Chapter 3.5 Flashcards

1
Q

define active problem solving?

A

-ability to understand the problem, identify a vaible solution, then implement the solution
-requires clear understanding of problem
-viable solution focusus on more than just the problem

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2
Q

what are some of the most commonly used problem solving tools and techniques

A

-root cause analysis (ID underlying cause, using tools like Ishikawa/fishbone, or “5 why’s)
-SWOT analysis
-Mind mapping (creating visual representation of ideas/info related to problem, used to organize thoughts, ID relationships between different ideas)
-decision trees
-Force-field analysis (ID factors that are driving/resisting change/assess potential impact of change)

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3
Q

what are some key factors and questions to consider when evaluating the effectiveness of a project meeting?

A

-Objectives (were they met)
-Attendance (right group)
-Preparation
-Time management (run efficiently)
-Communication
-Participation
-Action items (clearly ID’d and assigned to appropriate people)
-Feedback

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4
Q

what is involved in the project kickoff meeting?

A

-communicating projects intent
-explain roles and responsibilities
-expectations for stakeholders
-how project will be executed, monitored, and controlled

-some have it right after project initiation, but usually deeper into project when pm and team have created clear vision of where the project is going

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5
Q

difference between risk ID and risk management?

A

-Risk id deals with actually identifying risks
-risk mgmt is how to manage, monitor, and track risks

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6
Q

what happens is a risk planning meeting?

A

-stakeholder analysis
-define stakeholder appetite
-create risk mgmt plan
-define cost/schedule for risk mgmt activities
-assignment of risk responsibilities

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7
Q

Risk management planning also defines and tailors what for a project?

A

-risk templates the project should use
-definitions and terms for risk levels
-probability according to risk type
-impact of the risks
-guidelines for the probability and impact matrix to be used during risk analysis

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8
Q

what happens in a stakeholder identification meeting?

A

-help PM and team realize expectations and interests of stakeholders
-ID and document different roles, type of stakeholders, differing objectives, interests, and inputs for the project

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9
Q

what are the five engagement levels for stakeholders?

A

-Unaware (doesnt know about project/effect it’ll have on them)
-Resistant (knows/doesnt want it)
-Neutral (knows/neither supports/resists)
-Supportive
-Leading (knows/supportive/working to make it successful)

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10
Q

who can help to develop the stakeholder engagement plan?

A

-Senior mgmt
-consultants
-project team
-leaders within organization
-other PMs with similar project experience
-other experts

-goal is to include as many readily available experts to help you accurately plan an approach to engage stakeholders

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11
Q

what formats can stakeholder meetings take?

A

-traditional conference room
-focus groups
-panels
-one on one
-etc

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12
Q

what is a tool for larger projects and lots of different stakeholders?

A

-Stakeholder engagement assessment matrix
-defines all stakeholders/engagement levels
-labeled “C” for current engagement level and “D” for desired

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13
Q

What are communications meetings?

A

-determine whether current communications approach is working

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14
Q

what happens in the cost management plan meetings?

A

-cost mgmt plan relies heavily on this
-with key stakeholders and SMEs
-theyll guide and direct about org’s environment, similar projects, help with EEF and OPA youll adhere to in cost management

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15
Q

what are some analytical techniques to analyze anticipated cost of the project, the return on investment, and how the project should be funded?

A

-Self funding (org pays with their cash flow)
-Funding with equity (org balances expenses with equity in their assets)
-funding with debt (org pays with loan/line of credit)

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16
Q

what are valuable reasons to have face to face meetings?

A

-enhanced communication
-relationship building
-immediate feedback and clarification
-improved problem-solving and decision making
-increased accountability
-reduced miscommunication
-enhanced creativity and innovation

17
Q

what is the best communication type for project communications?

A

face-to-face

18
Q

what are some tools and techniques used for knowledge management?

A

-Networking (live and web based)(informal conversations and open-based questions can provide knowledge)
-Communities of practice (Special interest groups, live or web-based)
-Meetings (both live and web-based)

19
Q

What is the point of project charter meetings?

A

-bring together stakeholders, project sponsors, and team to discuss, develop, and approve the charter
-stakeholders discuss objectives, requirements, success criteria, assumptions, constraints, and all aspects of project

20
Q

what are the general purposes of focus groups?

A

-gather feedback
-understand perspectives
-validate assumptions
-generate ideas
-build relationships (show stakeholders their opinion and perspectives are heard and valued)

21
Q

what are standup meetings AND what are the purposes?

A

-short, daily meetings held to provide an update on progress of a project

-provide daily update
-facilitate communication
-improve accountability
-highlight dependencies (helps id potential roadblocks/delays/everyone is aware of role in project)
-ID risks

22
Q

what is the AGILE daily standup meeting?

A

-every day during the sprint is the DAILY SCRUM
-15 minute meeting
-each team member says what they accomplished since yesterday, what today is, who they need to see, encountered any issues
-called daily standup because they stand up
-stakeholders invited, but dont speak

23
Q

what is brainstorming/ground rules for brainstorming?

A

-creative problem solving technique used to generate large number of ideas in short period of time
-led by facilitator

-negative responses/criticism NOT ALLOWED
-allowed to say anything, even unrealistic/absurd
-all ideas are recorded without any assumptions

24
Q

what are the uses of brainstorming?

A

-problem-solving
-decision-making
-risk management
-requirements gathering
-team building

25
Q

what is the nominal group technique? what are the rules for it?

A

-builds on brainstorming by adding vote to each idea to rank for acceptance

-participants silently write down ideas
-share ideas with group, moderator writes down ideas on whiteboard
-each idea is discussed for clarity
-individuals vote privately on ideas, using 1-5
-voting/conversation take place over many rounds to gain consensus on each items score

26
Q

what is the delphi technique?

A

-problem solving method
-addresses issue of people being less forthcoming and truthful when superiors or rivals are present
-COMMAND CLIMATE SURVEY