Communications

Question 1

What is project communications management?

Answer 1

Developing strategies that enhance the effectiveness and accuracy of messages within the stakeholder community

Question 2

What are the two parts to successful communication?

Answer 2

Development of communications plan based on the needs of the project and its stakeholders.
The actual messages that are generated during project work.

Question 3

What are some factors of communication?

Answer 3

Space in which communication takes place
Verbal and nonverbal messages
Intended meaning of a message vs perceived meaning

Question 4

What are communication mechanisms?

Answer 4

Written, spoken, formal or informal, gestures, media, choice of words, paper, electronic

Question 5

What are dimensions of communication management?

Answer 5

Internal, external, formal, informal, hierarchical focus (upwards, downwards, horizontal), official, unofficial, written or oral

Question 6

What are the 5 C’s of written communication?

Answer 6

Correct grammar and spelling
Concise expression and the elimination of excess words
Clear purpose and expression directed to the needs of the reader
Coherent logical flow of ideas
Controlling flow of words and ideas

Question 7

What are some communication skills?

Answer 7

Listening actively
Awareness of cultural and personal differences
Identifying, setting and managing stakeholder expectations
Enhancing team members’ skills in persuasion, motivation, coaching, negotiation for mutually acceptable agreements, and conflict resolution

Question 8

What are the processes that are a part of project communications management?

Answer 8

Plan communications management
Manage communications
Monitor communications

Question 9

What are trends and emerging practices used in the project communications management process?

Answer 9

Inclusion of stakeholders in project reviews
Inclusion of stakeholders in project meetings
Increased use of social computing, allowing for different approaches to collaboration
Multifaceted approaches to communications

Question 10

What are some tailoring considerations for project communications management?

Answer 10

Stakeholder communications
Physical location
Communications technology
Language
Knowledge management

Question 11

What are some questions to ask for tailoring considerations?

Answer 11

“Are the stakeholders internal or external to the organization”
“What is the physical location of team members?”
“What technology is available to develop, record, transmit, retrieve, track and store communication artifacts?”
“Is one language used or many?”
“Does the organization have a formal knowledge management repository?”

Question 12

What are some tailoring considerations for agile/adaptive environments for the project communications management process?

Answer 12

Fast paced communication technology
Posting project artifacts transparently and holding regular stakeholder reviews
More frequent communications
Colocating team members as much as possible

Question 13

What is the purpose of plan communications management?

Answer 13

Create documented approach to engage stakeholders by presenting relevant information in a timely manner. Sets the stage for effective communication

Question 14

What are some communication models?

Answer 14

Basic sender/receiver model = entails the assurance that the message is delivered
Interactive communication model = entails the message is delivered and understood
Cross-cultural model= acknowledges that differences in communication styles can be present due to differences in people

Question 15

What are communication methods?

Answer 15

Interactive - real time exchange
Push - messages sent to specific people
Pull - require recipients to access the content on their own

Question 16

What is the communication management plan?

Answer 16

Describes how project communications will be planned, structured, implemented and monitored for effectiveness. Includes stakeholder communication requirements, information to be communicated, escalation processes,etc.

Question 17

What are inputs to the plan communications management process?

Answer 17

Project documents
Organizational process assets
Enterprise environmental factors
Project management plan
Project charter

Question 18

What are outputs to the plan communications management process?

Answer 18

Project management plan updates
Communication management plan
Project documents updates

Question 19

What are tools and techniques for the plan communications management process?

Answer 19

Interpersonal and team skills
Communication models
Meetings
Communication methods
Communication technology
Communications requirements analysis
Expert judgement
Data representation

Question 20

What is a stakeholder engagement assessment matrix?

Answer 20

Shows gaps between current and desired engagement levels of individual stakeholders. Can identify additional communication requirements to close these gaps.

Question 21

What is the purpose of the manage communications process?

Answer 21

Ensures timely and appropriate collection, creation, distribution, storage, retrieval, management, monitoring, disposition of project information. Ensures the information communicated is properly generated, formatted and received.

Question 22

What are techniques for the manage communication process?

Answer 22

Sender-receiver models
Choice of media
Writing style
Meeting management
Presentations
Facilitation
Active listening

Question 23

What are inputs to the manage communications process?

Answer 23

Enterprise environmental factors
Project management plan
Project documents
Organizational process assets
Work performance reports

Question 24

What are outputs to the manage communications process?

Answer 24

Project management plan updates
Project documents updates
Project communications
Organizational process assets

Question 25

What are some tools and techniques for the manage communication process?

Answer 25

Communications skills
Communication methods
Interpersonal and team skills
Communication technology
Meetings
Project management information system
Project reporting

Question 26

What is the purpose of the monitor communications process?

Answer 26

Ensures the right information is getting to the right place at the right time

Question 27

What are inputs to the monitor communications process?

Answer 27

Project documents
Work performance data
Organizational process assets
Enterprise environmental factors
Project management plan

Question 28

What are outputs to the monitor communications process?

Answer 28

Project documents updates
Work performance information
Project management plan updates
Change requests

Question 29

What are some tools and techniques for the monitor communications process?

Answer 29

Project management information system
Interpersonal and team skills
Meetings
Expert judgement
Data representation