Project Communication Management

Question 1

7-38-55 Rule

Answer 1

7%- Spoken Word
38%- Pitch/Tone
55%- Body Language

Question 2

4 Types of Noise

Answer 2

*Syntax: An understanding of grammar, verb tense, jargon or dialect is a syntax noise and can block communication through understanding the message.
*Organizational noise comes from the organization of your message
*Cultural noise comes from cultural stereotypes *Psychological noise comes from distraction by the receiver’s current attitude or mental state.

Question 3

The pitch, tone, and inflections in the sender’s voice affecting the message being sent.

Answer 3

Paralingual

Question 4

Nonverbal Feedback

Answer 4

Body language

Question 5

Confirm the message. The sender confirms that the receiver understands the message by directly asking for a response, questions for clarification, or other confirmation.

Answer 5

Feedback

Question 6

Most communication models share these 3 components

Answer 6

Sender
Message
Receiver

Question 7

The receiver signals that the message has been received. Shows receipt of the message, but not necessarily agreement with the message.

Answer 7

Acknowledgment

Question 8

The receiver confirms that the message is being received through feedback, questions, prompts for clarity, and other signs of confirmation.

Answer 8

Active listening

Question 9

The best modality to use when communicating that is relevant to the information being communicated.

Answer 9

Choice of media

Question 10

Anything that the project management team believes to be true but hasn’t proven to be true. For example, the project management team may assume that all of the project team can be reached via cell phone, but parts of the world, as of this writing, don’t have a cell signal.

Answer 10

Communication assumptions

Question 11

Anything that prohibits communication from occurring.

Answer 11

Communication barrier

Question 12

Communication channels formula

Answer 12

N(N – 1)/2, where N represents the number of identified stakeholders. This formula reveals the total number of communication channels within a project.

Question 13

Anything that limits the project management team’s options. When it comes to XXX, geographical locales, incompatible communications software, and even limited communications technology can constrain the project team.

Answer 13

Communication constraints

Question 14

A project management subsidiary plan that defines the stakeholders who need specific information, the person who will supply the information, the schedule for the information to be supplied, and the approved modality to provide the information.

Answer 14

Communications management plan

Question 15

The device that decodes a message as it is being received.

Answer 15

Decoder

Question 16

The receiver is involved in the listening experience by paying attention to visual cues from the speaker and paralingual characteristics, and by asking relevant questions.

Answer 16

Effective listening

Question 17

The device that encodes the message being sent.

Answer 17

Encoder

Question 18

A software package that allows the project management team to present the project’s health through graphics, spreadsheets, and text. (Think of Microsoft Project.)

Answer 18

Information presentation tools

Question 19

A system to quickly and effectively store, archive, and access project information.

Answer 19

Information retrieval system

Question 20

This is the most common and most effective approach to communication. It’s where two or more people exchange information. Consider status meetings, ad-hoc meetings, phone calls, and videoconferences.

Answer 20

Interactive communication

Question 21

This is documentation of what did and did not work in the project implementation. XXX is created throughout the project by the entire project team. When XXX are completed, they’re available to be used and applied by the entire organization. They are now part of the organizational process assets.

Answer 21

Lessons learned

Question 22

The device or technology that transports a message.

Answer 22

Medium

Question 23

Anything that interferes with or disrupts a message.

Answer 23

Noise

Question 24

Facial expressions, hand gestures, and body language are XXX cues that contribute to a message. Approximately 55 percent of communication is this.

Answer 24

Nonverbal

Question 25

A report that depicts how well a project is performing. Often based on earned value management and may include cost or schedule variance reports.

Answer 25

Performance report

Question 26

XXX are useful in providing information to customers, management, the project team, and other stakeholders.

Answer 26

Project presentations

Question 27

All the business of the project communications is also part of the organizational process assets. This includes e-mails, memos, letters, and faxes.

Answer 27

Project records

Question 28

Formal communications on project activities, their status, and conditions.

Answer 28

Project reports

Question 29

This approach pulls the information from a central repository, like a database of information. Good for large groups of stakeholders who want to access project information at their discretion. Consider a project web site where stakeholders can periodically drop by for a quick update on the project status.

Answer 29

Pull communication

Question 30

This approach pushes the information from the sender to the receiver without any real acknowledgment that the information was really received or understood. Consider letters, faxes, voicemail messages, e-mails, and other communications modalities that the sender packages and sends to receivers through some intermediary network.

Answer 30

Push communication

Question 31

The person who receives the message.

Answer 31

Receiver

Question 32

The person who is sending the message.

Answer 32

Sender

Question 33

Feedback loops and barriers to communications.

Answer 33

Sender–receiver models

Question 34

Notices to the stakeholders about resolved issues, approved changes, and the overall health of the project.

Answer 34

Stakeholder notifications

Question 35

A regularly scheduled meeting to discuss the status of the project and its progress toward completing the project scope statement.

Answer 35

Status review meeting

Question 36

A system to record the actual time to complete project activities.

Answer 36

Time reporting system

Question 37

A very important and critically significant piece of documentation that is essential to the proper and effective functioning of a project in that it documents not what has gone right, but rather, what has gone wrong.
Something that will cause a deviation in cost, schedule, scope, or quality that goes beyond the tolerance levels agreed upon between the Project Manager and their client, sponsor, or project board.

Answer 37

Exception Report

Question 38

Active Listening teaches us to :

A. Listen attentively, with patience and empathy
B. Listen aggressively, with speed and efficiency
C. Listen coherently, with clarity and completeness
D. Listen selectively, with efficiency and effectiveness

Answer 38

A. Listen attentively, with patience and empathy