Chapter 10: Project Communications Management

Question 1

Project Communications Management involves:

Answer 1

The processes necessary to ensure that the information needs of the project and its stakeholders are met through development of artifacts and implementation of activities designed to achieve effective information exchange

Question 2

Project Communications Management consists of two parts:

Answer 2

The first part is developing a strategy to ensure communication is effective for stakeholders. The second part is carrying out the activities necessary to implement the communication strategy

Question 3

The Project Communications Management processes are:

Answer 3

Plan Communications Management, Manage Communications, Monitor Communications

Question 4

Define “Communications”

Answer 4

Communications describe the possible means by which the information can be sent or received, either through communication activities, such as meetings and presentations, or artifacts, such as emails, social media, project reports, or project documentation

Question 5

What is the main difference between internal and external communications?

Answer 5

Internal communications focuses on stakeholders within the project and within the organization, while external focuses on external stakeholders such as customers, vendors, other projects, organizations, government, the public, and environmental advocates

Question 6

Define “Hierarchical focus”

Answer 6

The position of the stakeholder or group with respect to the project team will affect the format and content of the message, in the following ways: Upward (Senior management stakeholders), Downward (The team and others who will contribute to the work of the project), and Horizontal (Peers of the project manager or team)

Question 7

_____ develops the relationships necessary for successful project and program outcomes

Answer 7

Communication

Question 8

Define “Project communications”

Answer 8

Project communications are the products of the planning process, addressed by the communications management plan that defines the collection, creation, dissemination, storage, retrieval, management, tracking, and disposition of these communications artifacts

Question 9

The 5Cs of written communications are supported by communication skills, such as:

Answer 9

Listening actively, Awareness of cultural and personal differences, Identifying, setting, and managing stakeholder expectations, Enhancement of skills

Question 10

The fundamental attributes of effective communication activities and developing effective communication
artifacts are:

Answer 10

Clarity on the purpose of the communication—defining its purpose, Understanding as much as possible about the receiver of the communications, meeting needs, and preferences, & Monitoring and measuring the effectiveness of the communications

Question 11

Considerations for tailoring he way that Project Communications Management processes are applied include but are not limited to:

Answer 11

Stakeholders, Physical Location, Communications technology, Language, Knowledge management

Question 12

Define “Analysis of communication requirements”

Answer 12

It determines the information needs of the project stakeholders. These requirements are defined by combining the type and format of information needed with an analysis of the value of that information

Question 13

Factors that can affect the choice of communication technology include:

Answer 13

Urgency of the need for information, Availability and reliability of technology, Ease of use, Project environment, Sensitivity and confidentiality of the information

Question 14

Define “Communication models”

Answer 14

Communication models can represent the communication process in its most basic linear form (sender and receiver), in a more interactive form that encompasses the additional element of feedback (sender, receiver, and feedback), or in a more complex model that incorporates the human elements of the sender(s) or receiver(s) and attempts to show the complexity of any communication that involves people. The sequence of steps in a basic communication model is: Encode, Transmit message, Decode

Question 15

Define “Interactive communication”

Answer 15

Between two or more parties performing a multidirectional exchange of information in real time. It employs communications artifacts such as meetings, phone calls, instant messaging, some forms of social media, and videoconferencing

Question 16

Define “Push communication”

Answer 16

Sent or distributed directly to specific recipients who need to receive the information. This ensures that the information is distributed but does not ensure that it actually reached or was understood by the intended audience. Push communications artifacts include letters, memos, reports, emails, faxes, voice mails, blogs, and press releases

Question 17

Define “Pull communication”

Answer 17

Used for large complex information sets, or for large audiences, and requires the recipients to access content at their own discretion subject to security procedures. These methods include web portals, intranet sites, e-learning, lessons learned databases, or knowledge repositories

Question 18

Notice boards, Letters to staff/volunteers, Emails and intranets, and Focus groups are all possible _____.

Answer 18

communications artifacts and methods

Question 19

Define “Communication styles assessment”

Answer 19

A technique used to assess communication styles and identify the preferred communication method, format, and content for planned communication activities. Often used with unsupportive stakeholders, this assessment may follow a stakeholder engagement assessment to identify gaps in stakeholder engagement that require additional tailored communication activities and artifacts

Question 20

True or false: Political awareness is a communication skill where Project Leaders remain aware of shifting political landscapes in the geographical location of the project, to make sure regulations are being met, and the team morale stays high

Answer 20

False. Political awareness helps the project manager to plan communications based on the project environment as well as the organization’s political environment. Political awareness concerns the recognition of power relationships, both formal and informal, and also the willingness to operate within these structures

Question 21

A data representation technique that can be used for the process Plan Communications Management includes but is not limited to:

Answer 21

A stakeholder engagement assessment matrix

Question 22

Define “Communication competence”

Answer 22

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 23

Define “Project reporting”

Answer 23

Project reporting is the act of collecting and distributing project information. Project information is distributed to many groups of stakeholders and should be adapted to provide information at an appropriate level, format, and detail for each type of stakeholder. The format may range from a simple communication to more elaborate custom reports and presentations

Question 24

Project communications artifacts may include but are not limited to:

Answer 24

performance reports, deliverable status, schedule progress, cost incurred, presentations, and other information required by stakeholders

Question 25

Define the process “Monitor Communications”

Answer 25

Monitor Communications is the process of ensuring the information needs of the project and its stakeholders are met

Question 26

_____ provides a set of standard tools for the project manager to capture, store, and distribute information to internal and external stakeholders with the information they need according the communications plan

Answer 26

Project management information systems (PMIS)