communication management

Question 1

what are the goals of communication management

Answer 1

to ensure timely and appropriate generation, collection, dissemination, storage, and disposition of project information

Question 2

processes of communication management (3)

Answer 2

1. planning communication
2. managing communication
3. controlling communication

Question 3

keys to good communication (5)

Answer 3

1. focus groups
2. formal and informal communication
   - F2F
   - personal preference
3. distribute important information in an effective and timely manner
4. set the stage for communicating bad news
5. determine the number of communication channels

Question 4

introverts vs extroverts

Answer 4

• introverts like more private communications

- extroverts like to discuss things in public

Question 5

intuitive vs sensing people

Answer 5

• intuitive people like to understand the big picture

- sensing people need step-by-step details

Question 6

thinkers vs feeling people

Answer 6

• thinkers want to know the logic behind decisions

- feeling people want to know how something affects them personally

Question 7

factors that affect communication (3)

Answer 7

• different working hours
• language barriers
• different cultural norms

Question 8

as number of people increases, the number of channels.. (3)

Answer 8

• increases
• (n(n-1))/2
• n=number of people

Question 9

contents of a project management plan (8)

Answer 9

1. stakeholder communications requirements
2. information to be communicated, including format, content, and level of detail
3. who will receive the information and who will produce it
4. suggested methods or technologies for conveying the info
5. frequency of communication
6. escalation procedures for resolving issues
7. revision procedures for updating the communications management plan
8. a glossary of common terminology

Question 10

considerations to include when managing communications (3)

Answer 10

• the use of technology
• the appropriate methods and media to use
• performance reporting

Question 11

classifications for communication methods (3)

Answer 11

1. interactive communication: between two people (request and reply)
2. push communication: sent without request
3. pull communication: through request

Question 12

performance reporting keeps stakeholders informed about

Answer 12

how resources are being used to achieve project objectives

Question 13

status reports describe

Answer 13

where the project stands at a specific point in time

Question 14

progress reports describe

Answer 14

what the project team has accomplished during a certain period of time

Question 15

forecasts predict

Answer 15

future project status and progress based on past information and trends

Question 16

the main goal of controlling communications is

Answer 16

to ensure the optimal flow of information throughout the entire project life cycle

Question 17

suggestions for improving project communication (4)

Answer 17

1. develop better communication skills
2. run effective meetings
3. use e-mail and other technologies effectively
4. use templates for project communications

Question 18

to develop better communication skills (3)

Answer 18

• develop soft skills
• communicate with people of different languages and cultures
• be a leader

Question 19

to run effective meetings (5)

Answer 19

1. define the purpose and intended outcome of the meeting
2. determine who should attend the meeting
3. provide an agenda to participants before the meeting
4. run the meeting professionally
5. set the ground rules for the meeting

Question 20

benefit of providing examples and templates for project communications

Answer 20

saves time and money

Question 21

project archives are

Answer 21

a complete set of organized project records that provide an accurate history of the project