All-In-One Chapter 10 - Managing Project Communications Flashcards
Acknowledgement
the receiver signals that the message has been received. An acknowledgement shows receipt of the message, but not necessarily agreement with the message
Active listening
the receiver confirms that the message is being received through feedback, questions, prompts for clarity, and other signs of confirmation
Choice of media
the best modality to use when communicating that is relevant to the information being communicated
Communication assumptions
anything that the project management team believes to be true but hasn’t proven to be true
Communication barrier
anything that prohibits communication from occuring
Communication channels formula
N(N-1)/2 , where N represents the number of identified stakeholders. This formula reveals the total number of communication channels within a project
Communication constraints
anything that limits the project management team’s options.
Communications management plan
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
Cost reporting system
a system to record the actual costs of the project activities
Decoder
the device that decodes a message as it is being received
Effective Listening
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
Encoder
the device that encodes the message being sent
Feedback
the sender confirms that the receiver understands the message by directly asking for a response, questions for clarification, and other confirmation
Influence / impact grid
stakeholders are mapped on a grid based on their influence over the project in relation to their influence over the project execution
Information presentation tools
a software package that allows the project management team to present the project’s health through graphics, spreadsheets, and text
Information retrieval system
a system to quickly and effectively store, archive, and access project information
Interactive communication
this is the most common and most effective approach to communication. It’s where two or more people exchange information.
Lessons learned
this is documentation of what did and did not work in the project implementation. Lessons learned documentation is created throughout the project by the entire project team
Medium
the device or technology that transports a message
Noise
anything that interferes with or disrupts a message
Nonverbal
facial expressions, hand gestures, and body language are nonverbal cues that contribute to a message. Approximately 55 percent of communication is nonverbal
Paralingual
the pitch, tone, and inflections in the sender’s voice affecting the message being sent
Performance report
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
Project presentations
presentations are useful in providing information to customers, management, the project team, and other stakeholders
Project records
all the business of the project communications is also part of the organizational process assets.
Project reports
reports are formal communications on project activities, their status, and conditions
Pull communication
this approach pulls the information from a central repository, like a database of information. Good for large groups who want to access information at their discretion.
Push communication
this approach pushes the information from the sender to the receiver without any real acknowledgement that the information was really received or understood.
Receiver
the person who receives the message
Sender
the person who sends the message
Sender-receiver models
feedback loops and barriers to communications
Stakeholder notifications
notices to the stakeholders about resolved issues, approved changes, and the overall health of the project
Status review meeting
a regularly scheduled meeting to discuss the status of the project and its progress toward completing the project scope statement
Time reporting system
a system to record the actual time to complete project activities
