Chapter 10 : Project Communications Management

Question 0

What are the 5 factors that can affect project communication technology?

Answer 0

Urgency of the need for information
Availabililty of technology
Expected project staffing
Duration project staffing
Project environment

Question 1

What are the 3 Project Communications Management processes?

Answer 1

Plan Communications Management
Management Communications
Control Communications

Question 2

What are 3 communication methods?

Answer 2

Interactive
Push
Pull

Question 3

Approximately how much of the project manager’s time should be spent communicating?

Answer 3

90 percent

Question 4

What is an issue log?

Answer 4

A project document used to document and monitor elements under discussion or in dispute between project stakeholders.

Question 5

What type of information might be included in simple performance reports?

Answer 5

Percent complete

Status of scope, schedule, cost and quality

Question 6

What are the 2 outputs from the Plan Communication Management process?

Answer 6

Communication management plan

Project documents updates

Question 7

What are the 4 inputs to the Manage Communications process?

Answer 7

Communication management plan
Work performance reports
Enterprise environment factors
Organizational process assets

Question 8

What are the 3 tools and techniques used in the Control Communications process?

Answer 8

Information management systems
Expert judgement
Meetings

Question 9

Name 9 Communication skills (most are also common general management skills).

Answer 9

Listening actively and effectively 
Questioning to ensure better understanding
Educating to be more effective
Fact-finding
Setting and managing expectations
Persuading to act
Negociating agreements
Resolving conflict
Summarizing, recapping, and identifying the next steps

Question 10

In communication between a sender and receiver, who is responsible for making sure that the information is received, understood, and acknowledged?

Answer 10

The receiver

Question 11

What are some information distribution tools?

Answer 11

Hard copy distribution
Electronic communication and conferencing (e-mail, fax, voice mail, telephone, etc.)
Electronic tools (web interfaces, portals, virtual office support, etc.)

Question 12

What is included in work performance measurement?

Answer 12

Plan versus actual schedule performance
Planned versus actual cost performance
Planned versus actual technical performance

Question 13

What are the 5 tools and techniques used in the Manage Communication process?

Answer 13

Communication technology 
Communication models
Communication methods
Information management systems
Performance reporting

Question 14

What are the multiple dimensions of communication activity?

Answer 14

Internal and external 
Formal and informal
Vertical and horizontal 
Written and oral
Verbal and nonverbal

Question 15

What are the 5 key components of the communication model?

Answer 15

Encode 
Transmit Message
Decode
Aknowledge
Feedback/Response

Question 16

To distribute information effectively, which aspect of information do you need to focus on?

Answer 16

Sender-receiver models
Choice of media
Writing style
Meeting management techniques
Presentation techniques
Facilitation techniques

Question 17

What does efficient communication mean?

Answer 17

Provinding only the information that is needed

Question 18

How is a change log used?

Answer 18

As a comprehensive list of changes made during a project. This typically includes dates of change and impacts in terms of time, cost, and risk.

Question 19

What type of information might be included in detailed lperformance reports?

Answer 19

Analysis of past performance
Current status of risks and issues
Work completed during the reporting period
Work to be completed in the next reporting period
Summary of changes approved in the period
Forecasted project completion

Question 20

What are the 4 inputs to the Plan Communications Management process?

Answer 20

Project Management Plan
Stakeholder register
Enterprise environmental factors
Organizational process assets

Question 21

What are the 5 outputs from the Control Communications process?

Answer 21

Work performance information 
Change requests
Project management plan updates
Project documents updates
Organizational process assets updates

Question 22

What do the Project Communications Management Processes ensure?

Answer 22

Timely and appropriate generation, collection, distribution, storage, retriaval, and disposition of project information

Question 23

What does effective communication mean?

Answer 23

That the information is provided in the right format, at the right time, and with the right impact

Question 24

As part of the communication process, what is the sender responsible for?

Answer 24

Making the information clear
Making the information complete
Confirming that the information is properly understood

Question 25

What is the sender’s responsibility in communication?

Answer 25

To make the message clear and complete and to confirm that it is properly understood

Question 26

What are some elements of a communications management plan?

Answer 26

Stakeholder communications requirements
Information to be communicated
Reason for the distribution of that information
Time frame and frenquency for the distribution
Person responsible for communicating the information
Person responsible for authorizing the comunication of the information
Person/groups who will receive the communication
Methods or technologies used to convey the information
Resources allocated for communication
Escalation process
Method for updating and refining the communication management plan
Glossary of common terminology
Flow charts of information flow
Communications constraints

Question 27

What is the risk of not expending project resources in communicating information?

Answer 27

Project failure

Question 28

What are the 5 tools and techniques used in the Plan Communications Management Process?

Answer 28

Communication requirements analysis
Communication technology
Communication models 
Communication methods
Meetings

Question 29

What are the 4 output from the Manage Communications process?

Answer 29

Project communications
Project management plan updates
Project documents updates
Organizational process assets updates

Question 30

What are the 5 inputs to the Control Communications process?

Answer 30

Project management plan
Project communication
Issue log
Work performance data
Organizational process assets

Question 31

What is the formula for the potential lines of communication channels?

Answer 31

Potential lines = N x (N-1)/2 where N = stakeholders involved