9. Project Communication Management Flashcards
1
Q
What percentage of the exam do the objectives covered in this chapter make up?
A
10 percent
2
Q
How many questions does 10 percent of the exam equate to?
A
About 11 questions.
3
Q
What are the three main processes of project communication management?
A
- Plan Communication
- Manage Communication
- Monitor Communication
4
Q
What is the primary goal of communication management in project management?
A
To deliver the right information to the right stakeholders at the right time using the right methods.
5
Q
Who are the primary recipients of communication in project management?
A
Project stakeholders.
6
Q
What does the Plan Communication process involve?
A
Determining the information needs of project stakeholders and developing a communication plan.
7
Q
Fill in the blank: The process of managing the distribution of relevant information is called _______.
A
Manage Communication
8
Q
What is the purpose of the Monitor Communication process?
A
To oversee communication to ensure that the information needs of stakeholders are being met.
9
Q
What are some common forms of communication activities in a project environment?
A
- Body language
- Word of mouth
- Written documents
10
Q
What factors should be considered when planning communication?
A
- Communication needs of stakeholders
- Timing and delivery methods
- Gap factors such as time zone differences
11
Q
True or False: Poor planning in communication can lead to necessary information not reaching the right stakeholders.
A
True
12
Q
What is analyzed to determine the communication requirements for stakeholders?
A
Communication requirements analysis.
13
Q
What formula is used to determine the number of communication channels among stakeholders?
A
n(n–1)/2
14
Q
What factors influence the choice of communication technology?
A
- Availability
- Project Environment
- Project Length
- Urgency of Information Need
15
Q
What is the significance of confidentiality in communication technology determination?
A
It influences what technology can be used.
16
Q
Fill in the blank: The project stakeholders were identified during the _______ stage.
A
initiation
17
Q
What do communication models and methods refer to in project management?
A
Specific frameworks and techniques for effective communication among stakeholders.
18
Q
What is the intrinsic connection between communication management and stakeholder management?
A
Both areas involve understanding and addressing the needs of project stakeholders.
19
Q
What is the communication approach designed to address?
A
The varying information needs of different project stakeholders.
20
Q
What should be documented in the communications management plan?
A
All determinations and how-to’s regarding communication.
21
Q
True or False: Communication is not essential for the success of a project.
A
False
22
Q
What is the first step in the Plan Communication Management process?
A
Get relevant ‘how-to’ information about resources from the resource management plan.
23
Q
What role does historical information and lessons learned play in communication planning?
A
They can be used to wisely plan communication based on experience.
24
Q
What is the role of the sender in PMI’s communication model?
A
The individual that initiates the communication by sending the original message.
25
Define 'message' in the context of PMI's communication model.
An encoded piece of information that travels from one individual to another.
26
What does 'encode' mean in communication?
To convert thoughts into a format that can be sent as a message to the receiver.
27
What is the process of 'decode' in communication?
To convert the encoded message back into thoughts and ideas upon which one could act.
28
What is meant by 'medium' in the communication model?
The means of communication used to send and receive the message, such as e-mail or telephone.
29
What is a feedback message?
The response sent by the receiver to the sender.
30
What is 'noise' in the communication process?
Anything that interferes with the transmission and understanding of the message.
31
What is the basic sender/receiver model of communication?
A model where a message can be sent, but there is no feedback to ensure understanding.
32
Describe the interactive communication model.
A model that includes feedback messages and noise consideration, ensuring the message is understood.
33
What are the two types of interactive communication?
* Asynchronous Communication
* Synchronous Communication
34
What is asynchronous communication?
Communication in which the two entities do not have to be present at the same time, e.g., email.
35
Define synchronous communication.
Communication in which both entities must be present at the same time, e.g., face-to-face conversation.
36
What is pull communication?
A type of communication where receivers determine if and when they need the information.
37
What is push communication?
A type of communication where the sender broadcasts information without waiting for a request.
38
What is the purpose of a communication management plan?
To describe the communication expectations and needs, and how those needs will be met.
39
List the components included in a communication management plan.
* Communication requirements of stakeholders
* Information to be communicated
* Who will communicate and receive information
* Authorization for confidential information
* Methods of communication used
* Frequency of communication
* Issue escalation procedures
* Glossary of common communication terminology
* Updating procedures for the plan
* Communication constraints
40
What should be considered when planning communication technology?
* Frequency of information updates
* Type of meetings (face-to-face or virtual)
* Familiarity of team members with tools
41
What is performance reporting?
Collecting and distributing work performance information, including standard and ad hoc reports.
42
What is the significance of presentations in performance reporting?
Presentations are used to communicate progress and updates, requiring good communication skills.
43
What does political awareness refer to in communication?
Recognizing and understanding the power structure of the organization and its influence on relationships.
44
Define cultural awareness in the context of communication.
Recognizing and understanding cultural differences among stakeholders to avoid misunderstandings.
45
What is a communication-style assessment?
Identifying proper content presentation and format for planned communication activities.
46
What is the core task of the Manage Communication process?
To distribute the right information to the right stakeholder at the right time.
47
What is the relationship between the stakeholder register and communication?
The stakeholder register provides information about stakeholders' identities and communication needs.
48
What is communication technology in the context of project management?
A set of tools used to capture, store, and distribute information to stakeholders about various aspects of a project
## Footnote
Includes project costs, schedule, progress, and performance.
49
What does PMIS stand for?
Project Management Information Systems
## Footnote
Refers to systems that help manage project information.
50
List three types of communication management tools.
* Hard-copy document management
* Electronic and Web communications management
* Web project management tools
51
Define communication competence.
An overall ability to communicate effectively, including clear delivery of messages and relationship-building with receivers.
52
What is active listening?
Paying attention to the speaker, acknowledging, asking for clarification, and removing barriers to understanding.
53
What is the purpose of meeting management techniques?
To organize and conduct effective meetings.
54
True or False: Effective communication is solely about choosing the right technology.
False
## Footnote
Effective communication involves integrating various factors including skills and methods.
55
What are the two responsibilities of the sender in the sender-receiver model?
* Ensure information is clear and complete
* Confirm information is received and understood
56
What is the significance of writing style in communication?
It is essential for delivering messages effectively using appropriate sentence structure and word choice.
57
Fill in the blank: The output of the Manage Communication process includes _______.
[Project Communications]
## Footnote
Artefacts of project communication like reports and presentations.
58
What is the main output of the Monitor Communication process?
Work Performance Information
## Footnote
Contains information about how project communication is performing.
59
What does the term 'stakeholder engagement plan' refer to?
A plan that outlines how to communicate and engage with stakeholders throughout the project.
60
What is the role of feedback loops in communication?
To provide interaction and encourage participation, removing barriers to communication.
61
List two forms of nonverbal communication.
* Body language
* Facial expressions
62
What is the importance of analyzing communication and its impact?
To evaluate the effectiveness of communication and make necessary adjustments to improve stakeholder engagement.
63
What is the difference between communication and communications?
Communication refers to the act of conveying information, while communications refers to the artifacts produced from that act.
64
True or False: All performance indicators are equally important.
False
## Footnote
Some indicators may trigger immediate alarms, while others may not.
65
What should be included in meeting minutes?
Action items and attendees.
66
What is the purpose of the Monitor Communication process?
To ensure the right information is distributed to the right stakeholders at the right time.
67
What type of information does work performance information contain?
Information about how project communication is performing and its impact on stakeholders.
68
What does the term 'mechanism of communication' refer to?
The methods and means through which information is exchanged.
69
Fill in the blank: Effective communication management builds bridges between _______.
[diverse stakeholders]
## Footnote
Stakeholders with different cultures, backgrounds, and opinions.
70
What is the role of the project manager in communication?
To ensure successful communication of information.
71
List two types of formats for communication.
* Formal (e.g., reports)
* Informal (e.g., emails)
72
What is one technique for effective communication?
Using facilitation techniques to clarify and build consensus.
73
What is the main purpose of comparing communication as it happened with as it was planned?
To evaluate the impact on stakeholders
74
What process is used to create a work performance report?
Monitor and Control Project Work process
75
What may the monitoring of communication reveal?
The need to make communication changes
76
What are potential aspects of communication that may require changes?
* Format
* Content
* Distribution methods
77
What must change requests generated by the Monitor Communication process go through?
Perform Integrated Change Control process
78
What documents may be modified as a result of communication changes?
* Communications management plan
* Stakeholder engagement plan
79
What could be updated due to new issues arising or existing issues being resolved?
* Issues log
* Stakeholder register
* Lessons learned register
80
True or False: The Monitor Communication process and Manage Communication process are identical.
False
81
What is the common thread that runs through the project lifecycle?
Communication
82
What is the mantra of effective communication in project management?
Deliver the right information to the right people at the right time
83
What are the three communication processes in project management?
* Plan communication
* Manage communication
* Monitor communication
84
What is the purpose of the Monitor Communication process?
To ensure communication is happening as planned
85
Fill in the blank: The communication is managed according to the _______ and the stakeholder engagement plan.
[communication management plan]
86
What type of reports are distributed to stakeholders in the Manage Communication process?
* Work performance reports
* Quality reports
* Risk reports
87
What happens if communication does not have the desired impact?
Change requests are generated
88
Which communication skill is NOT necessary for a project manager?
Pursuing a team
89
Which communication model would you implement to ensure messages are understood?
Basic interactive communication model
90
According to the basic communication model, what are you dealing with when local phrases and acronyms are used?
Noise and decoding
91
Which of the following is NOT an output of communication planning?
Stakeholder management strategy
92
Which of the following is NOT an output of the Manage Communication process?
Work performance information
93
The issues log is NOT an input used in which process?
Plan Communication Management
94
Which of the following is NOT a part of communications?
To send an e-mail message
95
Which of the following is NOT an input to the Manage Communication process?
Resource management plan
96
What will certainly be updated as a result of the Manage Communication process?
Organizational project assets
97
Which process will you use to distribute the work performance report among stakeholders?
Manage Communication
98
Which process should you run to get raw data from executing the project?
Direct and Manage Project Work
99
Which process should you run to obtain work performance information?
Monitor and Control Project Work
100
The Monitor Communication process is performed according to which plans?
Communication plan and stakeholder engagement plan
