may have special communication needs that require extra engagement.
True
What are key aspects of managing stakeholder expectations?
- Satisfying stakeholder needs
- Managing communications
- Resolving issues
- Improving project performance
How can managing stakeholder expectations decrease project failure?
By resolving issues in a timely manner and limiting disruptions
What factors should be documented in the communication plan regarding stakeholders?
- Frequency of updates
- Level of report detail
- Types of communication
- Confidentiality constraints
- Communication styles
What is a stakeholder?
Anyone who has a vested interest in the outcome of a project
What should be included in a communication plan’s table for stakeholders?
- Stakeholder name
- Communication type
- Format of communication
- Distribution method
- Responsible person
- Frequency
- Level of report detail
What is a communication trigger?
Signs that indicate the need to update stakeholders or share information
Name three types of communication triggers.
- Project planning complete
- Project change
- Risk register updates
What communication methods are mentioned?
- Meetings
- Fax
- Videoconferencing
- Instant messages
- Printed media
- Social media
What should project managers do to prepare for meetings?
- Create agendas
- Distribute agendas prior
- Outline meeting roles
- Review action items
- Create meeting minutes
- Follow up
What tools facilitate collaboration among project team members?
- Multi-authoring software
- File-sharing platforms
- Workflow platforms
- Whiteboards
- Wiki knowledge base
What do project status reports inform stakeholders about?
- Budget
- Schedule
- Changes
- Risks
- Deliverables
What format do executives prefer for project dashboards?
Typically no longer than one page using a stoplight method
What should be considered when creating project communications?
- Document security
- Document integrity
- Archiving procedures
Fill in the blank: Stakeholders may have requirements regarding _______ of communication.
[frequency, level of report detail, types of communication, confidentiality constraints]
