MECH 3170 Ch. 10 - Communication Management

Question 1

What is Communications Management?

Answer 1

The processes that are required to ensure timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, monitoring, and the ultimate disposition of project information

Question 2

How much of a PM’s time can be spent communicating?

Answer 2

90%

Question 3

What are some communication tools and techniques?

Answer 3

Forms of communication;
communication requirements analysis;
communication mediums;
communication models;
communication methods;
Meetings

Question 4

What are the forms of communication?

Answer 4

Informal Verbal; (meetings, conversations)
Formal Verbal; (presentations, speeches)
Informal Written; (emails, handwritten notes, texts)
Formal Written; (complex problems, PM Plan, Project Charter, memos, lettres)

Question 5

What is Communications Requirements Analysis?

Answer 5

Involves analyzing communication requirements needed to satisfy project stakeholders.
Need to determine and limit who will communicate with whom and who will receive what info.

Question 6

What are the different Communications Mediums?

Answer 6

Face to face, phone, written, dropbox, group chat, skype, etc

Question 7

What are some of the factors that can affect the choice of communication mediums that will be used, and when they will be used?

Answer 7

Urgency for info, availability of technology, ease of use, project environment, sensitivity of info

Question 8

What are two important things to be aware of when communicating?

Answer 8

Nonverbal communication - 55% of all communication is nonverbal and based on physical mannerisms.

Paralingual Communication - pitch and tone of voice will help convey a message

Question 9

What are the 3 main categories communication methods can be grouped into?

Answer 9

Interactive, push, and pull communication

Question 10

What is Interactive Communication?

Answer 10

Reciprocal communication involving 2 or more people. One person provides info, other receives it and then responds. Example, conversations, meetings, conference calls

Question 11

What is Push Communication?

Answer 11

One-way stream on information. Sender provides info to people who need it, but don’t expect any feedback on the communication.
Example, status reports, emailed updates, company memos

Question 12

What is Pull Communication?

Answer 12

Information is placed in a central location (i.e. one drive or central database). Recipients are then responsibly for ‘pulling’ the info. Typically used to distribute large documents

Question 13

What are the Tips for Conducting Effective Meetings?

Answer 13

Set time limit and stick to it;
Schedule recurring meetings in advance;
Have a purpose for each meeting;
Create agenda with team input;
Distribute the agenda beforehand;
Stick to the agenda;
Let people know their responsibilities beforehand;
Ensure right people are invited;
Use meeting ground rules;
Assign deliverables and time limits for actions that result from meeting;
Document and publish meeting minutes;
Follow up on actions at next meeting

Question 14

What is 10.1 Plan Communications Management (P)?

Answer 14

Results in a Communications Management Plan that provides processes for managing communications on the project

Question 15

What should the Communications Management Plan include?

Answer 15

Info to be communicated, including language, format, content, and level of detail;
Reason for distribution of the info;
Time frame and frequency;
Person responsible for communicating info;
Person or groups who will receive the info;
Methods or technologies used to convey info

Question 16

What is 10.2 Manage Communications (E)

Answer 16

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

Question 17

What is the main purpose of managing communications?

Answer 17

To ensure efficient and effective communications flow between project stakeholders

Question 18

How can you be efficient and effective in communication?

Answer 18

Incorporate feedback into communications;
Choice of communication medium;
Choice of Writing style;
Meeting management techniques;
Presentation techniques;
Facilitation techniques;
Listening techniques

Question 19

Communication and Audience Analysis

Answer 19

Need to understand your audience. To analyze your audience, ask:
What does the audience already know?
What does the audience need to know?

Question 20

Why is it important to understand your audience?

Answer 20

Target communication to suit their needs;
Deliver info they require;
Hold their attention

Question 21

What does 10.3 Control Communications (M&C) involve?

Answer 21

Working with the project team to determine most appropriate way to update and communicate performance of the project and how to respond to RFIs from stakeholders.

Updating communications management plan as required based on review of how effective (or ineffective) project communication has been.