Communications

Question 1

What are the communication activity variations/dimensions/forms?

Answer 1

• Internal/external
• Formal/informal
• Hierarchal focus
  • Upwards/downwards/horizontal
• Official/unofficial
• Written/oral

Question 2

What are the major processes of Project communications mgmt?

Answer 2

• Plan Comm Mgmt - develop an approach
• Manage Comm - ensure timely comm
• Monitor Comm - ensuring stakeholder needs are met

Question 3

What are the 2 main parts of Project Comm Mgmt?

Answer 3

1. Developing a strategy to ensure comm is effective for stakeholders
2. Carrying out the activities necessary to implement the communication strategy

Question 4

What does strong communications do for a project team?

Answer 4

Resolve conflict faster, come to clear understanding of objectives and work performance

Question 5

What are the 5 C’s

Answer 5

They aim to avoid misunderstandings:

1. Correct grammar and spelling
2. Concise expression and the elimination of excess words
3. Clear purpose and expression directed to the needs of the reader
4. Coherent logical flow of ideas
5. Controlling flow of words and ideas

Question 6

What are some communication skills to enhance communication management?

Answer 6

• Active Listening
• Awareness of cultural and personal differences
• Identifying, setting, and managing stakeholder expectations
• Enhancing team member skills

Question 7

What are the communication methods?

Answer 7

Push:

- Sent or distributed directly to specific recipients 
- Does not ensure the info is read or understood
- Memos, letters, reports, emails, faxes, voicemails, blogs, and press releases

Pull:

- Requires recipients to access content on their own
- Web portals/e-learning

Interactive:
- Involves two or more parties, with multidirectional exchange in real time

Question 8

What factors influence the choice of communication tech?

Answer 8

Urgency of need for info
Availability and reliability of tech (ease of use)
Project environment (zone difference, languages, etc)
Sensitivity and confidentiality

Question 9

What are common methods of information exchange?

Answer 9

• Conversations
• Meetings
• Written Documents
• Databases
• Social Media
• Websites

Question 10

What is the communication mgmt plan?

Answer 10

Describes how project comms with be planned, structured, implemented, and monitored

Question 11

What concepts help manage communication?

Answer 11

• Sender receiver models (participation)
• Choice of Media
• Writing Style
• Meeting management (agenda, key participants, etc)
• Presentations
• Facilitation
• Active listening

Question 12

What is a change log?

Answer 12

• A comprehensive account of all changes requested and their status

Question 13

What is the formal proposal to modify a document, deliverable, or baseline?

Answer 13

Change request

Question 14

What is the PM role in Communications?

Answer 14

• Consider all factors of communication:
  
  • Space which communication takes place
  • Verbal and nonverbal messages
  • Intended meanings vs perceived meaning
• Create a plan based on the needs of stakeholders, available Organizational assets, and needs of the project
• Ensure timely collection, creation, distribution, storage, retrieval, management, monitoring, and disposition of project information
• Ask questions:
  • Will this information be important to stakeholders?
  Have we provided the information that each stakeholder wants?