Ch. 10: Managing Project Communications

Question 1

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

Answer 1

Acknowledgement

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. Geographical locales, incompatible communications software, and even limited communications technology are all examples of communication
constraints.

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

A system to record the actual costs of the project activities.

Answer 9

Cost reporting system

Question 10

The device that decodes a message as it is being received.

Answer 10

Decoder

Question 11

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

Answer 11

Effective listening

Question 12

The device that encodes the message being sent.

Answer 12

Encoder

Question 13

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

Answer 13

Feedback

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 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. When lessons-learned 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 16

Lessons learned

Question 17

The device or technology that transports a message.

Answer 17

Medium

Question 18

Anything that interferes with or disrupts a message.

Answer 18

Noise

Question 19

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

Answer 19

Nonverbal

Question 20

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

Answer 20

Paralingual

Question 21

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.

Answer 21

Performance report

Question 22

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

Answer 22

Project presentations

Question 23

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

Answer 23

Project records

Question 24

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

Answer 24

Project reports

Question 25

The person who receives the message.

Answer 25

Receiver

Question 26

The person who is sending the message.

Answer 26

Sender

Question 27

Feedback loops and barriers to communications.

Answer 27

Sender-receiver models

Question 28

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

Answer 28

Stakeholder notifications

Question 29

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

Answer 29

Status review meeting

Question 30

A system to record the actual time to complete project activities.

Answer 30

Time reporting system