Chapter 10

Question 1

5 Cs of Communication

Answer 1

1. Correct Grammer and Spelling
2. Concise expression and elimination of excess words
3. Clear purpose and expression directed to the needs of the reader
4. Coherent logical flow of ideas
5. Controlling flow of words and ideas

Question 2

Communications Channel Formula

Answer 2

N(N-1)/2

N = Number of stakeholders

Question 3

Project Communication Management Processes

Answer 3

Planning
1. Plan Communication Management
Executing
2. Manage Communications
Monitoring and controlling
3. Monitor Communications

Question 4

Plan Communications Management

Answer 4

It is the process of developing an appropriate approach and plan for project communications activities based on the information needs of each stakeholder or group available organizational assets and the needs of the project

Question 5

Simple basic sender/receiver communication model

Answer 5

This describes communication as a process and consists of two parties defined as the sender and receiver.
- concerned with the message being delivered and not understood

Question 6

Sample Interactive Communication Model

Answer 6

This model also describes communication as a process consisting of two parties, the sender and receiver, but recognizes the need to ensure that the message has been understood

Question 7

Communication Styles assessments

Answer 7

A technique used to assess communication styles and identify the preferred communication method, format, and content for planned communication activities.

Question 8

Manage Communications

Answer 8

The process of ensuring timely and appropriate collection, creation, distribution, storage, retrieval, management, monitoring and the ultimate disposition of project information

Question 9

Communication Competence

Answer 9

A combination of tailored communication skills that considers factors such as clarity of purpose in key messages, effective relationships and information sharing and leadership behaviors

Question 10

Project Reporting

Answer 10

It is the act of collecting and distributing project information

Question 11

Monitor Communications

Answer 11

It is the process of ensuring the information needs of the project and its stakeholders are met.

Question 12

Acknowledgment

Answer 12

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

Question 13

Active listening

Answer 13

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

Question 14

Choice of media

Answer 14

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

Question 15

Communication assumptions

Answer 15

Anything that the project management team believes to be true but hasn’t proven to be true.

Question 16

Communication barrier

Answer 16

Anything that prohibits communication from occurring.

Question 17

Communication constraints

Answer 17

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

Question 18

Communications management plan

Answer 18

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.

Question 19

Decoder

Answer 19

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

Question 20

Effective listening

Answer 20

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.

Question 21

Encoder

Answer 21

The device that encodes the message being sent.

Question 22

Feedback

Answer 22

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

Question 23

Influence/impact grid

Answer 23

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

Question 24

Information presentation tools

Answer 24

A software package that allows the project management team to present the project’s health through graphics, spreadsheets, and text.

Question 25

Information retrieval system

Answer 25

A system to quickly and effectively store, archive, and access project information.

Question 26

Interactive communication

Answer 26

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.

Question 27

Lessons learned

Answer 27

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.

Question 28

Medium

Answer 28

The device or technology that transports a message.

Question 29

Noise

Answer 29

Anything that interferes with or disrupts a message.

Question 30

Nonverbal

Answer 30

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

Question 31

Paralingual

Answer 31

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

Question 32

Performance report

Answer 32

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.

Question 33

Project presentations

Answer 33

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

Question 34

Project records

Answer 34

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

Question 35

Project reports

Answer 35

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

Question 36

Pull communication

Answer 36

This approach pulls the information from a central repository, like a database of information. Pull communications are 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.

Question 37

Push communication

Answer 37

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.

Question 38

Receiver

Answer 38

The person who receives the message.

Question 39

Sender

Answer 39

The person who is sending the message

Question 40

Sender–receiver models

Answer 40

Feedback loops and barriers to communications.

Question 41

Stakeholder notifications

Answer 41

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

Question 42

Status review meeting

Answer 42

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

Question 43

Time reporting system

Answer 43

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