Monitor Project Communications Flashcards
How do you think being able to effectively monitor communications might benefit you as project manager?
- You’ll be able to meet the information needs of stakeholders throughout the project life cycle
- This is a correct option. Monitoring project communications via the Monitor Communications process makes it possible for you to deliver on stakeholder information requirements throughout the project life cycle. - You’ll be able to optimize the flow of information between all project stakeholders at all times
- This is a correct option. Closely monitoring communications allows you to take immediate action to maintain or re-establish optimal information flow between stakeholders at all times. - you’ll be able to make sure stakeholders get the right information at the right level of detail and the right time
- This is a correct option. Part of the reason monitoring activities are pursued is to make sure stakeholders get the right information, at the right level of detail, at the right time.
What are the characteristics of the Monitor Communications process?
Which statements accurately describe the Monitor Communications process?
- Monitor Communications is a process of the Project Communications Management Knowledge Area
- The main purpose of the Monitor Communications process is to make sure stakeholder information requirements are met
- Performing this process may trigger the Plan Communications Management and Manage Communications processes
What are some of the characteristics of the Monitor Communications process?
- Monitoring communications can sometimes lead to iterations of the Plan Communications Management process
- Monitor Communications is a process of the Project Communications Management Knowledge Area
- The primary goal of the Monitor Communications process is to make sure that stakeholder information needs are met
- Monitor Communications is the third process of the Project Communications Management Knowledge Area
- This is a correct option. The Monitor Communications process is the third process of the Project Communications Management Knowledge Area. The first two processes are Plan Communications Management and Manage Communications. - Monitor Communications is the process used to make sure stakeholder information needs are met
- This is a correct option. While the first two processes in this Knowledge Area focus on planning and managing communications, the Monitor Communications process is used by project managers to monitor communications and make changes to the communications management plan when necessary, or take corrective action to bring communications back in line with it so project stakeholders get the information they need. - Outputs of the Monitor Communications process may cause iterations of the Plan Communications
Management and Manage Communications processes
- This is a correct option. Correcting a communications issue may involve elements of the Plan Communications Management or Manage Communications processes. For instance, a change to a communications process may require updates to the communications management plan and the method of delivery for the information.
Which statements describe how project communications are used as an input to the Monitor Communications process?
- Project communications are monitored to identify any flaws in the communications management plan
- This is a correct option. Project communications are monitored to determine if the guidelines established for communications are effective. When project communications fall short of stakeholder information needs, the communications management plan needs to be changed. - Project communications are monitored to make sure they meet the information requirements of project stakeholders
- This is a correct option. Monitoring project communications is how project managers make sure these communications are being handled according to the project’s communications management plan.
How is the issue log used as an input to the Monitor Communications process
o analyze existing issues to find out if they are related to communications
- This is the correct option. The issue log items may be analyzed by the project manager to determine whether any of them are being contributed to by communications issues. If so, then the project manager will try to alleviate them through the Monitor Communications process.
How is work performance data an input to the Monitor Communications process?
Work performance data is processed and summarized so that stakeholders can understand it
- This is the correct option. Work performance data is collected, processed, contextualized, and summarized so that it can be communicated to stakeholders in a way that meets their communication needs.
How is the project management plan used in the Monitor Communications process?
The project manager uses it to monitor and control all communications because it defines the planned and appropriate approach to sharing information
- This is the correct option. The communications management plan, a subsidiary of the project management plan, documents how to share all project communications in order to satisfy the information requirements of the project’s stakeholders.
What are some of the examples of inputs to the Monitor Communications process?
What elements are inputs to the Monitor Communications process?
- Stakeholder engagement plan
- Work performance data
- Issues log
- Record retention policies
- Geographic distribution of resources
- Current trends or best practices for monitoring communications
- This is a correct option. This is an example of an enterprise environmental factor (EEF) which is used as an input when monitoring communications. Other EEFs include organizational culture, political climate, and the governance framework in place. - Project communications
- This is a correct option. Project communications is one of the project documents that you can use during the Monitor Communications process. Other examples are the issue log and lessons learned register. - The stakeholder engagement plan
This is a correct option. The stakeholder engagement plan, along with the resource management plan and the communications management plan, is a subsidiary of the project management plan. - Authorized communication media
- This is a correct option. Organizational restrictions or requirements are some of the organizational process assets used as inputs to the Monitor Communications process. - Work performance data
- This is a correct option. Work performance data outlines which types and quantities of communications have already been sent as part of your project.
Which statement exemplifies how a project manager might use a project management information system to help monitor communications?
Spreadsheets are used to collect data from various systems to try and understand why performance measures aren’t making sense
- This is the correct option. Reporting systems are often used to gather data that helps to monitor or control communications. For instance, if the data being collected isn’t making sense, spreadsheets might be used to collect data from a variety of sources and generate a better understanding of the problem.
How are expert judgment and meetings used by the project manager during the Monitor Communications process?
- A meeting of experts is called to determine the best way to monitor communications
- This is a correct option. Expert judgment is used to decide how communications that have deviated from the communications management plan will be monitored. - A project manager gathers her team members to assign responsibility for correcting a communication problem
- This is a correct option. At times, project managers may rely on their own expert judgment to decide how to resolve communication problems. Under these circumstances, meetings are used to explain the problem and assign responsibility for the tasks required to fix it.
In what way can organizational process assets be used during the Monitor Communications process?
A project manager consults existing organizational policies to figure out how to handle a privacy issue
- This is the correct option. Any existing rules, guidelines, policies, procedures, practices, or methods that are established for regular business communications may also apply to project communications.
What are some of the examples of tools and techniques used in the Monitor Communications process?
- You discreetly observe an ineffective communications process in action and consult a senior business analyst about it
- This is a correct option. This example encapsulates two techniques used in the Monitor Communications process: using interpersonal skills to observe practices and getting expert judgment to identify and resolve a communications issue. - A project manager uses software to consolidate reports from different systems
- This is a correct option. Project management information systems are used to capture, store, and distribute information which is needed by stakeholders to fulfil their responsibilities. - A PM organizes a meeting with an in-house security expert to see if the customer’s new security feature request can be technically implemented
- This is a correct option. Meetings can be held to elicit expert insight, but they can also be used to let others know what conclusions or decisions you’ve arrived at. - A chart showing data from various sources is used to determine if stakeholders are being engaged effectively - Data representation techniques, such as a stakeholder engagement assessment matrix, can be used to analyze changes during the Monitor Communications process.
Which statements are examples of updates that may need to be made as a result of the Monitor Communications process?
- The status of an issue is updated to reflect that it has been resolved
- This is a correct option. Issue log updates may be necessary, for instance, if an issue log item is resolved because of the Monitor Communications process. This is an example of a project document update. - The stakeholder engagement plan is updated after certain stakeholders were left off critical communications
- This is a correct option. Communication monitoring activities will often result in updates to the communications and stakeholder engagement plans, so this is an example of an update to the project management plan. - The format of a financial report is revised to make the information easier to understand
- This is a correct option. The formats used for communications are identified in stakeholder communication requirements, which are part of the communications management plan. Therefore, a revision of the report format would require an update to the communications management plan. Changes to a component of the project management plan must be processed through the organization’s change control process.
What are the outputs of the Monitor Communications process?
What are the typical outputs of the Monitor Communications process?
- Project management plan updates
- This is a correct option. Depending on the outcomes of monitoring communications, the project management plan may have to be updated as a result. - Project documents updates
- This is a correct option. Project documents updates may be required as a result of the Monitor Communications process. - Work performance information
This is a correct option. Work performance information is one of the outputs of the Monitor Communications process. - Change requests
- This is a correct option. You may generate change requests as a result of monitoring communications on your project.
Match each input to the example of how it might play a role in the Monitor Communications process. Inputs may match to more than one example.
Issue Log: You record a stakeholder’s concern that an identified product feature requirement was missed in the draft mock-up of the product
Work Performance Data:
You gather weekly percent completes in preparation for creating project status reports
Project Communications:
After reading a memo from a team member to the customer, you notice the correct template wasn’t used and information was missing
Lessons Learned Register:
You review how a breakdown in communication earlier in the project was resolved and apply it to a current problem
Project Communications:
You realize that a message to inform of a schedule change isn’t addressed to everyone who needs it
What example describes how an organization’s project management information system might be used during the Monitor Communications process?
Spreadsheets are used to compare possible methods of bringing communications back in line with the communications management plan, while a chart provides a visual comparison of how the information will be controlled
