Chapter 8 Flashcards
What is the key to project success?
Communication
You need a solid plan that includes:
Scope Statement
Schedule
Budget
The process of identifying what people or groups need to receive information regarding your project, what information each group needs, and how the information wil be distributed.
Communications Planning
What should be used to satisfy the diverse communication needs of the projects stakeholders?
Communication Systems
The person responsible for putting the information together in a clear and concise manner and communicating it to the receiver.
Sender
The information that is being sent and received.
Message
Messages sent and received between peers.
Horizontal Communications
Messages sent and received between subordinates and executive management.
Vertical Communications
The person for whom the messages is intended.
Receiver
How all communication exchanges occurs, no matter what format it takes.
Sender-Receiver Model / Basic Communication Model
Sender-Receiver Model is also know as
Basic Communication Model
The way the information gets from the sender to the receiver.
Transmitting
Spoken words, written documentation, emails, etc.. are all examples of what type of method?
Transmitting Method
What the receiver does with the information when they get it. Converts it into an understandable format.
Decoding
A way to explain the relationship between the number of people engaged in communicating and the actual number of interactions taking place between participants.
Communication Network Models
What is this image an example of?
Communication Network Models
What is the formula for calculating the lines of communication?
n (n-1) / 2
When you actively engage with the sender and ask clarifying questions to make sure you’re understanding the message correctly
Listening
What form of communication happens in real time such as face-to-face, phone calls, instant messaging, etc..
Synchronous Communication
What form of communication does not require an immediate response? This includes email, text messages, voicemail messages, etc..
Asynchronous Communication
SMS
Short Message Service
Meetings that occur in the moment and are not scheduled ahead of time.
Impromptu Meetings
Details what information will be distributed to whom, in what format, and its frequency.
Communication Plan
Project kickoff meetings, team status meetings, written status reports, team-building sessions, or other planned sessions that you hold with the team are an example of ___________.
Formal Communications
Phone calls and emails to and from you team members, conversations in the hallway, and impromptu meetings are an example of ________.
Informal Communications
Agile Methodology has three types of meetings
Daily Standups
Iteration review
Backlog Refinement
What form of teams require frequent interactions and team checkpoints?
Agile Teams
What type of meetings are used to review the work of the sprint and make any changes or adjustments necessary to ensure the work can be completed?
Daily Standup
What are three questions must team members come to Daily Standups prepared to duscuss?
What did I accomplish Yesterday?
What will I work on Today?
Do I have any roadblocks or issues preventing me from doing my work?
At the end of the sprint, agile teams hold regular stakeholder meetings know as _________.
Reviews
Which meeting is to review the work that was accomplished or completed during the iteration and gives the team a chance to show off their accomplishments?
Iteration Reviews
Which Agile Methodology meeting is conducted between the product owner and the team to help them learn about upcomming stories for the next iteration, understand the context of the user stories, and identify how the user stories relate to one another? It occurs midway to a few days before the end of the current sprint.
Backlog Refinement
Which meeting examines the overall progress of the work, changes that are needed to schedule or scope, ideas for improvement for the next iteration, what worked well during the iteration, and lessons learned to determine how the next iteration, and future iterations, can be improved?
Retrospective
What is an example of Intraorganizational?
A small team that is collocated and have informal and improptu meetings.
What is an example of Interorganizational?
Functional Organizations that have other managers involved in their career and performance evaluations
Several factors that may bring about the need to update stakeholders or otherwise communicate new information to them is an example of ___________.
Communication Triggers
What is conducted to determine if they are receiving adequate value for the money spent and/or to determine if proper processes and procedures are followed?
Audits
Audits, Project Panning, Project Change, Risk Register Updates, Milestones, Schedule Changes, Task Initiation/Completion, Stakeholder Changes, Phase Gate Reviews, Business COntinuity Response, Incident Response, Resource Changesm, are all examples of what?
Communication triggers
What outlines how the business can continue providing its services or products to their customers in case of a disaster?
Business Continuity Response
What occurs at predetermined points in the project and are conducted to review project progress to date?
Phase Gate Reviews
Meetings are categorized as one of three types:
Informative
Collaborative
Decisive
Meetings where information is shared with others
Informative
Meetings that occur when teams come together to brainstorm or work through solutions to risks or issues.
Collaborative
Meetings that occur when a decision is needed such as changing the timeline or modifying the budget
Decisive
A meeting that is intended to inform stakeholders of project progress.
Project Status Meetings (Informative)
Meetings that are intended to discuss the project goals, introduce the team members and stakeholders, introduce the roject manager, and set expectations for meeting the project timelines and budgets.
Kickoff Meetings (Informative)
Meetings where attendees are asked to participate in exercises, brainstorming sessions, and so on for creating new processes, problem solving, identifying risk, and more
Workshop
Meetings that are used for market research purposes to understand the attendees’ repsponses and reactions to the topic at hand.
Focus Group (Collaborative)
JAD
Joint Application Development
Meetings that focus on developing the requirements for the system or application
Joint Application Development (JAD) (Collaborative)
Meetings where the participants are asked to generate ideas or solutions related to the topic
Brainstorming (Collaborative)
Meetings where the audience can view a demonstartion of how a project works.
Demonstrations/Presentations (Informative)
Who makes up the project steering committee?
Project Sponsor, Key Project Stakeholders, Project Managers
A committee that ensures the project stays on track and helps resolve major issues.
Steering Committee
What outlines the prupose for the meeting, the topics that will be covered, who will be presenting the topic, and a time frame for each? It also contains the date, time, and location of the meeting and/or a link to the videoconference if the meeting is virtual.
Agendas
Who holds the meeting and makes certain that items on the agenda are addressed and are staying within their allotted time frames?
Facilitator
Who is the facilitator in a project status meeting?
Project Manager
The person who takes meeting minutes. They will capture discussion items,
action items, decision items, and more, which will be published in the meeting minutes.
Scribe
Those who attend the meeting and are known as your target audience.
Attendees
Meetings should have a designated start and stop time. This is know as a __________.
Timebox
Tasks that come about, usually at a project status meeting, that require follow up or resolution. These do not don’t have a direct impact on the work of the project.
Action Items
What contains elements such as a list of attendess, discussion items, action items, decision items, and questions?
Meeting Minutes
This occurs for items that were not completed or coulnd’t be discussed or decided at the original meeting.
Follow-Ups
This provides a way for the project team to connect in real time with one another
Communication Platforms
These tools allow mulitple people to create and edit documents or presentations in real time.
Multi-Authoring and Editing Software
Platforms that allow team members and stakeholders to access project documents from one central repository
File-Sharing Platforms
These platforms automate document workflows and allow users to sign documents using electronic signatues.
Workflow and E-Signature Platforms
This allows team members to jot down ideas, draw sketches, erase, and so on with other team members in real time.
Whiteboards
A collaborative tool that contains project documents and information that allows for all project team members to create, add, and update content.
Wiki Knowledge Base
A way to obtain instant feedback from the audience.
Real-Time Surveys and Pooling
What meeting tool is used to coordinate meeting times with attendees’ schedules?
Calendaring Tool
Platforms that allow a way to host conferences, live streams, and webinars to multiple attendees at the same time.
Conferencing Platforms
Software that will assis in creating the project schedule by automatically determining and plotting completion data for tasks and deliverables
Project Management Scheduling Tools
This provides a way to keep track of changes to your project documents
Version Control Tools
These are used to keep track of the amount of time team members are spending on tasks.
Time-Tracking Tools
Describes the status of the project at the reporting date and compare current progress against the project management plan.
Status Report
What visually dipicts the progress of the project, is easy to read, and is usually updated with real-time information?
Project Dashboard
The Executive team neither has the time not interest in reading long lengthy reports on project statuses, so they prefer to use the _______________ to display information.
Dashboard
What displays the work remainnig for the iteration?
Burndown Chart
Similar to Burndow Chart, _____________ show the work that has been completed for the iteration along with all the work of the project.
Burnup Chart
EDRMS
Electronic Document and Records Management Software
What three elements does maintaining communication reccords incorporate?
Security
Integrity
Archiving
