Communications Management

Question 1

Plan Communications Management

Answer 1

2.7.1 Planning Process Area, Comms Mgmt KA

The process of developing an appropriate approach and plan for project communications based on stakeholder’s information needs and requirements, and available organizational assets

Inputs: Project Charter, Project Management Plan, Project Documents, EEF, OPA
Tools & Techniques: Expert Judgement, Communication Requirements Analysis, Communication Technology, Communication Models, Interpersonal and Team Skills, Data Representation, Meetings
Outputs: Communications Management Plan, Project Management Plan Update, Project Documents Update

Question 2

Communications Model

Answer 2

2.7.1 Plan Communications Management

Encode
Decode
Noise - Interference that can alter your message

Question 3

Communication Requirements Analysis

Answer 3

2.7.1 Plan Communications Management TT

The analysis of the communication requirements determines the information needs of the project stakeholders

Question 4

Communication Channel Formula

Answer 4

2.7.1 Plan Communications Management TT

[n(n-1)] / 2

Question 5

Communications Models

Answer 5

2.7.1 Plan Communications Management TT

Basic comms model consists of two parties, defined as sender and receiver. Medium is the technology medium and includes the mode of communication while noise includes any interference or barriers that might compromise the delivery of the message.

Encode > Transmit Message > Decode > Acknowledge > Feedback/Response

Question 6

Communication Technology

Answer 6

2.7.1 Plan Communications Management TT

Methods used to transfer information among project stakeholders. Factors that can affect the choice of comms technology:

• Urgency of the need for information
• Availability of Technology
• Ease of Use
• Project Environment
• Sensitivity and Confidentiality of Information

Question 7

Communication Methods

Answer 7

2.7.1 Plan Communications Management TT

Interactive - between two or more parties performing multidirectional exchange of information

Push - Sent to specific recipients who need to receive he information

Pull - Used for very large volumes of information, or for very large audiences, and requires the recipients to access the communication content at their discretion

Question 8

Manage Communications

Answer 8

3.7.2 Manage Communications - Executing Process Area, Comms Mgmt KA

Process of creating, collecting distributing, storing, retrieving, and the ultimate disposition of project information in accordance to the communications management plan.

Inputs: Project Management Plan, Project Documents, Work Performance Reports, EEF, OPA
Tools & Techniques: Communication Technology, Communication Models, Communication Skills, Project Mangement Information System, Project Reporting, Interpersonal and Team Skills, Data Representation, Meetings
Outputs: Project Communications, Project Management Plan Update, Project Documents Update, OPA Update

Question 9

Formal Written Communicatoin

Answer 9

3.7.2 Manage Communications TT

Any time you’re signing a legal document or preparing formal documentation for your project. Blueprints, specifications, and all other project documents are formal written communications

Any time you see anything that has to do with a contract, you should always use formal written

Question 10

Informal Written

Answer 10

3.7.2 Manage Communications TT

If you drop someone a quick email or leave her a memo or sticky notes

Question 11

Formal Verbal

Answer 11

3.7.2 Manage Communications TT

If you ever have to give a presentation to update people on your project

Speeches and prepared talks are formal.

Question 12

Informal Verbal

Answer 12

3.7.2 Manage Communications TT

Just calling someone up to chat about your project, meetings, hallway chats, and planning sessions

Question 13

Nonverbal Communication

Answer 13

3.7.2 Manage Communications TT

Gestures, facial expressions, and physical appearance while you are communicating your message

You do more nonverbal than verbal communicating

Question 14

Paralingual Communication

Answer 14

3.7.2 Manage Communications TT

The tone and pitch of your voice when you’re talking to people

Question 15

Feedback

Answer 15

3.7.2 Manage Communications TT

When you respond to communication

When you give a lot of feedback to someone who is speaking, that’s called active listening

Question 16

Information Management System

Answer 16

3.7.2 Manage Communications TT

A tool that you use to get the message out

• Hard-copy documentation management: letters, memos, reports, press releases
• Electronic communications management: email, fax, voicemail, telephone, video, web conferencing
• Electronic project management tools - web interfaces to scheduling and project management software, meeting and virtual office support software, portals, and collaborative work management tools

Question 17

Performance Reporting

Answer 17

3.7.2 Manage Communications TT

The act of collecting and distributing performance information, including status reports, progress measurements, and forecasts. This involves the periodic collection and analysis of baseline versus actual data to understand and communicate the project progress and performance, as well as to forecast project results.

Question 18

Lessons Learned

Answer 18

3.7.2 Manage Communications Output

All of the corrective and preventative actions that you have had to take on your project, and anything you have learned along the way.

Question 19

Monitor Communications

Answer 19

4.7.3 Monitoring & Controlling Process Group, Comms Mgmt KA

The process of monitoring and controlling communications throughout the entire project life cycle to ensure the information needs of the project stakeholders are met

Inputs: Project Management Plan, Project Documents, Work Performance Data, EEF, OPA
Tools & Techniques: Expert Judgement, Project Management Information System, Data Analysis, Interpersonal and Team Skills, Meetings
Outputs: Work Performance Information, Change Requests, Project Management Plan Update, Project Documents Update

Takes the outputs from the executing process in Manage Comms and turns them into work performance information

Question 20

Work Performance Information

Answer 20

4.7.3 Monitor Communications Output

Organizes and summarizes the performance data gathered. This data typically provides status and progress information on the project at the level of detail required by the various stakeholders. This info is then communicated to appropriate stakeholders

Question 21

Change Requests

Answer 21

4.7.3 Monitor Communications Output

The monitor comms process often results in the need for adjustment, action, and intervention. As a result, change requests will be generated as an output.