Chapter 10 : Project Communications Management Flashcards
What are the 5 factors that can affect project communication technology?
Urgency of the need for information Availabililty of technology Expected project staffing Duration project staffing Project environment
What are the 3 Project Communications Management processes?
Plan Communications Management
Management Communications
Control Communications
What are 3 communication methods?
Interactive
Push
Pull
Approximately how much of the project manager’s time should be spent communicating?
90 percent
What is an issue log?
A project document used to document and monitor elements under discussion or in dispute between project stakeholders.
What type of information might be included in simple performance reports?
Percent complete
Status of scope, schedule, cost and quality
What are the 2 outputs from the Plan Communication Management process?
Communication management plan
Project documents updates
What are the 4 inputs to the Manage Communications process?
Communication management plan
Work performance reports
Enterprise environment factors
Organizational process assets
What are the 3 tools and techniques used in the Control Communications process?
Information management systems
Expert judgement
Meetings
Name 9 Communication skills (most are also common general management skills).
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
In communication between a sender and receiver, who is responsible for making sure that the information is received, understood, and acknowledged?
The receiver
What are some information distribution tools?
Hard copy distribution
Electronic communication and conferencing (e-mail, fax, voice mail, telephone, etc.)
Electronic tools (web interfaces, portals, virtual office support, etc.)
What is included in work performance measurement?
Plan versus actual schedule performance
Planned versus actual cost performance
Planned versus actual technical performance
What are the 5 tools and techniques used in the Manage Communication process?
Communication technology Communication models Communication methods Information management systems Performance reporting
What are the multiple dimensions of communication activity?
Internal and external Formal and informal Vertical and horizontal Written and oral Verbal and nonverbal
What are the 5 key components of the communication model?
Encode Transmit Message Decode Aknowledge Feedback/Response
To distribute information effectively, which aspect of information do you need to focus on?
Sender-receiver models Choice of media Writing style Meeting management techniques Presentation techniques Facilitation techniques
What does efficient communication mean?
Provinding only the information that is needed
How is a change log used?
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.
What type of information might be included in detailed lperformance reports?
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
What are the 4 inputs to the Plan Communications Management process?
Project Management Plan
Stakeholder register
Enterprise environmental factors
Organizational process assets
What are the 5 outputs from the Control Communications process?
Work performance information Change requests Project management plan updates Project documents updates Organizational process assets updates
What do the Project Communications Management Processes ensure?
Timely and appropriate generation, collection, distribution, storage, retriaval, and disposition of project information
What does effective communication mean?
That the information is provided in the right format, at the right time, and with the right impact
As part of the communication process, what is the sender responsible for?
Making the information clear
Making the information complete
Confirming that the information is properly understood
What is the sender’s responsibility in communication?
To make the message clear and complete and to confirm that it is properly understood
What are some elements of a communications management plan?
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
What is the risk of not expending project resources in communicating information?
Project failure
What are the 5 tools and techniques used in the Plan Communications Management Process?
Communication requirements analysis Communication technology Communication models Communication methods Meetings
What are the 4 output from the Manage Communications process?
Project communications
Project management plan updates
Project documents updates
Organizational process assets updates
What are the 5 inputs to the Control Communications process?
Project management plan Project communication Issue log Work performance data Organizational process assets
What is the formula for the potential lines of communication channels?
Potential lines = N x (N-1)/2 where N = stakeholders involved
